Attendance:
Wendell Barbour, Christopher Newport College
Joanne Eustis, Virginia Tech
Barbara Ford, Virginia Commonwealth University
Doug Hurd, University of Virginia
Charlene Hurt, George Mason University
John Jaffe, Sweet Briar College
Buddy Litchfield, Virginia Tech
Nancy Marshall, College of William and Mary
Kathy Perry, George Mason University
Carol Pfeiffer, University of Virginia
Lew Terpstra, Virginia Community College System
Also Present: Dan Hix, SCHEV; Pat Jackson, VPI.
Absent: Karin Wittenborg, UVA; Jean Major, ODU; Theresa Byrd
JSRCC; Dennis Robison, JMU.
I. Introductions
Charlene Hurt, Steering Committee Chair, raised the issue of attendance
at meetings. The committee discussed the need to allow substitutes to attend
meetings for members; to keep all Commonwealth academic libraries (and other
interested libraries) appraised of progress; to protect the committees from
inappropriate contact with vendors; to help maintain progress by the committees
and to reduce unnecessary delays briefing new participants each time; and
to maintain the balance of the various committees.
The committee decided that:
1. the notices of the meetings and minutes of the meeting will be made
available on the listserv;
2. members may wish to designate alternates to help with continuity. These
alternates would represent the institution. It is assumed that a sub-committee
chair unable to attend a meeting will appoint a sub-committee representative
to report for the committee as necessary;
3. vendors (including OCLC and SOLINET) were to be discouraged from attending
committee meetings except when invited.
II. COMMITTEE REPORTS
A. ILL ENHANCEMENTS
Doug Hurd (for Chair, Dennis Robison) reported that the ILL Enhancements
Committee met (on July 8) and recommends that all Virginia Virtual Libraries
purchase the Ariel software for Windows. The primary advantage of the Windows
version is that it will allow workstation multi-tasking and that uniformity
in this purchase will facilitate support and training.
ACTION: Within the next few weeks, the committee will provide all participating libraries with specifications for the software and the equipment for anticipated high, medium and low uses.
The Ariel software purchase will be sole source purchase because there clearly are no competitors in this market. Although usually requesting higher payments from consortia, RLG has agreed to a reduced price for the purchase of the software if it can be on 1 invoice with 1 shipping site. With the list price of $789, RLG will provide 51-70 packages of the Ariel for Windows software at $275 each or $189 each for more than 100 copies.
ACTION: Kathy Perry and John Jaffe will query the public and private institutions respectively on the number of Ariel for Windows software packages they will order (in addition to the one (1) Ariel for Windows software package to be purchased by the Virginia Virtual Library Project for each public institution).
The committee discussed the possibility of one institution or Schev handling the combined purchase. Since the money for the Ariel workstations was in the Equipment Trust Fund (ETF) budgets, Inter-Agency Transfers would have to take place. Since there is not enough money in the ETF budget for both the software and the hardware needed, Carol Pfeiffer suggested that some of the Collections Development money (held in SCHEV) be used for this. The committee agreed that this would a good idea.
ACTION: Charlene Hurt offered to ask John Molnar about that possibility.
The discussion on the hardware centered on the fact that the budget, as it is currently distributed, appears to be inadequate, especially for the high lenders needing the more expensive scanners.
Doug reported that the committee had had a brief discussion of patron-initiated interlibrary loan. The Steering Committee discussed this further, and encouraged the User Services Committee to look at this issue.
B. PUBLICITY
Nancy Marshall reported that SCHEV distributed the press release on July
8 to Virginia libraries within Virginia. The committee decided that the
press release should be sent to appropriate library journals, including
Library Journal, CLR News,
American Libraries, Collection Development Journal, the appropriate Divisions
of ALA, EDUCOM and CAUSE, as well as the Chronicle of Higher Education.
ACTION: Kathy Perry will send the SCHEV press release to appropriate library journals and post the list to the listserv. All Virtual Library members are encouraged to send the project coordinator ideas for additional pr notification and are encouraged to send the official press release or a version with local details to their local presses. Kathy will maintain the archives for all articles. All Virtual Library members are encouraged to send copies of local articles to her for the archives.
The committee discussed the possibility of making presentations about the VVL at various meetings. Charlene reported that she will be on the program for the VTLS meeting.
ACTION: Nancy Marshall will call the Virginia Library Association to see if there is a possibility of a panel discussion or presentation there.
C. SELECTING ELECTRONIC COLLECTIONS
Carol Pfeiffer reported that her committee had met (on July 15) and had
established broad goals. In order to meet the schedule for purchases during
this fiscal year, the committee was spending this month doing research for
early purchases. Since the technical requirements are so closely related
to the selections committee task, they are considering holding a joint meeting
of the Technical
Issues and the Selecting Electronic Collections committees. Carol plans
to have her committee make the recommendations for the Steering Committee's
review.
D. TECHNICAL ISSUES COMMITTEE
Buddy Litchfield reported that his committee recommends that each site follow
its own needs for the Z39.50 software, since hardware varies.
The committee will coordinate a Vendor Fair this fall to showcase various
clients (software). The Steering Committee decided that a preferred location
for the fair would be a central location where the technology could be supported.
