VLAC Minutes

1:00 p.m., January 3, 2003
Frankfort, KY


Present: Arne Almquist, Diane Culbertson, Kathy Hamperian, Bill Hansen, Mary Molinaro, James Nelson, Norma Northern, Wayne Onkst, Hannelore Rader, Larry Rees, Cathy Reilender, Janet Stith, Dennis Taulbee, Lee Van Orsdel, Enid Wohlstein

Absent: Jennifer Scarborough

Guests: Daniel Rabuzzi, Miko Pattie, Charlene Davis

1. Announcements: Introduction of new KYVL Director, Enid Wohlstein.

2. KYVU Update (Rabuzzi): Thanks were given to the KYVL Director Selection Committee for a job well-done. The pool was large and well qualified and the process was very rigorous.

Another major appointment: The CPE has chosen a new President, Thomas Layzell. He is presently the Commissioner of Higher Education in Mississipi. He has an undergraduate degree in History and a Masters in Public Administration. He is also a lawyer.

The KYVU is working in budget mode (even though it isn't currently a state budget session). KYVU would very much like to see a state budget.

Rabuzzi noted that the new children's interface to KYVL has received the prestigious Golden Web Award from the International Association of Web Masters and Designers. He pointed out that, lack of funds notwithstanding, KYVL's accomplishments are being noticed by many, including the Governor.

3. Recognition of Miko Pattie (former KYVL Director): Rader recognized Miko Pattie for her accomplishments as Director. Pattie was the founding Director of KYVL and is responsible for many of the accomplishments of the KYVL. Rader pointed out that she has shown great leadership in the development of KYVL.

Pattie added her comments, thanking the VLAC for its support over the past 3-4 years. She urged the group to provide the same level of support to the new Director.

4. KYVL Update (Wohlstein): Wohlstein made opening remarks concerning her appointment as KYVL Director. She also mentioned the Golden Web Award (see section 2, above). The Kentuckiana Digital Library will soon purchase an upgraded server to replace the current one. A new software system, developed by the University of Michigan specifically for digital library projects, will be installed. These changes will provide a number of improvements, including ADA compliance, better finding aids and, better searching capabilities. The switch to the new server and software is expected in March.

Database Budget Update - (See handout "KYVL Database Budget Plan 2001-2003") Rader asked about potential cost increases for FY 2003-2004. Taulbee seconded the question. Rabuzzi reported that we will really need to discuss the database budget over the next couple of meetings as the state's overall budgetary situation clarifies. To be safest, we may want to look at a worst case scenario and then be able to build from there if the situation is not as bleak.

Molinaro requested that the process take place on a schedule that allows libraries plenty of time to reconcile potential increases to their local budgets. Van Orsdel noted that we are still within the 5 year contract period, which allows us to tailor content with some movement on price. Rabuzzi and Northern indicate that under the contract we have a menu of database choices provided by the vendors. Davis indicates that the Collection Development Work Group should have its assessment project completed by March.

Rader summarized: We should have assessment data in March. A clearer picture of the budgetary situation should be available by March or April. So the March and April VLAC meetings are going to be very important.

5. Private K-12 Schools and Database Usage (Culbertson): There are approximately 50,000 private school students throughout the Commonwealth of Kentucky. These are primarily parochial school students, with students from other faith-based and secular schools. Culbertson surveyed the private K-12 schools about their thoughts on paying a fee to join KYVL. She read several of the responses aloud. These ranged from enthusiastic interest to a feeling that the privates already have sufficient access for free through local public and academic libraries.

Culbertson suggested that the proposed fee of $1,000 per school wouldn't be eagerly accepted by any but the largest schools (over 1,000 students). The alternate suggestion of a fee of $1.00 per student looks as if it would be more successful. It was noted that most vendors had agreed to add the privates with no increase in the fees. Two vendors have requested increased fees. A suggestion was made for KYVL to go back to the two vendors and to negotiate a transitional program where we can begin charging $1.00 per student and bring in the privates gradually, over time. This would result in increased revenue for the vendors and would keep the increased costs in line with revenue. Under this plan it was suggested that we begin charging $1.00 per student for grades 2-7. It was suggested that we could provide vendors with an estimate that 5,000 students could potentially be added (for a total of an additional $5,000) the first year. The long term plan is to wean these schools from using other libraries for access in favor of direct access.

Van Orsdel suggested that Culbertson provide the query results to the vendors. She asked if KYVL/KYVU will absorb the cost of billing. Rabuzzi answered, yes, that KYVL should do it. He noted that KYVL's provision of central billing service is a part of the commercial negotiations.

Rees questioned providing vendors with a hard estimate of additional revenue. "What if we promise $5,000 and it doesn't materialize?" Rabuzzi answered that such a shortage would become a liability to KYVL. However, he suggested that we would not promise a specific amount, thereby avoiding the creation of a liability for the state.

6. Courier Service/Lanter (Northern/Davis): Northern contacted Lanter with a preliminary report and request to change the contract. We requested a 30-40% reduction in pickups and total annual cost. Lanter countered with a proposal that resulted in a 20% decrease in cost. The amount of difference between the two proposals is $25,000 per year. Their plan was also not directly comparable to ours.

Rader asked about the possibility of switching vendors. Davis replied that this would involve an RFP process and that Lanter's service has been excellent. The RFP process is very difficult and a major delivery service didn't even submit a proposal in the last go around.

Van Orsdel asked Davis about her perception of the value of the contract to the state. Is it providing value? Have response times improved and has this driven up ILL volume? Davis replied that before the contract was in place, ILL traffic was edging up 3-4% per year. Since the contract, the rate had doubled to 8%. With select institutions (full costs paid) volume increased 18% last year and 13% this year. It can't be said for sure whether or not this is a result of the contract. It may be that simply having a uniform system may be a good part of the reason for the increase in volume.

Van Orsdel asked if we should redirect the surplus in the database account to pay the difference between the two proposals. Northern recommended that KYVL not use non-recurring funds to pay recurring expenses. Rees also expressed concerns about using money for a purpose other than for which it was raised. If this was to be seriously considered, the VLAC would need to discuss fully.

Rader asked which types of libraries are the heaviest users. Davis replied that Tier 1 (2000+) included UK, KDLA, Lexington Public, U of Louisville and EKU. Tier 2 (1999-) included Davies County Public Library, Kenton County Public Library, Murray State, NKU, Pulaski Public Library, Mercer Public Library, and the KYVU Office.

Davis suggested that the task force be reconvened and asked for a new plan to take forward to Lanter.

Further discussion ensued concerning whether or not we need to get more information before making a recommendation. Rader pointed out that we can gather information forever, but that a recommendation needs to be made soon. Rabuzzi noted that no node in the system should be dropped, regardless of size of library.

7. KYVL Users' Group (Hansen): Hansen is the Provisional President of the Users' Group. Ben Graves is the Provisional Secretary/Treasurer. Both will hold office until permanent officers are selected. The Users' Group does have a web site which is linked to the KYVL web site. The group's bylaws and objectives are posted there. Hansen requested that the link to the web page be moved to KYVL's home page since it is not a work group.

Hansen asked that a VLAC member propose a resolution that VLAC accept and recognize the status of the Users' Group as a member group of the VLAC. Rees made the motion. It was seconded, and passed unanimously.

A meeting to determine dues, agenda, and to elect officers will take place shortly at Union College on May 30th, 2003. Currently, everyone who uses KYVL is considered to be a member. As of the organizational meeting, official dues-paying membership status will be created

8. Work Group Reports:

Endeavor Consortium Work Group: The next meeting is scheduled for March 14th. (The December was cancelled due to inclement weather.)

Collections Work Group: Have not met. The database survey is still on web site and responses are still coming in. They are at 400+ responses. Davis would like to see circa 500. The work group is making a concerted effort to set up focus groups. They are also going to be targeting the profession. They will be adding a new component: usability, and are hoping that this will be helpful. The end result is that they will be coming back to VLAC with usage information on each database. Then focus groups and usability groups will come back with user reactions to tell if we have been successful.

Q: Is there an effort to coordinate with needs from around the state? Davis: No, because we are limited to certain databases by the current contract without having to do another RFP.

Assessment Sub-Group: Will be meeting on the 31st of January.

Information Literacy Work Group: Nothing to report.

KDE: They are hiring a library media consultant that will be combined with their textbook consultant position.

9. New Business (Taulbee): VLAC needs to begin planning for new budget period, 2004-2006. The first part of the process is the capital budget. There is a move to put technology into the capital budget process. If we want to do an upgrade of Endeavor and want the state to pay for it, we need to get it on the list by April, or the state won't do it. If specific databases are needed, we may want to look for legislative initiatives on certain disciplines where the database might fit. Taulbee suggested that the detailed discussion on the budget begin at the March meeting.

Taulbee also announced that the Postsecondary Education Technology Advisory Committee (PETAC) has been pushing for the reinvigoration of the Kentucky Higher Education Computing Conference (KHECC). The intention is to be as broad as possible in membership as it was in the past. They are looking at a spring event that focuses on specific issues. KHECC is being brought back piece by piece. PETAC's purpose is to advise the Council on Postsecondary Education (CPE) and the Governor's Office for Technology (GOT) on technology-related issues within the postsecondary education community.

Nelson: Senator Westwood is introducing legislation to change the scholarship program for the Kentucky Department for Libraries and Archives (KDLA). Changes will include broadening the audience and adding archives to the program. KDLA will soon be surveying libraries to see how many positions are expected to open up in the next 5 years or so.

10. Next Meeting Dates:

March 7, 2003
April 14, 2003

Respectfully submitted by Arne Almquist

Last Updated: 2/3/03