New York State Library

MINUTES

December 4, 2003
Albany Public Library
Albany, NY

Present: Alrutz, Baaklini, Cannell, Courtney, Crumlish, Cunningham, Desch,
Douglas, Ericson, Hatch, Hiebing, Janowsky, Johns, Kaplan, Little, Lynch, McCain, Redmond, Roe, Shaloiko, Storms, Todd, Welch

Absent: Brink, Ebert, Huxley, Kadamus, Keitel, Knight, Meierhoffer, Monahan, Nichols, Walsh

Recorder: Deitz

Welcome and Introductions-Dottie Hiebing

Ms. Hiebing called the meeting to order at 10:40 AM. Members of the Steering Committee introduced themselves, and the group welcomed our two new members, Janie Kaplan and Kitty Little.

Approval of Minutes

The minutes of the last meeting and the last conference call were approved. Mr. Alrutz moved and Ms. Johns seconded the motion that the September 18 meeting minutes be approved; Mr. Ericson moved and Ms. Courtney seconded the approval of the minutes of the October 22 conference call.

Next Meeting Dates-Dottie Hiebing

Tuesday, January 27, 2004, 10 AM Conference Call
Thursday, February 19, 2004, 10:30 AM, NYS Library Librarians Room*
Tuesday, March 9, 2004, 2 PM Conference Call
Tuesday, April 13, 2004, 10:30 AM, East Greenbush Community Library
Wednesday, May 19, 2004, 10 AM Conference Call
Thursday, June 10, 2004, 10:30 AM, Albany Public Library
*[7th Floor, Cultural Education Center, Madison Avenue, Albany]

Report of the State Librarian-Janet Welch

LSTA funding for NOVEL-prospects for the coming year

At the present time, it looks like there will not be enough money for NOVEL databases after 2004. We want people to say to the decision makers that if they want to have ongoing services it has to have state funding. The decision what to cut will be made by the State Library NOVEL team working closely with the Novel Electronic Collections Advisory Team (NECAT). We are eager to turn a bad situation into an advocacy tool; 4,600 libraries use NOVEL so we hope there will be substantial outcry.

Branding of NOVEL

For advocacy, training, etc., either users or providers of NOVEL databases need to know they are using NOVEL databases. During a recent NOVEL demo, the primary questions were from trustees to their library directors as to whether their library had NOVEL. We need to be sure that trustees, our primary advocates for libraries, are aware of NOVEL. Some school librarians also do not realize that what they are using is NOVEL. Systems are being asked to brand NOVEL so that there is an awareness of NOVEL. Only fifty percent of the systems are conforming to the guidelines for NOVEL on the NOVEL website.

Advocacy for New Century Libraries

Mr. Shalaiko hosted the fifth meeting of the group held across the State with the Commissioner of Education, to focus on non-library representatives-trustees, Friends of the Library, and others, to get them into the library fold. Mr. Shalaiko spoke about the primary advocacy issue.. Representatives of each of the libraries-hospital, school, public, 3Rs-as well as Member of Assembly Sandra Galef addressed the group. A local State Senator made a strong point about the lack of communication between the Board of Regents and the Senate Republicans. The Governor and the Legislature will be dealing with the Campaign for Fiscal Equity (CFE) issue--how to equalize funding for education--particularly in the New York City area. Where NCL fits into CFE remains to be seen. At the meeting, Ms. Keitel recommended getting a personal letter to the Governor "right now" pointing out how additional money for library impacts on his agenda. We need to visit all of our legislators both personally/in house and on NYLA Lobby Day. Cuts on the state side can negatively impact LSTA. Ms. Galef said that in talking to the Legislators and the Governor, we have a strong talking point now in that libraries and library systems save New York State considerable money. Expect to have $6-8 billion deficit. Getting NCL has both NOVEL, staffing issues, urban equity issues-Legislature needs to understand the power of that message. Urban equity issue, particularly in New York City, but all urban areas (Buffalo, Rochester, Syracuse) will be affected as well.

Information Awareness Session-Randy Ericson/Carey Hatch

We viewed two PowerPoint presentations on cross-searching software.

Mr. Ericson demonstrated LinkFinder Plus/Endeavor, information systems which is used at Hamilton College. They are trying to develop a link from various databases to full text information and trying to go directly from a citation found on line to the electronic product.

Mr. Hatch demonstrated the Ex Libris/SFX software, using the SUNY Binghamton site.

GALE is not particularly open-URL friendly, while EBSCO is. This has an impact on which databases are purchased.

*****Meeting reconvened at 1:55 PM for afternoon session*****

Digital Media Archive-Kathleen Roe

Ms. Roe spoke about digital developments in the Office of Cultural Education, a collaborative work on the part of the New York State Library, New York State Archives and New York State Museum. The group strived to combine the richness of the resources to the customer needs, and adopted common technical standards and policies regarding copyright issues and sensitive customer issues. They are trying to move digitization forward for all three areas and constituencies around the State. State Historic Resources Advisory Board (SHRAB) is preparing a grant to go to NEH in July concerning the Latino community in New York State-resource collection and dual language. The idea is to make it as publicly accessible as possible. Some of the grant work is being done in house; Cornell is doing the rest.

Reports from NOVEL Subcommittees

ELECTRONIC RESOURCES GROUP-John Shaloiko, Co-Chair

The feedback form needs some more revision. Cara Janowsky will review it and comment to Mr. Shaloiko within a week; Mr. Shaloiko will provide it to the entire committee in mid-December.

Four members have been recommended for the NOVEL Electronic Collection Advisory Team (NECAT): Jerry Kuntz-Public Libraries; Gail Baracco, Broome-Tioga BOCES-School Libraries; Randy Ericson-NOVEL Steering Committee; and John Shaloiko-3Rs. The chair will be elected at the first meeting, which will be held in January 2004. Mr. Shaloiko will meet with State Library representatives in December to develop a list of discussion items. Ms. Douglas will contact the NECAT Team with the January meeting date. Many meetings will be held via conference call. With the potential cut in funding, discussion may address which databases to delete rather than which to add. Ms. Hiebing stated that the NECAT Team should be talking about the relationship of their group to the NOVEL Steering Committee.

NOVEL Databases-Customer Evaluation-This is a big issue which will require more discussion.

PORTAL GROUP-Thomas Alrutz-Co-Chair

The group reviewed the status of the Department's Virtual Learning Space (VLS) initiative; expected launch is January 2004. Initial focus will be teachers and administrators, with a content of learning standards and performance indicators-looking at content that exists within the Department website that can be used in an efficient way. It may be possible to use with Department of Motor Vehicles driver's license algorithm as a means of authentication to get to NOVEL databases.

They reviewed the Department's OCLC/Gates portal initiative. Ten states were represented at the meeting. They were looking at developing tools for continuing education, policy and technical assistance. Focus is to provide a website for library development in these states-not suitable for NOVEL. The group is looking at available resources in New York State--$50,000 identified from LSTA funds to develop a prototype portal. See the three-page draft NOVEL background statement, "NOVEL Prototype Interface or Portal," prepared for the recent NYLA Conference which is the summary from all those participating regarding first steps for the portal. Recap: In order to move ahead, we need personnel and resources-Do we need to have something developed? Hire a contractor to develop a website? The initial target audience is small libraries-those libraries using NOVEL databases only and those libraries who are registered but not users: colleges/academic, public libraries, school libraries, hospital-small, simple The members of the Steering Committee need to review the document regarding the criteria and functionality of a NOVEL portal.

Speakers' Bureau-Dottie Hiebing

A NOVEL tool kit is now available on the NOVEL website. The NOVEL tool kit site has talking points, PowerPoint presentations, logo, fact sheets, a brochure, etc. If you would like to add a tool to the kit, contact Marilyn Douglas.

Speakers Bureau List-Recent and Upcoming Promotion of NOVEL Throughout the State

WHERE/WHAT/WHEN	WHO
Two Borough Advocacy Network Meetings November 2003	Tom Alrutz
METRO Two information sessions with legislative aides December 2003	Dottie Hiebing
New York City New York State Reading Association Conference December ?, 2003	Janet Welch
Library Resources Training Sessions for City and State Legislators	Tom Alrutz
SUNY Evening Class	Kate Storms and Linda Todd
Church Group	Kate Storms
Queens Branch Staff-Annual meeting for technical service	Kitty Little
Queens-Seminar for Non-librarian professionals December 11 and 18, 2003	Kitty Little
NYAM Fellows	Janie Kaplan
CICU (date)	Bill Crumlish (info)
Council of Deans of Medical Schools (date) Legislative Office Visits	Diana Cunningham Friends of the New York State Library
State Education Department-Main Building Holiday "Decorate a Column" features "Have a NOVEL Holiday" with the NOVEL logo used on "ornaments" featuring greetings from around the world.	Marilyn Douglas

Upcoming Steering Committee Meetings

Tuesday, January 27, 2004-10 AM Conference Call
Thursday, February 19, 2004-10:30 AM, Librarians Room, [7th Floor, Cultural Education Center, Madison Avenue, Albany]
Tuesday, March 9, 2004-2 PM Conference Call
Tuesday, April 13, 2004-East Greenbush Community Library
Wednesday, May 19, 2004-10 AM Conference Call
Thursday, June 10, 2004-Albany Public Library

Action Items:

• Janet Welch/Mary Redmond/Carol Desch will think about targeting legislators for the December meeting at METRO and will advise Ms. Hiebing.
• Ms. Hiebing will send a report to Ms. Cunningham.
• Contact Ms. Douglas if you'd like to add anything to the NOVEL tool kit.
• Committee will review "NOVEL Prototype Interface or Portal" document and comment to the Steering Committee.
• NECAT and NOVEL Internal Team will meet in January. Ms. Douglas will set up meeting.
• Lorraine will work with staff to get the September and October minutes up on the website.
• Lorraine will mail out packets to people unable to attend today's meeting.
• Ms. Janowsky will review the feedback form and comment to Mr. Shaloiko within a week. Mr. Shaloiko will provide the feedback form to the entire committee in mid-December.
• Mr. Shaloiko will meet with State Library representatives in December to develop a list of discussion items. Ms. Douglas will contact the NECAT Team with the January meeting date.

The meeting adjourned at 2:45 PM.

NOVEL SC CONFERENCE CALL
Wednesday, October 22, 2003
1:00-2:00 PM

PRESENT: Alrutz, Baaklini, Brink, Courtney, Cunningham, Douglas, Ebert, Ericson, Hiebing, Johns, Knight,
Little, Lynch, McCain, Monahan, Roe, Shaloiko, Storms,Todd, Welch

ABSENT: Cannell, Crumlish, Desch, Hatch, Huxley, Janowsky, Kadamus, Kaplan, Keitel, Meierhoffer, Nichols, Redmond, Walsh

RECORDER: Petrocelli

REPORT FROM THE STATE LIBRARY

Marilyn Douglas reported.

