The Virtual Library of Virginia
 
Steering Committee Meeting
Thursday, July 17, 1997
James Monroe Building
Richmond, Virginia
MINUTES

ATTENDANCE: Present: Theresa Byrd, Gene Damon, Cathy Doyle, Linda Farynk, Barbara Ford, Eileen Hitchingham, Charlene Hurt, John Jaffe, Jean Major, Paul Metz, Barbara Miller, Karin Wittenburg, and Elsie Stephens Weatherington. Also Present: Laura Ford (SCHEV), John Haskill (W&M), Carol Pfeiffer (SCHEV), Dennis Robison, and Kathy Ward (GMU). Absent: Nancy Marshall.

I. MINUTES

The minutes of the June 5 th meeting were approved.

II. PROJECT UPDATE

A. Theresa announced that during Kathy Perry's recuperation period, Kathy Ward would be on loan from the GMU Reference Department for ten hours a week to provide help with the routine workings of VIVA.

B. VIVA New Committee chairs were announced as follows:

Connie McCarthy - Collections Committee Chair

Paul Metz - Interim Chair of the Collections Committee

Jean Major - User Services Committee

Eileen Hitchingham - Technical Issues Committee

Other chair appointments will be announced after the comprehensives have their meeting to clarify membership.

C. Samples of the new VIVA Brochures were circulated for approval by the Steering Committee. It was suggested that the date be added to the brochure (to be placed in the lower right hand corner on the back of the brochure).

ACTION: A motion was passed to have 25,000 brochures printed in a vertical format and then distributed through Kathy Perry's office on the basis of double the number of faculty at each campus.

D. The Steering Committee discussed the VIVA listservs.

ACTION: A motion was passed to keep the Steering Committee Listserv closed to all but current members of the committee. In addition, a motion was passed to have the full VIVA listserv remain an open list with a notice attached alerting members that the list is an open list.

E. The 1997-98 budget was distributed and briefly discussed.

III. COMMITTEE REPORTS

A. Committee Memberships: The Publicity Committee will be a subcommittee of Users Services Committee. The Cataloging & Intellectual Access Task Force will be a subcommittee of Users Services. A decision regarding a Special Collections and Archives member from the independents has not been made. The Organization Committee which is an ad-hoc subcommittee appointed by the chair, will take up the matter of committee membership structure during the coming year.

B. Database Strategies Task Force: Gene Damon distributed copies of the Database Strategies Task Force report.

ACTION: A motion was passed to accept the report as written.

C. Organization Committee: Charlene Hurt reported that Jeff Barry (ODU) has accepted the position of Technical Support Coordinator.

D. Publicity Committee: Jean Major handed out copies of the Publicity Committee's report. Jean also requested that a search be done to locate anecdotes about VIVA in action (for example, to highlight faculty members' use of VIVA in the teaching environment).

E. Theresa reported that she has appointed a subcommittee to work with the Library of Virginia to discuss the LoV membership in VIVA. Charlene Hurt will chair, and Elsie Weatherington, Gene Damon, and Kathy Perry will be members. Charlene will call a meeting before end of July if possible.

IV. OTHER BUSINESS

A. Proposal: The draft of the proposal for the 1998-2000 biennium was distributed by Dennis Robison.

ACTION: The proposal was approved with the editorial changes as discussed. The proposal will go to Linda Farynk as Chair of the Library Advisory Committee, and she will distribute it to all LAC members with a request that they vote by e-mail, fax, or phone by August 5th.

B. VIVA Assessment: There was some discussion on a proposal to have an assessment of VIVA conducted as part of a public policy class assignment by students at W&M.

ACTION: Theresa Byrd will get more information from Peter Blake and report back to the committee at the September meeting.

C. John Jaffe reported on a proposal by the Council of Independent Colleges of Virginia to seek funding for participation in VIVA. A group from the Council met with Peter Blake and he indicated support of the concept, suggesting that the VIVA Steering Committee discuss whether they would want to include it in the proposal for the 1998-2000 biennium. There was considerable support for the independents securing funding to participate in VIVA, but concern about how it could be done within the context of our proposal.

ACTION: It was moved, seconded and passed unanimously that the Steering Committee does not, at this time, wish to consider a hybrid proposal to bring forth private institutions funding for the 1998-2000 biennium, and instead supports the CICV proposal as an independent proposal.

D. Consortium of Consortium Meeting: The Steering Committee agreed that Theresa Byrd, Eileen Hitchingham, and Kathy Perry would attend the Consortium of Consortia meeting in Chicago, September 22-24, 1997.

E. Library Workshops: Barbara Miller brought to the table a discussion as to whether VIVA could or would be willing to support the efforts to host library workshops in Virginia.

ACTION: Barbara will send out more information and the issue will be discussed further at the next Steering Committee Meeting.

F. 1997-98 Meeting Dates: Meeting dates were set for the coming year. They will be September 18 at VMI, November 6 in Charlottesville, December 4 at Blacksburg, January 30 (place to be determined), March 12 at Longwood, April 17 (place to be determined), and June 4 at ODU.