CLAN's Steering Committee met on 8/26/02 at EPL.  The meeting was called to order by 9:30 by Chair Susan Reed.  Attending the meeting were:  Holly Albanese, HPE; Peter Bennett, PRO; Becky Boragine, LIN; Carol Brouwer, NSM; John Carney, EPL; Laura Dixon, WWA; Jim Giles, NSH; De Johnson, JOH; David  Macksam, CRA; Leslie McDonough, SCI; Ginny Moses, CLAN; Anne Parent, OLIS; Rick Payette, CLAN; Susan Reed, PAW; Regina Slezak, NPT.

The minutes of the previous meeting were unanimously accepted.

Executive Director's report:
Ginny says that the Gale training was a success.  There were sessions at CLAN and at PRO-thanks to Dorey et al.  

The computer lab is getting significant use.  The catalogers are doing searching/cataloging training, Rick has held several training sessions.  
VITAL that people show up if they have registered for training.  There are waiting lists for all sessions and we need a phone call if anyone isn't coming.
Also vital to sign up rather than just show up and be disappointed.

World Book remote is not viable for CLAN libraries at this time.

Gale informational/PR pamphlet is nearly done-thanks to Debbie Barchi and Fran Farrell-Bergeron.  Thanks to Joe McGovern for great photo to be used on the cover.

Systems and Network Administrator's report:
Peter says that almost all libraries are "up" on OSHEAN (not NSH or PRO).  PRO will be an ugly job to get changed over-it needs a lot of planning

The system may be temporarily disrupted when PRO changes over.  The domain name servers will change from Conversant to Qwest.  We'll try to do it on a Sunday for the least impact.

We'll post the new server addresses.

We're having a microwave tower problem with Verizon at NSH.  So we had 6 56K lines put in and bonded into one line.  It worked for a half hour.  
Can't get NAT working on NSH's router.
We can get 13 PC's working at NSH by putting them on the 204….. for now.

The TelecircII upgrade is done-and Perfect Paul is no more!  He has ceased to be.  (He is an ex-Perfect Paul).  The upgrade took from Thursday into Monday morning to complete due to epixtech problems.  Peter helped them get it together.
The new voice (sort of female) is okay-not great, but certainly much better.
*******If you want to have the voice turned on for your library's TelecircII, CONTACT PETER.*****************************

Data Processing will be staffed on Sundays starting September 8.

IPac has been upgraded.  GVL and WWA are using it now internally.  
We still have a potential licensing issue, though it is encouraging that both GVL and WWA are only using 1 license each.
WebPac has been terrible lately.

Peter has been talking with the State Police about an apparent fraud ring being operated through PC's at PRO, CFA, PAW and CUM.  They wanted to trace users, but there's not much we can help with since our network doesn't have a way to trace such things.
They asked Peter to check paper sign-up sheets from the libraries for specific names-but none were found since they are probably using aliases.
*******Please hold on to old workstation signup sheets, just in case.**************************************************

Q. David:  Can WebSense do multiple profiles within a library?
A.  Peter:  No.  We'd have to change the way we do network routing and       that may be impossible.

Susan Reed reported that someone in a class at GSLIS at URI demonstrated using DYNIX/CLAN system by opening a patron's record using CLAN passwords.  
Regina noted that violates the state privacy law.
Peter:  we can change the passwords but each time we do so it has to be done 210 times.
Regina:  could we ask that employees sign an agreement not to use the passwords incorrectly?

++A motion was made by De to write a letter to Michael Havener regarding our concerns with such practices in his classrooms.
        ++Seconded by Regina
        ++Passed unanimously.  Ginny will write the letter.

        Rick:  we need to change our passwords.
Peter:  we'll come up with a password to change fro circ and cat log-ins.   When that occurs Ginny will send email about effective date and new passwords.

++A motion was made by Leslie to have the passwords changed and encourage libraries not to use generic logins.
++Seconded by Regina.
Discussion:  Only the Unix passwords will be changed.  
Peter:  PIN's on PAC's are an individual choice at libraries.
++Motion amended to include placing an item on the September CLAN meeting agenda to discuss PIN's, passwords, etc.
++Passed unanimously.

Technical Support Specialist's report:
Rick tells us that we have DNS servers from many vendors.  It is now time, with the advent of OSHEAN, to tidy things up.
Rick will recommend, on the support site, which DNS address to use.  
OSHEAN uses Qwest, so that's what we'll be pointing to.
*******Every PC in CLAN will need to be changed.*************
Having a server will make it easier.
If you keep your old DNS server it will very likely delay response time.  Still, we will recommend the change, not require it.
Troubleshooting will be much easier if things are uniform.

Phase I of the new CLAN mail server is being rolled out.  It includes:
        73 library accounts
        1 account per director
        1 account for each library's tech person
        1 account for each CLAN and DP staff member
You will have access to a public folder, a directors' folder, a catalogers' folder.  
There will be no personal accounts for now.  Security is an issue and we want to be sure we've got it all taken care of before we proceed further.  We don't want spamming, email black-listing, etc.

Q. Susan:  will we be able to communicate within each building?
A. Not in this phase.

Q. Susan:  what about Circ Heads?
A. Later.  The catalogers need the communications more right now, AND DYNIX will continue to work for internal messaging.
Peter:  when we go to Horizon, DYNIX mail will be gone.

