LIBRARY
ADVISORY COMMITTEE
MINUTES
ATTENDANCE:
Ralph Alberico (James
Madison University), Christopher Bean (Shenandoah
University), Robin Benke (University of Virginia’s
College at Wise), Elaine Day (Averett University), Cathy Doyle (Christopher Newport
University), Alan Edwards (SCHEV), Steven Helm for David Hayes (Radford
University), Doug Hurd for Karin Wittenborg
(University of Virginia), John Jaffe (Sweet Briar College), Sharon McCaslin (Longwood University), Mary Mayer-Hennelly (Tidewater Community College), Frank Moran (Blue
Ridge Community College), Kathy Perry (VIVA), Don Samdahl (Virginia Military
Institute), Aileen Schweitzer, (Thomas Nelson Community College), Carol Sinwell (Northern Virginia Community College), Nelson Worley for Nolan Yelich
(Library of Virginia), John Zenelis (George Mason
University).
CALL TO
ORDER: Robin Benke, Chair,
called the meeting to order at
INTRODUCTIONS
AND PRELIMINARY COMMENTS:
Ralph Alberico introduced
JMU Provost, Dr. Doug Brown, who welcomed the SCHEV LAC members. In his remarks Dr. Brown acknowledged the
leadership role of the Library Advisory Committee and made special reference to
VIVA’s significant contributions to resource sharing
and information access.
Robin Benke thanked Ralph Alberico for the VIVA and LAC meeting and dinner
arrangements and for the hospitality at
The minutes of the
VIVA REPORTS:
1. Ralph distributed a summary spreadsheet provided by Alan Edwards titled “State Council of Higher Education for Virginia Amendment Recommendations to Introduced Budget.” The spreadsheet showed the Governor’s recommendation for an additional $1.47 million in VIVA funding for the next biennial budget but also showed a reduction under Senate Bill 30. Ralph noted the strong sense of VIVA support in the legislature but cautioned that even with projected VIVA funding increases it will be necessary to examine the entire VIVA package of resources.
2. John Zenelis disseminated the brochure “Virginia Higher Education IT: Collaborations.” This document highlighted accomplishments of academic IT departments throughout the Commonwealth and mentioned VIVA as one of the most successful collaborative projects. The question was raised as to whether VIVA should draft a similar document. Committee members were informed that plans are underway for a VIVA ten-year anniversary document showcasing VIVA’s achievements and inter-institutional library cooperation.
3. Ralph reported on the January 21, 2004, meeting of SCHEV LAC representatives (Ralph Alberico, Gene Gamon, Cathy Doyle, John Jaffe, Kathy Perry, Roy Strohl, John Ulmschneider, and Elsie Weatherington) with SCHEV respresentatives (Nancy Cooley, Alan Edwards, and Rick Patterson) and representatives of three of the for-profit libraries (Carolyn and Larry Leonard from Stratford University, Rebecca Tabakin and Myrtle Humphrys from ECPI, and Elizabeth Terry from Strayer University). The focus of the meeting was to explore the concept of for-profit institutions’ participation in VIVA and to initiate discussion of such issues as VIVA’s mission, operations and contractual agreements. SCHEV will reconvene a meeting
1. Kathy reported that the new domain name
www.vivalib.org has been acquired and that a tentative transition date of July
1 is proposed to coincide with VIVA’s ten-year
birthday. Kathy will work with John Duke
and John Ulmschneider on the transition plan and
announcement.
2. Kathy reminded committee chairs to review their memberships and to inform Kathy of any vacancies that will occur after June 30. Replacements for the Steering Committee are to be selected before the June Steering Committee meeting.
3. Kathy provided an update on plans for VIVA’s 10th Year Anniversary celebrations. The Anniversary Task Force (Berna Heyman, Chair, Joy Galloni, Roy Strohl, and Kathy
Perry) have met and have organized activities in preparation for the
celebration, e.g., fundraising letters to the largest VIVA contractors,
designing and printing the 10 Year Progress Report, and arranging for the
celebration dinner. The dinner is
tentatively scheduled for September 30 in
Virginia Heritage Project: John Jaffe, Chair
John distributed a
taskforce report and shared these accomplishments from that group: 1. The members met at the University of
Virginia on December 12, 2003 and February 27, 2004; 2. The Jamestown Bibliography has been
updated and submitted for approval to the National Parks Service; 3. Materials relating to the Brown vs. Board of Education Supreme
Court decision have been posted to the VHP site; 4. The heuristics review of the VHP database
web site was completed and presented to the UVA web group; 5. EAD specifications and software are being
upgraded now. On completion, there will
be updated training for encoders. 6.
Standards for digitization were circulated and a group established to
disseminate those standards and provide a baseline for digitization
projects. 7. The National Sporting Library in Leesburg was
added to the project and staff training provided; 8. The taskforce has begun describing
collections/materials to include in the digitization grant proposal. These descriptions are due
Resource Sharing Committee:
Kathy Perry for LeRoy Strohl,
Chair
Kathy reported that
although the Committee was unable to meet this quarter due to scheduling
problems, the ILL Subcommittee has continued planning the ILL Forum to be held
on
Kathy distributed the “VIVA Outreach Committee Quarterly Report,
1. The report highlighted
successful collaboration with the SCHEV LAC Advocacy Task Force and the
2. The Outreach Committee will
begin immediately to promote the new VIVA Domain name, www.vivalib.org.