• The digitization project was recently announced in a NYLINE message dated October 15. Marilyn read excerpt from message:
  "The State Library is entering an exciting new era as it prepares to launch a digital media archive in collaboration with the New York State Museum and the New York State Archives. This archive will include images of all the documents that have been scanned over the years, as well as those generated in the future."

• There was a question about funding for this project. Kathleen Roe chaired a group that started one component. The group analyzed combining resources in one digital collection. Purchased Hyperion, which is a software digitization component of Sirsi. State Library selected the topic, "Native American Collections," and we are using our own resources, digitizing records related to Native Americans, and will pull all together in integrated way. Hoping to seek outside funding but using own resources now. Timeframe - early November should be able to bring site live. We had Library, Archives, and the Museum talk about technical based pieces - could be useful for other people when trying to put print and non-print materials in one place. Kathleen will bring draft summary of the project to the next meeting.

NYLA

• Programs at NYLA:

  • Thursday, November 6, 4:30-5:45 PM: "News From the State Library" - NOVEL will be one component. NOVEL SC members are invited and encouraged to attend. There will be questions and answers re NOVEL databases, information on the updated website, portal, toolkit, any other issues. Sent message asking people to send in questions about databases that will be answered at this meeting.

  • Friday, November 7, 8:00-11:15 AM: "NCL - Now More than Ever." Co-sponsored by NYLA, NYSALB, and NYSL. Commissioner will address conference and review NCL. There will be a question and answer period with Commissioner and a panel of presenters from PULISDO, SLSA, NYTRO - Jennifer Morris, Dee Portzer, Gail Staines, Erin Apostol. Encouraging every member of steering committee to attend. Good opportunity to hear what people are doing for NCL.

  • Saturday, November 8, 10:00-12:00 PM: Poster session, focusing on NOVEL toolkit. Marilyn Douglas and Nancy Reynolds of NYSL, will staff the booth.

LEGISLATION

• Regents have formally renewed their commitment to NCL as high priority, with NOVEL a special focus of this effort. NYLA encourages advocates to write to the Governor now while the budget is being drafted. There is information on the NYLA website, including sample letters.

PORTAL WORKING GROUP

• Reviewed details about Education Department's Virtual Learning Space (VLS). We are hoping to have space on it to link to NOVEL databases. They are looking to launch VLS by the end of the year. We are looking at working with the Education Department for an authentication methodology. We will probably need to have alternate way for people to access the NOVEL portal. We would like to have within the portal cross database federated searching so people would not have to go to individual vendor databases.

• Marilyn Douglas, Sara McCain and Linda Todd met with Virtual Learning Space representatives - people within SED Elementary, Middle, Secondary, and Continuing Education unit of the State Education Department. They have been in the process of establishing an education portal. Initial focus is for teachers to bring together NYS learning standards and performance indicators. We want to make sure that NOVEL resources will be available to people coming into Department's portal. Department is working with Governor's Office for Technology on statewide authentication process and also exploring authentication of seven BOCES sites that have been involved in providing content for the portal. Department is also working on student identification. We would like to make NOVEL available statewide to anyone.

• Marilyn is in the process of setting up a meeting with the Department of Motor Vehicles and State Library staff to discuss issues. Will discuss providing remote access. Only 15% of libraries currently make NOVEL databases available by remote access.

• Discussed possibility of bringing in one of our vendors to attend the VLS meeting and show how library resources can be tied to NYS Learning Standards and performance indicators. Hopefully by next spring we will be able to give a demonstration. EBSCO would probably be vendor we would work with.

• We have the opportunity to possibly work with OCLC and Gates. Gates gave OCLC a grant to develop portals - agreed we should pursue. Marilyn Douglas is pulling information together to provide OCLC with background on a NOVEL portal. Marilyn will forward document to committee. Planning to report on results of that meeting at next steering committee meeting. Marilyn Mason, from OCLC, is managing this project.

• COSLA had presentation about OCLC project - Web Junction. They have put a lot of effort into developing portal technology and are now looking at turning it into a broader basic access computing portal, trying out with few a states. States that participate in pilot will have opportunity to shape it. In this case we might be able to develop something according to our specifications. Website: www.webjunction.org

ELECTRONIC RESOURCES WORKING GROUP

• Marilyn will check on status of getting one-page customer satisfaction survey up on web.

• NECAT will be a group of four people from around the state recommended by each of three systems and include a representative from the NOVEL Steering Committee. This group will be working with team at NYSL to review and select electronic resources with funding through LSTA. Once we get the representatives appointed, we can begin to focus on the first meeting, hopefully before the end of year. Might meet informally at NYLA. Requested from State Library information about the current NOVEL databases - costs, subscription dates, etc. so we have better feeling what we are dealing with.

• Survey on NOVEL website - comments on databases. This larger evaluation would be targeted to public. Focusing on evaluations from users of these databases and could include statistics from vendors. Needs to be discussed internally by State Library people.

• BOCES are surprised at what is available and interested in how they can get their schools connected.

• Janet Welch talked to Commissioner's Advisory Council on Higher Education Chancellors. Reactions were positive that they could get this information and that it is so easy to get.

NEXT MEETING: Thursday, December 4, Albany Public Library

September 18 , 2003

10:30 a.m - 3:00 p.m.
East Greenbush Community Library
East Greenbush, NY

Present: Thomas Alrutz, Soumaya Baaklini, Jeff Cannell, Bill Crumlish, Diana Cunningham, Carol Desch, Marilyn Douglas, Randy Ericson, Dottie Hiebing, Cara Janowsky, Sara Kelly Johns, Wanda Knight, Sara McCain, Mary Redmond, John Shaloiko, Kate Storms, Linda Todd, Janet Welch

Absent: Mary Brink, Diane Courtney, Loretta Ebert, Carey Hatch, John Monahan, Jerry Nichols, Carole Huxley, James Kadamus, Susan Keitel, Mary-Alice Lynch, John Meierhoffer, Kathleen Roe, David Walsh

Guests: Assemblywoman Sandra R. Galef, Jo Brill, Julie M. Marlette

Recorder: Lorraine Deitz

Welcome and Introductions-Dottie Hiebing

Ms. Heibing convened the meeting at 10:40 a.m. and welcomed guests, Jo Brill, legislative Coordinator for Assemblywoman Sandra R. Galef, and Julie Marlette, Libraries and Education Technology Policy Analyst for the NYS Assembly. Assemblywoman Galef, Chair of the Committee on Libraries and Education Technology since January 2003, joined the group at noon. Dottie also welcomed the newest member of the Steering Committee, Randy Ericson. Linda Todd, who attended as an observer in the past, is also an official member as of this meeting. All participants introduced themselves. Because of our new members and guests, Dottie gave a brief overview of the history of the NOVEL Steering Committee:

Three years ago, a high-powered commission was appointed to look at statewide library services, resulting in the New Century Libraries initiative. NOVEL (New York Online Virtual Electronic Library) and the NOVEL Steering Committee were developed to focus on electronic resources and technology issues in New York State libraries. Because of financial constraints, members of the NOVEL Steering Committee must pay their own travel costs, so conference calls are scheduled along with the actual meetings.

Jo Brill, Legislative Coordinator for Assemblywoman Galef, is looking to the State Library and NYLA to determine priorities for next year's legislative budget. For example, how can NOVEL help bridge the digital divide in schools and address the fiscal equity gaps identified in recent court cases related to education funding? Ms. Brill requested a list of the school libraries not participating in NOVEL and a list of schools that do not have a school library media specialist.

State Librarian's Comments-Janet Welch

Mrs. Welch mentioned that 4400 libraries-all of the public libraries and college and university libraries-are using NOVEL. More work needs to be done to get schools registered since only 2700/4700 school libraries use NOVEL, most likely due to a shortage of library media specialists in the schools.
The Executive's proposed 15 percent cut in library funding for 2003 did not succeed. Mrs. Welch thanked Assemblywoman Galef and Jo Brill for their efforts in support of libraries and library systems. The veto override had the most votes of any issue in the session. Credit should also be given to Senator Farley and his staff.

Minutes

Sara Kelly Johns moved to accept the minutes of the July 8, 2003 meeting; John Shaloiko seconded-motion passed.

Committee Membership-Terms of Office

Terms of office for members of the NOVEL Steering Committee run from October 1 to September 30. Terms will be three years. The newest members, Randy Ericson and Wanda Knight, are appointed through September 30, 2006. A drawing was held to determine the terms of office of the remaining steering committee members. A complete listing of members and the year their term expires follows. The membership listing on the web site will be updated with this information.

Member Year	Term Expires
Alrutz	2005
Brink	2004
Cannell	2004
Courtney	2005
Crumlish	2005
Cunningham	2005
Ebert	2004
Ericson	2006
Hatch	2005
Hiebing	2005
Johns	2004
Knight	2006
Monahan	2004
Nichols	2004
Shaloiko	2005

NOVEL at NYLA Conference, November 2003, Saratoga Springs-Mary Redmond

A discussion of NOVEL will take the bulk of the time following introductory remarks from State Librarian Janet Welch on Thursday, November 6, 4:30-5:45 PM, "News from your State Library." (We would like to introduce NOVEL Steering Committee members who are in attendance.) There will be an opportunity to participate in "Test your NOVEL Knowledge" and an update on databases-developments and procedures-regarding the NOVEL Database Program. Questions will be solicited via NYLINE and NOVEL-DB prior to the conference. The session will end with a request that participants visit district offices to demonstrate NOVEL databases to legislators and legislative staff.

Ms. Johns mentioned that from 10-12 on Saturday, November 8, the NOVEL Steering Committee will provide a poster session, "NOVEL @ Your Library," featuring a poster, handouts, and people to answer questions on "NOVEL @ Your Library." If you will be at NYLA and would be willing to spend a little time at the poster session, please notify Marilyn Douglas at mdouglas@mail.nysed.gov .

Electronic Doorway Library -Marilyn Douglas

The State Library sent "A NOVEL Ready Electronic Doorway Library (EDL) Certificate" signed by Janet Welch and Commissioner Mills to all the public library and school libraries that meet the EDL Basic 2000 criteria. The State Library is in the process of sending certificates to qualifying academic libraries as well.

***Meeting Adjourned for Lunch at 12:30 PM***

(Pat Nonamaker, Director of the East Greenbush Community Library, met informally with members of the Steering Committee at this time.)

