KY Virtual Library Advisory Committee Minutes
1:00 p.m., October 29, 2004
Frankfort, KY
Present: Arne Almquist, Diane Culbertson, Rose Davis, Blenda Fields, Chela Kaplan, Charlene Davis (for Jim Nelson), Cathy Reilender, Janet Stith (also representing Carol Diedrichs), Enid Wohlstein, Paul Fuller (for Cherry Berges)
Absent: Joyce Bullock, Carol Diedrichs, Jim Nelson, Norma Northern, Hannelore Rader, Lisa Rice, Dennis Taulbee, Laurene E. Zaporozhetz
Guests: Mike Jones
1. Minutes for August 6, 2004
Enid will review the minutes and bring to next meeting.
2. KYVL Update (Wohlstein)
Handouts: VLAC Members list,
Finding Free Gold: Government OnLine Documents Workshop flyer.
What’s new at KYVL?
Presentations since Spring:
KYVL @ Your Library (How KYVL Works for You)-- Spring KLA/SLA/Acad Section Conference
KYVL @ Your Library (Your website and representing KYVL) – KPLA [Ky Public Libraries Assoc] Spring Conference
KYVL and Middle School Resources -- Summer Refresher for Ky School Media Specialists
KYVL @ Your Library (How KYVL Works for You) – Fall KLA/KMSA Conference
KSUG Recruitment Taskforce: One Group’s Efforts – Fall KLA/KMSA Conference
KYVL @ Your School (Resources for Middle School Teachers and Staff) – Ky Middle School Association Conference
KYVU and KYVL: What’s Up? – Breaking Down Barriers [CLiK, KHECC, SAALCK] Conference
(November) KYVL and the Adult Educator – AAACE [American Association for Adult and Continuing Education]
Other news:
Search underway for new Senior Reference Librarian at KYVL. Resumes due 10/29. Search committee comprised of reps from CPE, KYVU, KYVL and KDLA.
With KYVU, campus visits at the institutions to meet with the KYVU Coordinator on campus, as well as admissions, registrar, library director/staff, academic affairs, and others. We are discussing KYVU’s capabilities and offerings. We also are discussing KYVL’s resources and services.
Workgroup Updates
ADA –
ADA-compliant KYVL for Kids portal launched 1 April. The Flash version with bells and whistles is still available but the compliant, html-version is the default. Conversion of KYVL main site to standards-based, cascading style sheets with templates is in the works. Accessibility statement is being finalized. Access keys have been determined.
The group is also discussing an ADA Workshop for public libraries for the spring with various experts and individuals representing agencies who can assist public libraries with questions, needs, direction, etc. with regards to ADA compliance, for both facilities and electronic resources, like the web.
Collections –
Group met early October. The meeting was an orientation for a new workgroup members and a discussion of the process and procedures in evaluating and assessing the current KYVL database offerings. The group will look at current databases and use, as well as desired products or subject areas currently not covered. The group will write the RFP for the new database contracts and will assist in the evaluation of the RFP responses and selection of vendors/products. Current database contracts expire at varying points in 2006. A subgroup has been formed to handle the assessment.
Endeavor –
Workgroup recently had its quarterly meeting. The group discussed patches and updates to the software and discussed scheduling of the rollout of upgrades. They also discussed response time testing and protocols to troubleshoot access issues and functionality.
Government Information Access –
GIA, in collaboration with KYVL, has planned a free workshop for 1 November entitled “Finding Free GOLD: Government OnLine Documents.” Fifteen presenters will cover eighteen topics in 20 minute sessions. The workshop is intended for public and academic librarians and will cover Kentucky, U.S. and International resources. The workshop will accommodate 85 attendees. The attendees will receive a packet with all presentations and handouts. We also hope to film the workshop and have cd’s with video, as well as the presentations and accompanying materials.
Information Literacy –
The group created a survey for KYVU faculty to assess knowledge and use of KYVL’s How to Do Research tutorial and determine if KYVU faculty feel their students have good information literacy skills. The survey will be launched soon. The group has also revised the How to Do Research tutorial and is creating pre- and post-tests. We are also working with an instructional designer to convert the tutorial to the Angel course management system so instructors may use all or part of the tutorial within Angel courses. The instructional designer has provided us a “first draft” of the redesign and the group will review and comment.
Outreach –
Several members of the group presented at KPLA in May, along with Tanzi Merritt, to discuss how KYVL functions, what we offer and how to help promote KYVL in their libraries. The group also presented various ways to represent KYVL on a library’s website. The group is hoping to have another “Create a KYVL PSA Video” contest, with some revised rules. The contest is a great way to expose KYVL to more students and teachers and also to spotlight the STLP (Student Technology Leadership Program) students.
