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The NOVELNY Program : Meeting Minutes
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Meeting Minutes

August 14, 2002
10:30-3:00 PM
Albany Public Library

Present: Soumaya Baaklini, Mary Brink, Jeff Cannell, Elizabeth Closson, Diane Courtney, Bill Crumlish, Diana Cunningham, Carol Desch, Marilyn Douglas, Loretta Ebert, Christie Frost-Wendlowsky, Carey Hatch, Dottie Hiebing, Cara Janowsky, Mary Elizabeth Jones, Susan Keitel, Sara Kelly Johns, Sara McCain, Charles McMorran, John Meierhoffer, John Monahan, Gerald Nichols, Mary Redmond, Kathleen Roe, John Shaloiko, Janet Welch.

Absent: Carole Huxley, James Kadamus, Mary Alice Lynch, Edward McCormick, Marsha Ra, David Walsh, Tom Altruz

The meeting was convened at 10:40 AM.

Welcome and Introduction: Ms. Hiebing welcomed all. She explained how the meeting would be structured and the possibility of change of membership of the small groups. She thanked Jeff Cannell for hosting the meeting.

Ms. Hiebing welcomed input as the meeting progressed. Rules of Engagement were reviewed

Minutes: The first item on the agenda was minutes. Ms. Hiebing asked for any changes, additions or deletions, there were none. Ms. Ebert moved the minutes be accepted as written. Ms. Kelly-Johns seconded and minutes were approved by unanimous vote.

Structure of the Day: Ms. Hiebing stated that the morning breakout session will consist of small groups as they have been constituted. At the first break, the convener will be asked to summarize.

Ms. Hiebing said during the second breakout, members should move from group to group. Post-it notes will be available to comment on other group ideas. After noon, members should return to their original workgroup to modify flip charts based on comments received.

Ms. Hiebing stated that she has been concerned about the small size of the "Digitization Group." It does not have enough members to address the large scope of its charge. She proposed putting the "Digitization Group" on hold for six months. The Steering Committee agreed. Current "Digitization" members will join one of the other groups.

The Steering Committee broke into three small workgroups. Ms. Hiebing asked each group to report on:

  1. Where we are now
  2. Things we ve decided
  3. Things we are still discussing

Small groups reconvened at 12:00 Noon. At that time, members moved from group to group w/post-it notes to add expertise, ideas, comments and suggestions.

Broke for lunch and reconvened at 1:15 PM.

State Library Update: Mrs. Welch spoke about the difficult legislative session. She said the upcoming January session with the Governor s budget proposal will probably be the most difficult faced in a long time. Mrs. Welch added that since the budget process this spring, State revenue is down 25%. The diligent work of advocates, last year, made the case of the importance of State funding for libraries. The State Library and the Board of Regents are moving ahead on New Century Libraries and educating legislators on library issues. The Regents are planning a Regents Policy Conference on October 2 to focus on recruiting a new generation of librarians. The Regents are also interested in marketing and promoting NOVEL. There will be a press conference after the September Regents meeting to demonstrate NOVEL to the press. At the NYLA Conference in October, Dottie Hiebing will speak about the NOVEL Steering Committee and its work.

Ms. Hiebing asked members to rejoin small groups and continue their discussions.

Group reconvened at 2:30 PM and each convener reported on the small group's progress.

Electronic Resource Access Group (ERAG) (John Shaloiko, Diane Courtney):

--Where we are now


    1. As directed from Regents Commission and enacted as Regents policy-- NOVEL will provide free core electronic resources for all libraries in New York State; (This has State monies directed towards full purchase.)
    2. Board of Regents-articulated policy for NOVEL to provide a free core academic collection (CACHE) that is available to all libraries; (This has State monies directed towards full purchase.)
    3. The role the State will play in the coordinated purchase and/or subsidy of statewide contracts. Weighing the value of that versus that done by NYLINK and WALDO, the group feels the State needs to play a role. He stated we want to bring NYLA, NYLINK and OGS into subsequent meetings to educate us to current roles.