Reports from NOVEL Subcommittees

ELECTRONIC RESOURCES GROUP-John Shaloiko, Co-Chair

Progress since last meeting:
Two items have been posted on the NOVEL Steering Committee web site: Selection, Acquisition and Marketing Policy Statement adopted at the July 2003 meeting and the results of the Fall 2002 survey on Database Needs. Ms. Douglas noted that the survey results are on the web site with an invitation to comment. It was suggested that the NYLINE message about the Survey be re-posted, particularly to the school library community, pointing to the results of the survey-Ms. Douglas will handle. The Electronic Resource Group is developing a NOVEL Databases customer satisfaction survey that will be posted on the web site; librarians will be able to comment regarding their satisfaction with the NOVEL databases. A working draft of the customer satisfaction survey will be posted with a URL link in a couple of weeks for testing, and then it will be posted "live."

The group talked about the function and role of the NOVEL Electronic Collections Advisory Team (NECAT). The names of four people (a representative from NYTRO, PULISDO, SLSA, and NOVEL SC) will be submitted to Ms. Hiebing and Mr. Shaloiko by the end of October. Mr. Cannell will contact Ms. Brink and Mr. Nichols on the PULISDO side; Ms. Knight will work with SLSA; and Ms. Hiebing and Mr. Shaloiko will work with the New York 3Rs. The NOVEL Steering Committee Electronic Resources Group recommends the State Library conduct a larger evaluation of the NOVEL Databases-with the public as the target. The State Library will begin discussing this idea and explore possibilities for hiring an outside consultant, funding, and promotion. Ms. Janowsky will share meeting notes with the State Library staff. Mr. Shaloiko requested a list of current databases, vendors and licensing expiration for the committee for a face-to-face meeting of the internal NOVEL Databases Team and NECAT representatives before the end of the year (November/December).

PORTAL GROUP-Thomas Alrutz

(Mr. Alrutz has agreed to be a co-convener of the group, along with John Meierhoffer.)
Since last meeting, we reviewed the progress of the SED Virtual Learning Space (VLS) project. A meeting with VLS Project staff was held in July, with Ms. Douglas, Ms. Todd, Ms. McCain and Mr. Meierhoffer representing the Portal Group. The next meeting is October 16. Details are still not available on how VLS will add content-still in the beginning stages. We would like to provide the functionality of cross-database federated searching of NOVEL Databases to VLS in the future.
Through a COSLA meeting Ms. Desch attended, we became aware of an OCLC/Gates initiative that is moving forward to a multi-faceted portal project for state library agencies. OCLC/Gates is looking for five to ten states to develop models of statewide portals. The NOVEL Steering Committee Portal Group recommends that the NOVEL Steering Committee encourage New York's participation in the project.

Ms. Douglas has had talks with the Department of Motor Vehicles on remote access to NOVEL resources. The internal Portal Group will discuss authentication with the VLS project team.

The Portal Group talked about marketing and how to make NOVEL visible to legislators. Mr. Alrutz talked about some sort of gentle mandating-icon and words-stating "As of ___ date…" library systems must have a NOVEL database credit posted somewhere on their website.

NOVEL Database Demonstrations and NOVEL Presentations

A listing of previous visits to legislators, background information and NOVEL Steering Committee representatives will be available at the NYLA Conference in November. In the meantime, Ms. Douglas cited PowerPoint presentations that could be helpful. These will be available on the web shortly.

• For a general audience--starts with, Do you have a library card?
• Overview of NOVEL-What is it all about?
• NOVEL and New Century Libraries

Other materials that will be part of a NOVEL Tool Kit include: Talking Points, NOVEL icon, a bookmark, and charts with NOVEL database statistics.

Speakers Bureau List-Promotion of NOVEL Throughout the State

WHERE/WHAT/WHEN	WHO
Regents Policy Conference (Panel discussion of reps from institutes of higher education and the professions re: distance learning) September 10, 2003	Carey Hatch
Assistant Superintendents BOCES Curriculum and Instruction-partnership with public libraries September 19, 2003	Janet Welch
Commissioner's Advisory Council on Higher Education (25 college presidents), New York City September 24, 2003	Janet Welch
Medical Library Association Chapters October 10, 2003	Diana Cunningham
WAMC-NPR-Roundtable (Listening areas includes seven states) October 27, 2003	Kate Storms
Medical Library Association-NY/NJ, Philadelphia October 28, 2003	Diana Cunningham
NYLA/NY3Rs Academic Libraries Meeting, Syracuse October 2003	John Shaloiko/Dottie Hiebing
Upstate New York SLA Association November 14, 2003	Carol Desch
NYSCATE Conference "Learning Without Boundaries"; Convention Center, Albany November 22-25, 2003	Sara Kelly Johns
BOCES (Regional Information Center Coordinators)	Janet Welch/Marilyn Douglas
CICU	Bill Crumlish (info)
Chair of Library Committee	Diane Courtney
Council of Deans of Medical Schools	Diana Cunningham

Kudos to Carey Hatch for a very successful distance learning presentation at the Regents' Policy Conference on September 10.

Ms. Storms mentioned that SUNY has developed a SFX--Open URL-that is impacting the Help Desk. It goes from a hyperlink directly to the article. We will ask Carey Hatch to discuss it at our December meeting.

There is now a NOVEL Database FAQ and a general NOVEL FAQ on the web site. If you are making a presentation about NOVEL, the FAQ answers a number of questions.

Regarding open URLs, Mr. Ericson mentioned that at Hamilton College they have put in the equivalent of Proquest SFX-Co-finder Plus-with positive response from the faculty-can take people to the catalog/Google search. He will demonstrate it at the December meeting.

Conclusion

Guests expressed their thanks for the invitation to attend the NOVEL Steering Committee meeting. Assemblywoman Galef said it is her pleasure to represent libraries in the Assembly. The Assembly Committee on Libraries and Educational Technology discussed the accessibility of NOVEL and how to make it easy to use. It will be easier to get money for the NOVEL program if the legislators understand it. We need to remind them that the 15 percent cut in library funding got the most override votes of any issue this session and then build on NOVEL and what it is about. The challenge is to get it done rapidly because the Governor's budget is in development now. Julie Marlette looks forward to working with the NOVEL Steering Committee in the future.

Upcoming Steering Committee Meetings

• Thursday, September 18, 10:30 am -3:30 pm , East Greenbush Public Library
• Wednesday, October 22, Conference Call, 1-2:00 pm (note time change)
• Thursday, December 4, 10:30 am -3:30 pm, Albany Public Library
• Tuesday, January 27, Conference Call, 10:00 am
• Thursday, February 19, 10:30 am-3:30 pm, Albany area - location to be determined

**NOVEL at NYLA: Thursday, November 6, 4:30-5:45 PM, "News from your State Library"**

Action Items

• Ms. Douglas will send Jo Brill information on school libraries who do not participate in NOVEL by November 1.
• Lorraine will have the member expiration date added to the NOVEL Steering Committee roster on the web.
• Contact Ms. Douglas if you can volunteer some time at the poster session at NYLA on Saturday, November 8, from 10-12.
• Ms. Douglas will re-post the NYLINE message re; Database Needs Survey, particularly to the school library community, pointing to the results of the survey.
• The draft database evaluation link will be sent to NOVEL SC by October 30 to test it out and then posted "live" by November 5.
• By October 31, the names of four people for NECAT will be submitted to Ms. Hiebing and Mr. Shaloiko. Mr. Cannell will contact Ms. Brink and Mr. Nichols, PULISDO; Ms. Knight will work with SLSA; and Ms. Hiebing and Mr. Shaloiko will work with the NY3Rs.
• Ms. Douglas will ask Mr. Hatch to discuss the SUNY SFX/Open URL at the December meeting.
• Mr. Ericson will demonstrate Co-Finder Plus at the December meeting.
• Ms. Douglas and Ms. Hiebing will report back on their October 23 meeting at OCLC on this OCLC/Gates Portal pilot project at the December meeting.

The meeting adjourned at 3 PM.

10:30 a.m. -3:00 p.m.
NYLINK Office Albany, New York

PRESENT: Tom Alrutz, Soumaya Baaklini, Mary Brink, Jeff Cannell, Diane Courtney, Bill Crumlish, Diana Cunningham, Carol Desch, Marilyn Douglas, Phyllis Fisher, Carey Hatch, Dottie Hiebing, Carole Huxley, Cara Janowsky, Sara Kelly Johns, Mary-Alice Lynch, Sara McCain, Gerald Nichols, Mary Redmond, John Shaloiko, Katherine Storms, Janet Welch

GUESTS: Donna Dixon (NYLINK), Mary Linda Todd

ABSENT: Loretta Ebert, James Kadamus, Susan Keitel, Wanda Knight, Edward McCormick, Chuck McMorran, John Meierhoffer, John Monahan, Marsha Ra, Kathleen Roe, David Walsh
RECORDER: Lisa Petrocelli

Welcome & Introductions

Dottie Hiebing, Chairperson, welcomed everyone to the meeting and asked members to introduce themselves. She thanked Mary Alice Lynch, NYLINK Executive Director for hosting the Steering Committee meeting.

State Librarian's Comments

Janet Welch, State Librarian, reminded everyone that NOVEL remains a top priority with the State Education Department (SED) and with the Board of Regents. Commissioner Mills and the Regents are working hard advocating for New Century Libraries legislative proposal in order to get the State funding needed to maintain and expand NOVEL.

Mrs. Welch also noted that she and Ms. Hiebing will soon be looking at succession planning for the NOVEL Steering Committee. They will be discussing a more formal structure of appointments with set terms for the Steering Committee members, and would appreciate any suggestions from current members. Mrs. Welch noted that the NOVEL Steering Committee is a standing advisory committee, working under the overarching policy umbrella of the Regents Advisory Council on Libraries. Mrs. Welch anticipates that there will be a NOVEL Steering Committee as long as there is a NOVEL project.

Approval Of Minutes

The Steering Committee approved the June 13, 2003 minutes of NOVEL Steering Committee Conference Call Meeting.

Novel Databases Project Update And Assessment

Mary Redmond reported that the State Library added a suite of Gale databases on April 1, 2003, ReferenceLink and Twaynes Literature, to replace Dialog@Carl. Shortly thereafter, Gale notified the State Library that they would no longer be supporting the ReferenceLink product.

Gale is now providing the following products for NOVEL as a replacement for ReferenceLink: Informe (a Spanish language database), Custom Newspapers, New York State Newspapers, and National Newspaper Index. Twaynes is also continued. Feedback thus far is very positive. People are particularly happy with full text of The New York Times.

Jerry Nichols noted that with the new Gale products, libraries can no longer link directly to the specific URLS for popular, individual newspapers - can the State Library get that capability back? Mary Redmond will investigate. Others noted the popularity of the upstate New York State newspapers.

Several NOVEL Steering Committee members suggested the State Library consider purchasing "Serial Solutions" as a next step for improving easy customer access to the thousands of newspapers and journals now available through NOVEL databases.

Linda Todd, State Library NOVEL Databases Internal Team member, presented statistics and assessment data on NOVEL Databases use. The State Library reached the Commissioner's goal of 4,400 libraries participating in the NOVEL Databases Program by June 30, 2003 and exceeded the goal of 8 million searches. As of May 2003, there were 9.44 million searches. Ms. Todd shared pie charts showing monthly use of various NOVEL databases. She noted that the State Library welcomes suggestions on types of statistics that should be used to promote NOVEL databases.

Steering Committee members commented:

• Ms. Hiebing asked if State Library staff can determine which types of libraries are using the various databases. Break the data out by sector - who is using what at what level? Ms. Todd said that the information is available from the vendors - the State Library gets monthly statistics from each vendor as well as printouts by region.
• Mr. Nichols suggested reporting out use of the various databases on "cost per use" basis. Presenting data demonstrating cost-effectiveness is very compelling for advocacy discussions with legislators.
• Translate the actual number of articles downloaded/accessed as opposed to just the number of searches.
• Carey Hatch noted that he finds "cost per use" and trend data over time most useful. Looks at trend data to see if something is not working properly - and to inform future selections, interesting to look at what is getting lower usage over time.

Ms. Todd also shared several NOVEL anecdotes collected from NOVEL libraries. She asked NOVEL Steering Committee members to send her any anecdotal information they come across as they talk with people in the library community about NOVEL. These items are used for advocacy and for Library Services and Technology Act (LSTA) grant reports to the federal Institute for Museum and Library Services (IMLS).

Mrs. Welch noted that it will probably take significantly more time to sign up the remaining libraries that are not participating in the NOVEL Databases Project. Most of the libraries not currently signed up do not have the technological capacity to use NOVEL, and/or they do not have the trained staff. The majority of the remaining libraries are school libraries, most without school librarians.

NOVEL Communications and Outreach to the Library Community

Mr. Nichols asked Ms. Redmond to review the State Library's current organization structure for NOVEL. Ms. Redmond described State Library current structure which includes:

• NOVEL Leadership - Janet Welch, State Librarian, overall leadership for NOVEL and final decision maker on NOVEL Databases.
• NOVEL Databases Project, under overall leadership from Mary Redmond, Interim Director of the Research Library, Katherine Storms is the team leader for the State Library's NOVEL Databases Internal Team. Kate is in charge of the day-to-day operation of the NOVEL Data Bases Project, including the Help Desk which is staffed by Research Library reference staff; Soumaya Baaklini works with investigating database products, vendor negotiations etc.; Linda Todd of Library Development handles NOVEL Databases outreach and publicity. Other NOVEL Database Internal Team members include Cara Janowsky, Marilyn Douglas, Sara McCain, and Carol Desch.
• NOVEL Statewide Planning, Future Development, State Library Leadership for NOVEL Steering Committee work is led by Marilyn Douglas, Division of Library Development with support from Carol Desch and Janet Welch.

Some Steering Committee members suggested that the State Library increase regular communications with the library community and the public on what is going on with NOVEL Databases. The State Library could deal more effectively with those few people who are publicly expressing dissatisfaction (on NYLINE for example) by being proactive and continually communicating. Broader communications to general library staff are needed. Perhaps State Library should think about targeting communications the way that NYLINK does, i.e. getting to key people in functional areas.

Ms. Welch explained that there are currently two major levels of communication: NYLINE and NOVEL Databases listserv. NOVEL Databases listserv is composed of a contact from each library participating in NOVEL Databases Project and includes more specific, technical information that does not appear on NYLINE. Ms. Welch noted that there could be more communication on NYLINE in general on what is happening with NOVEL.

Ms. Hiebing presented some examples of other state's virtual libraries and statewide databases: Galileo, OhioLink, TexShare. She discussed their various governance structures. She then asked Ms. Redmond to report on her presentation on NOVEL at the ALA Conference in Toronto. Mr. Alrutz attended the presentation and noted it was interesting and informative.

Ms. Hiebing referred Steering Committee members to the latest draft of the NOVEL Talking Points. The idea behind developing the talking points is so Steering Committee members will have a tool to help them make presentations and talk with others about NOVEL and what it means to State of New York, where funding comes from, work of Steering Committee, etc. Public presentations about NOVEL by Steering Committee members are important in the process of moving NOVEL forward. Steering Committee identified future possibilities for NOVEL presentations:

Other Ideas for NOVEL Outreach/Presentations:

• Carey Hatch noted we need to reach constituent groups outside of traditional library groups - would get more response when talking to faculty members. Need to branch out to reach other supporters and general public.
• Sara Kelly Johns has a ready-made NOVEL powerpoint presentation she did for CASDA (?) with data on the reliability of information, what is useful, why, etc. Contact Ms. Kelly Johns for a copy.
• When making presentations, post results on NOVEL Steering Committee listserv - what questions were asked, information you got from people - this would help others when going to groups and making presentations.
• Visits to local legislators offices to demonstrate NOVEL Databases are fruitful. Mr. Nichols noted that his system staff makes sure that the staff in State legislative district offices in Suffolk County is hooked up correctly and taught how to use NOVEL and other system databases.
• Invite Sandra Galef, Chair of the Assembly Committee on Libraries and Education Technology to the September 18 or December 4 NOVEL Steering Committee Meeting. Diane Courtney volunteered to followup with Assemblywoman Galef.

** 12:00 - Group adjourned for lunch and small groups **

Reports From NOVEL Subcommittees

ELECTRONIC RESOURCES GROUP - John Shaloiko and Diane Courtney, Co-Chairs

• "NOVEL Selection, Acquisition, and Marketing Policy For a Statewide Approach to Electronic Resources"

  • The Electronic Resources Group presented the final policy document to the full NOVEL Steering Committee for review and approval. John Shaloiko noted that this policy document will be an important guiding document for the New York State Library

  • The NOVEL Steering Committee approved the "NOVEL Selection, Acquisition, and Marketing Policy For a Statewide Approach to Electronic Resources" unanimously.

  • Marilyn Douglas will post the approved document to the NOVEL Website by ________ and prepare an email announcing its availability for Dottie Hiebing to send to NOVEL-L listserv, NYLINE, and NOVEL Databases Listserv.

• NOVEL Electronic Collection Advisory Team (NECAT) Proposal

  • The Electronic Resources Group reviewed a draft proposal presented by John Shaloiko for a new advisory group call the NOVEL Electronic Resources Advisory Team (NERAT). After substantial discussion, the Electronic Resources Group amended the original draft proposal to create an NOVEL Electronic Collection Advisory Team (NECAT). Major elements of the final NOVEL Electronic Collection Advisory Team proposal include:

    • NOVEL Electronic Collection Advisory Team will include four members and its specific purpose will be to advise the State Library's NOVEL Databases Internal Team on NOVEL electronic collections selection recommendations to the State Librarian.

    • The group will be very focused, and will have a close link to the NOVEL Steering Committee. Members will have electronic resources selection expertise. Confidentiality is critical.

    • NOVEL Steering Committee remains responsible for advising the State Library on major aspects of the NOVEL Electronic Resources program such as priorities, publicity, planning, policies, communications, etc.

    • The NOVEL Electronic Resources Group also recommended that the NYSL NOVEL Databases Internal Team consult and collaborate with other important groups involved in making statewide database purchases such as SUNY Central and the Higher Education Initiative (HEI).

    • The four NOVEL Electronic Collection Advisory Team members will include a NOVEL Steering Committee member, a NY3Rs representative, a PULISDO representative and a SLSA representative.

    • Dottie will appoint the NOVEL Steering Committee representative. She will ask the three system organizations to each select their own representative to NOVEL Electronic Collection Advisory Team.

    • Travel costs for NOVEL Electronic Collection Advisory Team work will be covered by NOVEL Electronic Collection Advisory Team members themselves or by respective system organizations.

    • NOVEL Electronic Collection Advisory Team will be appointed by October 1, 2003.

     

  • The NOVEL Steering Committee approved the amended NOVEL Electronic Collection Advisory Team proposal, with two NAY votes (Cunningham, Fisher).

  • John Shaloiko will finalize approved Novel Electronic Collection Advisory Team proposal text and send a copy to all NOVEL Steering Committee members.

  • Dottie Hiebing will invite NY3Rs, PULISDO and SLSA conveners to each nominate a representative to serve on this group. Goal is for Dottie Hiebing to have NOVEL Electronic Collection Advisory Team appointed by October 1, 2003.

   

• NOVEL Databases Evaluation Feedback Form for the Website

  • Cara Janowsky will take the Electronic Resource Group's improvement suggestions, revise the form and will be sure it gets up on the State Library's website.

   

• Electronic Resources Needs Assessment Survey (Fall 2002) Report

  • John Shailoko presented final survey report to the Electronic Resources Group.
  • The group recommended that the survey report be posted promptly to the NOVEL website.
  • Dottie Hiebing thanked John and the State Library staff for their work on this excellent report.
  • Marilyn Douglas will be sure that the report is posted promptly and she will draft an email for Dottie Hiebing to send to NYLINE announcing that survey results are now available.

PORTAL GROUP- Marilyn Douglas, Acting Chair.

A subgroup of the Portal Group (Sara McCain, Marilyn Douglas, Linda Todd, Kate Storms, and chair John Meierhoffer) is refining the list of priorities for the NOVEL Portal from suggestions filtered from NOVEL portal seminar November 2002.

Several members of the Portal Group will meet on July 28 with David Walsh , SED Chief Information Officer, Ann Schiano, SED/EMSC Curriculum & Assessment, and Gary Kuchark, SED/Information Technology Services (ITS) to discuss the relationship between NOVEL and the SED Virtual Learning Space. The Portal Group is hoping SED/ITS will help us develop a NOVEL portal by providing the expertise and resources. What NOVEL has to offer is CONTENT - "deep web" information.

The Portal Group feels it is important to develop pilot to get a NOVEL portal off the ground. The Portal Group has identified several issues that will need to be addressed as pilot project is developed:

• Need search engine that does federated searches across content. The idea would be a main NOVEL page/portal and several points of access off it - one to resources for children, another access point for adults which would lead to resources that adults would want, possibly other access points that would lead to catalogs, digitized resources, etc.
• Authentication - if we are going to be part of VLS, need to talk to them about how they are going to deal with authentication of users. What are resources to do that, what can we do?
• Maintenance and scale - at statewide level - what are the resources needed to keep the NOVEL portal current and where will those resources come from?
• Will the State Library be a clearinghouse for local libraries? - something to explore.
• CIPA ruling - will it have impact on what we end up trying to do? Databases? What would happen to access if filters are there? Will be issue for internet providers.
• Do we have sense of how many people in state will have access through NOVEL portal or through local library …or through both access points? Will individuals go to a NOVEL portal/ web site or just go to their university or public library website to access NOVEL resources? what is the best focus for a NOVEL portal?

The Portal Group will provide a written report on the identified Portal Priorities, results of VLS meeting (s) and recommendations for next steps to the Steering Committee for discussion at the September Steering Committee meeting.

NOVEL at NYLA Conference, November 2003, Saratoga Springs

There will be several activities related to NOVEL at the NYLA Conference:

• NOVEL Program - Ms. Hiebing asked Steering Committee members to plan on attending the NOVEL Program . Ms. Redmond is responsible for planning the NOVEL program. Program will be major part of the State Library News program on Thursday, November 6 from 4:30 to 5:45 pm. Ms. Redmond asked the Steering Committee members for ideas about content and format for the program. Current ideas include: update on the NOVEL Databases Project, including how databases are currently selected; a review of the work of the NOVEL Steering Committee by Ms. Hiebing or others; information on NOVEL demonstrations to legislators - get people volunteering, get feedback - any tips, etc. and time for questions/answers. NOVEL portion of the program will be one hour.
• NOVEL in the Exhibits - NOVEL will be a major feature at the State Library table in the NYLA Conference Exhibit Hall sponsored by the Friends of the State Library. Ms. Redmond may ask for help from the Steering Committee in staffing the exhibit table, as State Library staff attendance at the NYLA Conference will be small due to severe restrictions on State travel.
• NOVEL Give-aways - Steering Committee suggested State Library have something to give people - stickers for badges (I am a NOVEL Lover). Members of Steering Committee who are also members of the Friends of the State Library will discuss the idea of stickers with the Friends.
• NOVEL Poster Session - Steering Committee suggested that State Library present a poster session on NOVEL for the Saturday 9 am - 12 noon Poster Sessions. Mary Redmond will pursue this possibility.

Upcoming Steering Committee Meetings

• Thursday, September 18, 10:30 am -3:30 pm , East Greenbush Public Library
• Wednesday, October 22, Conference Call, 2:00 pm
• Thursday, December 4, 10:30 am -3:30 pm, Albany area - location to be determined
• Tuesday, January 27, Conference Call, 10:00 am
• Thursday, February 19, 10:30 am-3:30 pm, Albany area - location to be determined

****NOVEL at NYLA: Thursday, November 6, 4:30-5:45 PM, "News from your State Library"

Action Items

• Janet Welch and Dottie Hiebing will discuss formal structure of appointments with set terms for Steering Committee members, and would like suggestions from current members by September 5, 2003.
• Mary Redmond will investigate whether Gale can restore the capability to link directly to specific URL's for popular, individual newspapers, by September 18.
• Diane Courtney will contact Assemblywoman Sandra Galef and invite her to the September 18 or December 4 NOVEL Steering Committee meeting.
• Marilyn Douglas will post final "NOVEL Selection, Acquisition, and Marketing Policy For a Statewide Approach to Electronic Resources" document to NOVEL website by August 1, and prepare email announcing its availability for Dottie Hiebing to send to NOVEL-L listserv, NYLINE, and NOVEL Databases Listserv by August 1.
• John Shaloiko will finalize approved NOVEL Electronic Collection Advisory Team proposal text and send copy to all NOVEL Steering Committee members by August 15, 2003.
• Dottie Hiebing will invite the conveners of NY3R's, PULISDO, SLSA groups to each recommend a representative to the new NOVEL Electronic Collections Advisory Team (NECAT) with the goal of having the NOVEL Electronic Collections Advisory Team in place by October 1, 2003.
• Cara Janowsky will revise NOVEL Databases Evaluation Feedback Form, share with Electronic Resources Committee for comment and then post to State Library's website by September 18.
• Marilyn Douglas will post Electronic Resources Needs Assessment Survey (Fall 2002) Report to website by August 1 and will draft email for Dottie Hiebing to send to NYLINE announcing that survey results are available.
• Portal Group members will meet with David Walsh, SED Chief Information Officer, and other SED staff on July 28 to discuss relationship between NOVEL and SED Virtual Learning Space.
• Portal Group will provide written report on identified Portal Priorities, results of VLS meeting(s) and recommendations for next steps to the Steering Committee, by September 11, for discussion at the September Steering Committee meeting.
• Members of Steering Committee who are also members of Friends of the State Library will discuss the idea of stickers for badges for NYLA Conference, by September 18.
• Mary Redmond will pursue possibility of NOVEL for Saturday, 9:00-12:00 Poster Sessions.

June 13, 2003

10:30 a.m. -3:00 p.m.
Steering Committee Conference Call

Present: Soumaya Baaklini, Mary Brink, Diane Courtney, Carol Desch, Marilyn Douglas, Phyllis Fisher, Carey Hatch, Dottie Hiebing, Cara Janowsky, Wanda Knight, Mary-Alice Lynch, Sara McCain, John Meierhoffer, John Monahan, John Shaloiko, Katherine Storms, Mary Redmond, Janet Welch

Absent: Thomas Alrutz, Jeff Cannell, Paul Crumlish, Diana Cunningham, Loretta Ebert, Carole Huxley, Sara Kelly Johns, James Kadamus, Susan Keitel, Edward McCormick, Chuck McMorran, Gerald Nichols, Marsha Ra, Kathleen Roe, David Walsh

Recorder: Lorraine Deitz

Dottie welcomed the group at 10:05 AM.

Revisiting the Committee Charge-Hiebing

Dottie reviewed the charge for the Steering Committee taken from the NOVEL Implementation Plan Libraries Expanding Information Access for New Yorkers in the New Century. "The NOVEL Steering Committee will define and coordinate policy, planning, and responsibilities for each initiative. Initially, members will come from the NOVEL Planning Team to ensure continuity. As original members rotate off the Steering Committee, new members will be added to represent the various constituencies and the broad range of interests and concerns among New York's libraries. The Steering Committee will be charged to do the following:

• Define the roles and responsibilities of the various library groups in implementing NOVEL, including the Advisory Groups, the State Library, the State Education Department, library systems, and other library organizations in the state.
• Provide a statewide perspective on all NOVEL initiatives and coordinate the initiatives with other cooperative library efforts within the state.
• Serve in an overall advisory role for coordinating and maximizing effective use of state and federal funds in support of each initiative.
• Create a financial plan for using NOVEL funding, participant resources, aggregated financial resources across the state, and new funding opportunities.
• Address strategic planning and overall policy issues, including training strategies, continuity of collections, and filtering.
• Devise practical ways to resolve apparent conflicts between regionalization and groups organized around library type or user type in supporting statewide licensing of electronic
• Encourage full participation in NOVEL by the major universities and research libraries.
• Communicate recommendations and operational issues to the State Library.
• Identify the appropriate organization(s) to represent NOVEL initiatives in vendor negotiations.
• Create five broad-based constituent Advisory Groups with specific charges relevant to each initiative, and ensure that the work of the groups is integrated to avoid duplication of effort and the development of conflicting strategies.

The proposed Advisory Groups will be charged to-

• Address specific issues and tasks for their assigned initiative.
• Represent and integrate a broad range of views from the library community to ensure that local needs are fully considered.
• Make recommendations to the Steering Committee relevant to the assigned initiative."

Funding of NOVEL and State Library News-Welch

Janet advised the group that things look relatively stable on Federal funding for LSTA and thanked everyone for their continued help with representatives in Washington, D.C. She is reviewing recommended alternatives for replacing the Gale database Reference Link, which Gale is dropping. Janet will keep the NOVEL Steering Committee informed of the State Library's progress in selecting a new NOVEL database to replace Reference Link.

With regard to 2003-04 State aid, Janet mentioned that State aid for libraries will be held flat/without a cut for libraries and library systems. One good outcome of the library community's advocacy efforts is that library funding is now being discussed and reviewed as an important part of education funding. The question now is when will systems and libraries get the money as the State has a severe cash flow problem. It seems unlikely that there will be new State money for any components of the New Century Libraries legislative proposal this year. Steering Committee members should contact Janet if they would like more details.

NOVEL Steering/SHRAB Digitization Forums--Desch

The Steering Committee had planned to partner with SHRAB (State Historical Records Advisory Board) to do a series of regional forums about digitization this fall. Due to restrictions on travel and the severe fiscal environment, the State Library and the State Archives recommend putting a hold on those plans. Dottie suggested the Steering Committee think of other ways to move forward and do some work on digitization.

NOVEL Subcommittee Conveners

Portal Group--John Meierhoffer reported that since the last meeting in April, his group is starting to frame a more complete pilot portal with focus on digital materials that would be delivered to the desktop. Another part would be pointers to regional catalogs throughout the State.

Marilyn Douglas reported that the Portal Group had not yet met with the State Education Department Virtual Learning Space (VLS) project team to discuss the relationship between the NOVEL Portal and the VLS. The Portal Group will meet with VLS project team before the July 8 Steering Committee meeting. Mary-Alice Lynch will have Internet access and a projector available at NYLINK Headquarters on July 8 for a demonstration of VLS.

The Electronic Resources Group - John Shaloiko reported that the group is working on a number of things to share with the Steering Committee on July 8 including the 'Selection, Acquisition, and Marketing Policy for a Statewide Approach to Electronic Resources," Access to Electronic Advisory Group, and the Survey analysis.

The Telecommunications Group - no report.

Outreach to the New York Library Community

Following is a listing that reflects updated speaking engagements for Phyllis Fisher, Wanda Knight and Mary Redmond.

 REPORT TO THE STATE

"NOVEL Speakers' Bureau"

Where/What	Who
Capital Area School District Administrators - CASDA - (April 4)	Sara Kelly Johns
Information Management Advisory Committee - IMAC- NY State Education Department (March 21)	Marilyn Douglas
Elementary Principals -Putnam/No Westchester BOCES (Sept.)	John Monahan
Staff of the NYS Education Department,Office of Curriculum and Instruction (April)	John Monahan
Westchester Academic Library Directors Organization - WALDO - Executive Committee - (April)	John Shaloiko
NY City School District - Information Technology Directors	Phyllis Fisher
Public Library Systems Directors Organization - PULISDO - (June 2)	Mary Brink/Jerry Nichols/Tom Alrutz
NYLINK Council - (May)	Mary Alice Lynch
NY State Library Staff Meeting - (Oct.)	Marilyn Douglas
Queens Library School Seminar	Diane Courtney
New York - 3Rs Directors - (June)	Dottie Hiebing
Library Schools - Advisory Councils	Dottie Hiebing
Regents Advisory Council on Libraries - RAC - (April)	Dottie Hiebing
New York State Association of Library Boards - (NYSALB) Trustee Institute - (May)	Carol Desch
NYLA Legislative Committee	Bill Crumlish
ALA, Toronto (June 21)	Mary Redmond
Buffalo Board of Education (July 9)	Wanda Knight

 Upcoming Wireless Seminar--Marilyn Douglas

The Southern Tier Library System and the Steering Committee will sponsor a Seminar on Integrating Wireless Telecommunications into a Wide Area Network: Opportunities and Challenges for Libraries at the Albany Public Library on June 26, 2003 from 10:00-1:00 p.m. Steering Committee members and other interested colleagues are invited to attend. You can register online at http://www.nysl.nysed.gov/library/novel/wirelessnet.htm

NOVEL Database Demos-Redmond

The legislators and their staff have been very receptive to the NOVEL database demos. Recent demos were given at the Legislature's Disability Awareness Fair and at a legislative breakfast sponsored by the Friends of the New York State Library.

