New York State Library

Minutes of the NOVEL Steering Committee
Tuesday, September 14, 2004
East Greenbush Community Library

Present: Baaklini, Backman (representing Roe), Borges, Brink, Cannell, Cunningham, Desch, Douglas, Ericson, Hiebing, Janowsky, Johns, Knight, Lynch, McCain, Monahan, Redmond, Shaloiko, Storms, Todd

Absent: Alrutz, Courtney, Crumlish, Ebert, Hatch, Huxley, Kadamus, Kaplan, Little, Meierhoffer, Nichols, Walsh, Welch

Recorder: Deitz

Welcome and Approval of Minutes -- Dottie Hiebing

At 10:40 AM, Ms. Hiebing welcomed everyone to the 21st meeting of the NOVEL Steering Committee, with a special welcome to Michael Borges, Executive Director of NYLA, and Prudence Backman who represented Kathleen Roe. She referred to that morning's Times Union "Capitol Profile" article on Carey Hatch.

The July 27 conference call draft minutes were approved (John Shaloiko moved; Sara Kelly Johns seconded; motion passed).

State Librarian's Report -- Carol Desch (for Janet Welch)

Status of the State Budget: The Legislature restored the proposed 5 percent cut to library aid that the Governor had proposed. The Governor vetoed it. Legislators have until the end of the year to take action on the Governor's veto. NYLA is fairly optimistic that the Assembly will override the veto, but not certain about the Senate, so efforts should be focused on the Senate. Mr. Borges added, "If you have not already done so, between today and September 20th encourage your Assembly Member to override the Governor's veto. After the 20th, make a personal visit to your Senator. A state cut results in a conconsumate federal cut-bring this to their attention. NYLA will be printing up bumper stickers, "I Love Libraries and I Vote" for distribution at the NYLA Conference. They have also prepared a press release: People who use libraries also vote, so the legislators should listen to them."

New Century Libraries:

Referring to the handout, "New Century Libraries Leadership Meetings 2002-2004," Carol advised that there will be an NCL Leadership Meeting with the Commissioner and Regent Dawson on September 16 (hosted by the Northern New York Library Network) in Potsdam, followed by November 10 (hosted by the Southern Tier Public Library System) in Bath and November 29 (hosted by METRO) in New York City. These statewide meetings are a good opportunity for people to get together to talk about the importance of libraries.

State Library -- Changes in Staffing in Library Development:

Marilyn Douglas will be officially retiring from the Division of Library Development on October 21st, but leaving September 30. Pat Mallon and Jim Farrell, also Library Development Specialist IIs, already retired and Scott Hughes left Library Development to become Director of the Geneva Free Library. Thus far, the State Library has not received permission to fill any of these vacated positions. These departures will have a direct impact on this Committee. Kate Storms will be taking over some of the work that Marilyn had been doing in supporting the work of the NOVEL Steering Committee. Linda Todd will be taking on increased responsibilities for NOVEL outreach and communications; e.g., the NOVEL program and the NYLA conference, LISTSERV, etc.

Other:

Mary Redmond will be the lead for the DMV access project.

Carol referred to the graph, "NOVEL Database Project," which illustrates that NOVEL searches continue to increase dramatically. The State Library's new extended borrowing program has been getting lots of press coverage. Also, the State Library is submitting an NEH Library of Congress proposal for the National Digital Newspaper Project.

NOVEL Invitational Grants Report -- Linda Todd

Using federal LSTA funds, the State Library has thus far awarded nine-month grants to 73 library systems to promote NOVEL and train library staff and the public in using NOVEL databases. See handout, "Preliminary List of NOVEL Invitational Grants." The State Library received 62 applications--five were collaborative-for $1,001,995. Just about every system applied and was awarded a grant. She referred to the "NOVEL Invitational Grant 2004-04 Proposed Activities" graph which illustrates how many people are anticipated to participate, will be trained, etc.

NECAT Report-Randy Ericson

NECAT (NOVEL Electronic Collections Advisory Team) looks at NOVEL databases and makes proposals and suggestions as to what databases the State Library should subscribe to. They also review proposals from vendors and, working with State Library staff, pass comments and suggestions to the State Librarian. The group consists of Mr. Ericson representing the NOVEL Steering Committee, Mr. Shaloiko representing the 3Rs Council, Mr. Kuntz representing Public Library Systems and Ms. Barraco representing School Library Systems. NECAT works closely with the State Library's Internal NOVEL Team in making recommendations to the State Librarian. The State Library Internal Team is led by Kate Storms.

Four topics were covered at the August 25 conference call:

1. In view of the question of renewal of Gale Health Reference, NECAT discussed proposals from Gale and EBSCO.
2. There is ongoing consideration of the Virtual Reference Library Collection from Gale.
3. Online encyclopedias.
4. Federated search products

Mary Brink referred to a letter from Josh Cohen, Chair of PULISDO about federated search products. Issues that Randy raised are also issues that concern PULISDO.

DMV Remote Access Project Update -- Marilyn Douglas

A letter of agreement has been negotiated with the NYS Department of Motor Vehicles to use their algorithm for New York State licenses in order to provide an alternate method for individuals to authenticate themselves to get into the NOVEL databases via the State Library websites. One of the driving forces behind this effort is that many libraries (particularly the school libraries) do not have the capability to offer remote access to their customers. The State of Michigan has found that despite initial concerns from libraries, using DMV authentication has brought more people to their local libraries.

There has been an extensive amount of testing of the DMV remote access function by State Library staff. The algorithm works fine. The next step is to develop instructions, promotional materials and a communications plan. (This was one of the discussion points for the Electronic Resources Group.) Ms. Brink indicated that PULISDO has raised concerns about New Yorkers using their driver's license to access NOVEL databases. Ms. Hiebing mentioned that the Portal Group began talking about working with DMV authentication a year ago. Ms. Douglas said that part of the impetus is to provide access to the NOVEL databases through the State Education Department's Virtual Learning Space (VLS). We held off providing anything related to NOVEL because currently there is no easy uniform way for the teachers and administrators to get into the NOVEL databases from the VLS site. Mr. Ericson said this is something that can whet one's appetite for more of the same and may encourage people to go to the local library. Ms. Knight spoke in favor of it-it is another form of outreach.

The "New" NOVEL Steering Committee -- Dottie Hiebing

There are several reasons for a "new" NOVEL Steering Committee, starting with the constraints on the New York State Library staff. Previously, we had five or six in-person meetings per year and five or six conference calls. We have decided that we are going to a more limited meeting schedule-on a trial basis-with two in-person meetings and two conference calls next year. So far, we have two meeting dates for 2005: a conference call on Thursday, January 27 at 10 AM and an in-person meeting in the Albany area on Thursday, March 24, at 10:30 AM, with further details to follow.

We are moving from a committee that has accomplished much important work to a new focus on "advisory." Although the committee will be more of a "thinking" group, work can still be done through task forces.

One year from now, Ms. Hiebing's term as Chair of the committee will expire. To facilitate the transition, she and Janet Welch plan to invite a member of the Committee to serve as Co-Chair, with the intent that this person will take over as Chair. At the end of the meeting, we will recognize several members of the Committee whose terms expire. Future members of the Committee will be determined by the State Librarian, the Chair, the Co-Chair and the New York State Library staff, with emphasis given to keeping a balance in different types of library representation, geographic representation, etc.

An open session of issues and concerns followed.

Working Groups

Portal Group-Marilyn Douglas (for Tom Alrutz)

How to get buy-in for a NOVEL Portal:

• Get enthusiastic volunteers (diverse committee)
• PR informational campaign
• 3Rs meetings to discuss this
• Regional meetings initiated by system directors
• Identify what/how this will benefit libraries and users
• Make it simple, e.g., "click here", zip code
• Make it "local"
• Demonstrate cost-benefits
• Offer training
• Bring together various stakeholders to discuss pros and cons.

Electronic Resources Group-John Shaloiko (for Diane Courtney)

Driver's License Access to NOVEL Database-Department of Motor Vehicles -- This project provide easy one-step remote authentication to NOVEL databases from the New York State Library website with a New York State driver's license.

