Lucious Edwards (VSU), Edward Gaynor (UVA), Jim Gwin (UR), Lyn Hart and Dale Harter (LVA ), Jodi Koste (VCU), Gail McMillan and Eric Ackerman (VT), Joyce Ogburn and Jay Gaidmore (ODU), Susan Riggs (W&M), and Elsie Stephens Weatherington (VSU), chair; Tom Loftus, Consultant
Chair opened meeting with a report from the VIVA Steering Committee meeting. She discussed the Associate membership and the reorganization. The VIVA reorganization generated strong concerns among the members. The strongest concern was the process by which the reorganization was approved without input from committee members. The Chair will write a summary of the Committee's concerns and forward to the Chair of the VIVA Steering Committee.
At the last meeting a second EAD training was proposed. The VIVA Steering Committee suggested that the second session be held in April or early May to allow sufficient time to close out financial matters in a timely manner. The Committee felt that in light of the considerable amount of work involved in getting the two grant solicitations out by June, the work involved in setting up the training sessions while school is in session, and the scheduling conflicts, a better time to hold the training session would be after July 1, 1999. It would also allow the Committee to implement a framework where retrospective conversion and training of other institutions could logically flow.
EAD Workshop Follow up
A two-day workshop for Encoded Archival Description (EAD) training for Special Collections Committee members or their surrogates was held January 14-15, 1999. Overall the participants described the workshop as an excellent program and praised both Daniel Pitti and Edward Gaynor for their extensive knowledge of the subject and helpfulness.
SURVEY TO INDEPENDENT SCHOOLS
The Chair sent out a letter describing the survey on January 29 to all directors and special collections coordinators at the independent schools. Jim Gwin is the contact person from the VIVA Special Collections Committee. Electronic response is preferred, but may not be possible at some institutions.
Jodi was commended for her efforts with the previous survey and will work with Jim Gwin and other Committee members to gather the remaining data. Wytheville Community College was mentioned as having a manuscript collection. Since our goal is to collect data on archival material throughout the state, it is recommended that a survey be sent to Wytheville.
SUBCOMMITTEE REPORT
Tom Loftus gave a very detailed report on the current grant solicitation. He explained why the Committee was focusing on the Institute of Museums and Library Services (IMLS) and the National Endowment for the Humanities (NEH) and not the Mellon Foundation. A conflict of interest may exist at this time with UVA and VIVA under the auspices of UVA seeking grants at the same time. The Mellon foundation may be pursued at a later date.
The budget proposal, timeline, and content were discussed at length. There were suggestions of institutions that should be considered in the second year of the grant including comprehensive and independent institutions. Jodi presented a list of the institutions that could be paired. Committee needs to let the participants know what is involved, what is expected of them, and readiness to participate. An abstract of the grant will be created and circulated to all potential participants.
The Special Collections Committee would also like to involve institutions not in higher education that have archival materials. An example is the Virginia Historical Society. These organizations may have materials that will enrich the grant solicitation. Elsie will ask Kathy Perry whether we can include these outside organizations.
Tom should be informed about any contact that are made at loftus@sbc.edu
Check the IMLS homepage for full grant details at www.imls.fed.us
Many thanks to Lyn Hart for taking minutes. The minutes taker for the March meeting is Jim Gwin.
NEXT MEETING
The next Special Collections Committee meeting will be held at the Library of Virginia on March 17, 1999 at 10:30 am. on the 5th floor.