NYLA Conference-Welch

There are four potential State Library programs planned for the NYLA Conference in Saratoga Springs in November. Janet should have better information on the programs and availability of program slots by the July 8 Steering Committee meeting:

1. State Library Update, with a possible segment on the NOVEL Steering Committee
2. Possible new slot, which could be its own program focusing on the NOVEL Steering Committee.
3. E-Rate Workshop
4. New Century Libraries, featuring Commissioner Mills and a panel of advocacy experts.

There will also be a State Library exhibit table which will feature information about NOVEL.

Steering Committee Meetings Fall 2003 -Hiebing

A balance of meetings and conference calls seems desirable-two meetings to one call-with some type of meeting every six weeks. Venues other than Albany were discussed, but Janet Welch pointed out that the State Library staff on the Steering Committee would not be able to travel due to fiscal constraints. The group discussed teleconferencing. Dottie suggested that one of the subcommittees try to meet via teleconference. She will explore the cost of teleconferencing with a bridge with the State Library.

The conference call meeting adjourned at 11 AM.

Action Items

• Interested Steering Committee members will contact Janet Welch for more information on the State budget.
• Marilyn Douglas will arrange a meeting with the State Education Department Virtual Learning Space project team and the Portal subgroup before our next meeting on July 8. The portal subgroup will make a report to the Steering Committee on the outcome of that meeting. (Meeting now scheduled for July 2).
• Mary-Alice Lynch will have Internet access and a projector available at NYLINK Headquarters on July 8.
• Dottie suggested we think of ways to move forward and do some work on digitization.
• John Shaloiko will work with State Library staff to finalize the survey responses and analysis. For the July 8 meeting.
• Lorraine will e-mail the Draft NOVEL Talking Points to the group. Comments/additions/suggestions should be e-mailed to Marilyn Douglas by June 30. The Talking Points will then be posted on the NOVEL website.
• Marilyn Douglas will e-mail information to the Steering Committee about the Wireless Seminar, June 26, at Albany Public LibraryMaking a NOVEL presentation? A PowerPoint presentation is available-contact Marilyn Douglas.
• Dottie will explore the cost of teleconferencing with a bridge with the State Library.

NEXT MEETING: Tuesday, July 8, 10:30 AM to 3:30 PM, NYLINK Headquarters, 74 N Pearl Street, Albany, NY

April 30, 2003-

10:30 a.m. -3:00 p.m.
Albany Public Library (Albany NY)

Present: Soumaya Baaklini, Mary Brink, Jeff Cannell, Diane Courtney, Bill Crumlish, Marilyn Douglas, Carey Hatch, Dottie Hiebing, Carole Huxley, Cara Janowsky, Mary Alice Lynch, John Meierhoffer, Sara McCain, John Monahan, Mary Redmond, Katherine Storms, John Shaloiko, Janet Welch

Absent: Tom Alrutz, Diana Cunningham, Carol Desch, Loretta Ebert, Phyllis Fisher, James Kadamus, Susan Keitel, Sara Kelly Johns, Wanda Knight, Edward McCormick, Charles McMorran, Gerald Nichols, Marsha Ra, Kathleen Roe, David Walsh

Observer: Lorre Smith, SUNY Albany

Welcome and Introductions-Dottie Hiebing

Ms. Heibing convened the meeting at 10:45 a.m. and introduced new Steering Committee member Kate Storms, who works in the State Library and is in charge of NOVEL Databases.

Minutes

The minutes of the March 19, 2003 were approved.

Rules of Engagement-Dottie Hiebing

Ms. Hiebing complimented the group, mentioning that some of the strength of the Committee is its ability to work together, make decisions and move forward.

State Librarian's Report-Janet Welch

Mrs. Welch reported on the Federal budget situation and referred to the LSTA handout. Federal funding is in jeopardy if we have a cut in State funding. A 15 percent cut in New York State equals a 15 percent cut on the Federal level ($1.34 million). She suggested that those people who cannot attend ALA Library Legislative Day in Washington, DC, should contact their representatives and let their voices be heard. (Refer to the State Library web site: www.nysl.nysed/libdev/lsta/ for further information and a copy of the handout).

Mrs. Huxley reported on the State budget situation. The legislature agreed on a bill to restore the 15 percent funding cuts. Thanks to the Committee's good work, NOVEL is much more viable than it was a year ago.

Diane Courtney, NYLA President, referred to NYLA's April 29 NYLINE message and encouraged more letter writing.

There has been an extraordinary response from people of New York State and the voices have been heard. Restoration of funding is a first step-but a HUGE step-and we must keep it up. We should be pressing more than ever with our legislators saying thank you for restoration, please stand firm, and that an extra $2 million would keep our foot in the door when temporary Federal money is no longer available for NOVEL. Also important to write to the Governor, as well as the legislators, since they intend to finish passing appropriations bills by Friday, May 2.

Update on NOVEL Databases-Kate Storms

Ms. Storms updated the group on the current status of the NOVEL Databases Project. She distributed two charts that indicated the rapidly growing number of NOVEL database searches. Mrs. Welch mentioned that these charts have been making a dramatic impression on legislators.
It was suggested that the State Library post a schedule of contract expiration dates on the listserv.

Publicizing NOVEL-Dottie Hiebing

One of the recurring responses on the "brainstorming cards" that Ms. Hiebing distributed at the last meeting is the importance of keeping people informed about NOVEL (and the existence of the Steering Committee). Ms. Hiebing requested volunteers for future speaking engagements or instances where members have had an opportunity to speak about NOVEL. Following is an updated listing of speakers, which reflects the new speaking engagements of Diane Courtney and John Monahan.

REPORT TO THE STATE

"NOVEL Speakers' Bureau"

Where/What	Who
Capital Area School District Administrators - CASDA - (April 4)	Sara Kelly Johns
Information Management Advisory Committee - IMAC- NY State Education Department (March 21)	Marilyn Douglas
Done: BOCESTo Do: Elementary Principals - BOCES (Sept.)	John Monahan
Staff of the NYS Education Department,Office of Curriculum and Instruction (April)	John Monahan
Westchester Academic Library Directors Organization - WALDO - Executive Committee - (April)	John Shaloiko
NY City School District - Information Technology Directors	Phyllis Fisher
Public Library Systems Directors Organization - PULISDO - (June 2)	Mary Brink
NYLINK Council - (May)	Mary Alice Lynch
NY State Library Staff Meeting - (Oct.)	Marilyn Douglas
Queens Library School Seminar	Diane Courtney
New York - 3Rs Directors - (June)	Dottie Hiebing
Library Schools - Advisory Councils	Dottie Hiebing
Regents Advisory Council on Libraries - RAC - (April)	Dottie Hiebing
New York State Association of Library Boards - (NYSALB) Trustee Institute - (May)	Carol Desch
NYLA Legislative Committee	Bill Crumlish
NYLA School Library Media Section Conference - SLIMS - (May)	Phyllis Fisher/Sara Kelly Johns

Ms. Hiebing asked members to review the DRAFT "Talking Points on NOVEL" and respond at the end of the meeting. Peggy Buckley will be asked to change the wording of the Gale Health Reference Center-Academic Database to indicate whether all medical (including for profit) libraries can participate. Marilyn Douglas will put the Talking Points on the web site, the NOVEL DB listserv, NOVEL SC listserv, and NOVEL L by early June. Also, a NYLINE message from the Steering Committee will refer people to the item on the website.

NOVEL PowerPoint Presentation-Linda Todd

Will be scheduled for a future meeting.

NOVEL and the Legislators-Mary Redmond

Mary Redmond reported that there has been a good response from the NYLINE request for people to make district office visits to demo NOVEL databases. State Library staff provided demos for the Assembly Libraries and Education Technology Committee and the Assembly Consumer Affairs and Protection Committee. Some legislators have called the State Library requesting followup visits, which is very encouraging. There will be another NYLINE posting requesting people to volunteer to make district office visits, which will include a link to a special NOVEL Demo page on the New York State Library web site.

NOVEL Steering Committee/SHRAB Fall 2003 Digitization Forums

A State Historical Records Advisory Board (SHRAB) meeting is scheduled for May 8. Kathleen Roe will ask SHRAB to appoint a sub-group that will work with NOVEL Steering Committee members John Shaloiko, Sara McCain and Diane Courtney to plan a series of regional forums on digitization issues for Fall 2003 co-sponsored by SHRAB and the NOVEL Steering Committee.

Afternoon Session:

Ms. Hiebing charged the group with considering the following:

• What can we do in spite of no new funds?
• Is there anything we can do to get new funds?
• What will your group accomplish between now and the conference call in June?

Subgroup Report: Access to Electronic Resources-John Shaloiko

Three items were distributed to the group:

• "Selection, Acquisition, and Marketing Policy for a Statewide Approach to Electronic Resources"
• "Electronic Resources Needs Assessment Survey"
• "Access to Electronic Resources Group." The first item will eventually be shared with members of the Board of Regents.
• The "Selection, Acquisition, and Marketing Policy for a Statewide Approach to Electronic Resources" statement is almost done. Need to include language about evaluation before distribution to the entire committee for comment. John Shaloiko will do this by May 7. Some language regarding portal might be incorporated. When it is done, it will be distributed to NYLINE for comment from the entire library community. John S. will do this by May 16.
• "Access to Electronic Resources Survey" Analysis: John S. and Corey Fleming need to get some final figures to finish the analysis. This could be used as a background document for the Electronic Resources Advisory Group. Once done, the findings will be posted on the NOVEL website and John Shaloiko will then send a NYLINE message summarizing the results and alerting people that the full analysis is on the website.
• Electronic Resources Advisory Group. There was considerable discussion about make up. It was thought it could be a committee of twenty, as part of a larger committee, with public, academic, school and medical/hospital. The sub group did not include a special library category because of their different needs. The charge will be drafted by John Shaloiko via discussions on the NOVEL-SC listserv by early June. Ms. Hiebing felt it would be good to have this group formed and operating by Fall 2003. A group of specific questions will be available to the Steering Committee at the time of the June conference call, and discussions continued at the July meeting. The new Advisory Group will meet this fall with representatives of the State Library, Office of General Services, NYLINK, WALDO, Pi2, NYSHEI (and Other?).
• NYLA Conference Program--A panel from the Electronic Resources Advisory Group will participate in a presentation entitled, "Come Meet Your New NOVEL Electronic Resources Advisory Group," at the NYLA Conference (November 5-8, 2003). The first part of the program could be background information on how NOVEL databases are selected. Mary Redmond, Mr. Shaloiko, and (Ms. Hiebing?) will be involved, with planning underway by early June.
• NOVEL Databases Evaluation.--The group discussed hiring an expert on evaluation. The State Library would need to determine if there are resources to do that. There was discussion about statistics and developing a Minitex style input form, which would be posted on web site for evaluation purposes.

