Collaborative Libraries Forum (CLF) Meeting Minutes

February 12, 2001

Submitted by Monica Brooks (brooks@marshall.edu).

Co-Chairs:
Frances O'Brien, Dean, WVU Libraries and Monica Brooks, Associate Dean, MU Libraries
Time:
1:00 - 2:30 pm
Locations:
WVNET in Morgantown / Governor's Office of Technology, Charleston

In Attendance:
Frances O'Brien (WVU), Monica Brooks (MU), Ravi Sharma (WVSC), Stephen Tipler (MU), Martha Yancy (WVU), Thelma Hutchins (FSC), Linda Bane (PSC), Ed Ward (WVNET), LuAnn Johnson (WLSC), Lisa Gianettino (WVU-P), Mary Salony (WVNCC), Laura Neal (SC), Carol Carlton (SWVCC)

Prospero
Martha Yancy described Prospero, a free computer program for sending electronic documents with Ariel. Prospero converts Ariel TIFF images to Web accessible PDF files. WVU document delivery department has worked with it since June 2000.

West Virginia Union List
Linda Bane polled the members of the WV ILL listserv members about the idea of a local West Virginia union list. Responding ILL listserv expressed the opinion that it is easier to work with the union list feature of OCLC than it is to update and maintain a separate West Virginia union list. Everyone concurred that modern computers will make it easier to create and edit a list that it was previously.

Barbara Winters surveyed the directors' group for their opinions and those of the serials folks. One of the questions was whether to strive for current updates. The results are not available yet.

The Library Commission has indicated that grant money is available for state-wide projects such as the union list project. Monica Brooks said she might discuss how to apply for grant funding with Marilyn Johnson of WVLC.

The WVPPALS Consortium
Thelma Hutchins described the WVPPALS consortium of academic libraries in West Virginia, and its goal of providing resources to all of the state. WVPPALS is the first phase of the statewide consortium. There are similar services such as Gallileo and Vigo in other states.

Cathy Parker's document was discussed at at meeting. Membership in WVPPALS is voluntary to all institutions. One of the criteria for membership is that institutions must comply with IRS code 501C3. The consortium is overseen by a board and several other groups, like deans, a reference committee, a resource sharing committee, libraries for operational input, etc.

Myra Lowe talked with a legal council who will draw up a memorandum of understanding. The WVPPALS consortium was launched under auspices of a being public institution since private institutions are not allowed to promote that type of service.

Library Legislative Day March 13, 2001
Frances O'Brien discussed plans for Library Legislative Day, March 13, 2001. One of the goals is to show the legislators the advantages of searching on databases over simply surfing the web to find information. One of the advantages of a collaborative network is that people can do more than simply surf the internet, they are also able to search databases. Of course there are other advantages of a planned network too such as electronic delivery, distance education/research, and business resources.

Earlier Barbara Winters suggested making one month of vendor service available to the legislators to show the value of the databases. A video was produced to be shown in the rotunda and/or to send to the legislators. The present version of the video is good; however, a revised version needs to be made that shows more pictures of the many campuses of universities and colleges of West Virginia. Also we want to have versions available that are viewable with streaming video on the world wide web. The scheduled date for completion of the finished version is March 9.

The most important objective of showing the legislators the collaborative network is to obtain funding.

Ravi Sharma mentioned that the April 6 meeting of directors is a good opportunity for the directors to view and discuss the video as well.

Z39.50 Standard
Monica Brooks discussed the Z39.50 information retrieval application service definition and protocol specification (or standard). Stephen Tipler will prepare a web page for the group that explains the Z39.50 standard. Z39.50 might be helpful to access databases from a network; however, it requires the UNIX operating system and that means it might not be workable in West Virginia until all libraries have UNIX.

Ed Ward added that the WVNET policy board might assist in evaluating the possible implemention of Z39.50.

Filtering
Since Marilyn Johnson was absent from the meeting today, Monica Brooks reported about the meeting at the Putnam County Library where filtering was discussed. The main topic of discussion in the meeting (mostly of public librarians) was the Child Internet Protection Act.

Monica Brooks attended the ALA Intellectual Freedom Committee meeting where opposition to filtering and the Child Internet Protection Act was expressed. The Act becomes law in April 2001 after being signed by former President Clinton. Compliance is to be phased in over 2 years. It is a federal law that appears to apply only to public libraries and not to academic libraries. Librarians might have control to the extent of turning the filtering on or off if a college student requires access to the Internet for research.

Frances O'Brien recommended that the WVLA ask members to contribute $5 each to a "free WV fund" to funding the effort against filtering. The forum discussed possibly forming a committee to write a letters in order to influence legislators to show how filters don't work in a non combative way. Opposition to filtering is widespread. The group agreed that people should be made aware of the importance of intellectual freedom. Monica said she knows of the url of a relevant web site and plans to send it to the group.

New Business

WVLA's financial condition:
It was reported that the WVLA is $10,000 in debt and is beginning the year with $20,000 less than was expected.
ALA Representative Report:
Monica Brooks reported that she is ready to help the forum in her capacity as representative to the ALA. She says she will take action if requested at the national level for the Collaborative Libraries Forum.
Accounting for library books, journals and microfilm:
Frances O'Brien reported the WVU finance office asked the WVU library to comply with state government mandated accounting regulations requiring that depreciation be calculated on the library collection. The idea is to keep it a simple as possible.
Stephen Tipler in the Charleston group recommended that an accurate measure is straight line depreciation of the library collection as inventory, and basing valuation on current market value in order to provide replacement cost. The goal of most depreciation accounting is to determine the replacement cost of goods. Monica Brooks suggested to the Charleston group that the Bowker Library and Book Trade Annual will provide a reliable average price for valuing books at current market value, which approximates the replacement cost.
24 hours a day, 7 days a week cooperative reference service:
Monica Brooks reported there has been discussion of 24 hour / 7 day per week telephone or video line reference assistance from several institutions located in different time zones. She asked the forum members for their thoughts on that type of service.