VALE Steering Committee

Minutes of the September 10, 1998 Meeting

Present: Chervenie, Ciliberti, John Cohn, Judy Cohn, Gaunt, Getaz, Hunt, Mihalick, Rigby, Sweeney, Veldof. D. Hoover (systems staff, Rutgers) joined the meeting.

1. Day One Timetable: the need to seriously reconsider the date for rolling out VALE was raised by Marianne Gaunt who indicated that an end of September target is not possible. Delays in receiving the Sun servers and the database tapes as well as conflicts with OCLC training for the technical personnel make the September date unrealistic.

Marianne presented two possible alternatives which were discussed at length. One option would be to continue use of the FirstSearch bridge as we are currently, perhaps asking each institution to add an html VALE page which would then lead to FirstSearch. A second option would be to customize the SiteSearch WebZ interface in accordance with the Interface Subcommittee's recommendations so that a standard VALE interface would be seen which then would link seamlessly to the four FirstSearch databases.
The group agreed to pursue the second the option, with an implementation target of November 15. Training and documentation could then be developed prior to the beginning of the second term at which time it is hoped that the databases will be loaded locally. The need to have a VALE showcase, even if it is not a final version, for purposes of seeking on-going funding was emphasized.
The group also agreed to poll the members to determine the availability of local web expertise and to offer assistance to those needing it to add the VALE icon to their web pages. The Interface Sub Committee's latest model may be found at http://www.valenj.orgopening. Anne will work with some volunteers to put together a packet of information and generic instructions.

2. A second lengthy discussion focused on the need to position VALE for the future, not only in terms of funding but of new options for information content and delivery. Marianne noted that she had begun discussions with Rutgers administrators regarding the need to seek annual appropriations for statewide electronic resources. Marianne and others will be working to identify interested legislators and to research funding models from other statewide cooperatives. John Gaboury will be asked to try and present an update on VALE at the Presidents' Council meeting on October 19. If this is possible, notification of the VALE agenda item will be placed on the Council's listserv, so that individual library directors may alert their presidents.

3. A discussion about the ultimate future of VALE was initiated by John Cohn and several "themes" for captivating legislative interest in the project were suggested. One note was that VALE provides a form of universal access or equalizes the access to information among the institutions; as institutions move into distance education the need for virtual library resources will escalate; access to and familiarity with electronic information means a more educated workforce for the state (and members of each legislator's constituency).

4. Subcommittee updates were as follows:

Technical Support: John Cohn would like a member of the Training/Help Desk group to join his team and someone with technical knowledge to explain how VALE will work. Dave Hoover will try to attend John's next meeting.
Assessment: A meeting will be held on October 2 to discuss the kinds of data needed for collection at the beginning of VALE. Priorities will be determined.
Electronic Resources: Judith Hunt has a substantial group of volunteers who will be meeting soon; next phase planning, including pricing schemes, remote vs. local mounting, etc. will be included.
Publicity and Communication: Joan Getaz and Pat Tumulty have met and are working on preliminary plans for a gala event, perhaps at Mercer County College. The date and publicity would probably target late November or early December.

5. In discussion of possible future funding strategies, the group agreed that a new subcommittee should be formed whose primary purpose would be to explore private funding possibilities. Judy Cohn agreed to chair this group, with assistance from Anne, Marianne and the State Library grants staff person.

6. The next meeting of the Steering Committee will be on October 19 at 9 am, followed by another meeting on November 2 at 2pm. Both meetings will be at Rutgers.

Minutes prepared by Anne Ciliberti

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