1. CALL TO ORDER
This regularly scheduled meeting of the CLAN Steering Committee was called to order by President Regina Slezak at 9:40 A.M. at the Warwick Public Library.

Steering Committee members in attendance: Susan Aylward, Judy Bell, Carol Brouwer, Shirley Long, Leslie Page, Beth Perry, Regina Slezak, Eileen Socha, Karen Taylor, Kathryn Taylor, Ulla Virks. Absent: Dan Austin, Laura Marlane

Also in attendance: Joan Gillespie (CLAN); Doug Pearce (WAR); Pat Redfearn (WRR)

2. MINUTES OF JUNE 22, 2006 STEERING COMMITTEE MEETING
VOTED unanimously to accept the minutes of the June 22, 2006 meeting as presented. (Carol Brouwer, Ulla Virks).

3. TREASURER'S REPORT-Shirley Long
Shirley Long went over the Treasurer's Report for the period July 2005-June 2006 that was in the packets for the Steering Committee. Year-to-date expenditures totaled $784,655.97. The FY 05-06 budget had a figure of $1,433,967 for expenses. The discrepancy is related to the timing of the paying of certain invoices. Year-to-date income received totaled $1,452,304.66 The FY 05-06 budget had a figure of $1,433,967 for income. The difference was due to a workers comp refund; a state tax refund; a freight refund; and overpaid taxes. The Steering Committee had no questions for Shirley.

4. CLAN STAFF REPORTS-Joan Gillespie
The Steering Committee read the written reports from Peter, Cindy, and Rick that Joan had provided in the packets for the Committee.

Peter's written report addressed six issues.

1. The network problems on July 17th, now resolved, had to do with the PacketShapers.  
   
2. Millennium 2006, the new software release, will be installed in a month or so.
   
3. Most of the problems with Teleforms have been resolved.
   
4. Holds problems should be reported with any and all specific examples. Joan will put a notification on the message boards about this.
   
5. Do not enter information in the volume field of the item record unless you want to allow an item level hold.
   
6. The annual patron purge is ready to be done. We can purge from 50,000 to 150,000 patrons depending on whether we purge patrons with seven years of no activity and no blocks or three years of no activity and no blocks. In years past, we used three years and no blocks as the criteria for the annual purge.

Peter asked for a Steering Committee decision on the patron purge. The Steering Committee discussed the issue with particular regard to how a seven-year criteria for this purge would affect subsequent years. The consensus of the Committee was to use the more conservative figure (seven years-50,000 patrons) and to re-visit the issue next year to determine if we want to revert to the three-year time frame. VOTED nine in favor; one opposed to purge patron records with no blocks and no activity for seven years-roughly 50,000 records. (Judy Bell, Ulla Virks)

Cindy's written report addressed two issues:

1. There will now be a system unavailable message added to the main phone number at DP, 455-8086, which will be activated when the system is experiencing problems and downtimes. The main phone number remains 455-8086, which is also the number to call after 5PM (Irene). Joyce's number is 455-8120; Cindy's number is 455-8085; and Renee's number is 455-8146.
   
2. Millennium Statistics. In April and May, the Millennium statistics were compiled by ICODE; in June, they were compiled by Locations. Member libraries have been asking Renee to produce the report both ways, which is time-consuming.

Cindy asked for a Steering Committee decision on which version Renee should be compiling on a monthly basis. The Committee discussed the issue at length. The general consensus was that both reports are necessary: the ICODE version to compile the actual circulation statistics; the Location version to compile the "Borrowed From" number. Because the ICODE version is fairly easy to compile, the Committee suggested that each member library learn to compile this report. Since there is a learning curve involved, it was decided that Joan will arrange to have Renee post instructions on how to compile and print the ICODE report, but that she will continue to produce both the ICODE and the Location reports for libraries through the September reports. Beginning in October, Renee will provide member libraries with only the Location report and with figures for "Loaned To" and "Borrowed From" on a monthly basis.

Rick's written report addressed two issues:

1. Champlin has forwarded CLAN's request, to the Distribution Committee (always a good sign).
   
2. The new Millennium client software that will be needed to run the system after the 2006 release is loaded will be available for installation sometime in August. Rick will have information about this on the CLAN Support site.

Joan's report addressed two issues:

1. Joan will be meeting next week with Tim Gorham and Keith Lang of The Champlin Foundations to introduce herself to them.
   
