The meeting was called to order at the Warwick Library by Tom Shannahan, President.

A motion to accept the previous meeting's minutes was seconded and approved in a vote.

Ginny Taken introduced Lynn Blanchette and Lynn Thompson the new directors of Coventry and Clark Libraries respectively.

Executive Director's Report
Ginny Taken reported that she will post any news on the CLAN meeting minutes web page that we send her of our Champlin grants received . The reduced rate for the World Book and Facts on File on line versions are still available. The packet distributed included the recommendations of the Blue Ribbon Committee to the RI Library Board. Champlin approved high speed lines, PCs for a CLAN training lab and the non Marc conversion project was funded.

Six libraries (WAR, PRO, CRA, WNS, NSM, and GVL) are involved in the Unique Management 90 day trial and money has started to come in. If an item is returned, the $10 processing fee should be sent to Ginny at CLAN with some identification of the patron involved. Fran Farrell Bergeron asked if the fact that this was a joint project meant that there was a reduced fee. Peter replied that this was basically a no risk trial. There will be no costs if we decide the system is not working, and if we continue there will be a charge per item. When a patron has an overdue item for more than 90 days, DYNIX day end processing emails a list to Unique Management and they pursue the patron. Fran asked if her patron has a book out from a participating library, they might contact her to ask what is going on. Peter said staff needs to know about this process, even if the library is not participating in this program. The success rate for Unique has not yet been determined since there will not be a detailed report until the end of the trial period. One hundred cases were referred to them the first week with a $65 threshold. Sometimes feedback on resolved cases doesn't get back to Unique so patrons may still be pursued. This happens when the PURF record disappears before Unique can be notified.

Ginny will handle the billing from Network Plus for phone service. She will pay the bills and then send copies to individual libraries for CLAN to be reimbursed. She is exploring group purchase of medical insurance for smaller libraries.

System and Network Administrator's Report
Peter distributed copies of the DYNIX 180 upgrade Delta document that were made by Cindy. DYNIX will come in next Monday and Peter will run the upgrade the night before. CLAN may be down until noon on Monday. Release 180 allows PAC for Windows 1.3 and the use of PC Reliance. DYNEX now has an online learning feature that is free for a limited time at www.amlibs.com/ls/training/online/index.htm. The log in and password will be posted on the CLAN mail. If the training component doesn't work, let Peter know.

Ginny will coordinate ordering and installation of switches by Data Comm. Janet Levesque asked if the e rate discount applies to switch installation. Peter replied that Data Comm will bill each library.

Release 180 will have a new version of Kids Cat. Peter will talk to DYNIX about getting software for it. We have 50 licenses for it.

Sheila Carlson helped Peter file the 470 Form for CLAN including the network and DSL lines, Data Comm maintenance and DYNIX maintenance. In 28 days the 471 Form will be submitted.

Plans for installation of the Network Plus DSL lines are being firmed up. Some will be installed in December and it may take through April to get them all installed. The equipment form Network PLUS enables network address translation so we can phase out the current IP address ranges and we can use any old address internally. The external address will be needed only when we go on the Internet. The routers will assign an IP address to a PC at log on. WAR, NRP, PAW and WWA are currently doing this. Karen Taylor asked if all online vendors would be affected and Peter replied yes. Peter and Rick will be available to readdress, and they are starting to set up a schedule to do this. As we get into Network Plus as our ISP, it has been suggested that we should own our Internet domain names CLAN could bulk register us for a $75 startup and $50 annual fee. Paul Holliday asked about the advantages of changing, and Peter replied that alpha domains are easier to remember. The changes will be phased in. A tentative schedule has been devised.

DYNIX has published the minimum system requirements for PC Reliance: 180 megahertz Pentium, 64 megabytes of RAM, Windows 95, 9 gigabyte hard drive; but they recommend: 300-500 megahertz, 96 megabytes RAM, 9 gigabytes hard drive and Window NT 4.0 Karen asked who will order PCs. Peter replied Rick will be in charge.

There was a complaint that email overdue notices did not include the library's name and that has been fixed.
 
Technical Support Specialists' Reports
Cindy St. Amour reported that the Database Management Committee had requested copies of the circulating periodicals list. Copies of the list can be obtained from Joyce at Data Processing.

Rick Payette reported that the vendor for PCs will again be Dell He will place an order on January 15. The price will be under $1500 and include 17" monitors. Send a FAX or snail mail to Rick stating the number of PCs needed. The request must be in writing. The warranty will be for three years with next day onsite service.

Andy Egan discussed the joint OLIS CLAN training sessions that will be held using the OLIS lab at the DOA. Training in AnzioLite and AnzioWin will be provided, hopefully in January. Inexpensive licenses, at $12.80, will be available though CLAN. One free copy of the AnzioWin 12.2 software is available to nonprofits from Rasmussen Software.
OLIS Representative
Dorothy Frechette reported that OLIS has hired Karen Simmons and Richard LaDuke will retire next week. Dorothy and Beth Perry will visit IMLS in Washington to report on the impact of LSTA funding though facts, figures, and stories to give Congress. It looks like LSTA funding will be approximately the same as last year. Microsoft is loaning a staff person to a joint project by OLIS and the Secretary of State's office to index state information on the Web using metatags.

Treasurer's Report
Leslie McDonough presented the Treasurers Report for the first quarter of fiscal year 1999-2000. The accountant has not yet finished last year's final report. The new budget, totaling just less than $1 million dollars, was presented. The new budget does not assume any erate discounts. Peter stated we don't know if SLC will see the network as dedicated or shared, nor do we know what rate they will give CLAN. Discussion ensued about CLAN, RILINK and RINET discount amount and coverage. Leslie stated the budget fee schedule is not complete since Willett and Pascoag are not yet included. The revised schedule will be sent through the delivery system. A motion was made, seconded, and approved in a vote to accept the bottom line amount of the budget.

Committee Reports
Database Management: Jenny LaPerriere stated the minutes of the last meeting are posted o the CLAN minutes page. Offering prizes for bringing additional persons to the meetings paid off. Any suggestions for the classic editions project may be emailed to Jenny. The MARC records project is 77% complete. If there is not enough information on 999 records they are converted to 333.
        
Circulation Heads: Edna Wells brought the sheet about universal Patron Registration Screens to our attention. There are 23 entry lines. Peter stated that there actually could be 40 lines, some with asterisks. Ginny pointed out that the "birth date" and "date of birth" lines are not duplicates. We had established the latter and then DYNIX added the former. Peter recommended using "birth date." Discussion ensued. Fran Farrell Bergeron recommended that a vote not be taken but any comments should be sent to the Circ Heads Committee, and the Steering Committee should make a final decision. Peter and Ginny will attend the next Circ Heads meeting on December 2nd.

Ginny Taken introduced a representative of Integrated Card Solutions who gave a Power Point presentation about library card options.

The next CLAN meeting will be held on February 10 at Warwick Public Library.

Respectfully submitted,

Sarah Weed
Secretary