Steering Committee Minutes

Present: Jim Nelson (Chair), Hannelore Rader, Jackie White, Jackie Calvert, Mike Binder, Larry Besant, Bill Hansen, Judy Burdine, Kathleen Bryson, Marian Winner, Tari Keller (for Paul Willis), Susan Dunman (for Coy Harmon), Fran Davis, Charles Hay (for Marcia Myers), Nancy Lewis (for Karen McDaniel), Dennis Taulbee, Miko Pattie

Absent: David Ballard

Guests: Charlene Davis, Paul Fuller, Roberta Kirby

1. CVL Marketing Subcommittee:

The draft charge as proposed by Jim was approved. All agreed that we need to start marketing as soon as possible, not to wait for the CVU piece in place. There is a need to have a structured approach to release CVL information and this group will provide this. Question was raised if there is a budget for us to work with. We would need to coordinate this with the CVU marketing.

2. Endeavor/Voyager:

Dennis and Miko reported on the Endeavor proposal progress. There will be a conference next Wed. (Feb. 10) to work on revising Appendix C & E of UofL's contract. We hope to be able to have a good proposal after the conference call. The contract then will be sent to library directors, financial officers and presidents for institutions to process their DPOs. The key issue is to process this as quickly as we can so Endeavor can stick to the implementation schedule. Larry proposed to have the MOA ready to go with the contract. Dennis and Miko will try but would not want to have that delay the contract completion.

3. RFPs:

The Purchasing Dept. advised us to use Invitation for Bid (IFB) instead of RFP for the databases. IFB will take 21/2 months while RFP will take 4-6 months. We will decide which way we'll go next week. Dennis assured us that even if we go with RFP we will have database access by July 1, 1999.

For the ground courier service, we'll probably go with IFB to get the best value. This will be done in next 2 weeks.

4. Workstations -- Tari Keller:

Tari presented the recommendations on workstation specifications and distribution plans. The Committee recommended to include the upgrades being institutions' responsibility in the MOA for workstations and to have some identification for CVU/CVL for these machines. Of all the distribution plans, the group approved to use the Formula 2C as the distribution scheme.

5. Subcommittee Reports:
1. Collections -- Marian Winner:

Marian reported that her subcommittee will meet soon to revise the RFP as advised by Purchasing, i.e., to tie the criteria to the requirements.

2. Government Information Access -- Larry Besant:

Larry reported that GIA and Kentuckiana have finalized job descriptions for digitization project manager and consultant and a search group is in place. Larry commented that GIA needs to be involved in the design of the CVL website in order to provide a gateway for government information.

3. Document Delivery -- Mike Binder:

Mike reported that revision of RFP is being done and a tentative proposal for Ariel system has been completed. MOA for both will be worked on in next meeting.

4. Information Literacy -- Hannelore Rader:

Hannelore reported that some of her subcommittee members have been trained to use Collegis, the courseware that's to be used by CVU faculty in building courses. The group will work with Chad Kearsley of Collegis in designing the interactive tutorial. Kentucky citizens can use this tutorial as licensed. She also reported that UofL will resubmit the IMLS Leadership grant proposal with national focus.

6. Quorum Issue:

Marcia inquired if there was a quorum for our last meeting. The group decided there was a majority present. Everyone needs to remember that a substitute can be sent to the meeting so we can get things moving quickly.

7. Gap Cost:

Larry recommended for us to plan for the gap cost in case CVL doesn't come up July 1. All agreed that the CVL funding can fill in the gap. Miko will work on the institutions' contribution costs and distribute it next meeting.

8. Travel Support:

Larry asked if the leftover money from the delay in implementation can be used to support travel to CVL meetings. Miko and Dennis will check with Ken and other CPE staff on this. Some suggested to use ITV for some of the meetings. CPE Conference Room is equipped to handle that.

9. Next Meeting: