New York State Library

NOVEL Steering Committee

Meeting Minutes 2006

• Tania Bardyn, Frederick L. Ehrman Medical Library
• Beverly Choltco-Devlin, Mid-York Library System
• Tessa Killian, Southeastern New York Library Resources Council
• Cristina A. Pope, Health Sciences Library, SUNY Upstate Medical University
• Christine McDonald, Director, Crandall Public Library, Glens Falls;
• Sarah Conrad Weisman, Arthur A. Houghton, Jr. Library, Corning Community College
• Diana Wyrwa, Richmond Memorial Library

• Avoid unintentional redundancy;
• Create registry;
• Identify digital collections and gaps in subjects covered
• Coordinate digitization projects
• Identify digitization standards
• Explain digitization process
• Facilitate preservation and migration efforts
• Digitization consulting and services
• Identify stakeholders and priority collections
• Assist in the archiving of born digital items

1. Evaluators group
• Online evaluation form-one month to set up and test with NYSL IT folk.
• Involve group in evaluating trial products after form is posted.
2. Evaluate current contracts
   • Possible additions/wish list should funding become available
   • Redeploy resources-can be considered by NECAT
3. Trial-EBSCO/Gale/ProQuest general periodical/reference databases
4. Consider ease/options of linking new database to local catalog/resources when reviewing a product.
5. Future topic: Google partnerships with vendors to pull in hits from proprietary databases.
6. Spanish language resources: genealogical resources.

• Linda Todd will e-mail the Ivy Group's PowerPoint presentation and the draft communication plan to members following the meeting.
• Please contact Maribeth Krupczak if you can spend some time at the NYLA poster session.
• Lorraine Deitz will e-mail the Onward and Upward document to all members.
• Since Mr. Ericson's term on the NOVEL Steering Committee will end in 2007, he asked members to contact him if they are willing to consider serving as Co-Chair starting in January 2007.

• NECAT Meeting-Summer 2006. Ms. Krupczak will contact the members of NECAT via email to invite them to a meeting in Albany sometime after August 15 for vendor demonstrations and a discussion of how to proceed in utilizing the Database Evaluation Group. Please contact Ms. Krupczak to submit dates you are available to meet in Albany once you receive her email.
• Thomson-Gale will be able to provide another five years of the New York Times, going back to 1995. The company will announce this at the American Library Association conference next week. Thomson-Gale is continuing to negotiate with the New York State Library for further back coverage. At the present time, we have eight newspapers "cover to cover" and seven with selected articles-news and business sections. From the latter, we will have the Albany Times Union sometime before the end of June. Ms. Baaklini continues to work with Thomson-Gale to get cover to cover coverage on both the Watertown Daily and the Plattsburgh Press Republican.

• Notify Sara McCain if you did not receive information on Himmel and Wilson's web survey via the NOVEL-SC listserv.
• Sara McCain will send a list of the focus group sites with coordinators to the NOVEL SC.
• Contact a site coordinator in your region if you have suggestions for finding users for the focus group.
• Mr. Ericson will send recommendations from the conveners of NY3Rs, PULISDO and SLSA to Janet Welch for consideration for appointment to the Database Evaluation Group.
• Send names of nominees for the NOVEL SC to Janet Welch or encourage them to nominate themselves to express interest and willingness to serve by July 7, 2006.
• NECAT members: Upon receiving her email, contact Maribeth Krupczak with dates (after August 15) when you would be available for a meeting and vendor demonstrations in Albany.
• Mr. Ericson will send condolences on behalf of the NOVEL SC to Jennifer Morris on the death of her husband.

NOVEL Steering Committee
Wednesday, April 5, 2006, 10:30 AM - 2:30 PM, East Greenbush Community Library

Present: Baaklini, Barraco, Bolton, Desch, Doll, Duncan, Ebert, Ericson, Howe, Janowsky, Katzin, Klose, Krupczak, Kuntz, Little, Lynch, McCain, McDonald, Storms, Todd, Tuliao

Absent: Borges, Hatch, Huxley, Kaplan, Knight, Redmond, Roe, Stripling, Walsh, Welch

Recorder: Deitz

Welcome to New Members/Approval of January 12 Minutes-Randy Ericson

Mr. Ericson welcomed everyone to the meeting, particularly our newest members:

• Carol A. Doll, Professor and Department Chair, University at Albany;
• Nancy Howe, Assistant Director, Central New York Library Resources Council;
• Sheryl Katzin, Electronic Resources Specialist, Brooklyn Public Library;
• Robyn Klose, Manager of Electronic Resources and Services, Nassau Library System;
• Christine McDonald, Director, Crandall Public Library, Glens Falls;
• Miriam Tuliao, Coordinator of Adult and Reference Services, The New York Public Library; and
• Loretta C. Ebert, Director, New York State Research Library. Loretta has a background as a leader in various academic libraries, most recently Rensselaer Polytechnic Institute, and a number of years working with groups of academic libraries to negotiate database contracts.

The minutes of the January 12, 2006, conference call were unanimously approved. The agenda was changed as follows: Liza Duncan's morning report on the NOVEL Portal was moved to the afternoon session and Carol Desch's afternoon report on 2006 National Library Week events was moved to the morning session.

Report on Budget and Legislation-Carol Desch

Ms. Desch extended greetings and thanks from State Librarian Janet Welch. Ms. Welch and Commissioner Mills are meeting with the Educational Conference Board today about NOVEL and other library priorities. The Legislature passed a budget with $19.75 million more for libraries: $14 million for public library construction/renovation; $3 million for library systems; and $2.75 million to fully fund library aid formulas in Education Law, using the 2000 Census, with a hold harmless provision. The Executive has ten days in which to consider the Legislature's budget.

Although there is a growing knowledge about NOVEL in the Legislature and Executive, no State funds were provided for NOVEL in the 2006-07 State budget. NOVEL Steering Committee members pointed out that while the need for funding for public library construction/renovation is easy for the Legislature to understand, especially when shown pictures of deteriorating library buildings, some legislators still struggle with understanding the impact and the significant value of NOVEL to over 5,000 libraries. Steve Bolton mentioned that there may be a lack of funding because the legislators know that NOVEL is federally funded through LSTA, and asked how we can move the conversation beyond this. Carol noted that LSTA funding is temporary and may not be available or available at the same level in the future. Because of a cut to library funding in 2004-05, New York anticipates a $500,000 cut in federal LSTA funds in 2007-08, which will impact NOVEL and the databases. In order for NOVEL to grow and be sustained, it needs permanent State funding.

Gail Barraco recommended New York State compare itself to what other states are doing with statewide database programs and research funding levels in other states. Gail recommended that the NOVEL Steering Committee be more proactive in its communication with Legislators and the Executive.

NOVEL and 2006 National Library Week-Carol Desch

The Legislature and the New York Library Association (NYLA) partnered with the State Library in a National Library Week event in Albany to focus attention on libraries. Displays of NOVEL programs and services were featured on April 4-5 in the Well of the Legislative Office Building and on the Concourse Level of the Empire State Plaza. In addition to the State Library and NYLA, several library systems and individual libraries from across the State had displays. Senator Farley and Assemblywoman Eddington's offices held National Library Week kickoff events. State Library staff demonstrated NOVEL databases for legislative staff.

NOVEL Steering Committee Membership-Randy Ericson

Mr. Ericson referred to the January 12, 2006 minutes where the new policy on filling NOVEL Steering Committee vacancies was cited. "The move to less frequent Steering Committee meetings and increased transition of members to new jobs has caused the State Library to propose that vacancies on the Steering Committee be filled through an annual process rather than as each opening occurs. The State Librarian will appoint people to the Steering Committee during the Fall, a process similar to what is now in place for appointment of Regents Advisory Council on Libraries' members. Steering Committee members will serve staggered, three year terms." John Shaloiko recently resigned from the Steering Committee and NECAT due to other duties.

Driver License Access Press Launch-Loretta Ebert

The option of using a New York State driver license or non-driver license ID to access NOVEL databases via the NOVEL portal interface (www.novelnewyork.org) has been available for several months. The State Library worked with the State Education Department's (SED) Communication Office to provide an exclusive to AP reporter, Michael Gormley, who sent it out on the AP wire statewide in March. The Wall Street Journal, Newsday, and Press and Sun Bulletin, local TV stations and their web sites, radio stations and the ALA web site picked up the AP article. The statistics the week after the AP article were astounding: 350,000 in a matter of days (See handout: "Number of Searches Through WebFeat Driver's License Interface.") Representatives from Georgia, North Carolina, Ohio and Utah contacted the State Library for information about driver license access. (Michigan is the only state, other than New York State, to offer Driver License Access.)

State Library staff met with the reporter via a conference call. Mary Woodward, NYSL, led the reporter through an online NOVEL demo, putting in his name and pulling up articles he authored. Promotion kits about Driver License Access for public, school and academic libraries are available on the State Library's NOVEL web site, http://www.nysl.nysed.gov/. Questions from reporters may be referred to Valerie Chevrette, NYSL Communications Office, (518 474-5961 or vchevret@mail.nysed.gov).

Christine McDonald suggested that the State Library explore with DMV the possibility of including literature about NOVEL in driver license renewal notices.

NOVEL Statewide Education and Information Program-Linda Todd

Several years ago, the Steering Committee recommended launching a Statewide Education and Information Program for NOVEL that local libraries could tie into. Recently, the State Library contracted with the Ivy Group, which has extensive experience working with libraries and developing education and information programs. The Ivy Group met with representatives of the State Library on March 27. They will attend a future Steering Committee meeting. If members of the Steering Committee would like to help with this three-year project, involving mostly conference calls and one or two face-to-face meetings in Albany, please contact Linda.

LSTA Five-Year Evaluation-Sara McCain

The State Library now has a one-year contract-starting April 1-with Himmel and Wilson from Wisconsin to conduct an independent evaluation of the NOVEL program. The first phone call with them on April 3 covered their work plan, existing data and how to get new data. Himmel and Wilson will use a web survey and focus groups, followed by in-depth interviews by telephone or face to face. They will use contacts and interviews to begin to develop a list of direct NOVEL users. The State Library will provide Himmel and Wilson with lists of present and past NOVEL Steering Committee members. The web surveys will start fairly quickly in order to reach the schools before the end of the school year. Himmel and Wilson will visit all regions of the state. State Librarian Janet Welch will be notifying the library community about both the NOVEL Statewide Education and Information Program and the NOVEL evaluation. The Himmel and Wilson contract is for one year-April 2006-March 2007-while the NOVEL Statewide Education and Information Program is a three-year project.

Revising the NOVEL-Ready Libraries Levels Table-Linda Todd

New York State is one of the few states that has technology standards for its libraries. The NOVEL-Ready Library standards are used as an advocacy tool by many libraries around the State. Libraries can download certificates and customize them from the State Library's web page, "NOVEL-Ready Library Services" (http://www.nysl.nysed.gov/libdev/nvlready/index.html/). The 30 responses to last summer's survey about updating the levels were very thoughtful and had detailed suggestions. (Linda will email the responses to NOVEL Steering Committee members.) Members of the Steering Committee that would like to be part of an advisory team to review the submitted responses and revise the standards, should contact Linda. Linda also requested suggestions of names of people in the library community who would be interested in advising on this short-term project. The project will involve one or two conference calls and a revised draft copy of the criteria that would be reviewed at a future Steering Committee meeting.

Proposed Program of High-end Databases-Loretta Ebert

Ms. Ebert began by describing the background of how New York State academic libraries have tried to manage licensing electronic resources. The early stages can best be described as a "distributed" effort: NYLINK, WALDO, SUNY, NERL, Pi2, and the Oberlin Group were all organizations dealing with the effort to create affordable licensing for databases. Once a certain level of product tailored to the academic/professional market was reached, negotiations were harder for the smaller groups. There still exists an opportunity for further cost savings through aggregation.

The New York Higher Education Initiative (NYSHEI) evolved out of this environment. It has been in existence two years. NYSHEI's membership has two priority goals at this time: to create a single voice to advocate for academic libraries and to obtain statewide licensing for high-end databases. NYSHEI has developed a legislative agenda to this end.

NOVEL's early focus was on an initial offering of general databases meant to bring all New Yorkers a solid common information base. The New Century Libraries legislative proposal called CACHE (Coordinated Academic Collection for Higher Education) would provide funds for high-end databases as a component of NOVEL. Ms. Ebert asked the group: With respect to NOVEL, how should the State Library proceed in making room for the inclusion of research-level databases?

A lively discussion followed this introduction. Points made are presented below:

• There was strong concern registered by both school and public library representatives that trying to add high-end databases would dilute the already limited funds available for NOVEL databases. (If we can't afford an encyclopedia for children, how can we consider adding research-level databases?)
• Outreach to the academic market could potentially muddy further a program already somewhat unclear to its current broad-base constituents. Encyclopedias and general materials in non-English languages are more critical needs.
• There is a certain level of sentiment among public libraries that academics already get disproportionate State aid. Conversely, academic libraries point to State aid for public libraries and systems and the lack of aid for libraries in academia.
• NYLINK has gotten better deals for schools because of the inclusion of the academic market in their negotiations with vendors. There can be synergy and benefit for all here.
• Comparisons with other states suggest that we may all be overpaying for databases. The more we cooperate, the stronger our position.
• When vendors negotiate for a product they are anxious to sell, there is often an opportunity to obtain a more limited subject database at little or no cost as an incentive. This may serve a niche segment of our total libraries very well.
• Ask each type of library to identify a few databases that could be considered their "core".
• NOVEL may not be the right program to attempt to unify all libraries' database needs. What are the alternatives? On the other hand, the prospect of funding for NOVEL could certainly be diluted by a competing higher education advocacy initiative for high-end databases in the legislature.
• Providing research-level materials could serve to strengthen the NOVEL program by making it attractive to more potential vendors and funders.

Review of NOVEL Initiatives-Loretta Ebert http://www.nysl.nysed.gov/library/novel/finalpln.htm

Ms. Ebert led a discussion of the five major NOVEL Initiatives developed in 2001 and detailed in the report, "NOVEL: New York Online Virtual Electronic Library: Libraries Expanding Information Access for New Yorkers in the New Century." Ms. Ebert asked Steering Committee members to discuss progress made and whether the initiatives are still relevant in 2006.

Initiative I: Increase Access to Electronic Resources on a Statewide Basis.

• NOVEL databases have received the largest share of attention. Growing use and broad participation by over 5,000 libraries is a measure of the program's success.
• The reaction to Driver License Access has been mixed across the state. It has brought attention to NOVEL, but has also been perceived as a threat by some libraries.

Initiative II: Expand Resource Sharing in New York State to Improve Electronic and Traditional Access to Library Resources for All Users.

• This has not been a priority for the NOVEL SC recently. It included the concepts of a statewide union catalog and statewide delivery service. Questions to consider: How would a union catalog or statewide delivery service affect the ease of resource sharing in the state? Have the changes in WorldCat and the ability to use Z39.50 to link catalogs mitigated the need for a statewide catalog or do we see these same changes as making it easier to achieve?
• The situation with statewide delivery is akin to our earlier discussion of consortial licensing. There are a variety of options in New York State. NYLINK offers LAND, some of the 3Rs have regional courier services, and public and school library systems also have delivery services. An upcoming national conference bringing together organizations involved in statewide delivery and the current pilot project between NYLINK and the Rochester Regional Library Council are both worth watching.
• The Steering Committee could play a role in this initiative as a facilitator of the current "players," gathering information on the results of events such as the two mentioned above, and assessing interest in the topic among their constituents.

Initiative III: Develop a Coordinated Program for the Digitization of Information Resources in New York Libraries and Other Repositories.

• We want to avoid duplication or replication and determine how to make digitization available in a consistent way across the state-a central repository?
• The Research Library is moving forward with digitization in partnership with the State Archives. The material is in their Digital Media Management System (Hyperion).
• Primary documents, often targeted for digitization, are in high demand for mandated DBQ (document-based questions) assignments in schools.
• NOVEL could serve as a clearinghouse/public space for digitization projects done within the State.

Initiative IV: Enhance the Availability of High-Speed Telecommunications for New York's Libraries Across All Regions of the State.

• State Library Staff attended a State Education Department-sponsored meeting on March 31, 2006 to assess the state of broadband access in New York State. Educational institutions, NYSERnet, NYeNet, libraries, and Public Broadcasting, were represented. The group identified some of the issues and gaps in coverage across the state. They hope to use GIS mapping to identify unserved areas. This may be an opportunity for NOVEL Steering Committee members to articulate the need for broadband access for libraries, or to talk about service or capacity in their geographic region. What do libraries spend on access? NOVEL databases and other digital content libraries offer need a comprehensive, affordable, high-speed telecommunication infrastructure.

Initiative V: Develop a NOVEL User Interface (or Portal) that Integrates the Services and Resources Brought Together Under NOVEL.

• The Portal Project with federated searching is an attempt to make NOVEL easier to access and more user friendly. Evaluation of Phase One of the pilot was positive, but participants would like to integrate their local resources with NOVEL for federated search. Phase Two will combine NOVEL with an individual library's own subscribed databases.
• The discussion then moved to the importance of branding NOVEL. Many libraries do not identify NOVEL on their web site. It is hard to gauge use of and support for NOVEL when people don't know they are using NOVEL. There was a suggestion of branding on an article level; e.g., "This was brought to you from NOVEL." Having the branding occur at the point a query is satisfied has more impact than just having the logo on the front end (branding at the answer, not the question).
• The Portal could eventually serve as a gateway to digital content created by our institutions.

NECAT (NOVEL Electronic Collection Advisory Team) -Randy Ericson

• Guidelines for NOVEL Database Evaluation Group

  Mr. Ericson referred to the handout, "Guidelines for NOVEL Database Evaluation Group" and discussed two issues: (1) NECAT thought it would be helpful to have front line people who provide the services help evaluate databases. (2) NECAT would like to be better prepared to respond if new funds become available or as renewal decisions arise. NECAT would like to establish the group and get the work of evaluation structured on a regular, ongoing basis. The group will advise NECAT, who will consider and make recommendations to the State Librarian. The group would be structured with each of the three library system groups (NY3Rs, PULISDO, and SLSA) recommending three persons each.

  Note: The first sub-bullet in the handout was revised to read:

  • "The people recommended will be direct service providers (or librarians), especially knowing library users' electronic resource needs."
    
    
• NECAT Membership

  NECAT members originally represented each of the system types, plus a Steering Committee member, and several people from the State Library. NECAT is advisory to the State Librarian. Current members are Gail Barraco (SLS), Jerry Kuntz (PLS) and Randy Ericson (SC); there is a vacancy due to John Shaloiko's resignation; therefore, Randy will ask the convener of the NY3Rs to recommend a replacement. Currently, all NECAT members are also members of the Steering Committee.

Structure of Steering Committee Meetings-Randy Ericson

At this meeting, the members did not divide into separate groups to address Electronic Collections and the Portal. With several new members, discussion of items by the whole group seemed preferable. As new or continuing initiatives require focused development, we can return to the small group format. Please contact Randy with any comments on the structure of Steering Committee meetings; specifically, the suspension of the small group discussions effective this meeting.

NOVEL Portal-Liza Duncan

Phase 2 of the NOVEL Portal/Federated Searching Pilot Project will start in a couple of months. The State Library is still negotiating with WebFeat-with a timeframe of one year for this phase. Four libraries out of the 13 pilot libraries-one each from academic, public, school and system-will be selected. The purpose of the pilot is to develop a workable business model so local libraries can incorporate their online catalog, web site and subscribed databases into the federated search with NOVEL. The current vendor, WebFeat, has agreements with 99.5 percent of the vendors.

2006 NYLA Conference-Maribeth Krupczak

NYLA Conference-Saratoga Springs-November 1-4, 2006.

• NOVEL Program: The focus will be on the portal pilot project. The Ivy Group may do something on the Statewide Education and Information Program. Please contact Maribeth with other suggestions.
• NOVEL Poster Session: The submission deadline is April 30. The display is likely to feature driver license access, something from the Statewide Education and Information Program and possibly the NOVEL evaluation. If you have other ideas to highlight, please contact Maribeth. Volunteers from the Steering Committee are welcome! The poster session will be on Saturday in a 45-minute timeslot. Contact Maribeth to volunteer.

***** Speakers Bureau Update *****

WHEN	WHAT	WHO
Fall 2005	ENY/ACRL Poster Session, Hamilton College	Cara Janowsky
October 2005	Orange Business Expo	Jerry Kuntz
November 2005	NYLINK Showcase Poster Session	Nancy Howe Maribeth Krupczak
Spring 2006	NYLINK Connections article	Maribeth Krupczak
March 24, 2006	Syracuse Chamber of Commerce Business Show-NOVEL Booth in Conjunction w/OCPL	Nancy Howe
April- November 2006	10 Workshops around the State incorporating NOVEL into the Rural Library Sustainability Project-Estimated 500 people will be trained.	Linda Todd
April 2006	National Library Week Display, Empire State Plaza	Cara Janowsky/ Kate Storms
April 27-28, 2006	SLMS Conference	Linda Todd
May 5 and 6, 2006	NYSALB Trustee Institute and Display	Janet Welch Carol Desch
Ongoing	Training for Legislative Staff	Loretta Ebert Kate Storms

***** Action Items *****

• If members of the Steering Committee would like to help with the three-year project, the Statewide Education and Information Program, involving mostly conference calls and one or two face-to-face meetings in Albany, please contact Linda at mtodd@mail.nysed.gov.
• Linda will send the responses to last summer's survey on NOVEL-Ready Library Services to everyone electronically.
• Members of the Steering Committee that would like to be part of an advisory team to review the submitted responses on NOVEL-Ready Library Services and revise the program should contact Linda at mtodd@mail.nysed.gov . Linda also requested suggestions of names of people in the library community who would be interested in advising on this short-term project.
• Randy will ask the convener of the NY3Rs to recommend a replacement for John Shaloiko on the Steering Committee.
• Please contact Randy with any comments on the structure of Steering Committee meetings; specifically, the suspension of the small group discussions effective this meeting (rericson@hamilton.edu ).
• If you have other topics for the NOVEL program at NYLA, please contact Maribeth at mkrupcza@mail.nysed.gov.
• If you have other ideas to highlight for the NOVEL Poster Session at NYLA, please contact Maribeth (mkrupcza@mail.nysed.gov).
• Contact Maribeth to volunteer time for staffing the NOVEL Poster Session (mkrupcza@mail.nysed.gov) .

NEXT MEETING:

Wednesday, June 14, 2006, Conference Call, 2 PM

The meeting adjourned at 2:45 PM.

NOVEL Steering Committee Conference Call
Thursday, January 12, 2006, 2:00-2:30 p.m., 10C47 CEC

PRESENT: Gail Barraco, Stephen Bolton, Carol Ann Desch, Liza Duncan, Randy Ericson, Cara Janowsky, Janie Kaplan, Sheryl Katzin, Robyn Klose, Wanda Knight, Maribeth Krupczak, Jerry Kuntz, Mary Catherine Little, Mary-Alice Lynch, Sara McCain, Christine McDonald, Mary Redmond, Kate Storms, Barbara Stripling, Linda Todd

ABSENT: Soumaya Baaklini, Michael Borges, Carol Doll, Loretta Ebert, Carey Hatch, Nancy Howe, Carole Huxley, Kathleen Roe, John Shaloiko, David Walsh, Janet Welch

RECORDER: Maribeth Krupczak

Welcome/Introductions/Minutes -- Randy Ericson

Mr. Ericson welcomed everyone to the conference call, especially new members Sheryl Katzin (Brooklyn PL) and Robyn Klose (Nassau Library System). Carol Doll (University at Albany) and Nancy Howe (Central New York Library Resources Council) will also be joining the committee.

