COMMONWEALTH VIRTUAL LIBRARY
CVL Kentuckiana Collections Subcommittee Meeting
November 19, 1998
Present: Marcia Myers (chair), Nancy Lewis, Weston Thompson, Clara Keyes, Margaret Roberts, Mary Winter, Bill Richardson, Mary Margaret Bell, Sue Lynn Stone, Miko Pattie, Larry Besant
Meeting called to order at 1:05 p.m. by Marcia Myers.
Myers noted that the Government Information Access (GIA) Subcommittee had two questions for the Kentuckiana Subcommittee:
1. Would we like to share a listserv with GIA? The group discussed this proposal, as well as the option of using a previously-created Kentuckiana listserv which has been dormant for some time. Members noted that GIA and the Kentuckiana group will be dealing with many common issues and tasks. In favor of increased information sharing and collaboration, the group agreed that it would prefer to share the GIA listserv.
2. Would we like to share a project director with GIA? The group discussed this proposal, noting that it would require hiring a project director with the requisite experience and sensitivity in both areas to make this work successfully. Myers noted that GIA would be meeting December 17, 1998 to discuss their preferred qualifications for the project director. Myers volunteered to develop a draft job description reflecting Kentuckiana Subcommittee concerns and distribute it via the listserv.
BUDGET
Pattie distributed a handout outlining the budget as approved by the CPE last week in November.
The handout included a detailed listing of the CVL Budget One-Time Cost Items for 1998-99 and 1999-2000. Pattie reviewed each item and the group discussed. Keyes proposed revising the "Implementation Date" (i.e. funding date) for certain items to ensure enough time to complete initial projects to show the legislature in early 2000. After much discussion, the group decided to change the "Implementation Date" for items 3.3, 7.1, and 7.3 from January 2000 to September 1999.
Pattie noted that GIA had requested item 7.6 be increased to $100,000 from $85,300. The difference would be subtracted from item 7.7. Pattie indicated that within the overall CVL budget we have the flexibility to reallocate in this fashion.
HOW TO USE MONEY
Myers then asked subcommittee members, especially those who had been part of the original SAALCK Kentuckiana committee, to comment on how they had envisioned using the money.
Keyes stated that they had seen the need for careful planning and preparation, and had, therefore, requested the bulk of the money for the second year of work -- the first year being set aside for the planning. Myers concurred, reviewing the figures: $75,000 for consultant/director during the first year and $225,000 for hardware, software, and actual work during the second year.
Myers also noted that the NHPRC had funded the SAALCK Kentuckiana Planning Grant at $32,000 (starting in January 1999). Myers noted that this money will help make the initial planning phase most effective.
NEXT STEPS
A. Project Director -- will discuss on the listserv.
B. Consultant -- The grant team had done some preliminary work in this area, but the subcommittee needed to continue identifying suitable consultants. Myers noted that it may be most effective to hire consultants on for discrete parts of the project, instead of having one consultant take on the entire set of issues.
DISCUSSION OF PRODUCT
In light of determining how best to utilize consultants, the subcommittee discussed the desired product of the Kentuckiana portion of CVL. Pattie described the vision, which involves using the top-level CVL gateway/interface to access MARC records which point to EAD records and digitized source materials. Patrons should be able to start from MARC, EAD, or go straight to searching digital images.
Richardson asked how closely the legislature will look for cohesion between the CVU course offerings and the Kentuckiana online offerings. Pattie emphasized that the Governor sees CVL for "everybody" and that this group should look beyond the CVU students to the Kentucky citizens and researchers for its audience.
ACTION ITEMS
1. discuss project director over list
2. have at least one or two representatives at the Dec. 17 GIA meeting
3. each subcommittee member to study the state of the art in online access
to primary source materials (start at the Sunsite website from UC Berkeley)
4. look for potential consultants
5. think about collection criteria for future discussions
6. meet next in Frankfort on January 7 in the afternoon (GIA will be
meeting that morning)
7. Thompson to examine options for near-term "show and tell" projects
(based on existing work at UK and other institutions) which might be used
to generate additional interest from legislators
Meeting adjourned by Myers at 2:45 p.m.
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