Steering Committee Minutes

ABSENT: Dave Ballard, Jackie Calvert, Fran Davis, Hannelore Rader

GUEST: Gordon K. Davies

1. OCLC FirstSearch: Jim announced that he will pay for the OCLC FirstSearch (base package plus UMI Full-text) cost for 6 months (Oct. '98 - March '99) in order to provide a smooth transition from KLN's contract to the CVL contract. Members expressed great gratitude for Jim's generosity. Miko will work on the subgroup databases for the SAALCK institutions.

2. Minutes for August 12:

Miko will supply minutes for August 12 meeting on budget as soon as possible.

3. CVL/CVU Budget:

The question was raised as to what is the relationship between CVU and CVL budgets. Jim explained that there are 3 pieces in CVU budget: technology, management/operating and CVL. There are 3 items in our budget that have been moved to the other 2 pieces: CVL operating staff moved to CVU operating budget, CVL database server/software moved to technology, information literacy/training moved to technology's faculty & course development. There was great concern about these items being able to be clearly labeled for CVL and not to get lost in the budget process. Members would like to receive DLAC mailings on budget in order to discuss it with their presidents.

4. CVU/CVL Organizational Structure:

Dennis reported that there may be a proposal on CVU/CVL organizational structure for DLAC's discussion in the Sept. meeting. The proposal may have a single lay board for CVU/CVL and a CVL advisory group for the board. CVL may have a director reporting to CVU's CEO and share technical and other staff as appropriate.

5. Endeavor:

Dennis explained the status on Endeavor library management system. Using a common library system among all institutions is a goal that CPE will support for CVL as it will provide same look and feel to online catalogs. CPE staff is exploring a cost-effective way to bring Endeavor to libraries using the existing contract at UofL. One common server approach is being considered as an alternative. There was general consensus that library management systems are local-library-oriented and that support for local priorities are critical to day-to-day operations. It was moved and approved that "The CVL Steering committee is behind a common library system. However, we have great concern about having one Endeavor server site. We also oppose financial disincentives for institutions who choose to have stand-alone Endeavor systems." The group would like to have explicit explanations on how CPE expects to support libraries migrating to Endeavor included in the final budget proposal to be mailed to DLAC

6. Budget Proposal Narrative:

Miko's draft was reviewed and revised. It now contains a scenario suggested by Sue Moore to make our proposal easier to visualize by DLAC members.

7. Civility:

Jim reminded members about our ground rules-focus on issues not personalities. This is a difficult period when budget is being refined, elements being prioritized, not having enough recurring $ to cover our needs, and things are so fluid. We need to focus on our common goal and try to have the big picture in mind at all times. Civility needs to be observed to cut down unnecessary frustrations.

8. Gordon' Visit:

Gordon came in for a brief visit. He stated that there'll be more food for everyone if all sit at the same table. We all need to work at the traditional ownership-oriented frame of mind in order to achieve what we need to do here in Kentucky. He would like to see CVL succeed so he could take it to the field and showcase how collaboration can benefit everyone. In answering the question on CVL being more broad-based than CVU, Gordon stated that CVL is viable by itself while CVU will not be able to operate without CVL. With his experience with VIVA, the Virginia Virtual Library, Gordon considers CVL a very important project.

9. Budget:

It was decided to take the recurring cost of $200,000 under Endeavor and distribute it equally to database access and document delivery. Again, the CVL items being transferred to CVU budget need to be carefully tracked. On information literacy element being included in technology's faculty & course development, Paul proposed for us to work on a CVU pilot project proposal partnering with faculty. On document delivery, Dennis mentioned that there is a budget for delivery of course materials in CVU and that it may be possible to move that $ into CVL.

10. Database Negotiating Team:

Larry proposed for us to come up with a negotiating team as soon as possible. Dennis stated that it is up to the Chair to appoint such a team so that we'll have people that have knowledge on content, intellectual property, copyright, technology, digital environment and skills on negotiating. It is up to the Steering Committee to identify issues. Jim will share this with the group later.