The minutes of the September 14, 2005 meeting were approved without revision. Barbara Stripling moved; Kitty Little seconded.

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

State funding prospects

The Executive budget proposal will be presented on Tuesday, January 17th. There is a budget surplus this year, so Steering Committee members should increase advocacy efforts for NOVEL. The NOVEL Invitational Grants web site has many ideas for training and promoting NOVEL, including some excellent tips on showing legislative staff how NOVEL can benefit them.

2006 Regents Legislative Priorities for Libraries

$2. 6 million to fully fund Education Law formulas and provide formula stabilization or "save harmless" for libraries and systems that would lose money from full implementation of 2000 census.

$450,000 to restore State funding to The New York Public Library for services to CUNY students and for the Science Industry and Business Library (SIBL) to its statutory level of $3 million.

New Century Libraries proposal with focus on NOVEL ($14 million) and Public Library Construction ($30 million) as top priorities -- Total new funds needed annually - $44 million of $117 million requested overall for New Century Libraries.

Committee members asked the State Library (Carol Desch will handle) to alert the NOVEL Steering Committee and the library community to the contents of the Governor's budget soon after its delivery, particularly putting the proposal within the context of what the Regents will be asking for NOVEL.

Changes in NOVEL assignments at the State Library

Loretta Ebert, currently director at the Rensselaer Polytechnic Institute library, will be joining the New York State Library as Director of the Research Library on Tuesday, January 17th. Mary Redmond will be assuming the responsibilities of Interim Director of Library Operations. Ms. Ebert will take on the lead role for NOVEL activities. Ms. Redmond will assist Ms. Ebert through a transition period. Maribeth Krupczak will provide help, resources and support for the NOVEL Steering Committee, working with Randy Ericson and Loretta Ebert. Ms. Krupczak will, in addition, serve as the lead contact for NECAT (NOVEL Electronic Collections Advisory Team). Liza Duncan will continue as lead person for the Portal Advisory Group.

Several members offered sincere appreciation and thanks to Mary Redmond and Kate Storms for all their past leadership work with the Steering Committee and NECAT.

NOVEL Steering Committee Membership

The State Library is still pursuing a nominee for the Steering Committee from The New York Public Library. Susan Kent has asked for recommendations. The move to less frequent Steering Committee meetings and increased transitions of members to new jobs has caused the State Library to propose that vacancies on the Steering Committee be filled through an annual process rather than as each opening occurs. The State Librarian will appoint people to the Steering Committee during the Fall, a process similar to what is now in place for appointment of Regents Advisory Council on Libraries members. Steering Committee members will still serve staggered, three-year terms. Vacancies occurring during the year will not be filled. No objection from Steering Committee to this change.

NECAT -- Gail Barraco

The NECAT group has been busy this year discussing a number of possible products for addition to NOVEL. Ms. Barraco extended special thanks to Soumaya Baaklini and Kate Storms for their efforts in support of NECAT. The group is presently considering several quotes for newspaper databases. NECAT is looking toward the development of a strategic plan for purchasing and the creation of a database evaluation group of direct service librarians to advise on products under consideration. Ms. Barraco mentioned that she has had many comments from the K-12 community regarding the desirability of adding an encyclopedia to NOVEL. Mr. Ericson commented that this expressed need is all the more reason to advocate for full funding. Our hands have been tied by the lack of funding.

Portal Advisory Group -- Liza Duncan

Portal Pilot Project

The State Library has received the final evaluation report on the project from John Richardson. The federated search product overall is working and people like it. The instance set up for driver license access should be continued, although driver license access as the sole authentication method is less desirable. Users preferred having other means of authentication available, especially in a school situation. The State Library and WebFeat need to work on a feasible method to provide libraries the technical support they require to implement IP or local identification access. The federated search instance on the Research Library site will likely be continued.