• Target schools, public, specials
• "Golden opportunity" to promote local libraries.
• Only for the eleven NOVEL databases
• State Library page will direct users to local libraries for more databases and will provide help from trained library staff
• Who will promote "alternate access" service? Suggestions: DMV, State Library, Press packet for legislators? Governor?
• Alternate remote access is not in competition with libraries, but instead, opens door for library services in general

NOVEL Invitational Grants for Promotion and Training-Steering Committee Suggestions:

• Media/press notification of grants awarded (local and statewide)
• Press packets to legislators (emphasize use of federal funds)
• Opportunity to promote partnership with systems and State Library

NOVEL Feedback Form-It's now live!

• Promote via NYLINE and request systems to announce via local LISTSERVS

"NOVEL Prototype Interface or Portal"

The portal vision was revised, per the above-noted draft document.

WHEN	WHAT	WHO
August 25	NOVEL Demo-Syracuse BOCES	Linda Todd
September 16	NCL Leadership Meeting w/Commissioner-- North Country	Janet Welch, Mary Redmond
September 29	3Rs Directors	John Shaloiko
Fall 2004	New York State Reading Association	Janet Welch
October 21	NYLA Conference NOVEL Program	Everyone
October 22	NYLA Conference NOVEL Poster Session	Wanda Knight, Linda Todd
October 22	New York State School Boards Association Conference	Janet Welch, Commissioner Mills
October 2004	Upper New York/Ontario Medical Library Association	Diana Cunningham
November 10	NCL Leadership Meeting w/Commissioner-Southern Tier	Janet Welch, Carol Desch
November 29	NCL Leadership Meeting w/Commissioner-NYC	Janet Welch, Carol Desch

Farewell/Congratulations/Onward and Upward Festivities

Certificates of recognition were given to our departing committee members with many thanks for a job well done: Mary Brink, Jeff Cannell, Marilyn Douglas, Sara Kelly Johns and John Monahan. Loretta Ebert and Jerry Nichols, who were unable to attend the meeting, will receive their certificates in the mail.

Action Items

• Mr. Borges urged that between today and September 20th encourage your Assembly Member to override the Governor's veto. After the 20th, make a personal visit to your Senator.
• Ms. Hiebing and Mrs. Welch will invite a member of the Committee to serve as Co-Chair, with the intent that this person will take over as Chair

FUTURE MEETINGS:

NYLA Conference, October 21-22, 2004, Rochester
Thursday, January 27, 2005, 10 AM Conference Call
Thursday, March 24, 2005, 10:30 AM, East Greenbush Community Library

Meeting adjourned at 2:15 PM for the farewell reception.

Minutes of the NOVEL SC Conference Call
Tuesday, July 27, 2004

PRESENT: Alrutz, Baaklini, Cunningham, Douglas, Ericson, Hiebing, Kaplan, Knight, Little, McCain, Redmond, Shaloiko, Storms, Todd, Welch

ABSENT: Borges, Brink, Cannell, Courtney, Crumlish, Desch, Ebert, Hatch, Huxley, Janowsky, Johns, Kadamus, Lynch, Meierhoffer, Monahan, Nichols, Roe, Walsh

RECORDER: Petrocelli

WELCOME & APPROVAL OF MINUTES

• Dottie Hiebing called the meeting to order.
• Committee moved to approve Minutes from May 19 and June 10. Minutes were approved.

LEGISLATIVE UPDATE

• Janet Welch reported.
  • Budget: There is nothing new to report as there is still no action on the State budget. This is a very serious issue for us because of the 5% proposed cut in State funding for libraries. As long as there is no budget, we are required to operate under the 5% cut. NYLA posted some information on their web site encouraging library supporters to keep library issue in front of legislators. There is the possibility that we will operate throughout the year on a contingency budget.
  • License plate bill has passed both houses of the Legislature: Funds generated would go to public library systems for the Summer Reading Program.
  • Technical Amendment Bill re library aid: There is an SED bill under discussion with Governor and legislature re library aid. This bill would streamline library aid payments and establish payment dates in law.

NOVEL SC MEMBER TERMS

• Six Steering Committee members' terms will expire in 2004: Mary Brink, Jeff Cannell, Loretta Ebert, Sara Kelly Johns, John Monahan, and Gerry Nichols. Our meeting in September will include a celebration of the progress of the NOVEL SC and a farewell to members whose terms are expiring. Janet, Carol, and Dottie will meet and discuss sending special invitations to those members. Member terms are listed on the NOVEL web site at. http://www.nysl.nysed.gov/library/novel/steering.htm#membership

REPORT ON PORTAL DEMOS

• Thank you to Soumaya for making the vendor demonstrations possible! Seven vendors demonstrated federated searching and/or portal software. Bill Crumlish provided an excellent summary of the demonstrations. In addition, five attendees submitted evaluations. Randy Ericson will put his summary in writing and share with NOVEL-SC. Thirty people attended, 11 of which were representatives from the NOVEL Steering Committee. A poll of NOVEL SC representatives resulted in members wanting to hear more from the following vendors: Webfeat, AutoGraphics, Fretwell-Downing, Serials Solutions. John Shaloiko pointed out that the vendors gave brief but not thorough overviews - so we need to look more closely at products before making decisions. Internal Team will discuss at meeting later today. Research Library will report on Internal Team re recommendations for next steps at September meeting.
• Tom Alrutz said there was some confusion about the purpose of the demonstrations and what they may mean for State Library and for NOVEL. It is important for the NOVEL Portal group to clarify what it is looking for in terms of a portal. People were getting bits of information and getting confused about the focus of NOVEL Steering Committee which is on developing a portal which may include enhancements such as a federated searching capability and the focus of the Research Library, which is looking at federated searching for its databases. Information is on web site in Minutes but most people have not read. Dottie suggested possibly pulling out information from Minutes and creating a summary of the attributes of a NOVEL portal that the Steering Committee is investigating for the September meeting.

NECAT REPORT

• Kate Storms reported that the biggest concern at the last NECAT meeting was NECAT members not understanding what the Steering Committee wanted in terms of a federated search product overview. The last NECAT meeting in early June was focused primarily on demos by Grolier and Encyclopedia Britannica. State Library Internal Team Database Team will discuss the federated searching demos and next steps. The role of NECAT in recommending a federated searching product needs to be determined. Kate Storms will work on scheduling next NECAT meeting for September or October. An agenda will be set jointly with the Internal Databases Team.
• The issue of portal and federated searching has risen to the forefront - the electronic resources group needs to be aware of what is going on so that members of electronic resources group can impact on portal group. We need to think about whether the two groups should merge.
• DMV Authentication: State Library staff have been testing the DMV authentication at the State Library to be sure it works. They will also need to test it remotely before it can be implemented statewide. The Library staff are also discussing language that should surround this authentication piece on the NOVEL web site and in any information distributed about it. In preparing a fact sheet on access to the NOVEL databases, it is important to keep in mind recommendations made by the Electronic Resources group; for example, there should be a link/information on to how to obtain non-driver photo ID. The Steering Committee also suggested we connect with DMV to partner with us on press and promotion of this added access. Cara Janowsky was going to make changes some changes to feedback form (refer to page 2 of June Minutes). Marilyn Douglas will follow-up with Cara.

NYLA CONFERENCE PROGRAM AND POSTER SESSION

• The NOVEL Steering Committee is sponsoring a program at NYLA on Thursday, October 21, from 4:30-5:45 PM. in the Eastman Room, Clarion Hotel. The program is entitled, "NOVEL and Digitization: What's Next for New York's Libraries," and will feature Liz Bishoff, former Director of the Colorado Digitization Project and currently Vice President of Digital Collections and Metadata Services at OCLC. Liz will offer advice on collaborating to develop great digitization projects in New York. Her presentation will be followed by an update from the State Library on NOVEL and other initiatives. Moderator of the program will be Dottie Hiebing. There will be a flyer alerting people of this program. Liz Bishoff will also be the speaker at METRO's annual meeting on November 1.
• There will be a NYLA poster session on October 22, from 1:30-3:00 PM. So far, only Wanda Knight has volunteered to staff it. Please let Dottie know if you would be available to help staff the poster session for all or part of the time.

