VIVA Steering Committee
Thursday, December 1, 2011
Mary Baldwin College
Staunton, VA
MINUTES
Attendance: Present: Ralph Alberico, Virginia Cherry, Carrie Cooper, Gene Damon, Sharon Gasser, John Jaffe, Carla Lee, Virginia O’Herron, Andrew Pearson, Kathy Perry, John Ulmschneider, Tyler Walters, and John Zenelis. Also Present: Vince Mariner (VIVA) and Jim Self (UVA). Absent: Mary Mayer-Hennelly and Elsie Weatherington.
I. MINUTES
The September 29, 2011, Steering Committee meeting minutes were reviewed.
ACTION: The September 29, 2011, Steering Committee meeting minutes were approved.
II. PROJECT UPDATE
A. CHAIR’S REPORT (Gene Damon)
1. Gene reported that he, John U. and Kathy had met with Secretary of Education Laura Fornash and Associate Director of the Department of Planning and Budget Michael Maul on October 19 to discuss the VIVA funding proposal for ebooks and sustaining funds. The meeting was very useful and provided us with a chance to discuss the needs in some detail and to hear more about the commonwealth’s budget situation. Gene reported that it is our understanding that the issue of alternatives to textbooks has been referred to the SCHEV Instructional Programs Advisory Committee (IPAC).
2. Ralph Alberico has graciously agreed to continue as chair of the Resource Sharing Committee until June 30, 2013.
3. Gene reported that he and Kathy attended the Lyrasis Consortia Summit meeting in Charlotte, NC, November 15-16. The meeting provided an opportunity to discuss ebooks and to gather information useful to VIVA’s RFI process.
B. DIRECTOR’s REPORT (Kathy Perry)
1. Kathy reported she and Sharon met with the ICOLC Balanced Scorecard group on November 17, following the Lyrasis meeting in Charlotte, NC. Seven consortia participated in that meeting: GeorgiA LIbrary LEarning Online (GALILEO), Greater Western Library Alliance (GWLA), North Carolina Live (NC LIVE), New England Law Library Consortium (NELLCO), Lyrasis, Private Academic Library network of Indiana (PALNI) and VIVA. FedLINK, the consortium of Federal libraries, was unable to send a representative to the meeting but will participate in the project. The participants met with Ralph Smith, from Orion Development, and worked through the process to develop a strategy map. Each consortium will develop its own strategy map over the coming weeks and the group will reconvene in late January to compare their work, to collaborate further, and to begin the process of assigning metrics to the objectives. Sharon and Kathy will work with Carla Lee and Jim Self (UVA) on next steps.
2. Kathy reported that she and VIVA Procurement are working with a subscription agent for the Wiley Online Library collection. This should provide significantly reduced prices for the participating VIVA members. More details will be forthcoming.
III. COMMITTEES
A. RESOURCES FOR USERS (Sharon Gasser)
Sharon reported that the Resources for Users Committee met via conference call on November 11 since the last Steering Committee meeting.
1. The Resources for Users Committee recommended the following renewals
a. America: History and Life
b. Historical Abstracts
c. Wiley Online Library
ACTION: The Steering Committee approved the following renewals:
a. America: History and Life
b. Historical Abstracts
c. Wiley Online Library
2. Contract Periods for Spring Renewals: We are working with vendors and the JMU Procurement Office to change the contract periods for a few of the resources with current ending dates in the spring. This little housekeeping project is designed to assist JMU Procurement bill our members and receive payments earlier in the fiscal year, thereby improving our cash flow.
a. The 2 ABC-CLIO products currently have renewal dates of February 28. EBSCO has agreed to a migration plan over the next 3 years. Year 1 will be 11 months (March 1, 2012 to January 31, 2013. Year 2 will be 11 months, February 1, 2013 – December 31, 2013. Year 3 and going forward will be a 12-month calendar year period, January 1-December 31. Price caps were negotiated for years 2 and 3.
b. The AAAS has agreed to lengthen the next renewal period for the journal Science (and the other titles our members choose to add) by 3 months with no penalty. That contract term will be April 1, 2012 to June 2013. After July 1, 2013, the contract will be on the fiscal year period, July 1 – June 30.