3. For the spring agenda the Committee
plans to advance the use of the VIVA logo and name for Web-based resources
among VIVA institutions, to enhance the VIVA web site and to explore creating a
promotional video for VIVA.
VIVA Resources
for Users Committee: Kathy Perry for
Gene Damon, Chair
Kathy disseminated the “VIVA
Resources for Users Committee Report to the Steering Committee,
1. The VIVA Steering Committee approved renewals for : a. Annual Reviews; b. Encyclopaedia Britannica; c. Nature; d. MLA.
2. The Steering Committee approved the addition of Reviews Microbiology to the Nature subscription.
The report also included these informational notes:
1. The Committee is reviewing Nature Archives and BioOne for purchase consideration if VIVA receives additional funding.
2.
3. The Committee is establishing a working group
to determine alternatives to the
4. Subcommittees have been established to review Factiva, chaired by John Tombarge (W&L) and MLA , co-chaired by Virginia Kinman (Longwood) and Janet Holly (VMI).
5. Training for participants in the serials analysis project is scheduled for March 16 at JMU and March 17 at ODU. This project is gaining momentum as institutions start loading their data and begin analysis of their institution’s data.
SCHEV Update: Alan Edwards
Alan provided an overview of recent SCHEV activities and developments: a. The new SCHEV executive director will begin work July 1, 2004; b. The recent SCHEV legislative liaison report revealed deep support for VIVA; c. The Academic Affairs Committee is addressing general education issues as well as efforts to increase educational efficiency; d. Focus on assessment of student competency continues; e. Gene Damon and Alan Edwards will persevere with discussions about eVA procurement policies and library materials.
Library of Virginia Update: Nelson Worley for Nolan Yelich
Nelson shared information about these key areas: a. Funding for the Library of Virginia continues to be a challenge; b. “Acceptable use” policies appear to be a workable solution for public library internet filtering; c. The Library of Virginia Board has been working to develop a model of certification for public librarians; d. The Library has experienced significant environmental issues in its current facility.
Strategic Planning Discussion: Ralph Alberico
Ralph distributed a questionnaire regarding library strategic planning and requested that librarians respond to the online survey that he posted on the LAC listserv. In addition, Ralph asked that LAC members send him the url’s for their strategic plans and annual reports that are on the web. Ralph volunteered to collate the responses and to make the information available electronically.
LAC representatives summarized current strategic planning processes at their institutions and discussed common features and distinctive practices. The conversation disclosed a number of differences among the various college libraries: some college assessment offices run the strategic planning process; at one college the process is faculty-driven; at others, strategic planning is driven primarily by external factors. Questions were asked about SCHEV’s expectations for library strategic planning and whether legislative pressure might lead to more restrictions on specific elements in strategic plans.
Much interest was expressed in libraries’ external and internal assessment instruments used for strategic planning, such as UVA’s “Balanced Score Card.” Members agreed that assessment and outcomes are major issues that will continue to have significant impact. The discussion emphasized how important it is for assessment to be integrated with a library’s reporting system.
Library Support and Advocacy Task Force: Cathy Doyle for
John Ulmschneider, Chair
Cathy distributed the “Advocacy Task Group Update to VIVA Steering &
SCHEV LAC
1. Kathy Perry prepared letters to every General Assembly member educating them about VIVA and giving them a login/password to VIVA resources during the session; Kathy also designed and distributed a bookmark with essential VIVA information for access by legislators and key staff members.
2. The Task Force participated in the SCHEV breakfast reception for legislators on January 21. Members also participated in the meeting with SCHEV staff and representatives of the for-profit colleges.
3. In cooperation with the VIVA Outreach Committee, the Task Force created draft letters, templates , and other resources to support student advocacy on behalf of VIVA.
4. The Task Force voted to discontinue the legislative lunches since they were not as effected as desired.
5. Advocacy and education will continue to be emphasized in future activities, including visits to SCHEV Council members, visits with budget committee members, and meetings with staff of the General Assembly and Executive Office.
Universal Borrowing: Tacy Elliott
This agenda item was postponed until a future date.
Other
Information and For the Good of the Order:
1. Kathy
Perry distributed the LAC membership list and requested that revisions be sent
to her. Kathy also encouraged the use of
the LAC listserv that she recently established.
2. Doug Hurd noted that the new library building project at UVA
will be completed in early July or August and that Karin Wittenborg
would like to host a future LAC meeting there.
3. Cathy
Doyle announced the availability of good-quality library shelving from CNU due
to new library construction. Interested
libraries should contact Cathy.
The meeting was adjourned at
Future
LAC Meetings with VIVA Steering Committee the preceding day:
Sept.
30 –
Dec. 2004 (to be announced)
Mar. 2005 (to be announced)
Aileen
Schweitzer, Secretary