Portal Subcommittee Report-John Meierhoffer

• Moving toward a pilot--regional basis.
• Focus would be on materials that would be delivered to the desktop.
• Digitized materials available from NYS and outside, through State government and Federal government as well.
• NOVEL portal to exist as a portal along with any portals that institutions may set up.
• Providing another way to get databases available. Intended to supplement local libraries. (Government Information Locator Service)
• As part of pilot, pointers to NYS regional catalogs (comprehensive lists supporting the role of local libraries-English/Spanish).
• May develop a catalog of digitized material. (Federal vs. public domain split)

--Issues

• Talked about how to determine users are authenticated.
• Make sure to address maintenance of effort and scale at Statewide level
• Discussed how to catalog "digitize" resources-select and metadata

--Future Directions

• How can the portal provide interlibrary loan?
• Statewide document delivery
• Facilitate cross-catalog searching
• Customize-allow the user to customize it for coming back to them
• Access to Virtual Reference 24/7

--Developing a Series of Priorities

• What is attainable and deliverable?
• What will give most benefit to New Yorkers with the funding available?
• Portal and funding questions to be explored. Virtual Learning Space (VLS) as a component may have available funding. LSTA funds may be available. If money is not available, perhaps support from regional library systems, vendors and corporate sponsors.
• John M., Marilyn and Sara will meet with SED staff Dave Walsh, Ann Getman and Gary Kuchark to discuss the relationship of NOVEL and VLS in early June.

June Conference Call

Since a number of key Steering Committee members are not be available on June 6, the group decided to tentatively reschedule the conference call for Friday, June 13, at 10 AM. Confirmation to follow.

Recap of the Meeting

Ms. Hiebing mentioned some positive results of the day's meeting: We're making progress, getting better, and making substantive comments. One improvement suggestion was to respond in a timely manner to listserv messages; e.g., "No comment" rather than no response at all.
The meeting was adjourned at 3:15 PM.

OTHER ACTION ITEMS

• Notes out to NOVEL Steering Committee by May 15 - Lorraine Deitz and Dottie Hiebing
• Steering Committee members will speak about NOVEL to public groups (ongoing)
• Talking Points on website, early June - Marilyn Douglas
• "Selection, Acquisition, and Marketing Policy for a Statewide Approach to Electronic Resources" statement on NYLINE, by mid-June - John Shaloiko
• Electronic Resources Needs Assessment Survey posted to NOVEL website, NYLINE message sent by mid-June - John Shaloiko
• Access to Electronic Resources Assessment Group charge developed by mid-June - John Shaloiko
• Portal group will meet with SED Virtual Learning Space leaders to discuss relationship by early June - John Meierhoffer
• NYLA Program on NOVEL planning underway by early June - Mary Redmond and ?

CONFERENCE CALL: Tentatively rescheduled for 10 AM, Friday, June 13, 2003.
NEXT MEETING: Tuesday, July 8, 2003, NYLINK Office, Albany, NY

March 19, 2003
10:30 a.m. -3:00 p.m.
Albany Public Library (Albany NY)

Present: Soumaya Baaklini, Mary Brink, Elizabeth Closson, Diane Courtney, Bill Crumlish, Carol Desch, Marilyn Douglas, Phyllis Fisher, Dottie Hiebing, Cara Janowsky, Sara Kelly Johns, Wanda Knight, Mary Alice Lynch, Sara McCain, John Monahan, Mary Redmond, Katherine Storms, John Shaloiko, Janet Welch

Absent: Tom Alrutz, Jeff Cannell, Diana Cunningham, Loretta Ebert, Carey Hatch, Carole Huxley, James Kadamus, Susan Keitel, Edward McCormick, Charles McMorran, John Meierhoffer, Gerald Nichols, Marsha Ra, Kathleen Roe, David Walsh

Welcome and Introduction
The meeting was convened at 10:30 a.m. It was open to the public and one observer attended. Pamela Wayer, a library trustee from Nioga, introduced herself. Also attending was Katherine Storms, the State Library's coordinator of NOVEL Database Services.

Ms. Hiebing welcomed the committee with a special welcome to two new Steering Committee members, Phyllis Fisher, School Library Services, New York City Department of Education; and Wanda Knight, Director, Buffalo School Library System.

Term length of members was discussed. The Steering Committee was appointed in April 2002 and members serve a three-year term that would expire in April 2005.

Ms. Hiebing reviewed the Rules of Engagement, the agenda, and information materials distributed. Ms. Hiebing noted the success of Tuesday's NYLA Library Day Rally. Steering Committee members who attended described it as energizing and exciting.

Minutes
The Minutes of the December 5, 2002, meeting were approved by consensus after minor corrections.

State Librarian's Remarks
Mrs. Welch welcomed the group. She complimented NYLA for the Library Day Rally on the Capitol steps and for their advocacy efforts. The rally drew 1,000 people and got good press coverage. Librarians have done a good job of making legislators aware of the consequences of state aid cuts.

Mrs. Welch has visited legislative leaders and found that advocacy efforts of librarians are paying off. Mrs. Welch found strong support from Assembly members for restoration of library funding and a good deal of support in the Senate. Federal grants for libraries are based on state aid. If state aid is cut, the federal government will reduce the grant to New York by the same percent. A 15% state cut means a loss of $1.35 million in federal funds. The fact that we will lose federal money is a powerful argument in favor of restoring state funding. The federal government gives the money cut from one state to the states that have not reduced library aid. The State Library spends $2 million on NOVEL; a federal cut would be serious and far-reaching.

Mrs. Welch encouraged the group not to give up but to go back to legislators and build on the gains made. On the negative side is the ever-worsening financial situation of the state. While there is support for restoration of library funding, the question remains of where to find the funds.

One potential effect of the state budget is on the replacement of the Dialog @ Carl database. The State Library has the money but may not be allowed to spend it. Mrs. Welch will keep the group informed on this situation.

Mrs. Welch presented a confidential progress report on replacing the Dialog @ Carl database that ends March 31. Mrs. Welch stressed that the name of the database is confidential and asked the Steering Committee to keep the information secure. Negotiations for the replacement database are in the end stages and not yet complete. Things are still fluid.

The selection process included a study of the preliminary results of the NOVEL Steering Committee's Fall 2002 Electronic Resources Survey and the recent newspaper survey. Mrs. Welch thanked John Shaloiko who was involved in selection discussions. While the Steering Committee has not yet developed a formal process for participation, the State Library is seeking appropriate inclusion of the Steering Committee in the selection process. Mrs. Welch is confident that the State Library, with its large suite of databases and expertise in negotiating contracts, will obtain a favorable service contract. Soumaya Baaklini skillfully negotiates these contracts.

Ms. Courtney suggested that another message be placed on NYLINE to let users know of the end of Dialog @ Carl. This should be done as soon as possible and should be placed on both the NOVEL Databases Dialog @ Carl page and on NYLINE. Ms. Redmond will check on what can be done.

Digitization Forums
Ms. Hiebing described progress on the Digitization initiative. This initiative had been on hold until recently. The Steering Committee will now be working with the State Archives and the State Historical Records Advisory Board (SHRAB) in developing Digitization Forums to be held around the State in the fall. Steering Committee members who will work with the Archives are Kathleen Roe, Diana Cunningham, Sara McCain, and John Shaloiko. There will be opportunities for other members to work on the digitization forums as plans unfold.

Telecommunications Sub-committee
The Telecommunications Sub-committee will temporarily postpone work to concentrate on the two initiatives that offer the most progress: Electronic Resources and Portal. Telecommunications had been working on ways to get high-speed network connectivity for libraries. Ms. Brink indicated that public library systems have diagrams available of networks within their service areas. This may be helpful to the telecommunications group when they resume work.

Ms. Hiebing asked the Portal and Electronic Resources Sub-committees to meet and report back on:

• progress since December 2002,
• activities planned between now and the June meeting.

The Steering Committee broke into sub-committees and worked through lunch. The meeting resumed at 1:30 p.m.

Portal Sub-committee Report
Marilyn Douglas, Temporary Convenor, substituting for John Meierhoffer
Bill Crumlish, Phyllis Fisher, Sara McCain, John Monahan, Mary Redmond, Katherine Storms
Absent: John Meierhoffer, Diana Cunningham, Kathleen Roe
The Portal Sub-committee reviewed the results of the Portal Seminar, held in November 2002, and identified priorities in developing a NOVEL portal.

• NOVEL Network Access
  o Universal Authentication (Implied in this is security.)
  o 24/7 365 Availability
  o Statistics Reporting - to know how it is being used
  o Branding - so that NOVEL doesn't get lost
  o Integration with Virtual Learning Space (VLS)* - but not subsumed into it
  o Multiple Points of Access - everyone in the state has access through local, school, other libraries; Integration with VLS; Free standing web access
  * VLS is a network initiative of the State Education Department's Elementary, Middle, Secondary and Continuing (EMSC) Education unit.

Next Steps Blueprint

• The Sub-committee will inform the rest of the Portal group of today's meeting outcomes and action steps.
• They will convene a small working group to flesh out the essential elements of a NOVEL portal.
• They will convene a group to hold conversations with two Ex-officio Steering Committee members in the State Education Department: James Kadamus, the Deputy Commission of EMSC responsible for the VLS initiative; and David Walsh, Head of Information Technology Services (ITS). This group will share the sub-committee blueprint with the two and discuss the costs involved, ways to integrate portal access with VLS, and the need for assistance from IT, CGI and others. John Meierhoffer would lead this group. The meetings will take place before April 30 so that a report can be made at the next Steering Committee meeting.

