(Editing in progress, March 7, 2008...Susan Yowell)

VIVA ILL Subcommittee Forum 2008 Planning Meeting

The VIVA ILL Subcommittee met on February 29, 2008, at Hampden-Sydney College in the beautiful new Hampden-Sydney College Library. Shaunna Hunter, Public Services Librarian and a member of the Subcommittee, hosted the meeting, which was held in one of the electronic classrooms.

Members attending:

Dan Wilson, Chair, University of Virginia Health Sciences Library

Shaunna Hunter, Hampden-Sydney College

Elizath Teaff, Washington and Lee University

Virginia Kinman, Longwood University

James Verdini, Averett University

Mikki Butcher, James Madison University

Stuart Frazer (attended via Skype), Old Dominion University

Susan Yowell (non-member, University of Virginia Health Sciences Library,

Project Assistant / Recorder, Skype)

Introduction: Dan

• Purpose of the meeting: plan the Forum for July 18, 2008, which will be held again at Sweet Briar College, Lynchburg, VA
• This meeting will probably be our only one "in person," and the rest of the arrangements can be made electronically

Review of the program from last year's Forum as shown in the wiki:

• Start time worked well; recommended we keep the 8:30-9:15 time for registration and breakfast
• Joe will do the welcome and introductions again

Keynote speaker:

• Cyril spoke at the last two Forums (2006, 2007), but is not available now as he has moved to New York. There is not money in the budget to pay a speaker
• since so many members continue to struggle with various issues with regard to Ariel and Odyssey, suggest we contact Atlas and see if they can send someone to address the group at some point during the day
• Stuart: the Library of Virginia is a VIVA member; perhaps they could send someone to be the keynote speaker--Stuart will contact them

Other ideas/topics for speakers during the day:

• how best to deal with IT people
• international borrowing
• suggest we eliminate ILL 101 this year and replace with Atlas
• Stuart noted that there is still a need among new ILL staff for information; what about a handout for the registration packets to address those issues specifically?
• consensus is that this is a great idea, and Shaunna will help Stuart with the handout
• suggestion that we do a demo of the wiki so members will see what resources are available (mentoring, etc.), and see how to edit

Lunch schedule/options:

• will be more expensive this year, without any increase in the budget to cover
• consider having lunch in the cafeteria this time? Cost will be less.
• Dan will work with Joe on this to determine options and pricing

Other program segments:

• people liked the Odyssey demo last year
• shall we put Atlas in the space this year?
• Stuart: we need a tech person to talk about scanners
• Dan: get a scanner technology representative to come?
• VIVA goals--30 minutes--Stuart agreed to moderate this segment; will summarize progress on goals from last year as well as formulate new goals

Ending time:

• Dan: shall we consider extended the ending time to 4 PM instead of 3:30
• consensus is to leave the end time at 3:30 because of the distance some members have to travel

Miscellaneous:

• Virginia: maybe we could provide a hand-out of goals early in the day for feedback and use the results in the afternoon session
• Stuart: in response to question from Dan, registration usually takes place in March
• Stuart: in response to suggestion that we poll the participants to find out who uses what system--Stuart can run a report that will show this
• suggestion that we provide bios of speakers this year
• suggestion that we ask SOLINET to provide information about their class offerings, especially one on Administration/WorldCat resource sharing--Jim will contact Russell Palmer at SOLINET about the SOLINET update section of the meeting

New chair:

• Dan is ending his term on the subcommittee and we need a new Chair
• consensus is that Jim be the new chair; he will work with Dan to transition into the position

Actions/Assignments:

• Stuart: contact Library of Virginia about a keynote speaker; create report on who uses which system; coordinate "Goals" section of the Forum
• Jim: contact Russell at SOLINET
• Elizabeth: will conduct the Community Forum section of the program; will contact Atlas about sending someone for the 1:15-2:15 section
• Shaunna: will work with Stuart on a handout for beginning ILL people

The meeting was adjourned at Noon.

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Minutes respectfully submitted by Susan Yowell, March 7, 2008.

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