Members present: Sherrie Antonowicz, Phil Blank, Josh Boyer, Robert Burgin, Carol Cramer, Jeanne Crisp, David Durant, David Fergusson, Michele Hayslett, Jeri Oltman, Mark Pumphrey, Lisa Roberts, Linda Stone and Carol Tobin; Susan Herzog and Russ Bailey were present until 1:00 pm and Vicki Weavil until 1:30. Special guest Scott Ross of NC LIVE was present.

Absent: Laura Gorham

Meeting was called to order by Jeanne Crisp at 10:10.

Web Subcommittee Update
Michele Hayslett and Carol Cramer presented the design for the initial web site for virtual reference users. It was the result of combining several samples presented at the last meeting and comments from the full Virtual Reference Advisory Committee. The Advisory Committee agreed on the data to be collected - voluntarily - from a user. The page presented is by no means the final visual design, and the name of the project must still be determined by the full Committee.

Testing Subcommittee Update
An additional response to the RFI was discussed but was noted to have critical functional deficiencies.

Scott Ross of NC LIVE described a couple of processes by which virtual reference sessions could be automatically authenticated for NC LIVE databases, eliminating the tedious process of logging in manually when entering a database. One involved using a proxy server; another would require the VR software vendor hosting a dedicated server exclusively for all traffic from our project. Scott described the intricacies of each and possible drawbacks. There are some technical issues in NC LIVE’s purview related to authenticating all sessions through both the NCSU and UNC servers which Scott indicated they are already addressing. After discussion of different options and variations, the Advisory Committee agreed to pursue a dedicated server or proxy server solution for this problem. Information will have to be collected from the vendors on their capabilities in this area.
Procurement
Jeanne Crisp and Robert Burgin described the procurement process and the Committee discussed the timeline. It was decided that additional information should be sought from the two vendors still being considered, asking for information on proxy/dedicated server capabilities, as well as off-hour staffing options and how the vendor can ensure that staff’s access to NC LIVE databases. Since some vendors apparently have consortial access to some databases already, information about what databases the vendor already has available will also be collected. Additional issues to be covered include whether homework and Spanish language services are available, and what options are available for additional training (in case new staff join the project after its start) and the cost involved. Each vendor will be asked to conduct a presentation for the committee and to provide customer references.

Phil Blank, Robert Burgin and Scott Ross agreed to draft the questions about technical issues and Dave Fergusson agreed to review them from a non-techie point of view. Carol Tobin, David Durant and Susan Herzog volunteered to draft the questions about staffing issues. Drafts will be ready from both groups in two to three weeks. Jeanne Crisp will consult with Grant Pair, Assistant State Librarian, about the details of the procurement process.

Jeanne will also start working on an RFP for an evaluator.

Support for Attending the Chicago Virtual Reference Desk Conference
Since money was only budgeted for a few people to attend the Virtual Reference Desk conference in Chicago in November, those who would like support from the project to attend put their names into a random drawing. A few people only need partial support so the money will be given out as needed in order of how their names were drawn until it is depleted. The order of names as drawn was Carol Tobin, Lisa Roberts, Jeri Oltman, Susan Herzog, Mark Pumphrey, Dave Fergusson, Linda Stone and Russ Bailey.

Partner Invitation & Application
Jeanne Crisp reviewed the edits requested by the senior management team at the State Library. A few other revisions were suggested by the Committee. The Committee agreed to allow six to seven weeks for libraries to respond to the partner invitation. Consequently, if the invitation is available by mid-October, the deadline will be the end of November.

Project Name
Jeanne encouraged all Committee members to brainstorm with colleagues and friends about possible names for the pilot project over the next few weeks. Suggestions should be tried on the Internet to check whether they are already in use and to note any sites with dangerously similar URLs.

Next Meeting
The next meeting is likely to be held the second week of December.

Notes by: Michele Hayslett