The meeting was convened at the Warwick Public Library at 9:45 by Chair Susan Reed.  Those in attendance were:  

Deborah Barchi, BAR; Carol Brouwer, NSM and CLAN Vice Chair; Sheila Carlson, OLIS; John Carney, EPL and Regional Representative; Paula DiBiase, HPE; Laura Dixon, WWA; Frances Farrell-Bergeron, WWA; Sharon Fredette, WAR; Beth Golombeske, LCO; Rebekah Hamilton, HPE; Mary Ellen Hardiman, NPR; David Macksam, CRA; Leslie McDonough, SCI and CLAN Treasurer; Ginny Moses, CLAN; Sandra Mundy, BUR; Barbara Neri, NPR;  Rick Payette, CLAN; Doug Pearce, WAR and Regional Representative; Joan Prescott, BRI; Patricia Redfearne, WRR; Susan Reed, PAW and CLAN Chair; Regina Slezak, NPT and Regional Representative; Eileen Socha, EPL; Cindy St. Amour, CLAN; Karen Taylor, EGR and CLAN Secretary; Lynn Thompson, CLA and NSH; Margaret Victoria, WES.  Peter Bennett monitored the meeting via speakerphone and answered question as needed.

Susan Reed opened by thanking everyone for helping with Horizon problems.

Minutes of the previous meeting approved as written on a motion by Leslie, second by Carol B.

Executive Director's report:
Ginny Moses reported that the Champlin Foundations (Tim Gorham and Keith Lang) have directed CLAN to change the way CLAN/technology-related grant requests are made.  CLAN staff will prepare requests centrally for CLAN-related equipment.  Grant requests for other things will still be submitted individually by libraries.   Champlin hopes to save money and streamline the request/grant process.  This change will also alleviate some of our cash flow problems.  The deadline for submission of requests has been changed to May 31 from now on, so the grant workshop will be scheduled earlier than in the past.  A letter from Champlin was distributed. Ginny will fax a copy to each director before the CLAN meeting in February, and post a list of FAQ's inspired by committee discussion.

Please be certain to sign your emails on the exchange server message boards so we can answer you.  We will ask anonymous emailers to delete their messages. Please remember that CLAN fees are posted on the Minutes and Reports site.  

Head of Data Processing's report:
Cindy St. Amour emphasized that all emails and phone calls to Data Processing will be answered.  Peter is working from home and is still completely involved in Horizon.
Ginny asks that everyone read CLAN.MESSAGE at riclan.org/exchange every day, since a great deal of vital information is posted there.  Statistics show that only ¼ to 1/3 of libraries are opening CLAN.MESSAGE at riclan.org/exchange on any given day.

Technical Support Specialist's report:
Rick adds that you must call him if you cannot get into CLAN.MESSAGE at riclan.org/exchange and he will get things working.  All who called with problems were helped immediately.  All the network routing issues are gone, so if you can't get to the support site, minutes and reports site, or emails, contact Rick. We have ordered about $163K worth of PC's this month.  Please pay those bills ASAP.  The next regular PC order will be in April.

(Item # 8 on the agenda was discussed next)
A letter from David Macksam to Susan Reed regarding the Horizon migration and his perceptions of the problems therewith was distributed.  A copy will be sent to all directors.

Systems and Network Administrator
Peter's response to the letter was that DYNIX is being "severely beaten up" by many Horizon users because of the problems since Release 7.3.1A was installed.  The engineers at DYNIX say they are working on the problem and are ready to test a solution soon. The problem is not so much Horizon as it is HIP.  Design decisions regarding HIP were poor. For the past week or so HIP has seemed more stable.

Fran:   "Do we have a product that is not compatible with our system" and are we trying in vain to make it fit?
Peter:  it will fit.

Fran:  did you believe it would fit before we migrated?
Peter:  HIP was the undocumented piece. Beyond the holds problem, what else is wrong?  We need specifics examples, if possible.

Regina:  there are bigger issues, such as random assignment of pickup locations.  Is Horizon the right product for CLAN?
Peter: Any major change in a system such as ours will have problems.  Horizon will work for us.  When SAILS migrated in the past they had a nightmare until things were all worked out.  There is no magic switch that can be thrown to make it all work with no time for adjustments.

Regina:  Is there enough support from DYNIX?  
Peter:  DYNIX support has been excellent.  They are there for us.  I am not happy with      upper management.  They pushed the product out before it was ready.  Even long-time Horizon users went crazy with release 7.3.1A.  It was not documented.

Susan:  I met with Cindy, Rick and Ginny.  We are planning to make 3 lists to categorize the problems:   Horizon/HIP;  Database; Infrastructure at libraries. Peter will find that useful.  He needs specifics on the large problems. Peter confirmed that our server has plenty of room for running all of Horizon.

Susan: Why did we select Horizon?
Peter:   Because it was $100,000 less expensive than any other, because the data migration was easier from a DYNIX product to a DYNIX product, because the hardware we already own works with Horizon, because other systems run on Microsoft and we prefer HP.  HP has rock solid support.