**SPEAKER'S BUREAU UPDATE**

WHEN	WHAT	WHO
July 29	NYC - NYSL/Office of State Comptroller	Kate Storms
August 13 and 17	Mandatory Professional Development Meeting of Buffalo Administrators	Wanda Knight
August 18	Hartwick College, NOVEL Demo	Linda Todd
August?	Conference Call w/3R's	Dottie Hiebing, John Shaloiko
September 16, November 10, November 29	North Country, Southern Tier, NYC - Advocacy Leadership Meetings /Commissioner	Janet Welch, Carol Desch, Mary Redmond
Fall 2004	New York State Reading Association	Janet Welch
October 2004	New York State School Boards Association	Janet Welch
October 2004	Upper New York/Ontario Medical Library Association	Diana Cunningham

• Linda Todd has been working with NOVEL grants and is in the process of creating a chart which will show us which library systems got database training, what training they are doing, target audience, etc. Timeframe for the grants is September to May.
• John Shaloiko said that Southeastern has registered two domains - www.nynovel.org and www.novelny.org

NOVEL STATISTICS

• Janet congratulated NOVEL Steering Committee members for their hard work, which has resulted in latest statistics showing that use of NOVEL has doubled! These statistics are available on the NOVEL web site as part of the NOVEL toolkit at http://www.nysl.nysed.gov/library/novel/toolkit/use.htm

FUTURE MEETINGS:

Tuesday, September 14, 2004, 10:30 AM Meeting, East Greenbush Community Library

Thursday, October 14, 2004, 10:00 AM Conference Call

NYLA Conference, October 21-22, 2004, Rochester

Meeting adjourned at 11:00 AM.

Minutes of the NOVEL Steering Committee
Albany Public Library June 10, 2004

Present: Alrutz, Baaklini, Cannell, Courtney, Desch, Douglas, Ericson, Hiebing, Janowsky, Knight, Little, Lynch, McCain, Redmond, Storms, Todd

Absent: Brink, Crumlish, Cunningham, Ebert, Hatch, Huxley, Johns, Kadamus, Kaplan, Meierhoffer, Monahan, Nichols, Roe, Shaloiko, Walsh, Welch

Recorder: Deitz

Welcome/May Conference Call Minutes-Dottie Hiebing

Ms. Hiebing welcomed everyone to the meeting and asked members to introduce themselves. The minutes of the May conference call are still in draft form and will be e-mailed for review and approval at the July 27 conference call. Changes/corrections can be sent to Lisa and Lorraine (lpetroce@mail.nysed.gov and ldeitz@mail.nysed.gov).

Legislative Update-Carol Desch

Ms. Desch updated the group in Janet Welch's absence.

There has been little change in legislative advocacy efforts since our last conference call. NYLA is working hard to keep library issues before the Legislature. Our understanding is that the budget is basically settled, with the exception of the Campaign for Fiscal Equity issue.

There will be a NYLA mini-legislative day on Tuesday, June 8. NYLA expects a restoration of the five percent, but the likelihood of any further library funding from the Senate or Assembly is shaky. The legislative session ends on June 22. NYLA encourages people to contact their legislators. See the NYLA web site for sample letters.

Staffing at the State Library-Due to retirements, we are in a staffing crisis, particularly in terms of library development staffing. We are doing our best to try to carry out basic functions, but it is a real challenge. While we have requested permission to fill positions, we have heard nothing so far. Ms. Hiebing referred to the statutory requirement that the State Library monitor library programs, and stated that things will be in flux and change during the next year or so.

Demo of Agent: Auto-Graphics' Library Management System

Albert Flores and Lynn Shrewsbury of Auto-Graphics gave a demo of Agent, an Auto-Graphics software program, followed by a question and answer session.

Working Group Reports

• Electronic Resources Group-Diane Courtney

NOVEL Databases: Feedback Form for Library Staff-
Approved format with slight modifications:

• Elicit feedback-actively!
• Add, "I am a staff member at .
• Be sure there is an automatic "Thank you for your comments."
• Limit on text box-Is there one?
• Extend to library users at some point
• Multiple links to get to form

Action Item: Cara Janowsky should make changes and put up the Feedback Form on the web site.

Access to NOVEL with Driver's License

• Agreement between DMV and NYSL has been signed. We need a message to the library community that this is a reality, carefully worded to stress that this is supplementary and an alternative method of access to NOVEL databases. Message to Library community should go out before any public announcement. Product should be up and running smoothly prior to any announcement to Library community. Other ways to publicize:

  --Web page
  --NYLINE Message, NOVEL Database LISTSERV, Press release to Library Journal, American Libraries, Hotline.
  --Make a generic release for systems to send to local media
  --Regents Press Conference
  --Work to get blurb about this on DMV web site; insert into license renewals by mail.
  --Be sure to lead them back to the State Library authentication page, which has more other resources-"free"

• Will libraries be able to link to our authentication page and authenticate (school libraries who do not have an authentication mechanism)?
• Where exactly will the link be: NOVEL Home Page? NYSL Home Page? BRAND it with the NOVEL logo.
• Link to the information about how to get library cards, drivers' licenses, and NYS non-driver photo IDs.
• Consider implications of this new access method on Help Desk Service?

Ms. Douglas added that it will be at least six weeks between inserting the DMV code in our page and testing it, despite the fact that the agreement was signed June 9. The agreement is between the New York State Library and the DMV. The code cannot be shared. If other organizations want to use it, they will have to link to our page. Access will also be made available through the Department's Virtual Learning Space (VLS) page.

Action Item: Marilyn Douglas and Mary Redmond will develop messages for the Library community and the general public, as well as other activities to announce the new way of accessing NOVEL Databases.

Statewide NOVEL Education and Information Project

• Made several improvement suggestions to draft project description.
• Not enough funding to do both an excellent education and information campaign and hire outside evaluators ($100,000 the first year, $50,000 year two and $50,000 year three). Eliminate need for outside evaluation firms and build into whatever results/evaluation wanted for the project.
• Increase the amount of funding for the project.
• Be specific that this project pertains to the NOVEL Databases.
• Stress that the goal is to create a statewide education and information campaign with excellent products that can be used statewide with the media and that local libraries can adopt and build on for local use. TV ads could be placed as Public Service Announcements, etc.
• Make institutions of higher education eligible to apply.
• Add web site links to document
• Envision whole thing as a "tool kit"
  
  
• Portal Group-Tom Alrutz
• Auto-Graphics Demo

The software is extremely flexible, can be changed, and implemented in many states and integrated in many libraries-multi tiered. It is an excellent product to be used statewide. Some locations use one functionality, while others use multiple functions. We have been looking for a portal that has a single point of access to the databases, with cross-database searching and additional functionality. In the second phase, we should also consider access to library catalogs and an ILL component.

We could use the New Jersey model and apply New York state functionality to it--using the portal component and the cross database searching at a cost of $35,000 to $50,000 a year for a ASP system. They would host it and maintain it on their server, changing and revising it according to our specifications. Buying the product and maintaining it ourselves would cost three times as much as the hosted model--$150,000-plus a 15 % annual fee. Of the states using Agent, all are hosted except Wisconsin. Connecticut, New Jersey, Kansas and Tennessee have bought the hosted portal, which is similar to the model we are looking at.

The Auto-Graphics representatives estimated they could bring up a New York State portal in thirty to sixty days for the NOVEL Databases. If a local library wanted to expand the portal to include additional databases, that would be possible though the portal would still retain the NOVEL branding.

Action Item: Ms. Hiebing will consider a future Agent presentation by Mr. Flores for the entire Steering Committee.
Ms. Courtney recommended that the State Library also review federated searching/portal software from other vendors before making a final selection.

Action Item: Mary Redmond will pursue setting up demos for NOVEL SC and NECAT.

NYLA Conference, Rochester-Carol Desch

-- NOVEL Steering Committee Program at NYLA (Thursday, October 21, 4:30-5:45 PM)

Liz Bishoff, former Director of the Colorado Digitization Project, will offer advice on developing statewide digitization projects, followed by an update from the State Library on NOVEL and other initiatives.

-- NOVEL Poster Session (Friday, October 22, 1:30-3 PM)

Last year we were a part of the poster session, and this year we are poised to participate. We will discuss the need for an additional volunteer during the July 27 conference call and at the September 14 meeting. In the meantime, thanks to our first volunteer, Wanda Knight. We also need to discuss what NOVEL-related items should be displayed at the poster session.

Action Item: During the July 27 conference call and at the September 14 meeting,
Ms. Hiebing will discuss the need for another poster session volunteer and the NOVEL-related items that could be displayed.