2. A review of our NELINET fees-Joan has re-negotiated our contract with NELINET resulting in a reduction of this year's invoice from $9,580 to $8,380 (a savings of $1,200).

5. REVIEW OF LEASE WITH WARWICK PUBLIC LIBRARY (Joan Gillespie)
Since beginning her tenure as Executive Director, Joan has been reviewing CLAN's documents-including all contracts and agreements. In reviewing the lease agreement with the Warwick Public Library, she identified two areas that she felt needed a modest revision-instituting a termination clause and adding wording regarding notices given to CLAN by the landlord. She has spoken with Doug Pearce (the landlord), who is amenable to the changes.

VOTED unanimously to approve Joan's recommended amendments to the lease agreement with the Warwick Public Library. (Kathryn Taylor, Ulla Virks)

6. INSURANCE NEEDS (Joan Gillespie)
Joan reported that CLAN has no property insurance (property insurance is a requirement of our lease). The current health care package for CLAN employees has been cancelled by Blue Cross and our health care vendor has not been especially responsive. Joan is going to look into switching health care brokers and will get information about property insurance as well as Directors & Officers Insurance (which CLAN also does not have). She is also going to be reviewing the retirement plan for CLAN employees and will report to the Steering Committee on all of these issues as she gathers information and recommendations.

7. INNOVATIVE CONSORTIAL CONFERENCE (Joan Gillespie)
The Innovative Consortial Conference, which is a conference for directors of consortia across the country running the Triple I platform is scheduled for the end of September in California. This is a conference at which Joan feels it is important for CLAN to be represented. She has determined that it would cost $1,262 for airfare, hotel, ground transportation, and conference fees. This amount does not include meals and other incidental expenses. The Steering Committee felt it was important to make additional funds available up to a certain amount in order to pay for meals and other incidental expenses. Though there is not presently a line in the budget for conferences, the consensus of the committee was that it would be a good idea for Joan to attend. VOTED unanimously to fund an amount not to exceed $1,700 for Joan to attend the Innovative Consortial Conference in California. (Judy Bell, Beth Perry)

8. ST. GEORGE'S SCHOOL
Regina Slezak outlined a request she had received from Cindy Muhlbach, the librarian at St. George's School to join CLAN. St. George's is currently running a standalone Dynix system and needs a new server. Cindy has approached both HELIN and CLAN.

The Steering Committee discussed the issue in depth hearing arguments both in favor of and opposed to admitting St. George's as a member. The Steering Committee made no decision on the issue but concluded, by general consensus, that it merited continued discussion. The issues which came up during discussion included the following:

STRUCTURE AND GOVERNANCE ISSUES: Is CLAN a public libraries-only network? Should it continue to be? If we decide to seek additional members, they would likely come from outside the public library arena. Would there be different kinds of membership for different kinds and sizes of libraries? What impact would changing the face of CLAN to a multi-type network have on existing members?

COSTS: Joan researched the III costs of CLAN's adding a library. These are not insignificant. The total first year costs for St. George's, including the III fees of $21,450; the CLAN membership fee of $2,500; and the first year membership fee of $8,760 would total $32,710.

ECONOMIC IMPACT: Taking on new members (up to a certain number) would reduce the membership fees of existing members. At what point does taking on additional members actually cost the network (additional staff; maintenance; hardware upgrades, etc.)? Would taking on non-public library members have an impact on our Champlin Foundations funding?

9. OTHER
Steering Committee Upcoming Schedule--Regina Slezak reported that she has been approached by the firm conducting the 5-year evaluation on LSTA grants to schedule a focus group with the CLAN Steering Committee some time in September. The Steering Committee needs to change its scheduled September 28th meeting because Joan will be away at the Innovative conference. The Steering Committee's August meeting has been re-scheduled for September 7th. It was decided that the September meeting will be held on September 21st. Regina will talk with the folks at Himmel and Wilson to see if either date would work for them to have the focus group session after one of those Steering Committee meetings.

Voice over IP-Judy Bell reported that one of her constituents in the Island region had questions about Voice over IP telephone service. The Steering Committee asked that questions of this nature, regarding technologies that impact on CLAN services, be referred to Joan.

10. ADJOURNMENT
The meeting was adjourned at 11:15 AM.

Respectfully submitted,
Susan Aylward
Secretary
Minutes approved as presented 9/7/2006