Warwick Public Library 9:30AM

1. CALL TO ORDER
This special meeting of the CLAN Steering Committee was called to order by President Kathryn Taylor at 9:50AM.

2. RECOMMENDATIONS OF REFERENCE ISSUES COMMITTEE REGARDING CHANGES IN MILLENNIUM OPAC SCREENS AND FUNCTIONALITY
The Reference Issues Committee Chair, Pat LaRose, presented the report of the committee which included the following points:

2a.  RFQ FOR TRAINING OF REFERENCE AND CHILDREN'S STAFF.
The neighboring states consortia that use Triple I systems have declined to respond to the RFQ for various reasons-their versions are not the same as the one we will be using; they do not have time in their own busy training schedules to take on our project; or the cost would be prohibitive. Bob Aspri of HELIN continues to express his willingness to help, however the Committee is reluctant to use HELIN exclusively for training because of the difference in versions in the two systems and the difference between academic library reference service and public library reference service. After much discussion, the Steering Committee asked Peter Bennett to talk with the Triple I trainers to see what would be covered in a training session for reference and children's staff. The cost would be roughly $2,000 for one day and $1,000 for each adjacent day. This could be combined with bringing Triple I trainers here to conduct the advanced system administrator training, which would save Peter a trip to California to attend the training. The model of having Triple I train the trainers has worked extremely well for the Circulation and Cataloging staff and everyone on the Committee agreed that this same model should be employed for the Reference and Children's staff as well. Peter will talk to Triple I and then he will be in touch with Pat LaRose about dates for the training.

2b. OPAC CONCERN NUMBER 1-PINS
The Reference Issues Committee recommends that we do not use PINS for patrons to access their accounts on the OPAC. Enabling PINS is one of those all or nothing features in Millennium. Either every library has to agree to them; or every library has to agree not to have them. Since many libraries do not have PINS and the consensus of the Reference Issues Committee is that it would be difficult for these libraries to institute them now, the Committee recommends that CLAN not use PINS in the new system. Susan Aylward and Susan Reed spoke in favor of PINS and protecting patrons' privacy, since without PINS, anyone armed with a patron's library card number can see what they have checked out. Pat Redfearn and Carol Brouwer also felt that PINS were not a problem. The consensus of the Steering Committee, however, was to accept the recommendation of the Reference Issues Committee and to bring the matter before the full membership for a vote at the February 9th CLAN meeting.

2c. OPAC CHANGES NUMBERS 1 through 10
The Reference Issues Committee demonstrated additional changes in the terminology, buttons, icons, placement of items on the OPAC screen. The Steering Committee felt that the recommendations were all excellent. Some of the changes are easily made and Rick will work with the Reference Issues Committee to get those done before we go live. Some require a little more fiddling and may not be able to be done right away. Those that require a major time investment will be added to the list of other suggestions that the Reference Issues Committee sees as more long-term strategies for improving the design and functionality of the catalog.

2d.  LONG-TERM STATUS OF REFERENCE ISSUES COMMITTEE
The Committee recommended that it become a Working Group in accordance with CLAN bylaws to continue the work already begun in voicing the concerns of CLAN reference, children's, and young adult public service staff. The recommendation was VOTED unanimously by the Steering Committee on a motion by Doug Pearce, seconded by Carol Brouwer.

Kathryn thanked the Reference Issues Committee for all their work on the OPAC and the training for reference and children's staff.

3. UNRESOLVED ISSUES FROM ORIGINAL CONTRACT & OTHER FEATURES
3a. CREATE LISTS
There is a feature in Millennium called Create Lists, which Peter feels is roughly equivalent to the old Dynix feature Group Item Editor. It also has some additional features than what was available in the old Dynix feature. The problem is that the system comes with 80 lists, which is not enough for all libraries and their uses. An additional $2,500 plus additional annual maintenance of $25 will get us 500 lists. The Steering Committee VOTED unanimously to approve Peter's request to spend the additional $2,500 one time fee plus annual maintenance to get 500 additional on a MOTION by Ulla Virks, seconded by Carol Brouwer.

3b. SIP 2 LICENSES and PATRON API
Left out of the original contract because of Innovative's misunderstanding of our self--check needs, were the SIP 2 licenses that we need to run the self-checks and things like Cybrarian and Overdrive. In order to get the 11 SIP 2 licenses that we need, it will cost $22,400. Peter has also been investigating something called Patron API, which is available from Innovative for $17,500. The Patron API would work for all of the patron authentication programs, like Cybrarian and Overdrive, but not for the self-checks. After much discussion about both of these products and CLAN's needs for the future, which will involve an increased number of self-checks and more software programs/products that employ patron authentication, the Steering Committee decided to purchase the 11 SIP 2 licenses and the Patron API plus the annual maintenance for each product.

VOTED unanimously to spend $39,900 plus the annual maintenance cost for the 11 SIP 2 licenses and the Patron API on a motion by Doug Pearce, seconded by Ulla Virks.

4. OTHER
4a.  TIMING OF THE MIGRATION
Peter reported that we are really leaving Dynix/SIRSI at absolutely the right time. He still reads the Horizon-L listserv and finds the contrast between that listserv and the one for Millennium/Triple I to be quite interesting. HIP has been very, very ugly lately and Peter is holding his breath that we will get to the end of March without Horizon completely imploding.

4b.  PROPER PROTOCOL FOR REPORTING SYSTEM PROBLEMS
A CLAN library staff member recently caused a major difficulty when reporting a Horizon problem directly to Dynix through the web-based logging system. This caused Dynix to try to fix the problem, which Peter could have taken care of. The Dynix fix caused an even greater problem that took Peter some time to undo so that he could fix the original problem. The Steering Committee will put this item on the agenda for the CLAN membership meeting to remind member libraries that the proper protocol for reporting system problems is to call Data Processing. No one besides Peter, or someone he designates, should be communicating problems directly to Dynix.

4c.  CALENDAR for TRAINING
Elaine has created a February/March calendar with important training dates. She will have it ready for distribution at the February 9th CLAN meeting.

4d.  PUBLICITY FOR MIGRATION
Anne Parent reminded the Steering Committee that any formal publicity about the migration and the funding for it should include a mention of the LSTA federal funding that was granted for this project.

4e. APPLICATIONS FOR EXECUTIVE DIRECTOR
Kathryn reported that we have received one application to date. She will be naming an AD HOC committee to review the applications and to proceed with the interview process.

4f.  LIB FUTURES
Anne Parent reported that LibFutures representatives have met with both Representative Betsy Dennigan and Senator Elizabeth Roberts on funding possibilities for the LibFutures initiatives.  Nothing has been decided definitively yet, but there is a possibility that some budget legislation may be introduced in the 2006 General Assembly session.

The meeting was adjourned at 11:50A.M.

Respectfully submitted,

Susan Aylward
Secretary