Rick:  expect a September roll-out for Phase I.
Q. Regina:  I use only LORI email.  What will happen to me?
A. You can use a client that allows you several accounts.
De:  Many are forwarding their messages out of LORI.

In terms of support, we will do only Outlook Web Access (OWA).  It's the web version of OE.
If you use IE (ver. 5 or higher), Netscape, etc. you won't need a separate client.
You'll be able to retrieve your email from any machine anywhere.
*******Anne will find out if we can forward into LORI.**************
John:  I have my "seq.clan…" and LORI emails sent to his Yahoo mail account.
Rick:  we'll train directors and/or tech people to train their own staff members to do the email business.
        
        OLIS representative's report:
Anne says the group from Colorado is NOT coming to RI fro the Gates Foundation/OCLC public library portal informational session.
RI will not be hosting a focus group.

The Gates PC's are coming.  
NPT and WWA need not make an appeal to Gates-good news!
24 buildings are qualifies.
The applications will be mailed out on Sept. 5 and must be back by September 30.
Do apply if you have any idea you might get one.  You'll know by April or May 2003 if granted.
Either PRO or CRA will get the Gates PC lab.  Check the LORI website for more information.

*******There is a statewide conference call scheduled with the Gates Foundation on September 17 from 1 to 3.  More details to be posted.*****

OLIS is getting a free PC that comes, as do all, with many prohibitions.  In order to comply they will likely use it fro handicapped access.
Anne advised that no one question the methods used in selecting libraries to receive PC"s-they get very touchy.  We think the list was based on the 1990 population figure.
Regina:  some 2000 figures were used, too.
Some libraries in New Hampshire are turning down the Gates offer for free PC's.  Some hate computers, some hate Gateway.  Apparently Gates is angry about it.

Rick:  *******for those libraries that don't want a Gateway, there is an option to buy other PC's with the money from Gates.  Of course, there would be no software or support included.*****************

A confusion concerning WNS, OLIS, etc. was cleared up.  RI is not in danger of losing funding because there is no OLIS exec right now.  

Ginny asked for info about the portal.  
Such info may be on the OCLC website.

        RILA representative's report:
Dave says that libraries have been sent a letter by Steve Brown of the ACLU, asking for information on internet policies, services, etc.  The letter indicates that data collected will be shared with RILA, but it concerns us that RILA was not approached before the fact.
Last time such a letter went out there was poor response.  This time,
Let's respond and not stonewall them.  There is a return-request date in early September.
De:  I responded, but with apprehension about the usage of the info vis-à-vis libraries using filters.
The results of the first letter/survey were never shared with RILA.

We need a representative for Access Rhode Island-an advocate for privacy of patron records, etc.

Dave says we will all be pleased when we see the Sept. 15 issue of LJ-very mysterious.

        LORI Committee representative's report:
Regina tells us we need to elect a 3rd rep to replace her on the committee (along with Celeste and Holly), or she will stay on.  She enjoys it, but would be glad to give someone else a chance.  All 3 reps are to serve for 3 years, rather than having staggered terms.
There will be an agenda item for the CLAN meeting to announce we are looking for someone.  Election to be held at that meeting.

The committee met in July and discussed LORI grants-Redwood's website project, RILINK, PRO's music records, etc.
Other proposals had so many problems that a workshop on grant writing would be very helpful.
Also discussed a workshop on newspaper indexing.
ILL policies also discussed.
The committee meets only in the months of October thru July.

        Circ Heads Committee/RILINK proposal:
Ginny presented a handout from Circ Heads concerning RILINK libraries and ILL's from CLAN libraries.  *****that document will be accessible through a link on the CLAN website*************
Discussion ensued regarding responsibility, reciprocity.  Some are concerned that a named and identified person needs to be responsible fro materials checked out, rather than just a school.
Anne:  it has worked in many areas.

++A motion was made by Jim Giles that the committee pass the proposal to the full membership for discussion at the September meeting.
++Seconded by Anne
Discussion:  it needs a cover letter and a cleaner patron record sample.  See Kathy Berrigan.
++Passed unanimously.

There were no other committee reports.

        Other:
De (for Fran) asked what the committee thinks about the idea of CLAN-wide print management using CLAN cards.
Discussion ensued, with ideas about it being too expensive, not possible with the plethora of different printers libraries use.
Regina:  it doesn't work with color.
Laura:  Cybrarian is doing it fro SEAL.
Rick:  Cybrarian is primarily a security product.  It won't work with Fortres, Deep Freeze, Windows 2000 Group policies.  One size does NOT fit all.
Leslie:  we have a 3 year contract with SCS-what about that?
++A motion was made by De to have Ginny contact Debbie Conrad, Director of SAILS in MA, for information on her experience with system-wide print management.
++Seconded by Laura.
++Passed unanimously.

Rick says letters from BSA (Business Software Alliance have been going to libraries.  BSA represents software companies, and the letter reads like you are pirating software, you're in a grace period and must register with BSA or be audited.  IT IS LEGAL and if you are audited you could be in deep trouble.  Details from Rick at the CLAN meeting
*******Are many libraries getting these letters?  Let Rick know.*******
PRO got one.
Rick:  the cost of the audit would be YOURS-could cost a great deal.

De:  companies are convincing libraries to buy licenses granting permission for public performances of movies.
Holly:  we paid $1500.00 for such a license for 1 year.

Peter:  our 486 with no boxes checked for CIPA compliance was accepted.

Meeting adjourned at 11:35.