Report to the Steering Committee on April 30, 2003

• Map future activities
• May include follow-up with invited committee members (Mr. Kadamus, Mr. Walsh) and/or others, i.e. CGI, Project Manager for VLS to discuss portal development.

Progress to June will depend on the outcome of these efforts.
Ms. Lynch suggested that bringing in vendors is an important step. The Sub-committee has this planned for a later time in the process, when they are clear on what they want. They are in an information-gathering mode and may explore Requests for Information (RFI) and VLS services with vendors.

Access to Electronic Resources Sub-committee Report
John Shaloiko and Diane Courtney, Co-Convenors
Soumaya Baaklini, Mary Brink, Carol Desch, Diane Cunningham, Cara Janowsky, Sara Kelly Johns, Mary Alice Lynch, Wanda Knight, Mary Redmond
The Sub-committee worked on the draft policy document, "Access to NOVEL Electronic Resources". They want a thoughtful document that will reflect State policy at the highest level and be well received. When approved, it will become a public document to be used by the library community, legislators and the public. The policy statement was reviewed in detail. Carol Desch and John Shaloiko will work on the final edit.

The Sub-committee identified four items to address.

• Look at the Fall 2002 Electronic Resources Survey results, analyze and place them on the web.
• Indicate the reasons for selecting the new database (if it is contracted)
• Place on web brief narrative on the Newspaper Survey and Fall 2002 Electronic Resources Survey results between April 1 - 15
• Determine the process for an Evaluation of NOVEL databases and services

Electronic Resources Advisory Group - It's important to have an advisory group that would be a resource for the State Library. They will work on the structure of an Advisory Group.

Collaboration with Other Groups - The Sub-committee recognizes a need to collaborate with other groups such as NYLINK, OGS, WALDO. They suggest a panel presentation/seminar in the fall with these groups. The panel might be one of the State Library programs at the NYLA Conference.

Evaluation of NOVEL databases - To begin to evaluate NOVEL databases, the group recommended adopting the web-based feedback form developed by the University of Minnesota, Minitix. This simple, interactive form would be a first step for customer evaluation of NOVEL databases and services.

By April 30, the Sub-committee will have ready:

• NOVEL Policy Statement for Steering Committee approval
• NOVEL survey analyses available on the web at about the same time as new database announcement is made
• The interactive web-based Minetix evaluation form for NOVEL on the web
• Panel program description with other consortia
• Proposed structure, role and recommended selection process of an Electronic Resources Advisory Committee

Publicizing NOVEL
Ms. Hiebing asked the group to review the suggestions compiled at previous Steering Committee meetings on how to publicize NOVEL. One suggestion was a Report to the State. The date for this is expected to be a year from now to allow more time to accomplish goals. One way to notify the library community about NOVEL is for members to speak at meetings of library groups to which they belong. Ms. Hiebing surveyed the group about presentations they have made about NOVEL or could make in the future. Mrs. Welch will have talking points developed by the State Library available shortly that would be helpful to speakers.

REPORT TO THE STATE
"NOVEL Speakers' Bureau"

Capital Area School District Administrators - CASDA - (April 4)	Sara Kelly Johns
Information Management Advisory Committee - IMAC - NY State Education Department (March 21)	Marilyn Douglas
Done: BOCES. To Do: Elementary Principals - BOCES (Sept.)	John Monahan
Westchester Academic Library Directors Organization - WALDO - Executive Committee - (April)	John Shaloiko
NY City School District - Information Technology Directors	Phyllis Fisher
Public Library Systems Directors Organization - PULISDO - (June 2)	Mary Brink
NYLINK Council - (May)	Mary Alice Lynch
NY State Library Staff Meeting - (Oct.)	Marilyn Douglas
New York - 3Rs Directors - (June)	Dottie Hiebing
Library Schools - Advisory Councils	Dottie Hiebing
Regents Advisory Council on Libraries - RAC - (April)	Dottie Hiebing
Do NYLINE Message, Suggesting Speakers	Dottie Hiebing/Marilyn Douglas
New York State Association of Library Boards - (NYSALB) Trustee Institute - (May)	Carol Desch
NYLA Legislative Committee	Bill Crumlish
NYLA School Library Media Section Conference - SLIMS - (May)	Phyllis Fisher/Sara Kelly Johns
Talk about this again in April	NOVEL Steering Committee

Ms. Redmond reported that the State Library effort to enlist volunteers to visit legislators and demonstrate NOVEL resulted in 18 people responding. The Library has developed a script for this purpose that Marilyn Douglas emailed to the Steering Committee. Bill Crumlish offered to visit his local legislator's offices. Mrs. Welch is working with Assembly Member Galef and Senator Farley to arrange NOVEL demonstrations for legislators. Mrs. Welch is invited to speak often and must turn down most requests. She asked if she could turn to this group when she is unable to accept a speaking engagement. Ms. Hiebing thanked the group for this involvement and their willingness to undertake this effort.

Ms. Hiebing distributed cards for members to complete a sentence on each side.

• My greatest concern for NOVEL Steering Committee in the next six months is:…………
• I feel the NOVEL Steering Committee succeeded most in ………….

Future Meetings

April 30 at the Albany Public Library
June 13 as a Conference Call at 2:00 PM - the State Library will set this up
July 8 at the NYLINK Office in Albany, NY

The meeting was adjourned at 3:00 p.m.

NOVEL STEERING COMMITTEE CONFERENCE CALL
March 4, 2003, 3:00-4:00 PM

PRESENT: Alrutz, Courtney, Cunningham, Desch, Douglas, Fisher, Hiebing, Huxley, Janowsky, Johns, Ebert, Lynch, McCain, McMorran, Monahan, Nichols, Petrocelli, Redmond, Roe, Shaloiko, Knight,Welch

ABSENT: Baaklini, Brink, Cannell, Crumlish, Hatch, Kadamus, Keitel, McCormick, Meierhoffer, Ra, Walsh

Dottie Hiebing welcomed everyone to the conference call.

STATUS OF NOVEL / BUDGET

• Janet Welch reported. NOVEL is top priority for State Library and is moving ahead. We are anticipating full LSTA funding this year. We will be replacing Dialog Carl. NOVEL Steering Committee work continues to be very important, despite proposed cuts and impact on library systems across the state. Expect to spend $2 million on databases - do not expect increase. State aid cuts would also affect next year's LSTA. Need to be working hard on library advocacy.
• Lynch said the current federal budget is operating on continuing resolution - definite on half of money for this year. Things look more positive at federal level than at State level.
• Sara McCain said that IMLS has to work out details as to how much each State will get.
• Dottie mentioned that the accomplishments of the NOVEL Steering Committee in less than a year, have been significant. Tom Alrutz commented that we need to pull all segments of library community on the same track.
• McMorran feels committee members need to make a stronger commitment to attend meetings.
  John Shaloiko recognized State Library staff for working on data survey so quickly.
• Tom Alrutz said the fiscal climate has potential impact to stop NOVEL work. Concerned about our ability to maintain momentum and maintain participation. Need to think of how we can thrive in environment without financial support to do everything. May need to to brainstorming. Dottie will add this issue to next meeting agenda (March 19).
• Sara Johns suggested the Committee look at survey that Minnesota people did (see website). There are 84 pages of comments from school librarians - supportive comments as to how databases helped information, literacy. They are fighting to maintain funding for databases and other services. Can we do survey quickly enough to try to show support for databases and other services or find another way to get "stories" to use as "ammunition"? ommittee will view website and bring comments to next meeting.

DATA SURVEY

• Loretta asked how data survey results and current newspaper survey coordinate. Linda Todd reported that the database team has been looking at replacements for Dialog, trying to involve people who are actually using databases which is why we came up with brief newspaper survey. Other survey did not give us information we needed. Survey went out to NOVEL-DB listserv - people who have registered with databases. Replacing Dialog was listed as top priority at original NOVEL SC meeting. John Shaloiko said the results from the survey last Fall identified new sources as highly desirable category but did not delineate how newspaper database should look.
• It was suggested that notice re expiration of Dialog Carl should go out on NYLINE - might inspire people to advocate for NCL.
• Janet Welch said continuity is an important issue in selection of databases. Janet needs recommendations. Janet will make final decision on selection.

WORKGROUP REPORTS

• Dottie asked for reports from workgroups and where they see their groups moving in the next few months.
• John Shaloiko commented. Following items need to be resolved: Sign-off on selection acquisition and marketing policy; What the role of State Library would be in terms of handling negotiations in the absence of state aid subsidy; Determine how to report survey results; If and when to invite other databases players to have discussion with NOVEL-SC; Determine how to evaluate current NOVEL databases; How to structure and select database advisory group.
• Telecommunications Group (Marilyn Douglas, Tom Alrutz, Bill Crumlish, Carey Hatch, Chuck McMorran). Marilyn Douglas reported. Telecommunications group is moving ahead with plans to meet with BOCES Regional Information Center directors. Would like to get Janet Welch on meeting agenda to bring up issue of NOVEL - ties in with Commissioner and Janet Welch meetings with BOCES to discuss NOVEL.
• Carey Hatch will arrange conference call to discuss telecommunications issues relating to academic community.
  Had conference call with Gates person to talk about public library access to Internet, etc. We don't have enough information re what kinds of connections are out there, what kinds of access they support. If you have suggestions of people to contact who may have some insight on how to improve telecommunications infratstructure, let Marilyn Douglas know.
• Portal Group (Mary Redmond, Sara McCain, John Meierhoffer). Sara McCain reported that the Portal group has not yet met.
• Dottie Hiebing and Carol Desch attended demonstration at ALA on portal being developed at Colorado State Library. The Colorado portal could serve as a model for other states. Carol said they are willing to come and demonstrate the portal. Carol gave materials from that meeting to members of portal group.
• Kathleen Roe said the Historical Records Advisory Board meets every year. There is some concern that there should be discussion about what would be best to digitize statewide, regionally, locally, and how historical records repositories should be part of the discussion. Dottie said there will be a joint planning committee set up between the Archives and NOVEL-SC. We do want to work with SHRAB. NOVEL-SC does not have formal group but we will be doing something around digitization.

NOVEL DATABASES DEMONSTRATIONS

• Mary Redmond reported. To date, Mary has received about 14 messages from around the state from volunteers who are willing to make visits to demonstrate NOVEL databases. This is a great opportunity to go to offices and show what people can do from their own workstations. Demos are presented as educational rather than advocacy. Sara Johns suggested publicizing visits made so people in other areas are aware.

NEXT MEETINGS

Next meetings of NOVEL Steering Committee are: March 19, April 30, and June 6 at Albany Public Library, and July 8 at NYLINK. Meetings are also listed on web.

Last modified on March 8, 2005 -- cmf/asm
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