*****Speaker's Bureau*****

WHEN	WHAT	WHO
May/June 2004	Training State Education Department employees and legislative staff on how to use NOVEL databases.	Mary Redmond
June 4, 2004	Library School Deans Meeting	Janet Welch, Carol Desch, Dottie Hiebing
June 30, 2004	NOVEL Invitational Grants due at State Library	Sara McCain, Linda Todd
Summer 2004	NOVEL training--seven school library systems in Western NY	Sue Bartle, Erie 2 BOCES, Coordinator
September 2004	NOVEL training: Buffalo Board of Education	Wanda Knight
October 2004	Upper New York/Ontario Medical Library Association	Diana Cunningham

Future Meetings:

Tuesday, July 27, 2004, 10 AM Conference Call

Tuesday, September 14, 2004, 10:30 AM Meeting, East Greenbush Community Library

Thursday, October 14, 2004, 10 AM Conference Call

NYLA Conference, October 21-22, 2004, Rochester

The meeting ended at 3 PM.

Summary of Action Items

Action Item: Cara Janowsky should make changes and put up the Feedback Form on the web site.

Action Item: Marilyn Douglas and Mary Redmond will develop messages for the Library community and the general public, as well as other activities to announce the new way of accessing NOVEL Databases.

Action Item: Ms. Hiebing will consider a future Agent presentation by Mr. Flores for the entire Steering Committee.
Ms. Courtney recommended that the State Library also review federated searching/portal software from other vendors before making a final selection.

Action Item: Mary Redmond will pursue setting up demos for NOVEL SC and NECAT.

Action Item: Ms. Hiebing will discuss the need for another poster session volunteer during the July 27 conference call and at the September 14 meeting. We also need to discuss what NOVEL-related items should be displayed at the poster session and NOVEL-related items which could be displayed.

Minutes of the NOVEL SC Conference Call
May 19, 2004

Present: Brink, Courtney, Cunningham, Desch, Douglas, Hiebing, Kaplan, Knight, Little, Monahan, Shaloiko, Storms

Absent: Alrutz, Baaklini, Cannell, Crumlish, Ebert, Ericson, Hatch, Huxley, Janowsky, Johns, Kadamus, Lynch, McCain, Meierhoffer, Nichols, Redmond, Roe, Todd, Walsh, Welch

Recorder: Deitz

Welcome and Approval of Minutes-Dottie Hiebing

Ms. Hiebing welcomed everyone to the conference call and participants identified themselves. The minutes of the April 13, 2004, NOVEL Steering Committee meeting were accepted. Ms. Cunningham moved to approve; Ms. Kaplan seconded.

Working Group Reports

• Electronic Resources Group-Diane Courtney/John Shaloiko

EBSCO has been renewed for another three years. As for Gale, Health Reference Academic expires on December 31, 2004.

The Electronic Resources Working Group will now deal with NOVEL training, marketing and promotion.

A preliminary announcement about DMV authentication for NOVEL databases will be sent to system directors. It is important to emphasize that direct access to NOVEL databases is a non-threatening issue and to make it clear that this will not bypass the local libraries. Any public announcement should alert the public that they will be able to use their driver's license number, with language to encourage them to use their library as well. Mary Brink mentioned that PULISDO will hold a meeting in Albany on June 17-18. If the general public announcement is ready, it might be an opportunity to share the information with them via Josh Cohen, PULISDO Chair.

Action Item: Marilyn Douglas will determine when the preliminary DMV announcement will go out to system directors.

Action Item: John Monahan will contact Kate Storms for further information.

• NECAT Report

Representatives of both EBSCO and Gale attended the last NECAT meeting. Gale reps had issues regarding how EBSCO is/is not counting stats. EBSCO did a PowerPoint presentation and talked about the need to block out stats by library type.

COUNTER (Counting Online Usage of Networked Electronic Resources) is an international initiative designed to serve librarians, publishers and intermediaries by facilitating the recording and exchange of online usage statistics. Librarians will be able to compare usage statistics from different vendors, make better informed purchasing decisions and plan infrastructure more effectively. EBSCO and Gale are "COUNTER-compliant."

• Portal Group-Marilyn Douglas

Marilyn spoke to Barbara Henderson at OGS, barbara.henderson@ogs.state.ny.us, 518-473-9057, who handles software contracts for the state.

Autographics has several options for doing business with the state:

1. If they have $500,000 in sales in NYS, they can go through the process of getting on state contract;
2. If they are on contract with NJ and/or CT, and if those states allow it, they can piggy-back on their contract.
3. They can go through one of two organizations in NYS - ASAP or SHI (not sure what the acronyms stand for) and sell their product through them. The vendor enters into an agreement with either company, no cost involved.

There is a section on the OGS web site on software and bid opportunities at http://www.ogs.state.ny.us/purchase/biddocument/SoftwarePlan.pdf.
Barbara said she would be happy to talk with any prospective vendor whose software we might be interested in purchasing. So, it sounds promising - all we need now is a decision to move forward.

NYLA Conference-Carol Desch

Program--This year's NYLA Conference will be held on Thursday and Friday, October 21 and 22 in Rochester. The NOVEL Steering Committee may want to schedule a program for the "New York Library News" timeslot (4:30-5:45 p.m.) on Thursday.

Digitization-The group discussed whether the NOVEL Steering Committee would like to have a digitization program at NYLA, featuring a known speaker (e.g., Liz Bishoff, David Sieman).

Action Item: Marilyn Douglas will contact Kat at NYLA to see if they are planning any programs on digitization.

Action Item: Diana Cunningham will send suggested names of speakers to Dottie Hiebing.

Poster Session-Marilyn Douglas is the contact person for the poster session, which is scheduled on Friday this year rather than Saturday. There is some question as to whether New York State Library staff will be able to attend the NYLA Conference due to travel restrictions. However, staff could put together the poster session materials and have a member of the Steering Committee staff the session. Ms. Hiebing will discuss the issue further at our June meeting.

Action Item: Dottie Hiebing will include the NYLA Poster Session as an agenda item for the June meeting.

Budget Update-Carol Desch

There is no action on the State budget at this point. Restoration of the Executive's proposed five percent cut in Library aid is looking good, but the potential for new money for NOVEL is doubtful. Restoration of school aid issues related to the Campaign for Fiscal Equity (CFE) court case is holding up the budget process. The Legislature must address the CFE case by July 30 or it goes back into the hands of the court. We need to keep up our advocacy efforts and keep the issues before the Legislature. The NYLA Legislative Committee is planning a mini-lobby day on June 8 to meet with legislators on key bills and key issues. We need to think of other ways to keep up the momentum.

Tom Alrutz, Janet Welch and Carol Desch recently attended ALA Library Day in Washington, DC-a very worthwhile experience. The President's budget includes a proposed $220 million increase in LSTA funding, and ALA's $232 million in LSTA funds. If ALA's request level is passed, it would mean an increase of $1 million in LSTA federal funds for New York State.

Action Item: e-mail any suggestions for advocacy to Janet Welch at jwelch2@mail.nysed.gov

*****Speaker's Bureau*****

When	What	Who
April 14	Library School Classes, "School Library System Services"	John Monahan
April 21	SUNY Library Directors	Mary Redmond
April 26-27	National Library Week Displays on Concourse and in Legislative Office Building-NOVEL Exhibits and Demos	State Library Staff
April 30	School Library Media Specialists (SLMS) Conference -- NOVEL Training and Demos	Linda Todd
May 1	NYSALB Trustees Institute-NOVEL Exhibit and Demo	Carol Desch
Early May	Electronic Resources Special Interest Group at METRO	Dottie Hiebing
May	NCL Meetings at two BOCES (Watertown and Western Suffolk). This concludes 37 meetings of this nature across the State.)	Janet Welch
May 14	Managers in the SED Office of Higher Education and Office of the Professions re NCL, including a NOVEL demo by Kate Storms	Carol Desch
May 17	Regents Advisory Council (RAC); Regents Cultural Education Committee	Janet Welch, Carol Desch
May 20, 21, 24	Five Gates Workshops across the State-(Sidney, Utica, Poughkeepsie) -- End of the technical support that Gates has been giving NYS during the last three years.	Marilyn Douglas
June 4	Library School Deans Meeting	Janet Welch, Carol Desch, Dottie Hiebing
October 2004	Upper New York/Ontario Medical Library Association	Diana Cunningham

Evaluation of the Meeting

There was unanimous agreement that the conference calls are essential between meetings, and everyone is glad not to have to travel to Albany.

Future Meetings:

Thursday, June 10, 2004, 10:30 AM Meeting, Albany Public Library

Tuesday, July 27, 2004, 10 AM Conference Call

Tuesday, September 14, 2004, 10:30 AM Meeting, East Greenbush Community Library

Thursday, October 14, 2004, 10 AM Conference Call

NYLA Conference, October 21-22, 2004, Rochester

The conference call ended at 11 AM.

