VIVA Steering Committee
Thursday, March 3, 2005
University of Virginia
Charlottesville, VA
MINUTESATTENDANCE: Present: Ralph Alberico, Robin Benke, Dave Hayes, Eileen Hitchingham, John Jaffe, Virginia O'Herron, Mary Mayer-Hennelly, and Kathy Perry. Also Present: Jim Self (UVA). Absent: Gene Damon, Connie McCarthy, John Ulmschneider, Elsie Stephens Weatherington, Karin Wittenborg, and John Zenelis.
I. MINUTES
The minutes of the December 9, 2004 meeting were reviewed.
ACTION: The December 9, 2004 meeting minutes were approved.II. PROJECT UPDATE
A. CHAIR'S REPORT (Ralph Alberico)
1. Learning Technology Advisory Committee. Ralph reported on work underway to develop a new SCHEV advisory committee on Learning Technology. The committee corresponds to other SCHEV advisory committees but is much broader in its composition. Steve Gilbert is facilitating the meetings. Legislation related to this committee did not pass the legislature, but the committee is exploring avenues for voluntary contributions for some pilot projects. Ralph will make the draft report available to the committee members.
2. Nominating Committee. Ralph appointed Gene Damon to chair the Nominating Committee and Eileen Hitchingham and Robin Benke have agreed to serve on the committee. The committee will entertain nominations for the next Steering Committee chair for the July 1, 2005 - June 30, 2007 term and the election will take place at the June Steering Committee meeting.
3. Retreat Planning. Ralph reported that the Steering Committee will hold a planning retreat July 14-15, 2005 at Wintergreen. The retreat will be designed to address a few substantive issues and directions.
4. General Assembly. The General Assembly did not approve any additional funding for VIVA but did approve two items of significance:
a. Item 165 #3c of the Conference bill defined VIVA as "the Commonwealth's public institutions of higher education and participating nonprofit, independent private colleges and universities."
b. Section 23-38.88 (Eligibility for restructured financial and administrative operational authority in the Chapter 4.10. Restructured Higher Education Financial and Administrative Operations Action includes section A. 13. "For sole source procurements made by the institution in accordance with subsection E of Section 2.2-4303, to be exempt from any transaction fees for using a vendor who is not registered with the Department of General Services' web-based electronic procurement program commonly known as 'eVA';". Although this will not reduce eVA costs or procurement steps for all VIVA acquisitions, it will significantly reduce costs and redtape.
B. PROJECT DIRECTOR'S REPORT (Kathy Perry)
1. Kathy reported that the Steering Committee approved the renewal for the Oxford University Press Journals in an email vote conducted on January 11, 2005.
2. OCLC has agreed to realign our port allocations so that VIVA members will have 50 ports available for WorldCat, 24 each for Article First, Medline, ECO, and ECO A&I, and 10 ports for each of the remaining base packages: Papers First, World Almanac, Clase and Periodica, GPO Monthly, Proceedings First, Union Lists and Eric.
ACTION: The Steering Committee approved the reallocation of FirstSearch ports.3. Kathy reported that she is working on the Access database for contacts and institutions and she is also working with staff at James Madison University to make use of their Innovative Electronic Resource Management tool.
III. COMMITTEES
A. RESOURCE SHARING COMMITTEE (Eileen Hitchingham)
The Resource Sharing Committee met on February 4.1. The ILL Community Forum will be held on Friday, July 15, at Sweet Briar College.
2. The Committee discussed the need to replace some of the fiche-to-fiche duplicators purchased by VIVA. The Committee is discussing the feasibility of replacing the duplicators at just 2 of the schools (University of Virginia and the College of William and Mary) where the fiche collections are the largest and the use has been the greatest. The Committee will continue their research and bring a proposal forward at the June Steering Committee meeting.
B. VIRGINIA HERITAGE PROJECT TASK FORCE (John Jaffe)
The Virginia Heritage Project Task Force met on February 4.1. The Committee discussed the need to bring the Virginia Heritage Project brochure up to date.
2. The Committee will explore the need for continuing VIVA support and will bring a proposal to the Steering Committee in June.
3. The work on the Jamestown Bibliography is now complete and is available on the web at: http://spec.lib.vt.edu/viva/Jamestownbibliographyviva.pdf (a 343 page .pdf). John acknowledged Susan Riggs, Ute Schechter, Jodi Koste, and Gail McMillan for their work on this project and also the VIVA institutions who contributed materials for the project.
4. The Committee continued their discussion on the digitization project "The Struggle for Freedom in Virginia" and what might be of benefit to teachers at the K-12 and college and university levels.
C. RESOURCES FOR USERS COMMITTEE (Kathy Perry for Gene Damon)
1. The Committee reported that review committees will be established to review VIVA's subscription to both Encyclopaedia Britannica and Stat-USA. The Committee recommended renewals for the 2005-06 year for the following products:
a. Encyclopaedia Britannica
b. Gale InfoTrac
c. Gale MLA
d. LexisNexis Statistical
e. Science
f. Stat-USAACTION: The Steering Committee approved the following renewals:
a. Enycylcopaedia Britannica
b. Gale InfoTrac
c. Gale MLA
d. LexisNexis Statistical
e. Science
f. Stat-USA2. For Information:
a. The Database RFP Committee (Chaired by Sharon Gasser) has drafted the RFP for the databases CINAHL, ERIC, and PsycINFO. Additional databases are included in the RFP. The RFP is scheduled to be released on March 4, 2005.
b. The Serials Analysis Project Subcommittee (chaired by Paul Metz) has been reactivated and will work with VIVA members to load their data this spring.
c. Two refresher workshops on the Serials Analysis Project are scheduled to take place on March 10 at Blue Ridge Community College and March 11 at Randolph-Macon College.
d. The Training Subcommittee (chaired by Pat Van Zandt) is planning a training fair for the summer.
D. OUTREACH COMMITTEE (Kathy Perry for John Ulmschneider)
The Outreach Committee held a conference call on December 18 and met on February 18. Priscilla Perkins resigned from the Committee due to the press of other duties and Elaine Day will move onto the committee as an official member.1. The Committee has been working on the web page revisions. The Committee is targeting the end of April for the final release of the prototype to the VIVA community and final review by the Steering Committee at its June meeting.
2. The Committee has completed the press releases and these are posted to the VIVA Web site. They will work to tighten the timeframe for the production of the press releases.
3. Other promotion items are being discussed, including work on a Web page for the 10th anniversary events and the development of a "VIVA video".
IV. NEW BUSINESS
The next VIVA Steering Committee meeting will be held at Virginia State University in Petersburg on June 9, 2005.
Steering Committee Minutes
- Contact: Kathy Perry, VIVA Director
- Last Updated 4/28/2005