Many schools are asking for a federated search interface that includes their own catalog and subscription databases. The next step in the pilot is to pick three or four libraries from among the portal project group and demonstrate how this individualized federated search would look and work. The State Library needs to develop a reasonable business model with WebFeat so that it would be affordable for a library to add their locally subscribed products. The ability of libraries to link to NOVELNY has been extended through September.

Driver License Access -- Mary Redmond

Ms. Redmond asked the Steering Committee to encourage all libraries to add the NOVELNY link. She has come across some libraries that have provided their users a reminder of the site on their own home page; e.g. Gardiner Library, go to http://www.rcls.org/maggen.htm and scroll to note at the bottom of the screen. There are toolkits with ideas for promoting driver license access available at http://novelnewyork.org.

Suggestions from Christine McDonald to place an article on NOVELNY portal and driver license access in the NYLA Bulletin; send out a NYLINE message featuring examples of libraries who are alerting their users to driver license access, like Mary Redmond's example of Gardiner.

Advocacy Discussion

Steering Committee members went on to discuss several points relating to promotion of NOVEL. The following points were made:

• An encyclopedia added to NOVEL offerings would generate a lot of support for advocacy for NOVEL. At least one electronic encyclopedia offers a Spanish language option for even broader appeal.
• Creating a list of bullet points/talking points on areas of greatest interest for advocacy: what increased funding for NOVEL might buy (not specifically named product, but general type, like an encyclopedia or high-end academic database); list a few examples of how other states fund this kind of service. Maybe print this list of points on a bookmark-shaped form?
• Mr. Ericson suggested that NECAT could come up with an initial brief list and share it with the Steering Committee. The State Librarian would have final approval of what could then be used as an aid for demonstrating what libraries could do if NOVEL funds are provided; for example, New York Times; encyclopedia; materials for school age children; statewide federated search.

LSTA Evaluation -- Sara McCain

The Steering Committee should have received notice that the RFP was published on December 27th. Nineteen copies were distributed to consultants and four additional requests for copies have been filled. Questions may be received until January 16th after which answers will be posted to the Web. Bids are due February 7th. Review of bids will begin immediately after that with a contract possible by April 1st although the contract may take longer to get through. An internal working group at the State Library is already compiling statistics for use by the evaluator. The State Library will share information from the evaluator's reports with the Steering Committee.

Statewide Education/Information Initiative -- Linda Todd

As mentioned in the LSTA evaluation above, contracts can take time to get finalized and this is the case with this project. There is still no contract issued by the Comptroller. The State Library has had an informal conversation with the firm awarded the job. There will be an advisory group formed for the project and that is likely to have Steering Committee participation and certainly input.

2005 NYLA Conference -- NOVEL Program/Poster Session Debriefing-Linda Todd and Kate Storms

Ms. Todd thanked Wanda Knight for her assistance at the NOVEL poster session. The poster session had a good (corner) location in the hall and received good traffic. Emphasizing new topics through a new display may also have contributed to attendee interest. Saturday's program on the Invitational Grants had an overflow crowd. Sue Bartle, Nancy Howe, Robert Schmidt and Rusty Wigg all contributed dynamic examples of what they produced to promote NOVEL with the grant funding.

Ms. Storms reported that, despite having to overcome technical deficiencies in the meeting room, her presentation with Stephanie Barrett of typical NOVEL Help Desk questions was well received by the respecatbly sized audience. She also reported an increase in questions on remote access at the Help Desk. Mr. Ericson posits this indicates more acceptance and use of this option.

Speakers Bureau

This will be postponed until the April meeting.

Future Meeting Dates

• Wednesday, April 5, 2006, 10:30 AM, East Greenbush Community Library
• Wednesday, June 14, 2006, 2 PM Conference Call
• Wednesday, October 4, 2006, 10:30 AM, Site to be determined

Mr. Ericson reminded people that responding "yes" or "no" to conference call participation does make a difference in how many lines are set up for the call, so please answer the e-mail that comes out prior to meetings.

Meeting adjourned at 3:00pm.

Last reviewed and modified on February 13, 2007 -- asm
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URL: http://www.nysl.nysed.gov/library/novel/minutes.htm