Summary of Action Items

Action Item: Marilyn Douglas will determine when the preliminary DMV announcement will go out to system directors.

Action Item: John Monahan will contact Kate Storms for further information.

Action Item: Marilyn Douglas will contact Kat at NYLA to see if they are planning any programs on digitization.

Action Item: Diana Cunningham will send suggested names of speakers to Dottie Hiebing.

Action Item: Dottie Hiebing will include the NYLA Poster Session as an agenda item for the June meeting.

Action Item: e-mail any suggestions for advocacy to Janet Welch at jwelch2@mail.nysed.gov

Minutes of the NOVEL Steering Committee
April 13, 2004
East Greenbush Community Library

Present: Alrutz, Baaklini, Brink, Cannell, Courtney, Cunningham, Desch, Douglas, Hiebing, Janowsky, Little, Lynch, McCain, Redmond, Shaloiko, Storms, Todd, Welch

Absent: Crumlish, Ebert, Ericson, Hatch, Huxley, Johns, Kadamus, Kaplan, Knight, Meierhoffer, Monahan, Nichols, Roe, Walsh

Recorder: Lorraine Deitz

Welcome and Introductions/Approval of Minutes-Dottie Hiebing

Ms. Hiebing welcomed everyone and introductions followed. Ms. Courtney moved to accept the minutes of the March 9 conference call, Mr. Shaloiko seconded and the motion passed.

State Librarian's Report-Janet Welch

Ms. Welch reported that progress is being made on recommendations from this group on having direct dial to NOVEL databases from residents across New York State through the use of a driver's license or non-driver's identification card. Privacy is not compromised through use of the driver's license or non-driver ID. We are waiting for a Memorandum of Understanding (MOU) from the Department of Motor Vehicles (DMV). Ms. Douglas is monitoring the MOU progress with DMV. Once received, the initiative can begin. Ms. Welch requested committee members' assistance in preparing library systems for this alternate method of accessing NOVEL databases. It is important that they understand that this is a supplement; it does not replace the access to NOVEL through local libraries. Diane Courtney agreed to work with Ms. Welch and Ms. Hiebing to get the word out.

There will be a NYLINE message regarding the National Library Week (NLW) event next week on the Concourse Level of the Empire State Plaza. It will be hosted by Assemblymember Sandra Galef and State Senator Hugh Farley and will include NOVEL demos. In addition to being an informational event, NLW has become an opportunity for advocacy.

NOVEL Demonstrations for Legislators-Ms. Redmond has demonstrated NOVEL for a number of legislators/staff.

State/Federal Money: NYLA did a great job. The restoration of the proposed five percent cut looks promising in the State Legislature, but no additional money is expected. Consult the NYLA web page to keep up contacts with the Legislature. As for Federal money, NYLA is hosting the ALA Library Day the first week of May in Washington, DC. The LSTA folder, "Will Your Constituents Have the Competitive Edge of 21st Century Library Services?" was distributed at the meeting. Contact information for Congressional Districts is available on the NYLA web page.

OCLC Proposal-Group Reports

The group broke into three groups to discuss the OCLC proposal. Group 1 was headed by Carol Desch, Group 2 by John Shaloiko, and Group 3 by Kate Storms. Their reports and comments are appended to the minutes.

Small Group Reports

• Electronic Resources Group-Mr. Shaloiko

The group discussed a draft of an invitational grant program for LSTA money--$1 million set aside for September 1, 2004-May 31, 2005 for training and promotion of NOVEL databases. Money is formula-based and will be distributed to public, school and 3Rs library systems. Reviewed guidelines. Group agreed the State Library staff must determine how much of the money to use for a statewide promotional and public relations campaign throughout the state. The message to the public would be about NOVEL, but also how NOVEL relates to the services of your local library.

The second priority would be focused on money to the library systems following guidelines for training. It would be a local decision on who gets training: public, librarians or both. If less than a year period is involved on training, local in-house staff would be involved in training.

Action Item: The State Library staff will develop a statewide NOVEL PR strategy.

Web site-question on eligibility of this money for upgrading a library system web site to include NOVEL branding. The web site is upgraded and improved and includes a NOVEL branding of the web site.

NOVEL Electronic Collection Advisory Team (NECAT)-Mr. Shaloiko

The group comprises State Library representatives: Soumaya Baaklini, Marilyn Douglas, Cara Janowsky, Sara McCain, Mary Redmond, Kate Storms and Linda Todd; and John Shaloiko (3Rs), Janie Kaplan (PULISDO), Randy Ericson (NOVEL Steering Committee) and Gail Barraco (School Library Systems). Their first meeting was organizational. At the second meeting, they started to discuss the value of NOVEL money used for the newspaper databases and questions about content. The second issue was leveraging NOVEL money-upgrading databases-statistics from vendors-show trends. Bar graphs on the State Library web site . The next meeting will be held April 22. EBSCO and Gale vendors will be invited to discuss the issues. Mr. Shaloiko also mentioned there is a new standard that will help vendors to count usage statistics for libraries. More vendors are looking to be counter compliant. He will discuss this further at the May 19 conference call.

Portal Group-Mr. Alrutz

We are waiting for the formal agreement from DMV on the use of driver's license algorithm for authentication. Ms. Welch mentioned that the State Library will work with Diane Courtney on promoting the remote access to NOVEL through DMV authentication to the school and public library community.

Autographics- We need to look outside of the NYS Library and the NYS Education Department for IT support and possibly a consultant to work with the vendor. Per Ms. Lynch, perhaps NYLINK can assist. A demonstration of the Autographics "AGENT" product ("Out of the Box") is tentatively scheduled for our June 10 meeting. One hour will be spent with the vendor, followed by a 45-minute discussion. Information on Autographic has been sent to everyone on the steering committee. Autographics is working with both New Jersey and Connecticut. Harry Chan, "Media Flex" using open source technology will be demoed at a future date. Product is "developed to spec." More information to follow regarding the NYS RFP and contract process.

Action Item: Mr. Alrutz will work with Linda Todd to schedule Harry Chan to speak at our September 14 meeting.

Next Steps:

• How to implement pilot within NYS Library, NYS Education Department, and New York State
• Consultant and IT support needed
• Possible future LSTA funding and possible future state funding
• NOVEL/NCL funding
• NYLINK possible alternative
• Center for Technology in Government (SUNY) as an alternative to assist with implementation

*****Speakers Bureau*****

WHEN	WHAT	WHO
April 21	SUNY Library Directors	Mary Redmond
April 26-27	National Library Week	State Library Staff
April 30	School Library Media Specialists (SLMS) Conference	Linda Todd
May 1	NYSALB Trustees Institute	Carol Desch
May	Visit BOCES in Watertown and Suffolk County re NCL/NOVEL	Janet Welch
May 17	Regents Advisory Council (RAC); Regents Cultural Education Committee	Janet Welch, Carol Desch
June 4	School Library Deans	Janet Welch, Carol Desch, Dottie Hiebing

The meeting adjourned at 2:45 PM.