--Still Discussing

--Goals for December:

    1. Survey responses, analysis and reports;
    2. Articulate role of e-resources group;
    3. Funding policy articulated for adoption by Regents;
    4. Define collection development process; and
    5. Process to review and evaluate EmpireLink project.

Immediate Next Steps: Monitor survey results, analyze results and report back at Steering Group meeting October 11.

Portal Group (PG) (John Meierhoffer):

--Where we are now


--Still Discussing

--Goals for December:

    1. finalize portal definition and taxonomy of portals as they pertain to NOVEL; and
    2. meet with experts to critique those approaches.

Immediate Next Steps: Preparation of a summary of concepts we spoke of so far (other people might want to be involved). There are also other published articles on web we want to do informal survey of existing web sites and develop checklist to get sense of variety of portals out there already. This will help focus on characteristics appropriate for a NOVEL portal. Based on these, we need to rethink the categories we came up with so far.

High-Speed Telecommunications Group (HSTG) (Marilyn Douglas)

--Where we are now

HSTG agreed to gather data about and maintain accurate inventory of telecommunication information. We agreed we need to mobilize existing resources to gather data with expertise from Gates Foundation, Public Service Commission, Office for Technology and the school library systems for telecomm for schools.


We will focus on what we as a library community can influence. The library systems have an important role to play in data gathering. As far as comments about statewide coordination for telecommunication to end users (e.g., providing end users with broad band connections), we don t feel we can go there--we will focus on policy related to library connections. For the time being, we will accept the Gates Foundation definition of "broad band" which is "any dedicated or

always-on connection enabling 200Kbps or greater symmetrical connections. Grant funds in this category may be used for upgrades in individual library systems to connect to a private Internet service provider (ISP), or to complete library building or system connectivity to a state network."

--Still discussing

Service to the whole library community. We may be able now to gather data we need through working with systems and some of the offices; for example, the Public Service Commission may have already collected information. We are contemplating a conference call to identify outside experts. We will develop a script for the call so when we talk to experts we ask same sorts of questions. We are also discussing the need for a clearly-defined, long-term goal, formula or standard for minimum productivity.

Between now and October, we will do background research on funding, data communication and equitable access. We will actually develop a script through electronic means and then contact experts and ask if they would participate in a conference call.

By December, we will have had the conference call; developed a direct plan for data gathering with long term goals clearly defined. Experts in this area are: NYSERNET, PSC, Gates as well as some RICs to provide guidance.

Mr. Meierhoffer reminded the Committee that James Kadamus had talked about the SED Virtual Learning Space project for web-based learning experiences at the first NOVEL Steering Committee meeting. John believes we need to bring all together on one web site. This was seen as a counterpart to NOVEL (another resource finding tool). SED is very close to selecting the vendor to do some work on that and State Library staff will be on the work groups.

Ms. Hiebing thanked Committee members and reminded everyone of the next meeting which will take place on October 11 in New York City at METRO Headquarters.

The meeting adjourned at 3:00 PM.








Electronic Resources Group

Flip Chart Notes 8/14/02




Where Are We Now?

What was decided:

Comments from Others:

Still Discussing:

1. How do we want to analyze survey results?

2. Determine role of NOVEL Steering Group

Comments from others:

3. Policy role of NOVEL SC electronic resources group vs. separate group of database experts to select databases.

4. How to best assert that the function of NOVEL is to "level the playing field" for access to electronic resources for all New Yorkers.

5. How to develop collection development policy for NOVEL/determine underlying philosophies.

Comments from others:

6. Define roles for library systems

7. Look at successes/failures of EmpireLink.

8. Vendor relationships and role of State in Statewide negotiations and coordinating purchases

9. Marketing

10. Funding Policy

11. Competitive bidding requirements of State agencies, school library systems, etc. (consider)?

12. Ongoing evaluation process including library users.

Comments from others:



Portal Group

Flip Chart Notes 8/14/02


Concepts of Portal

Next Steps:

Comments from others:


Telecom Group

Flip Chart Notes 8/14/02


Where we are:

What we decided:

Next Steps:

Goals: (Between now and October Meeting)

Comments from others:

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