VIVA Special Collections Committee
Minutes

Present: Eric Ackerman for Gail McMillan (VT), Lucious Edwards (VSU), Edward Gaynor (UVA), Jim Gwin (UR), John Kneebone (LVA), Paul Koda (GMU), Jodi Koste (VCU), Joyce Ogburn, Ed Summers, Jay Gaidmore (ODU), Susan Riggs (W&M), and Elsie Stephens Weatherington (VSU), chair

INTRODUCTIONS
All members were introduced. New members were welcomed. Susan Riggs replaced Kay Domine on the Committee due to Kay’s commitment as Project Manager for their upcoming library renovation. Jim Gwin joined the Committee as the representative for the private institutions.

BUDGET
Chair announced that Special Collections Committee would receive $20,000 for the new fiscal year to continue its efforts to seek grant funding. An update was also given regarding budget discussions that had taken place at the VIVA Steering Committee Retreat held in June.

GRANT WRITER
A decision had been made in May via the Special Collections listserv to delay hiring the grant writer during the current fiscal year. Time constraints and financial considerations were the determining factors. A grant writer at one of the private institutions in Virginia has sent a resume and documentation of successful grant writing to the Committee for review. The Committee was very pleased with the potential candidate’s credentials and experience. A preliminary meeting has been scheduled with the grant writer for June 23, 1998 at the University of Virginia. The subcommittee assessing the grant writer consists of Edward Gaynor, Jodi Kosti, and Elsie Weatherington.

SURVEY
Jodi updated the Committee on the survey initially developed at the last meeting. Many different points were discussed. The Committee recommended a matrix format for the survey that would include items on the current survey. Other changes to the survey include:

• Arrange 2^nd page and bottom of 1^st page into matrix using spreadsheet
• Add narrative section for further explanation
• Make decisions about collections that crossover at the local institution
• Indicate when collections are in other formats (electronic, microform, etc)
• Offer online survey option
• Follow up visits to schools to help coordinators assess holdings

The completion date for the reformatting of the survey is June 15, 1998. The deadline for the collection of data is July 31, 1998. Each Committee member will visit specified sites to assist coordinators in completing the survey. The pairings are as follows.

• Edward Gaynor:  UVA, JMU
• Paul Koda:  GMU, MWC
• Jodi Kosti:  VCU, VMI
• Erik Ackerman (Gail McMillan):  VT, Radford, Clinch Valley
• Lucious Edwards:  VSU, Longwood
• Susan Riggs:  W&M, CNU
• Joyce Ogburn:  ODU, NSU

The next meeting is scheduled for August 14, 1998, UVA, Taylor Room, 10:30 am

http://spec.lib.vt.edu/viva/minutes980611.html
added June 19, 1998 (GMc w/ESW)