VLAC Minutes

1. Meeting called to order 1:28 PM -Introductions
2. Report on the state of the KYVU presented by Randolph Hollingsworth, KYVU Special Projects Coordinator
3. KYVL Report - PATTIE
4. OCLC to feature KYVL in annual report- copies will be available
5. Psych-Info back files will be made available at no additional cost.
6. Funds saved as a result may be used to acquire World Book US Version- to June 30 '01
7. HARDY- Web site lists current available edition as "World Book 2000" - it may have been recently updated
8. Resource sharing work group- Courier Service August statistics are encouraging- 3,637 bags with 4,400 items moved, over 1,000 ARIEL transactions.
9. Institutions need to support their ILL departments due to increased workload.
10. Tutorial- Consultant Paula Daugherty(?)engaged to review and redesign the tutorial.
11. Tutorial to be split into two parts- for public, for registered KYVU students. Public (HTML)version to be worked first. Student version to be on new learning platform for evaluation/feedback purposes . Also a version for kids is planned.
12. BESANT- Points out lack of specific tutorials for systems and databases. Strongly urges that public version be in a format readily available to all users.
13. New learning platform RFP JAN01- In effect 1 Jul 01
14. Purchase of "Test Server" approved- to be at U of L. -for testing changes and back-up during periodic software updates.
15. Kentuckiana Digital Library featured- Great selling point for KYVL- Finding aids completed. Searchable in SiteSearch
16. Training archives personnel to provide metadata.
17. Vendor sought for digitizing microfilm collection –for example the Governors' Journals at KDLA.
18. Need more funds for expanding this project.
19. QUESTIONS?
20. STITH- What mechanism do we have to notify KYVL if a contact person leaves/moves?
21. PATTIE- need to put a note on the WEB site -it is up to the library director to notify KYVL
22. BROWN- Use listservs.
23. Contribution Group Report - NORTHERN
24. Group has not met but some new data is now available. 2 charts distributed:
25. KYVL Database Statistics by User Community
26. KYVL Database Statistics
27. KLN 1997/8 Contribution Scheme vs. Actual Usage
28. FTE Budget Actual
29. K-12 25% 16.7% 19%
30. Special 0.4 0.4% 9%
31. Public Libs. 69.5% 25.3% 13%
32. Private Inst. 0.8% 6.9% 12%
33. Public Inst. 4,5% 7.2% 47%
34. CPE/KYVL 43.4%
35. Goal to set new rates by Jan 01
36. REESE- will CPE contribute same amount?
37. NORTHERN- no increase in funds is to be expected.
38. NELSON- Need for additional databases- if not recognized by CPE, then users must come up with additional dollars.
39. NORTHERN- CPE will ask for more funds- but must demonstrate reasonable contributions from users.
40. BESANT- Original intention was to move from FTE to Actual use- however, vendor pricing based on FTE- potential FTE should still be taken into account- both should be used.
41. NORTHERN- Use of both would be more fair- billing purely by usage percentages may cause a shock
42. BESANT- Usage numbers are embryonic- due to little patron training at public libraries- their usage and school usage will boom as they become trained and made aware of the databases.
43. NORTHERN- We may have to revisit the payment scheme periodically.
44. REESE- Is the committee to develop a methodology or also apply it to a real budget? Will committee ask participants for more money?
45. NORTHERN- We will use the dollars we have- CPE budget is fixed for biennium.
46. PATTIE- We have a wish list of databases- even with more CPE$- we still need to get more $ from members. Our goal- to make pricing more fair and increase revenue.
47. DAVIS (Charlene Davis, KDLA)- there have been no increases for database access since 1998 (KLN Firstsearch Project). Libraries are getting much more through KYVL for same price.
48. STITH- We need some historical perspective- the large academics are not using the databases but putting a lot of money into them.
49. NELSON- If based on usage, some will pay more, others less, the idea is to get institutions to pay at least what they have been paying.
50. STITH- Is the purpose to get more $ or get more participants?
51. PATTIE- Both- we already have almost all libraries but still some specials- a potential growth area.
52. DAVIS- For-profit specials are a problem.
53. BESANT- For universities, administrators-there is a perception that since KYVL is getting big $, the funding pressure is off local libraries- service is improved and there is some "cost avoidance," but no big savings are incurred by participation in KYVL. There is a long list of needed databases- don't expand the impression that a big KYVU budget is easing pressure on libraries.
54. PATTIE- I always point out when giving presentations that KYVL is to supplement not replace libraries- will increase usage and demand, not lessen it.
55. Academic Library Survey PATTIE
56. Library "Key holders" need to register by Oct 11, survey opens 16 Oct. for academic institutions only
57. New feature extract comparison data IPATS DATA(?) for funding levels.
58. Miko is state coordinator- will call meeting. 71 participating institutions- 35% still not registered. NCES?
59. NELSON public library survey has a similar package- very helpful
60. General Marketing Discussion
61. BESANT- Requests a slide show be placed on WEB site to be used when giving presentations. Eye catching for lay persons.
62. BROWN- A 12 slide, 15 min presentation is in the works- also availability of PR materials(pencils, pads, etc) should be on the WEB site soon.
63. PATTIE- Statistical charts and graphs will be under "Statistics" button on the WEB site.
64. CUTHBERTSON- Are there plans for new promotional materials featuring the new logo?
65. PATTIE- We are going to ask Sue Patrick, KYVU Marketing Director to help with new brochure.
66. NELSON- we must encourage putting the word "Library" in KYVU promotional materials and presentations- many ordinary people don’t associate the library with KYVU. This is a problem when talking funding with legislators.
67. PATTIE- Survey results show that only 25% of citizens know about KYVL.
68. BESANT- Urges Jim Nelson to participate in KYVU Marketing Committee- he does and will continue to.
69. PATTIE- Everywhere we go we all have an obligation to spread the word- Marketing Work Group will be called together soon.
70. Next Meeting Date - December 1, 2000, 1-3PM

Last Updated: 1/24/01