VIRGINIA HERITAGE PROJECT TASK FORCE (VHPTF)
MINUTES
JUNE 23, 2000, 10:00 AM
WILHELM MOLL RARE BOOK AND MEDICAL HISTORY ROOM
GROUND FLOOR, B201
HEALTH SCIENCES LIBRARY
UNIVERSITY OF VIRGINIA
ATTENDANCE: Sandy Beehler, Carole Kiehl (ODU), Lucious Edwards, Gail McClenney (VSU), Edward Gaynor UVA), Lyn Hart, Jay Gaidmore, (LVA), Jim Gwin (UR), Jodi Koste, Curtis Lyons (VCU), Gerri Schaad (VT), Eileen Parris (VHS), Susan Riggs (W&M), Gerri Schaad (VT), Marsha Trimble (UVA Law), Robert Vay (GMU), Elsie S. Weatherington (VSU) Chair and VIVA Steering Committee Liaison
Health Sciences Library director, Linda Watson, welcomed the group and provided a brief history of the library's renovation project currently underway.
STEERING COMMITTEE UPDATE AND ORGANIZATION STRUCTURE
Edward Gaynor gave an overview of the VIVA Steering Committee meeting he attended for Elsie Weatherington. Two issues were presented to the steering committee. The first was to ask the committee to provide $25,000 for travel and consultant fees associated with the VHP. The steering committee indicated that it was delighted with the project and gave a unanimous vote for $12,500 for each year of the grant. The second issue brought before the steering committee was to ask that the Special Collections Committee be reconstituted as a standing committee of VIVA to deal with items other than the VHP such as the Virginia Foundation Grant. The Steering Committee voiced opposition to this request and tabled the discussion for its August retreat.
The steering committee raised several concerns. They wondered if there would be enough time to focus on the Virginia Heritage Project and accomplish other projects. The steering committee also expressed concern that the Virginia Foundation for the Humanities grant solicitation had never been formally submitted to the Steering Committee for approval. The third concern of major importance to the steering committee was that all standing committees had just been reorganized. The Steering Committee did not appear anxious to undo the reorganization.
Elsie Weatherington discussed her perception of the Steering Committee's concerns and indicated that she is willing to go before the steering committee to explain the VHP's position. She will also solicit from the Steering Committee their charge for the VHP. Jodie Koste commented that the Steering Committee needs to understand that the product of the VHP is a permanent database that must be maintained. Discussion continued along the same vein.
PROPOSAL FOR THE VIRGINIA FOUNDATION FOR THE HUMANITIES
Susan Riggs reported on the status of the Virginia Foundation for the Humanities SOL project. The VHP subcommittee felt that before submitting a proposal to the Foundation, there was a need to get institutional commitment and commitment from consultants. Susan then presented a "very rough draft" of a proposal that she and John Haskell crafted for submission. Included was background on the project, scope, content, timeframe, and target audience. The VHP group raised questions on what would happen to the SOL project if VIVA did not support the proposal. Susan responded that William and Mary would not pursue the project if VIVA did not support it.
The concern of the Steering Committee is ensuring that the VHP Task Force is focused on the VHP grant project and create an excellent product that will serve as a model in the industry. Much discussion ensued over the mechanics and timeline for completing the SOL project while working on the VHP project. Susan presented a detailed scope of work and implementation plan. Susan stated that much like UVA was doing for the VHP, William and Mary would provide additional support for those institutions that wanted to participate but were not fully able to do all that was required. Two sets of archivists would be required, working group and non-working group. The working group will be scanning, marking up, maintaining contacts. The non-working group will be attending the conferences proposed in the scope. The proposal would not be submitted without the VIVA Steering Committee reviewing it first. A vote was taken to determine whether or not to proceed with the proposal. There was unanimous support for continuing with the proposal. The working groups will be VCU, VSU, UVA, U of R, W&M, and VPI.
The proposal will be revised and submitted in time for the VIVA Steering Committee to review at its August retreat.
VHP IMPLEMENTATION
- Edward Gaynor and Jodie Koste reported on the VHP implementation. The position for the library assistant should post on June 23 and close in two weeks. It is expected that hiring can take place shortly thereafter. It was suggested that the position be posted to the Virginia History List.
- A timeline for the first quarter of the project was distributed. Equipment for the project is in stock. Data entry forms have not been finalized due to a glitch in the server. He advised that the group might wish to consider using the VIVA list to communicate rather than creating another listserv.
- Institutions need to send Edward contact addresses, copyright statements, library logo/seal, or other physical object, URL, and email within the next week.
- Web access will be provided to the tracking database with password protection. The tracking database is ready.
- Jodie reviewed the page count, 5385 for the first year, with a total of 17,500 for the total project. The VHP gave approval for participants to use pages from other institutions, however, for the sake of forms and information; UVA will need to know in advance if pages are not from original participants.
- Members of the executive committee are partnering with other institutions. VSU with LVA, VPI with Washington & Lee Libraries (W&L) and Virginia Military Institute (VMI), W&M with ODU and VHS. The other libraries (W&L, and VMI) in the project but not in attendance will be urged to attend all future meetings.
- If institutions wish to submit documents other than by the form created, Edward suggested one of the packages recommended by Daniel Pitti, such as Note Tab. He noted that document output will be XML not SGML.
- Susan will convene a subcommittee to work on the public display.
OPEN DISCUSSION
The next meeting will be held Friday, August 25, 2000 beginning at 10:30 a.m. at Virginia State University's Cooperative Extension Building.
http://spec.lib.vt.edu/viva/VHP/minutes/20000623.html
December 29, 2003 (MBG)