Portal –
The group is actively investigating vendors with federated search engines and linking software for KYVL and the state, at large. The group evaluated RFI responses received in the spring. Vendor presentations were scheduled at the KYVL offices over the summer for the Portal Workgroup to explore questions and issues with the vendor representatives. Invitations were sent to all public and academic libraries in the state to allow others to participate in the sessions, ask questions, and see products from various vendors.
The group is currently looking to other consortia for sample RFP’s and will begin writing the KYVL RFP in the next month. We are still moving forward and are hopeful we will select a vendor or vendors by next summer. Since we are approaching this with the intent of a statewide license to allow other library systems to join the collective (much like Endeavor), the group is committed to writing a solid RFP.
Resource Sharing –
Group met early October. The group is discussing the responses from the survey conducted early in 2004 and talking about ILL training that may be created or provided. Training is needed around the state on various ILL platforms and ILL-related issues. The group is also pursuing joint projects or initiatives with KLA’s ILL Roundtable to share resources and expertise.
3. KYVL Mission/Goals (Wohlstein)
Adopt revised KYVL Mission/Goals.
Handout: Current KYVL Mission/Goals and proposed Mission/Goals.
NOTE: We did not have a quorum and could not vote to accept the revised Mission and Goals.
4. Where have we been? (Wohlstein)
Review of things past, such as the Kentucky Library Network (KLN), fee structure, ground rules for interaction within our committees.
Handouts:
KYVL Total Database Use 2003-2004,
KYVL Database Contract Costs,
Ground Rules for Committee Work.
5. Virtual Library Users’ Group (VLUG) (Wohlstein)
Our “friends” group. History as it relates to KLN [Handout attached], discussion of role, projects, assistance that can be provided.
VLUG support and assistance opportunities were discussed.
6. Member Fees (Wohlstein)
Handout: KYVL Fiscal Year Comparison - Partner/Member Fees
Members fees will be discussed at the next meeting.
7. 5th Anniversary of KYVL (Wohlstein)
November begins the 5th Anniversary of KYVL. It will be celebrated throughout Fall and during 2005.
8. Other
Enid voiced a concern for advocacy for the library profession. She discussed KLDivERS (Kentucky Libraries Diversity Education Recruitment and Support) and the creation of a resource page with career and other information to be hosted by KYVL.
Next Meeting: December 17, 2004, 1:00 – 3:00, CPE offices – Conference Room A (Several had conflicts with this date. Diane will poll the VLAC members and reschedule if necessary.)
KCVL Steering Committee and Virtual Library Advisory Committee
Meeting Minutes Related to Kentucky Library Network [KLN]
1/3/03
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
5/11/01
Bill Hansen stated the KLN board had met and was interested in serving KYVL as a users group. Indicated that there would be an open meeting during the KLA fall conference to discuss this new role among other issues with the membership. Hansen asked if KYVL would be willing to support KLN in its operations, such as maintaining its web page or sending out electronic mailings.
Pattie reluctant to commit KYVL resources to KLN without a clearer understanding of expectations- will discuss with Hansen and work out details.
3/30/01
Martha Reed Perry was in for Bill Hansen and she discussed the meeting of KLN and said they have decided to be a users group for KYVL and being a grass roots reach out for librarians. Trying to get a plan to get librarians involved in training, political advocacy, and fund raising. KLA in the fall will get together and bring in institutions and bring librarians in as members so that they can get communication. This is still in the layout phase. Martha asks for suggestions. Mike Binder reiterates the idea of getting librarians involved in political advocacy and fund raising. Jim Nelson suggests that the membership can be less formal so that more can get done.
2/9/01
Jim Nelson reported that KLN was discussing changing its mission. He asked the members of VLAC what role KLN should serve. Discussion centered on its role as a membership forum which KYVL does not provide. Miko feels KLN could have annual or semi-annual meetings which could provide input to the KYVL administration. These meetings could also be used for training and marketing services. Some unresolved issues are dues – should there be dues or not, and how much? Should membership be institutional or individual? Bryson supported institutional membership because staff changes are hard to keep up with. Binder pointed out a discussion at the last meeting about lobbying and fund raising. The group agreed these were valid roles too.
Bill stated that the mission of the Kentucky Library Network is the same as the KCVL. Both are forums for multitype libraries. The KLN Transition Team proposed that a committee consisting of KCVL Steering Committee and KLN Transition team be charged with coming up with a roadmap. Discussions centered on the following: KCVL reaches more than the KLN membership; KCVL can use KLN as a users group; the future governance issue for KCVU and KCVL is not clear yet. Dave warned that we should not feel proprietary and that the Governor' wishes were that KCVU and KCVL are built for everybody. All agreed that it might be wise to let it ride and Bill can serve as the liaison.