3. Request for Information (RFI) Subcommittee for E-Books: The Subcommittee is chaired by Tara Cassidy (VCCS) and includes Erin Crane (Liberty), Anna Creech (University of Richmond), Dawn Dawson (UVA), Elizabeth Kocevar-Weidinger (Longwood), Megan Manahan (GMU), with Amanda Echterling (JMU Procurement) and Kathy (VIVA) serving as ex officio. The Subcommittee had its first meeting on November 18 and members are working towards releasing the RFI on or about January 18, 2012, with responses due approximately 5 weeks later.
B. OUTREACH COMMITTEE (John Ulmschneider)
John reported that the Outreach Committee met via conference call on October 19.
1. The VIVA Users’ Group meeting was held in Portsmouth on October 28, in conjunction with the Virginia Library Association meeting. As in the past, the meeting provided a brief update on VIVA’s progress during the previous year and a chance to meet many of the VIVA vendors. The Outreach Committee presented a panel discussion with Karen Vaughan (ODU), Judith Thomas (UVA) and John making brief presentations on integrating electronic resources into curriculum, teaching, and research. The panel engaged the audience, including many vendors, with an excellent Q&A discussion. The session was very well received by the VIVA members in attendance.
2. The Committee is working with Vince and Kathy to complete the redesign of the large VIVA brochure. The draft text and graphical content have been sent to EBSCO for their design and layout work. The Committee is optimistic that the printed brochure will be available in early 2012.
3. All press releases for VIVA products are available on the viva web site: http://www.vivalib.org/outreach/releases/index.html
C. RESOURCE SHARING COMMITTEE (Ralph Alberico)
Ralph reported that the Resource Sharing Committee met on November 4, 2011 (meeting minutes are posted http://www.vivalib.org/rsc/index.php#minutes) during this quarter and covered a wide range of topics:
1. ILL subcommittee membership and by-laws: The ILL subcommittee has reorganized itself to increase representation of the VIVA community and to stagger terms to ensure continuity The ILL Subcommittee membership and terms are on the website: http://www.vivalib.org/illsubcomm/index.php#members
2. VIVA Standards for shipping and handling of returnables: ILL practitioners have reported damage (e.g. tape or stickers attached to them) and delays with returnables. The RSC is referring this to the ILL Subcommittee to consider whether changes to the VIVA standards need to be made and to determine the best method of communicating the standards and procedures.
3. Secure transmission of articles: The RSC formed a workgroup on secure transmission (e.g. Standalone Odyssey, Article Exchange, and YouSendIt). The Work Group members are Stuart Frazer (ODU), Elizabeth Teaff (W&L), and Katherine Mackenzie (W&M).
4. OCLC WorldCat Knowledge Base: The RSC is seeking to remove impediments to participation in WorldCat Knowledge Base, but has recognized that encouraging participation by VIVA members is somewhat of a challenge, both in a marketing sense and a technical one. The RSC formed a work group on OCLC WorldCat Knowledge Base. Members include Charla Lancaster (VT), Bethany Wright (TCC), Vince Mariner (VIVA), Ralph, and others as necessary. Ralph is working with JMU to generate a spreadsheet showing platforms and collections held by VIVA members and other groups within the state.
5. Priorities for RSC strategic goals: Ralph reported that the RSC and the ILL Subcommittee will work together to address their strategic goals for the year
a. Optimizing OCLC services,
b. Supporting smaller schools, and
c. Reviewing the ILL guidelines.
IV. OTHER BUSINESS (Gene Damon)
A. Announcements: Virginia Cherry announced she will be retiring in June 2012.
B. Next Meetings:
1. March 15, 2012, Richard Bland College, Petersburg
2. September 27, 2012, Norfolk State University, Norfolk
3. December 6, 2012, Longwood, Farmville
4. March TBD, 2013, University of Virginia, Charlottesville
V. BALANCED SCORECARD DISCUSSION (Carla Lee and Jim Self)
Carla led the Steering Committee in reviewing VIVA’s Strengths and Weaknesses (submitted via email), and the brainstorming of VIVA’s Opportunities and Threats. The Steering Committee then reviewed the entire list of SWOTs and organized them into the 4 perspectives and into groups within each of the 4 perspectives:
· Customers
· Financial
· Internal Processes
· Learning and Growth
The VIVA BSC working group (Carla, Jim, Sharon, and Kathy) will develop a draft Strategy Map for the Steering Committee’s review before the next meeting of the ICOLC BSC group, on January 23, 2012, in Dallas.
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