Richmond was the primary location, with particular sites to be explored
in this order: the
Va. Department of Information Technology (DIT) building, VCU, or the Continuing
Education Center. The Steering Committee recommended that the fair be held
on just one day, from 10am - 4pm and that open vendor booths be encouraged
rather than panel presentations. Pat Jackson offered to look at potential
sites in Richmond.
E. TRAINING AND TRAVEL
Charlene reminded the committee members that the project provided a total
of $53,800 for training and travel. That part of the budget is in the SCHEV
budget and John Molnar will release it when we present a plan for its use.
The steering committee agreed that the money should be released to George
Mason University to handle reimbursements for the project as needed. The
priority use will be for the training component, but the Steering Committee
agreed that it may be necessary to help local libraries with some costs
associated with the various committee meetings.
ACTION: Kathy Perry will prepare a brief statement outlining the training and travel budget plan for John Molnar's approval. The User Services Committee will develop a more detailed projection of the travel and training costs associated with the project.
F. USER SERVICES
Wendell Barbour reported that the committee has not yet met. The steering
committee discussed the importance of this sub-committee as the primary
way the project will connect with the users throughout the state. Barbara
Ford suggested that the committee address the broad issues of universal
borrower access throughout the Commonwealth, with innovative services for
our students and
faculty. The committee will address the type of training necessary for
the ILL enhancements (Ariel project) and the various electronic collections
to be acquired by the project. The committee agreed that reimbursements
would be handled through GMU.
ACTION: Wendell will convene the User Services Committee to develop a plan for the project's training component.
III. BUDGET ISSUES
Kathy distributed budget sheets for the project highlighting the allocations
for ETF in the 1994-95 year. Charlene introduced Dan Hix, the SCHEV Finance
Coordinator, who handles the Virginia Equipment Trust Fund. The committee
had a number of questions for Dan about the ETF money allocated to each
individual school for the statewide project. In general, SCHEV can assist
us as necessary
throughout this project. Dan encouraged the committee members and all project
participants to call him with questions.
The committee express concern that the ETF deadlines are looming. Although some institutions are requiring their lists in early August, Dan explained that the lists are not due to SCHEV until September 9. Dan clarified for the committee the role of the lists. They are not purchase orders but indicate the general type of equipment and projected cost for that equipment. Specific details for purchasing are not due for several months after the September date. Spending can begin around November 1. Modifications, improvements, reduced costs, etc. can be reflected in the later purchase orders, and, in fact, institutions continue to amend the lists beyond the fiscal year.
ACTION: The Steering Committee members agreed that they would not
put in purchase orders for any VVL ETF money until decisions had been made
about what was needed for the project.
There are no restrictions against pooling ETF money within an institution's allocation, or in augmenting ETF funds with other institutional funds to make a purchase for the VVL project. This increases an institution's flexibility in meeting the VVL project objectives, since some institutions may need to purchase larger servers or other equipment than was estimated in the budget.
In general, the ETF is intended for instructional, academic support, and research equipment over $500 in cost. ETF does not include standard office equipment, and SCHEV defines FAX machines as ineligible for ETF funds.
Dan cautioned the Steering Committee members that items that appear to cost $500 or more, may in fact cost less than $500 after all discounts have been taken. Nothing under $500 will be reimbursed by the ETF.
In the case of the Ariel software for the Ariel workstations, the purchase of the software (which would be under $500) could be "bundled" with the purchase of the workstation, since it is essential to the workstation and not just a software application.
Institutions are encouraged to develop ETF lists valuing 130% of their ETF budgets since plans change, prices drop, etc. All state purchases, including ETF purchases, over $10,000 are subject to the review by the Governor's Office.
The Steering Committee discussed the concern that these major budget items have been allocated to the individual schools and that the overall success of the project depends on the individual schools participating and following the legislative intent of the budgeted funds. It was reported that one school's library had not been allocated their full portion of ETF funds for the VVL project. Dan pointed out that the Virtual Library has its own code number in order to track the VVL expenditures.
ACTION: The Committee will alert SCHEV to the potential problem of inappropriate use of VVL ETF funds. In addition, the Committee agreed to identify the parts of their institution's ETF purchase as Virginia Virtual Library and that they will send a copy of their lists and their orders to the project coordinator.
IV. OTHER BUSINESS
A. Next Meetings:
1. Buddy announced that there will be a meeting on August 10 at UVA about
the equipment needs for the 6 Resource Centers. Charlene encouraged each
of the 6 doctorals to send a representative to that meeting. On the hardware
budgeted to the 18 institutions for the VALC enhancement, the Committee
agreed that each institution should ensure that they can provide Z39.50
capability for their server so that all members of the Virtual Library project
can access their OPAC (catalog). The committee was reminded that the number
"18" comes from adding all of the public 4-year colleges and universities
(15), plus Richard Bland College of the College of William and Mary (1),
plus the NOTIS sites for the Virginia Community College System (2).
2. The Steering Committee agreed to meet again in mid-August, preferably in Charlottesville.
B. Announcements:
1. Charlene reminded the Committee that project money can be used for consultants,
if necessary.
2. The State Library is now called "The Library of Virginia".
3. Nancy Marshall announced that she would discuss developments at NOTIS
with any interested members after the meeting.