Steering Committee Meeting
Tuesday, May 5, 1998
University of Virginia
Charlottesville
MINUTES
ATTENDANCE: Present: Theresa Byrd, Gene Damon, Linda Farynk, Eileen Hitchingham, John Jaffe,
Jean Major, Connie Kearns McCarthy, Barbara Miller, Roy Strohl, John Walsh, Elsie Stephens Weatherington, and Karin
Wittenborg. Absent: Barbara Ford. Also Present: John Duke (VCU) and Kathy Perry (VIVA).
I. The minutes of the March 11, 1998
meeting were approved as distributed.
II. PROJECT UPDATE
A. Chair's Report
1. Theresa reported on her talk before the UNC School of Information and Library Science
Alumni Association on May 1.
2. Due to local staffing needs, ODU will not be able to continue making Jeff Barry's services available to VIVA
as the half-time technical support coordinator beyond his current term, which ends on June 30, 1998.
3. Connie McCarthy had asked to be relieved of the VIVA Collections Committee chairmanship, effective July 1, 1998,
due to the press of her duties at the College of William and Mary. Gene Damon has agreed to serve as committee
chair for the remainder of the term.
B. Director's Report
Kathy presented the status of the travel and training budget for 1997-98 and reminded the Steering Committee that
she needs VIVA travelers to submit their travel forms immediately and the Request for Travel Authorization forms
for travel anticipated before the end of the fiscal year. Any remaining funds will be used to purchase VIVA collections.
ACTION: The Steering Committee approved the use of the VIVA Travel Request and Authorization forms for the remainder of this fiscal year, with all forms due by May 31, 1998.
III. COMMITTEE REPORTS
A. Collections
Full-Text RFP: Connie provided a status report on the full-text RFP award to IAC.
B. Special Collections
Elsie reported that the Special Collections Committee was facing delays in hiring a grant-writing consultant. The
committee requested that each doctoral make $3,333 available during the next fiscal year for this purpose.
ACTION: The Doctorals approved the transfer of funds for the Special Collections grant writer during the 1998-99 fiscal year.
IV. OTHER BUSINESS
The next meeting is scheduled for June 4, 1998, at Old Dominion University, Norfolk, followed by the LAC meeting
on June 5.
RETREAT ACTION ITEMS:
1. The Steering Committee approved reallocating $420,700 of the institutional dollars allocated to VIVA public
institutions. Because many of the institutions cannot identify receiving any increased funds, Theresa and Kathy
will work with Peter Blake at SCHEV to convey the Library Directors' need for explicit documentation on VIVA funds
allocated to the public institutions.
2. Kathy will do some preliminary research into possible organization models (e.g. 501 c3) for VIVA's long-term
organization.
3. Kathy will prepare a plan for the allocation of the central contractual support funds.
4. Kathy will prepare a chart on VIVA's current collections resources and anticipated inflation during the 1998-2000
biennium.
5. The Steering Committee will bring the plan for increased institutional support to the LAC.
6. The Steering Committee approved the revised allocation of fees to generate $31,000/year in support for JMU's
role as the VIVA purchasing agent.
6 Doctorals
$2450 ea.
14700
9 Comprehensives
$1500 ea.
13500
2 2-Year Schools
$1400 ea.
2800
TOTAL
31000
Each Doctoral will be billed $2,450, each comprehensive will be billed $1,500, and Richard
Bland College and VCCS will each be billed $1,400.
7. Eileen Hitchingham will chair the Proposal Addendum Task Force, with assistance from Roy Strohl, Theresa Byrd,
John Jaffe, and Kathy Perry.
8. An Ad Hoc Task Force was created to propose to the Steering Committee ways to accomplish VIVA's goals of improved
cooperative collection priorities across the state. The
ad hoc task force includes Gene Damon, Eileen Hitchingham, Connie McCarthy, John Walsh, and Karin Wittenborg.
9. Gene will explore the possibility of VIVA holding at least one Steering Committee meeting using the VCCS video
teleconferencing system.
10. Kathy will prepare a comparative grid on staff budgets at other consortia.
11. The Organization Committee will continue discussions about VIVA's organization and will report back on or before
December 1998.
12. The Steering Committee will work with the Independent institutions during the 1998-99 year on the operational
details for the $100,000 (plus the matching funds) allocated by the General Assembly plus the matching funds for
the independent colleges VIVA collections to be purchased during the 1999-2000 fiscal year.