Future Meetings:

• Wednesday, May 19, 2004, 10 AM Conference Call
• Thursday, June 10, 2004, 10:30 AM Meeting, Albany Public Library
• Tuesday, July 27, 2004, 10 AM Conference Call
• Tuesday, September 14, 2004, 10:30 AM Meeting, East Greenbush Community Library
• Thursday, October 14, 2004, 10 AM Conference Call

APPENDIX

Small Group Reports
Discussion of OCLC Project

Group 1	Group 2	Group 3
Question 1: How will the OCLC Project benefit the residents of New York State?
1. May enable firewalls issues to be less problematic. 2. Digital resources could reside here (See images or link to record on local system.) 3. Moves us towards 1-stop shopping (different filters really helpful to users; e.g., searching by library type, region, etc. 4. Raises visibility of NY libraries in a really open way (for advocacy) 5. Really benefits researchers-improved access to rich research collections-economic benefits to NYS? 6. Makes searching easy. 7. Opens up research collections to K-12 8. Statewide library card? Authentication? 9. Bring NYS residents from Internet and Google and Amazon back to local libraries/will encompass all libraries, not just WORLD CAT 10. Small libraries without online catalog could use this product as online catalog (not circ system) 11. Does not require added tech infrastructure and staff 12. Quicker win than any other solution 13. Beneficial to the Nation?	- Discovery tool/aspect of delivery - Allow library to do better reference - Eliminates library as an intermediary - Allows library to library access/ILL directly without going through systems - Potential for patron-to-patron ILL - Probably more benefit to a region vs. fully statewide - "intersystem ILL" 1A The Challenges/Opportunities for Improvement Need statewide ILL system; Need statewide delivery (van) mechanism; Maybe unrealistic expectations to user; Does not eliminate library in ILL process; Canvassing the $--charges; DCB-existing paths and emerging patterns and technology using the circ system (ILS)-calls in to question the OCLC model; World Cat needs to be expanded; i.e., many holdings not in there significant % of NYS holdings not in; cost ($) to put in; Don't get availability status via World Cat; Cannot distinguish some holding libraries (e.g.) 4th symbol issue.	1. Ready Access 2. Exposure to what is available 3. Economics of scale 4. Multi-lingual environment
Question 2: How could the systems/councils work together to integrate the regional union catalogs into a statewide catalog?
1. Regional catalogs could be added to OCLC records to build statewide catalog. 2. Systems/councils must be committed to work w/members getting holdings in ($$$ cost). 3. Needs assessment-important/gaps 4. Get records from SERHOLD (National Library of Medicine)-records are very detailed. 5. Load everything into WORLDCAT 6. Z39.50 does not work that well. 7. Could be a platform for regional systems/consortial groups-resource sharing for Connect/NY.	Will not work until/unless OCLC implements Z39.50 access via W.C.- Cannot be done without huge investment of $ and time and energy- Most catalogs are built on technologies other than OCLC	Funding-Where from? Fear of depletion of local resources Will see the benefit Isn't this the way we've been trying to go?
Question 3: What needs to happen to make this project successful?
1. Need a clear, staged implementation plan (pilot project? Volunteers? Pioneers?) 2. Good PR/communications piece explaining why this is a good thing to do. 3. Convince 3Rs to take lead role 4. Technology expertise (NYLINK/OCLC) 5. Time and energy of participating groups 6. NYSL-Leadership and coordination is key.	- Massive tape loading needed- Just enhance the current GAC process	Create the desire. Think about the end user statewide. Communication plan Where? When? What? How? Get technical people on board from the beginning. Learn from other states.
Question 4: Other issues, concerns?
1. Cost 2. Firewall/authentication issues 3. Competing priorities for NOVEL content 4. Should it be State-level or regional level? 5. Very ambitious project 6. What about a delivery system? 7. Could drive up ILL activity 8. OCLC viewed as a vendor? (prejudice?)		Barriers expectations perceived needs failure to see "what's in it for me." $$

Comments:

Mary Alice Lynch-Currently, an OCLC library can create custom holdings so that you can select a group of libraries to borrow from and lend to. With regard to ILL, she is concerned with the increase in cost especially if ILL explodes. OCLC has traditionally been a transaction-based organization. There will be options in the future-more definite pricing will be available from OCLC in a month-options on subscription pricing-minimum increase each year-not based on use. Subscription pricing available for groups as well.

For small libraries, OCLC is thinking about embracing those who do not currently feel they need OCLC. They could have the ability to buy blocks of research sharing, so if a small library wants ten per year, it is an easy transaction. This will be introduced in the next month or two-much more viable alternative.

NYLINK has initiated a delivery system--joining a regional system to a statewide system-savings-potential for very expedited delivery.

Ms. Lynch asked for comments. Ms. Welch responded that it is key that OCLC decide on the pricing philosophy. Ms. Courtney commented that it would be a significant investment; there may be other technologies that are less expensive.

NOVEL SC Conference Call
March 9, 2004, 20:00-3:00 p.m.

PRESENT: Alrutz, Baaklini, Brink, Courtney, Desch, Douglas, Ebert, Hiebing, Johns, Kaplan, Knight, Little, Lynch, McCain, Monahan, Nichols, Redmond, Shaloiko, Storms, Welch

ABSENT: Cannell, Crumlish, Cunningham, Ericson, Hatch, Huxley, Janowsky, Kadamus, Keitel, Meierhoffer, Roe, Todd, Walsh

RECORDER: Petrocelli

WELCOME

Dottie welcomed everyone. Minutes from the February 19 meeting were approved.

RECAP OF OCLC PRESENTATION

Summary of OCLC/Robert Smith's presentation:

Information sharing presentation given as a result of Robert's discussion with NYSL last fall - OCLC decided to put together a statewide Union catalog proposal for New York.

Their rationale for doing this:

• Users don't have easy way to discover available resources
• Users cannot easily access all available resources
• Burden on users to locate resources
• Libraries' resources are not being fully utilized

This NY Union catalog

• would use a 'First search' interface
• holdings could be viewed for the entire state, for a region, or by library type

Three pricing models were described

• Unlimited WorldCat & NY Group Cat Access

  NY Group Catalog added to FirstSearch OCLC unlimited subscription packages and guest access to NY Group Cat for users outside the OCLC/Nylink FirstSearch Program

• NY Group Catalog available to libraries for a fee as optional add-on to OCLC FirstSearch unlimited subscription packages and guest access to NY Group Cat for users outside the OCLC/Nylink FirstSearch Program

We will be talking about the proposal in more detail at the next NOVEL SC meeting. OCLC is demonstrating this in Illinois, Missouri and Florida.

• John Shaloiko noted that the extent of holdings on Worldcat do not reflect all holdings in State. The pricing seemed to show only access to holdings, not for resource sharing or interlibrary loan.

UPDATE BY WORKING GROUP CONVENORS

• Tom Alrutz reported. DMV is preparing a formal letter of agreement between State Library and DMV to be able to use the driver's license for authentication to access NOVEL databases. Tom had contact from the Governor's Office for Technology and has the name of a person in OGS who will monitor and guide us as we seek to develop and purchase portal software. Software purchases over $50,000 have to have an "Intent to Purchase" process.
• Tom contacted Autographics, which is the vendor who sells AGENT, the portal software. They have begun implementation in New Jersey and will be implementing in Connecticut within the next six months. Chris Sheehan, from Autographics, will do a demo for us at either our April 13 or June 10 meeting. ACTION ITEMS: Tom will talk to Chris Sheehan and schedule him. Tom will find out if Autographics is on State contract.
• John Shaloiko mentioned that on April 26 there is a workshop scheduled in the Southeastern region on federated searching, Judy Luther will be speaker.

ELECTRONIC DATABASES

• NECAT held their first meeting. Members of NECAT are John Shaloiko , Randy Ericson, Gerry Kuntz, and Gail Barraco. Next meeting is scheduled for March 22. Two issues NECAT has to address:
  1. have to look at newspaper product
  2. ability to count use of EBSCO product because many systems upgraded their EBSCO subscription. This may result in State Library undercounting use of EBSCO databases.
  3. Marketing and Training

UPDATE ON LAST MEETING'S EVALUATION
(What is the one thing you can do to move NOVEL forward?)

• Marilyn Douglas has been in touch with Office for Technology re portal
• Client training on databases has taken place in some areas
• METRO has done another round of letters to legislators on behalf of restoring cuts.
• Gerry Nichols is meeting with all legislators in his region. Gerry noted there seems to be more optimism from legislators.
• Kitty Little had reception for State level legislators last month and made sure the NOVEL message was there.
• John Monahan followed up visits with letters. Sandy Galef was thinking about having a press conference in Westchester. John will call her re the press conference. There were a number of school libraries not signed up on NOVEL (18), however, that number is now down to 9.

LEGISLATIVE/BUDGET UPDATE

• Janet Welch reported that in talking with legislators, the situation is looking more optimistic. Revenues are turning around and we do have a chance for new money, however, it is important for us to keep the pressure on and continue with more letters, visits and calls.
• At this time there is nothing in writing re the $14 million NOVEL initiative. The Senate budget at this point includes restoration of 5% but nothing new.
• The training on NOVEL of legislative staff led by METRO and Western NY was very successful. Janet encourages other regions to consider working with Mary Redmond to schedule more of this training.

SPEAKERS BUREAU

• Wanda Knight did a presentation to 140 speech teachers in her area. Many contacted her after the meeting wanting to know how to access NOVEL.
• Janet thanked Dottie for her continued leadership of the NOVEL Steering Committee.

