Minutes of the July 26, 1999 Meeting

Present: A. Ciliberti, John Cohn, Judy Cohn, M. Gaunt, J. Getaz, J. Hunt, J. Livingstone, P. Price, P. Rigby, B. Simpson, R. Sweeney, P. Tumulty, M. Veldof

1. Marianne Gaunt began the meeting with an update on funding and discussion of future funding strategies. She announced that unfortunately the $3 million proposed for the NJ Virtual Library had been eliminated from the NJ State Budget just prior to its final adoption. Jack Livingstone explained that it was probably traded off for something deemed of higher importance to the leadership. He also noted that he has already met with the Governor’s staff about the need for a NJ Virtual Library and that efforts are underway for a possible (long shot) supplemental appropriation. Jack and Pat Tumulty emphasized that lobbying efforts for next year’s budget must begin now and that the support of the higher education lobbyists is critical. This project will be a top lobbying priority of the State Library and NJLA and Jack and Pat will be developing a plan for various strategies.
   

2. It was suggested that the sub-committee chairs also be thinking of funding strategies and important points from their work which might be used to further legislators’ interest in the project.

3. Anne Ciliberti summarized the members’ response to the second round of pricing for the potential new databases. She indicated that many libraries replied negatively to the second round of pricing and that she had gone back to the vendors to ask for different proposals based upon the small groups which had expressed interest in each database on the first straw poll. The Committee approved this approach and Anne will disseminate new price structures in the coming week.
   

   The need to develop other, non-FTE-based pricing models was discussed and Anne distributed a report of the members ranked by FTEs. Rich Sweeney suggested that a cost sharing model based upon pro-rated use be tried for one or two of the databases and the group concurred.
   

4. Anne Ciliberti distributed a financial report which showed that the carry forward sum of approximately $160,000 is holding firm. These dollars will be used to subsidize the cost of the original four databases in the new year.
   

5. Judith Lin Hunt proposed a process for the selection of new VALE databases. She suggested that database suggestions be funneled through the library directors who would be asked to prioritize the products by a certain date. Anne suggested that the products be grouped and prioritized within a group. John Gaboury and Marianne Gaunt will draft a letter to the directors describing the solicitation of new database suggestions early this fall. Suggested databases will be posted on the website so that all can view the list.
   

   Judith inquired if there should be a rationale, focus or “collection development” statement and the group agreed that a general statement of intent about the databases might be useful.
   

   Judith’s group is also working on a budget year survey and a list of potential free websites for mounting on the VALE homepage.
   

6. Marianne reported on discussions with Steve Shapiro, Chair of the Interface Committee. It is proposed that four sub groups be formed to perform in-depth analyses of the four original databases and write VALE documentation for each. These groups would be a subcommittee of the Interface Committee reporting to Steve who will work with Dave Hoover for the technical aspects of the work. Once prepared, the documentation can be provided to the training group for further dissemination and for training purposes. Marianne will be looking for a volunteer to co-chair the Interface group with Steve since that group will also be looking at the design of the VALE website.
   

7. Marianne announced that the Seton Hall staff have made excellent progress on the database updates and usage statistics. She believes the statistics will be available within the next few weeks for distribution to all VALE directors.
   

8. A discussion was held about the manner in which access would be provided to the new VALE remote databases and the need to preserve the VALE identity. It seems unlikely that VALE non- subscribers can be filtered out at Rutgers as they are now. They will probably need to be passed along and authenticated at the remote host. Dave Hoover will be exploring these possibilities.
   

9. Further information about the usage statistics was distributed in the form of a mock up and power point print report. The data will be sent electronically to all directors who can then download the data to local spreadsheets.
   

10. The need to name a new public, four-year college/university representative on the Steering Committee was discussed and several nominees were suggested. Pamela Price will check with all other eligible directors to see if they wish to be considered and an election will be held by the end of August.
    

11. Anne Ciliberti reported on a project to review the websites of other similar consortia for design and content features of interest to VALE. She distributed a preliminary report of several consortia she had done to show how other consortia are funded and at what levels. Jack Livingstone had found the information useful in his visit to the Governor’s staff. Several people volunteered to help by reviewing other consortia and reporting their findings on a form.
    

    Anne also announced that there will be a complete redesign and revision of the About VALE website maintained at William Paterson. One element common to most of the other consortia’s pages is a statement of the consortium’s vision. The group reviewed the original vision statement from the 1997 VALE proposal and agreed to re-adopt it pending minor updates in wording.
    

12. Joan Getaz reported on several developments related to communications and publicity. She distributed a draft version of a VALE Update Newsletter to be distributed to all VALE librarians. After discussion, it was agreed to post VALE news type information electronically on the Rider listserv and to develop a broader, more article-driven Virtual Library newsletter in print. The print newsletter could be sent to presidents, deans etc and might be important in the higher education lobbying efforts.
    

    Joan also reported that the Rider listserv continues and it was agreed to try to get each Director and at least two other staff members at each institution to subscribe so that mass communication could be easy and effective.
    

    Sub committee chairpersons should be encouraged to submit news notes for the electronic newsletter and given deadlines for the submission of copy to Joan.
    

    Another communication suggestions was that each Steering Committee member be assigned four directors whom they would contact personally when there is important VALE business.
    

13. Marianne described a proposal to hold a VALE Users’ Group meeting in September or October and to have several “tracks” for different interest groups, such as the directors and various database users. Speakers might be brought in for an opening session prior to breakouts of different tracks.
    

14. Due to lateness in the day, Marianne proposed and the group agreed to postpone two items until the next meeting: the on-going VALE organization structure and plans for the annual evaluation.
    

15. The next meeting of the Steering Committee will be on Septmber 14 at 2 pm.

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