Sheila M. Riley, FEDLINK Advisory Council (FAC) Minutes of the FAC Meeting - November 18, 1999 FAC Present: FAC Absent: FLICC/FEDLINK Present: Maxine Brown (Chair) Mike Conklin Susan Tarr Denise Lomax Bonnie Klein Milton MeGee Sheila Riley Fred Rettenmaier Carla Pomager Ken Nero (Vice-Chair) Cheryl Thomas AGENDA 1. Approval of the October 21, 1999 FAC Meeting Minutes -- FAC 2. FAC Issues and Topics -- Maxine Brown, Chair Review of Fall Membership Meeting December FAC Meeting and New Member Orientation Session FAC December luncheon 3. White paper: A Contracting Officer's Guide to FEDLINK FAC 4. FEDLINK Recommendation on Scanning/Digitizing Services -- Milton/Susan 5. FLICC/FEDLINK Update -- Susan M. Tarr, FLICC Executive Director, FEDLINK Managers/Staff 6. Committee Reports 7. Old Business 8. New Business 9. Announcements 1. Approval of the October 21, 1999 FAC Meeting Minutes -- FAC Fred Rettenmaier moved to approve the October 21st FAC minutes; Ken Nero seconded. The FAC approved the October 21st minutes as drafted. 2. FAC Issues and Topics -- Maxine Brown, Chair Review of Fall Membership Meeting: Maxine congratulated Ken Nero on his chairing of the FEDLINK Membership Meeting. Fred Rettenmaier complimented him on the town meeting discussion. December 16th FAC Meeting and New Members Orientation: The regular FAC meeting will begin at 10:30 a.m. on December 16th immediately following the FAC New Members Orientation. We will also have a luncheon in the Montpelier Room (6th floor of the Madison Building). Susan Tarr reported on FLICC's Knowledge Management program. The session was videotaped and will be made available. Fred Rettenmaier spoke highly of Mike Conklin's contribution. The Navy received kudos from Milton MeGee for dealing with knowledge management outside of the library and incorporating the library as part of their efforts. Susan added that the Army has a strong CORC component in FEDLINK's OCLC pilot project to catalog the Web. Susan added that there was an emphasis in this session on the need for librarians to assert themselves into the Knowledge Management field. The FAC discussed ways in which librarians might demonstrate the knowledge management value of libraries. Susan Tarr approached SLA about what they and FEDLINK could do together. One suggestion was sharing resources such as guidelines for doing focus group sessions, surveys, or user group studies. Send pertinent resources (internal or external) to Susan Tarr for posting on the web page. Another idea was the creation of a toolkit to show the value of Federal libraries. Susan mentioned a consultant, Paul Strassman, who discusses how to mathematically assess knowledge assets and how they contribute to financial assets. [latest book:Information productivity: assessing the information management costs of U.S. industrial corporations published by Information Economics Press, 1999]. Results-based measurements may be what is needed. Fred Rettenmaier mentioned the usefulness of Web gathering statistics to show usage. 3. White paper: A Contracting Officer's Guide to FEDLINK FAC This one page sheet reinforces the value of FEDLINK. The FAC reviewed the draft and made changes such as shortening the title and re-ordering the items. The FAC also reviewed format choices and agreed to using LC letterhead. Fred Rettenmaier suggested also putting it out as a FLICC press release. Cheryl Thomas raised questions as to the intended audience and purpose. Both she and Denise Lomax stated that they need something with hard facts to show value to their organizations when challenged from within. Susan Tarr responded that this was intended to be used internally and Ken Nero offered that it should be useful to show procurement officers; a contract office; non-library supervisors and budget office. Susan Tarr will make the proposed changes, put it on LC letterhead and fax a copy for our comments so that it can be issued in early December. She emphasized that this could be an evolving work, one which members can give feedback on how it could be more useful for their particular needs. Susan will also explore the press release format. 