NEXT MEETING

April 13, 2004, 10:30 a.m.-3:00 p.m., East Greenbush Public Library. Lisa/Lorraine will send directions before the meeting.

NOVEL Steering Committee
February 19, 2004, 10:30 a.m.-3:00 p.m.
Librarians Room, Cultural Education Center, Albany

Present: Alrutz, Baaklini, Brink, Crumlish, Cunningham, Desch, Douglas, Ericson, Hiebing, Janowsky, Johns, Kaplan, Lynch, McCain, Monahan, Redmond, Storms, Todd, Welch

Absent: Cannell, Courtney, Ebert, Hatch, Huxley, Kadamus, Keitel, Knight, Little, Meierhoffer, Nichols, Roe, Shaloiko, Walsh

Guests/Observers: Donna Dixon, Lynne Graziadei, NYLINK; Doug Loynes, Anita Reeb, Robert Smith, OCLC; Liza Duncan, Glenis Ratcliff, Ian Duckor, NYS Library; Prudence Backman, NYS Archives

Recorder: Deitz

Welcome/Introductions/Agenda -- Dottie Hiebing

Ms. Hiebing welcomed the group to the 15th meeting of the NOVEL Steering Committee. The meeting began at 10:45 with the introduction of members and guests. Since State Librarian Janet Welch could not join the group until the afternoon, Ms. Hiebing modified the agenda to reflect her report at that time.

The minutes of the January 27 conference call were approved. John Monahan moved to accept and Bill Crumlish seconded the motion.

New Century Libraries -- Dottie Hiebing

Ms. Hiebing directed attention to a handout on the Executive Budget Proposal, as legislative visits are being conducted this week and next. Ms. Hiebing noted that as State Librarian Janet Welch visits legislators, her emphasis will be on restoration of the proposed 5% cut and a start on the $14 million state funding needed to sustain and expand NOVEL. She encouraged everyone to be concerned and make visits and phone calls, write letters and send faxes. Ms. Hiebing has sent letters via fax to NYC legislators, had three sessions training legislative aides on NOVEL databases, along with an all-day meeting w/Assemblywoman Sandra Galef and Julie Marlette. She then asked NOVEL Steering Committee members to identify their advocacy efforts.

*****Advocacy Activities*****

Alrutz	Contacted key legislative staff representing three boroughs in NYC; completed first draft of a NOVEL notice for the Branch Library web site.
Brink	Web page w/NOVEL information; NOVEL training through WNYLRC for legislative aides
Cunningham	NOVEL logo on web page; will encourage constituents to contact legislators
Johns	SLMS Board meeting-connected w/NYSUT re restoration of funding; hosted State Senator in her library; talking up NOVEL branding
Kaplan	NOVEL logo now on search page; conducting free classes for public-mentioning funding situation; talking to teachers about database use
Lynch	Encouraged advocacy around the State
Monahan	NOVEL Databases on disc for demos w/Superintendents

OCLC Concept for a New York Catalog -- Robert Smith

Mr. Smith, along with Doug Loynes, demonstrated a New York Statewide Group Catalog, an OCLC/NYLINK proposal, which OCLC hopes will elevate the visibility of New York Libraries, increase access to information within New York, and provide a strong foundation upon which systems in New York can extend information resources they deliver to their users. The Illinois State Library has a pilot program. You may link to the Illinois Group Catalog -- Preview at: http://findit.ilsos.net/OCLC (case sensitive). The presentation will be summarized during the March 9 conference call, and then will be an agenda item for discussion at the April 13 meeting at the East Greenbush Community Library. If you would like a copy of the handouts (flyer and PowerPoint text) from the OCLC presentation for review prior to the March 9 conference call, please contact Lorraine Deitz.

*** The meeting broke for lunch and small group discussions at 12:15 and reconvened at 2:15 PM.***

REPORT OF WORKING GROUPS

• NOVEL Electronic Resources Group -- Randy Ericson (for John Shaloiko)

  Mr. Ericson reported first on NECAT, the NOVEL Electronic Collections Advisory Team. Messrs. Ericson, Shaloiko, Kuntz, and Ms. Barraco had their first meeting on February 5 with State Library staff. It was effective and a good start to the process of sharing and identifying information as they move forward in making recommendations for selection/deselection of databases. Their next meeting will be held on March 22nd at the State Library.

  The Electronic Resources Group discussed an agenda for its work and examined the Selection, Acquisition and Marketing Policy for a Statewide Approach to Electronic Resources sheet. Recommend the group focus on evaluation and marketing/promotion and training. Action: Mr. Ericson will discuss further with Mr. Shaloiko and Ms. Courtney (co-chairs of the Electronic Resources Group).

• Portal Group -- Thomas Alrutz

  The group talked about efforts to find out what departmental resources are available and procedures/shortcuts that can be used to move forward on a contract for Portal. Ms. Douglas contacted the Governor's Office for Technology to get assistance, but only general information is available. The Portal Group will talk with Harry Chan, vendor/consultant who has done a lot of work throughout the state, recently school libraries, about directions/possible ways to proceed with a Portal.

  Mr. Alrutz presented two other proposals: Fretwell Downing Z portal, which has an academic look to it and would probably be more suited to an individual library; and the Autographics AGENT product (both seen at ALA), currently used as the New Jersey State Library portal, which is more on target for our needs. It utilizes Z39-50 connectivity to existing catalogs. Mr. Alrutz suggested we might have presentations by Harry Chan, Fretwell Downing and Autographics. Ms. Hiebing suggested we start with Autographics, as it uses the existing resources in the state and links them together. Action: Mr. Alrutz will contact Autographics.

  Ms. Douglas reported that the State Education Department's Virtual Learning Space has launched its portal, but right now is only contains links to materials that are within the Department. What we want is to have a NOVEL portal that will bring a VLS user into all the NOVEL resources. Commissioner Mills has sent a request to the Deputy Commissioner in DMV to provide direct authenticated access to NOVEL through the use of the NYS Driver's License algorithm. DMV will alert Ms. Douglas when it gets on to their work schedule. She had a meeting with all their security and ITS people about any concerns they may have; they are comfortable with the process we would like to put in place.

State Librarians Report -- Janet Welch

The message from the New York State Library and NYLA is that the legislative and money decisions are being made now. The ongoing work to get the message out, particularly about NOVEL and the proposed cut, is extremely important. Mrs. Welch referred to a recent e-mail sent to the NOVEL Steering Committee with attachments and talking points for use in their efforts to contact legislators. Ms. Hiebing added that we need State funding to sustain and expand NOVEL. Action: Ms. Hiebing will send a message to the NOVEL Steering Committee and NOVEL-L that we really want people (particularly those who were absent today) to put forth the effort to contact their legislators. Mrs. Welch is cautiously optimistic on the restoration of the 5% if we can keep the issue in front of legislators. Getting the startup funds for NOVEL is a long shot for 2004, but we are building momentum and are off to a good start for this year or next.

*****Speakers Bureau*****

When	What	Who
January 30	NYLA Library Committee Meeting	Monahan
February 10	SUNYA class -- NOVEL demo	Douglas/Todd
February 24	RAC Legislative Visits	Welch/Desch
February 27	NOVEL demos for Senate	Redmond
March 1	SUNYA class -- NOVEL demo	Todd
March 12, 26 April 1	State and local elected officials and state library orientation: Bronx County, Richmond County and Manhattan, respectively	Alrutz
March 13	NYSCATE meeting, Binghamton	Storms
March 16	NYLA Library Day, Albany	Keitel
March 23, 26, 30 April 1	School Library System Annual Forums	Todd
March 31	Palmer University, Westchester Campus, library class	Monahan
April 19-21	National Library Week-exhibits/demos	Redmond
April 20	Speaking to teacher educators	Johns
April 29 or 30	SLMS meeting -- NOVEL Program	Todd
May 1	NYSALB Trustees Institute-NOVEL info display	Desch
May	SUNYA library class	Douglas

Evaluation Question: What is the one thing you can do before March conference call to move NOVEL forward?

Action Items:

• Mr. Ericson will discuss further with Mr. Shaloiko and Ms. Courtney (co-chairs of the Electronic Resources Group)
• Mr. Alrutz will contact Autographics to arrange a demonstration of AGENT product.
• Ms. Hiebing will send a message to the NOVEL Steering Committee and NOVEL-L that we really want people (particularly those who were absent today) to put forth the effort to contact their legislators.

