ATTENDANCE: Susan Beehler, Ed Summers (ODU), Lucious Edwards (VSU), Jay Gaidmore, Lyn Hart (LVA), Edward Gaynor (UVA), Jodi Koste (VCU), Gail McClenney (VSU) Susan Riggs (W&M), Marsha Trimble (UVA Law), Elsie S. Weatherington (VSU) Chair and VIVA Steering Committee Liaison
MINUTES
Chair discussed the recommended changes to the homepage. The following decisions were made: (1) the VIVA Special Collections Homepage would remain the primary or first point of contact page because it is a permanent part of VIVA, (2) the University of Richmond would be added to the list of Cooperating Institutions, (3) the VIVA Special Collections Committee with the list of members would be eliminated since the Committee no longer exists, (4) the Virginia Heritage Project (VHP) clickable icon would be inserted above the minutes header on the Special Collections homepage, and (5) the "About VIVA Special Collection and Meeting Minutes" would be eliminated from the VHP page. Elsie will communicate the changes to Gail McMillan, keeper of the homepage.
SURVEY
Some independent schools still have not completed the survey of archival materials. Chair decided after the official meeting to contact directors of remaining independent schools to seek their assistance in getting survey completed.
GRANT SOLICITATION FROM FOUNDATIONS IN VIRGINIA
The VHP Task Force under the leadership of Susan Riggs will research the possibility of soliciting a grant from the Virginia Foundation for the Humanities. The grant will focus on the creation of a web page containing primary source materials with content relating to the SOLs. A subcommittee consisting of Jim Gwinn, Lucious Edwards, Edward Gaynor and chaired by Susan Riggs will research the opportunities and meet with educational leaders including Ed Hirsh to discuss the potential project. At the January meeting the subcommittee will give a report. The deadline for the grant submission is May 1, 2000.
TRAINING
Edward reported on the progress being made at UVA on the development of the electronic guide that will be used for encoding archival material. He hopes to have a demo ready in January and will keep the VHP Task Force apprised of developments.
The VHP Committee members reviewed two marked-up versions of the Virginia Historical Society guide. Discussed the advisability of re-arranging guides during the markup process. Edward stated that UVA did this frequently, but each institution will need to decide for itself.
There was a brief discussion on the status of the retrospective conversion guidelines. Edward will check with Daniel Pitti to see if he has had a chance to revise the guidelines further. Edward will also ask Daniel for any input on other "best practices" and about the availability of the Society of American Archivists (SAA) application guidelines. Depending on Daniel’s response, Jodi suggested that a small group work on finishing VIVA’s version of the guidelines at the next meeting.
NEXT MEETING
The next meeting will be held on January 27, 2000 at VSU at 10:00 am.
http://spec.lib.vt.edu/viva/VHP/minutes/991202.html
added Dec. 14, 1999; updated December 29, 2003 (MBG)