4. FEDLINK Recommendation on Scanning/Digitizing Services -- Milton/Susan The FAC reviewed the results of the Information Technology Working Group's Digitizing/Scanning Services Survey. On the basis of the survey results Milton MeGee recommended that FEDLINK not attempt to develop a Statement of Work for scanning services in FY 2000. Research indicates that demand is not there yet for a big effort. The revenue results would not be big and FEDLINK staff resources are not there now. He recommended instead that efforts be made to build consortia and get better prices rather than step into a new area where FEDLINK would need to spend a lot to get technical training. He suggested that we acquire information on services to put on the web and that the IT Working Group identify agencies who are doing it and who are offering partnership opportunities. A class dealing with preservation through digitizing is being set up which would be taught by Cornell University staff. FEDLINK could continue the education process to help libraries who need assistance to move forward and to get libraries who are doing this work already to share their expertise. In another year they can review this decision. Susan Tarr mentioned too that we will also need to deal with the archiving issues for digital materials. 5. FLICC/FEDLINK Update -- Susan M. Tarr, FLICC Executive Director, FEDLINK Managers/Staff FAC membership for the new year: There are four vacancies to fill because Mike Conklin needs to resign. Current members, Bonnie Klein, Denise Lomax, and Cheryl Thomas were elected for another term. Louise LeTendre from Aberdeen Proving Ground was elected for a first t erm. The Bicentennial Poster will be distributed along with other graphic pieces (by tube) in the mail but print pieces such as the Federal Libraries Chronology, the reception guidelines, events ideas and a sample press release will be released on the web site. Graphics will be available for download and there is a digitized image of the poster but in Mac. Susan reported on those things still pending from the Bicentennial Working Group: an Almanac on the web and a digitization competition whereby a recognized panel of experts would review collections in libraries that should be part of LC's National Digital Library. Would libraries be interested in making submissions to such a competition if no money is attached to winning? Having their collections selected by an expert panel could be a significant argument in seeking funding. Fred Rettenmaier suggested that if this initiative doesn't move forward perhaps libraries with important digitized materials might, in the spirit of patriotism, make them available to LC to give to the nation for residence on the LC server. Susan would need to talk to Laura Campbell who is in charge of the NDLP. A budget from Congress is still not in place causing problems for FEDLINK's OCLC deficits issue. FEDLINK members must sign their OCLC IAG whether or not the budget is done but they can prorate. FEDLINK TechNotes will state the deadline (tentatively extended to Dec 15th); otherwise FEDLINK will have to start shutting down accounts. Susan Tarr inquired whether anyone contracts out services using the Labor Department definitions. Carla Pomager answered affirmatively and directed Susan to contact Betty Ingram. Susan explained that she has discovered that professions are exempted and she wonders whether or not we want librarians in that exemption. Milton distributed the preliminary schedule for the Computes in Libraries Conference. 6. Committee Reports Denise Lomax reported for the Education Working Group. The date to go live with the online Federal Librarians Handbook is December 30th which fits into the FEDLINK performance plan. The Working Group discussed ideas for programs: one deals with talking to the experts in 2 hr. brown bag sessions. Topics include: moving libraries; digitizing; web page pitfalls; and scanning services. The first will be scheduled for February and they may do one a month but will skip March because of the FLICC Forum. There was also a volunteer to do the "Great Escapes" (6 libraries offer tours). Cheryl Thomas reported for the Information Technology Working Group. They hope to do a program on library and information instruction for remote users. She called Nancy Davenport who is organizing an ALA program on distance learning. Milton offered that Lee Power is the FEDLINK staff member knowledgeable on this. Susan Tarr reported that the Personnel Working Group is still dealing with the Librarian qualification standards and the elimination of the test that substitutes for the MLS. They sent a letter to OPM and a copy to FEDLINK. OPM is going to a competency based system for reviewing eligibility for jobs. 7. Old Business: The FAC viewed the LC Bicentennial poster and congratulated Susan Tarr on obtaining the license for it. 8. New Business Fred Rettenmaier asked how FEDLINK is doing so far with IAGs and funds. Susan Tarr stated that FEDLINK is way behind now but this is because of the continuing resolution problem. 9. Announcements: Carla Pomager was selected for a position in the Army Library Program in Acquisitions and Automation. Her new job is in Alexandria and she will be able to attend the FAC's December meeting in person. Fred Rettenmaier moved to adjourn the meeting. Ken Nero seconded the motion. The meeting adjourned at 11:30 a.m.