Upcoming Meetings:

Tuesday, March 9, 2004 -- 2:00 p.m. Conference Call
Tuesday, April 13, 2004 -- East Greenbush Community Library, 10:30 a.m.-3:00 p.m.
Wednesday, May 19, 2004 -- 10:00 a.m. Conference Call
Thursday, June 10, 2004 -- Albany Public Library, 10:30 a.m.-3:00 p.m.

Upcoming Events:

March 16: NYLA Library Day, Concourse Level, Meeting Room 6, Empire State Plaza, Albany
April 19-21: National Library Week, Exhibits/Demos of NOVEL, NCL, Concourse Level, Empire State Plaza, Albany

The meeting adjourned at 3:00 p.m.

NOVEL SC Conference Call
Tuesday, January 27, 2004
10:00-11:00 AM, Room 10C47

PRESENT: Alrutz, Brink, Courtney, Crumlish, Desch, Douglas, Ericson, Hatch, Hiebing, Johns, Knight, Little, Lynch, McCain, Monahan, Shaloiko, Welch

ABSENT: Baaklini, Cannell, Cunningham, Ebert, Huxley, Janowsky, Kadamus, Kaplan, Keitel, Meierhoffer, Nichols, Redmond, Roe, Storms, Todd, Walsh

RECORDER: Petrocelli

APPROVAL OF DECEMBER MINUTES

Ms. Hiebing moved to approve the minutes of December 4, 2003. Minutes were approved.

LEGISLATIVE ISSUES

• Executive budget proposal includes 5% cut (about $4.4 million) in statewide library funding to $84.4 million. NYPL special funds for CUNY and SIBL are cut 15% from 2002-03 level ($450,000). Proposal to separate Office of Cultural Education from SED and form a new entity called New York Institute for Cultural Education (NYICE) is also included.
• If State funds are cut by 5% that triggers an automatic cut in federal LSTA funds of 5%. In addition we are facing a potential loss in LSTA funding because it is population-based and New York is losing population in proportion to other states. We are facing some challenges in regard to NOVEL funding.
• The Research Library is experimenting with a 24/7 reference pilot.
• The Regents Advisory Council members will be meeting in February with key legislators. While NYLA Library Day is very important, it comes late in process this year and we need many voices heard now.
• Ms. Hiebing noted that the NOVEL Steering Committee would like to see NOVEL moved to State funds this year.
• NYLA Legislative Committee will be meeting on Friday, January 30.
• NOVEL Steering Committee suggested asking systems to muster remote users via their web sites. Could there be something that says "…if you value this service (NOVEL) let your NYS legislator know", then click on legislator's names? Maybe libraries that are using NOVEL could put something on their web sites?
• There will be a PULISDO conference call January 28. Members will discuss 5% cut.
• The 3R's meeting will be on January 28.
  Ms. Hiebing noted that Assemblywoman Galef's advice is to encourage constituents to write to their Assembly members and ask them to write letters to the Speaker re restoration of library funding and NOVEL. These letters need to be sent by February 12. Assemblywoman Galef said those letters were crucial last year.
• Janet and Carol also met with Senator Farley's staff to discuss NOVEL. The Commissioner met with Senate Subcommittee on Libraries.
• Dottie Hiebing noted that she has a sample letter she can share with NOVEL Steering Committee members. Letters are more effective than e-mail. Fax letters, follow with regular mail.

ACTION: Ms. Hiebing asked Janet Welch to send more information on the Executive Budget to the NOVEL Steering Committee.

REPORTS OF WORKING GROUPS

Portal Group

• Tom Alrutz reported. The Department is ready to launch the Virtual Learning Space (VLS). The Portal Group and the State Library are anxious to get a method of authentication so teachers can get access to NOVEL databases directly from the VLS portal. The State Library is moving forward with the Department of Motor Vehicles on using drivers' license numbers as authentication. The State Library expects that this will be implemented at the time of the VLS launch or shortly thereafter.
• The State Library would like to hire someone to work on NOVEL portal development. It may be possible to use existing OGS contractors as long as the dollar amount is under $50,000. John Meierhoffer is checking on who already is under state contract and might be suitable.
• Tom went to exhibits at ALA looking for things that might serve us as framework for portal. AGENT is one possibility, a product of Autographics. Tom will send the web site address to NOVEL Steering Committee listserv. Tom asked everyone to look at the specifications drawn up for the NOVEL interface or portal. Will be using that document to start working on development of a portal.

ACTION: Send feedback on Portal Specifications document to Tom Alrutz as soon as possible.

Electronic Resources Group

• John Shaloiko reported. The NOVEL Electronic Collection Advisory Team (NECAT) will be meeting on February 3. Members include: Jerry Kuntz-Ramapo-Catskill Library System, Public Library Systems; Gail Barraco, Broome-Tioga BOCES-School Library Systems; Randy Ericson---NOVEL Steering Committee; and John Shaloiko-3Rs. John met with NYSL Database Team in December to talk over NECAT issues. The team has identified agenda items including bringing Jerry and Gail up to speed. One of the first tasks is to look at what databases may need to be cut if we lose federal money.
• Randy Ericson will report on the NECAT meeting at the February 19 NOVEL Steering Committee.

SPEAKER'S BUREAU UPDATE

• Mary Brink was invited to a meeting called "Power of USNY", held at Niagara University. Meeting was called by Chancellor Bennett. This may be a group we should be involved in. Sara Johns also interested in those meetings.
• John Monahan - most of district superintendents of BOCES have had their regional meetings on NCL including NOVEL databases. Also, he did presentation on NOVEL at beginning of January for teachers in his BOCES.
• Tom Alrutz - had third Borough advocacy networking meeting. Library resources training sessions for city and state legislators and staff members scheduled for March and April.
• Dottie Hiebing - sponsored training on NOVEL databases for legislative aides in NYC. Total of 35 people -very successful. Some could not attend so have rescheduled session for February 5. Assemblywoman Sandra Galef and Julie Marlett visited Dottie to talk about 3R's councils, then visited an academic library at Pace University.
• Wanda Knight will be presenting to a curriculum and leadership group in February. Also having system conference on March 26. Will do workshop for librarians to introduce to their faculty and parents, etc. to NOVEL.
• Linda Todd will be doing NOVEL demo at NYLA SLMS meeting in Buffalo in March.
• Linda Todd and Ed Roche from EBSCO are going to do NOVEL databases training for students at SUNY Albany School of Information Science and Policy on February 10. The students will then go out to schools in the Albany BOCES area and will work with classroom teachers and school librarians to develop K-6 math unit starting first with doing research and using NOVEL databases, then work on developing unit. There will be a showcase presentation for math teachers in the Albany BOCES at the end of the semester.
• Professor at SUNY Albany has library school student interested in doing independent study on school libraries. Joe Mattie and Marilyn Douglas will be talking with professor and student about a suitable project.

INFORMATION SESSION FOR FEBRUARY 19 MEETING

• OCLC is developing a statewide group catalog proposal, which will be a way of elevating the visibility of New York libraries holdings so that when you do a WorldCat search, New York libraries would appear first. Robert Smith has met with Liza Duncan, Carol Desch, Mary Redmond, and Marilyn Douglas to discuss this new product. The target date for completion of a pilot is early February. Robert Smith will attend the February 19 meeting and provide a demonstration.

NEXT MEETING

February 19, 2004, Librarians Room, 7th Floor, Cultural Education Center, New York State Library.

ACTION: The State Library will send information to NOVEL SC about directions, parking and lunch. You will not need visitor pass since the 7th floor is a public floor.

Upcoming Steering Committee Meetings

Thursday, February 19, 2004-10:30 AM, Librarians Room, [7th Floor, Cultural Education Center, Madison Avenue, Albany]
Tuesday, March 9, 2004-2:00 PM Conference Call
Tuesday, April 13, 2004-East Greenbush Community Library
Wednesday, May 19, 2004-10:00 AM Conference Call
Thursday, June 10, 2004-Albany Public Library

ACTION ITEMS:

• Ms. Hiebing asked Janet Welch to send more information on the Executive Budget to the NOVEL Steering Committee.
• All NOVEL SC members should send feedback on Portal Specifications document to Tom Alrutz as soon as possible.
• The State Library will send information to NOVEL SC about directions, parking and lunch. You will not need visitor pass since the 7th floor is a public floor.

Last modified on March 17, 2005 -- cmf/asm
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URL: http://www.nysl.nysed.gov/library/novel/minute04.htm