Susan:  The training database was different than the one we have now.
Peter:   Yes, it was only a small portion of the entire database and we are running exactly the same thing now, only all rather than a part.

Fran: Maybe it would work best for a closed system with one set of policies.
Peter:  It doesn't want everything the same.  Horizon differs from DYNIX in that with DYNIX there was a flat file structure and all parameters were controlled by sets of rules.  In Horizon there is one rule and all else are exceptions.  The more exceptions, the more difficult it is for data to be processed.  Horizon is happier with fewer exceptions.
There have been "code explosions," like 800+ item loan types.

Regina:  Maybe CLAN should stop running HIP so no holds could be placed.  We can't effectively place them now.
Peter:  10K holds have been filled thus far in January.

Mary Ellen:  Some materials can't be located.  Overdues are a problem.  

Susan Reed asked if the letter to Jack Blount, the CEO of DYNIX, should be sent once or many times from various directors.  It was agreed to have it sent under Ginny's signature to Mr. Blount only.

Susan asked if Peter could put a message on HIP screen indicating we are having problems and instructing them to ask for help at the desk.  It would be too labor intensive, so a message on each library's' webpage is deemed preferable.

Sandra noted that a patron thinks the governor cut funds to libraries and caused the problems - could be another PR problem.

Sharon:  Holds works here at Warwick.  Are libraries doing strange things?  Perhaps not reading the screen?  Warwick is just sending things out, even if they usually wouldn't, to keep things going.

Peter has been able to place holds at PRO,  too.

Karen:  I use HIP as a patron and can't place a hold before it times out on me.  People trying to place holds from home are angry.  From a users' perspective HIP is very hard to use.

Pat:  Why are we having a problem?
Peter:  All Horizon libraries are having problems since the upgrade.

Cindy distributed a handout concerning holds recommendations (see it on the CLAN support site).

Susan recommended we vote on the recommendation at the February meeting and implement it on a temporary basis between the February and May membership meetings.
Cindy says it would make holds faster to place.  She said she hopes it will help with HIP and staff holds placement.

Deborah:  Distrusts "temporary" fixes.  The system should accommodate us, not vice versa.  We should not wait from February to May to meet and discuss.  We should meet monthly.  I am very angry at the way things are happening.   A web-based system can work well, as does CIRSI.
Rick:  There is always pain with a new system.  No one goes to a new one without pains and problems.
Deborah:  We don't mind the pains as long as we get the end product
Rick:  A fair and necessary demand.

**** MOTION by Doug:  recommend Holds recommendations be discussed at  CLAN meeting.
SECOND:  Leslie
DISCUSSION:  
Sheila asks that the motion be amended to include that the Holds Recommendations be reviewed in a month.
Peter says the "big fix" in holds must still come from DYNIX.
Fran: Steering has the authority to recommend we implement the recommendations now and see how it works.
Susan:  We need discussion with all first
Karen:  If we simplify the Holds system as a stop-gap now, how will we know if/when Horizon/DYNIX has the problem fixed?
VOTE:
Passed unanimously

Two drafts of letters to DYNIX President and CEO Jack Blount regarding our dissatisfaction with Horizon and HIP were presented.  

**** MOTION BY (unknown) that letter dated 1/27 be sent, with changes as per Steering Committee.
SECOND:  Regina
DISCUSSION:  letter to be signed by Ginny, faxed right away and also mailed with return receipt requested.
PASSED:  unanimously.

Ginny noted that all libraries in CLAN need to have a fax machine to facilitate communications when email is down.  Several do not.  Please ask Champlin for money if you need one.

The Fax number at Data Processing is 455-8065
Please send specific examples of problems to Cindy.
A committee to explore alternatives to Horizon was discussed.  John Carney will organize the committee and set up the first meeting but will not be the Chair.

****MOTION:  A committee be formed charged with the responsibility to investigate the ILS options for CLAN, including but not limited to switching vendors.
SECOND:  Regina
DISCUSSION:  John Carney will set up the first meeting and serve on the committee, but does not want to be the Chair.  Susan will appoint the committee.
PASSED:  Unanimously.
Thanks, John.

Peter:  One issue he is pursuing with DYNIX is PIN #'s in HIP.  DYNIX is allowing the use of the last 4 digits of the phone #.

PLEASE let DP know if you want the last 4 digits of phone #'s for authentication.

Peter thanks everyone who has sent cards, gifts and support to him during his illness.
He is now putting in 8 hour days.

RILA representative's report:
David reports that there will be a meeting with Representative Elizabeth Roberts to discuss state aid legislation

There is a modification to the House and Senate bill to allow all libraries with endowment income to add it to their state aid formula.  
Please send your input to David at CRA.

OLIS representative's report:
Sheila asks that people check LORI for legislative updates.
There is a bill to modify the state budget for 2004, and one item is construction. The cut shown is not really a cut.

More frequent meetings are necessary in light of the situation with Horizon/Hip, so the following schedule was prepared:
March 4, Steering
March 11, CLAN
March 25, Steering
April 8, CLAN
Ginny will locate meeting rooms and post locations for the meetings.

Meeting was adjourned on a motion by Carol, seconded by Leslie, at 12:23 PM.