1. CALL TO ORDER
This regularly scheduled meeting of the CLAN Steering Committee was called to order by President Regina Slezak at 9:35 A.M. at the Warwick Public Library.

Present were: Susan Aylward, Judy Bell, Carol Brouwer, Joan Gillespie, Shirley Long, Laura Marlane, Leslie Page, Regina Slezak, Karen Taylor, Kathryn Taylor, Ulla Virks. Absent: Dan Austin, Howard Boksenbaum,

Also present: Elaine Clark (CLAN), John Carney (EPL), Fran Farrell-Bergeron (WWA), Doug Pearce (WAR), Susan Reed (PAW)

2. MINUTES OF THE MARCH 22, 2007 MEETING
VOTED unanimously to accept the minutes of the March 22, 2007 meeting after a correction to the list of those present and absent (Eileen Socha was absent; not present). (Brouwer, Marlane).

3. TREASURER'S REPORT (Shirley Long)
The Treasurer's report to date (3/31/07) showed expenditures of $1,044,403/$1,557,585 and income of $1,224,478.85/$1,557,585. The Treasurer reported nothing unusual. Expenses are on track. There were no questions on the report as presented

4. EXECUTIVE DIRECTOR'S REPORT-Joan Gillespie
Joan reported on the following issues:
RINET fees. They have deducted a portion of the fees, which were covered through E-rate.

RILINK meeting. Joan met with Dorothy Frechette regarding RILINK issues. Dorothy has asked to attend the September CLAN meeting to discuss a link between the RILINK and OSL systems. Joan discussed her serious security concerns regarding the kind of link Dorothy is proposing. In light of this, the Steering Committee felt it would be more appropriate for Dorothy to address the Steering Committee rather than the membership at large.

RINET meeting. Joan met with RINET folks. They have offered the loan of equipment to make the move out of PPL easier.

ST. GEORGE's. The librarian at St. George's spent the day with Sue Moreland at NKI, which prompted additional questions. The process seems to be moving along.

CHAMPLIN applications are coming in.

ORGANIZATIONAL STRUCTURE meeting. Joan has met with the consultant who is going to lead the meeting on May 4th. They've come up with a tentative agenda, which will include establishing a mission statement; establishing organizational goals; looking at solutions to some of our communication problems. The R.I. Foundation is still considering the grant request that Joan submitted for funding the consultant.

OCLC is preparing a quote for what it would cost us to buy our services directly from them. Joan has asked NELINET for a quote for next year's services as well.
5. SYSTEM STAFF REPORTS
The Steering Committee did not have questions for Joan on the written reports from CLAN System staff that had been distributed prior to the meeting. Regina Slezak suggested that it would be helpful if Ken could explain what the LEM modules do in general language to make it easier for directors and their staff to understand.

6. COMMITTEE REPORTS (Circ, LIT, Database Management, Reference & Childrens')
The Steering Committee did not have questions on the committee reports that had been distributed prior to the meeting. Regina reported that the Reference Issues Working Group members were pleased with the forums.

7. LIB FUTURES COMMITTEE REPORT (Eileen Socha)
Eileen reported that Surf RI has been extended to the end of the month and that the hearing is scheduled for 1PM today (April 26th).

8. OLD BUSINESS
a. PAWTUCKET PUBLIC LIBRARY PROPOSAL-Susan Reed presented a revised proposal, in which she had tried to address the concerns that the Steering Committee voiced at the previous meeting. Joan expressed her concerns about the potential of setting a precedent for other historical societies and of adding non-book material, which Susan Reed and her staff would like to do, when the original proposal that was discussed at the February membership meeting included only books. Susan included the non-book idea as a clause in the proposed agreement as a "trial" only. The Steering Committee suggested some changes in the document and asked for the removal of clause #3, which was the clause about the non-book material entered as a trial. A MOTION to accept the document with the changes outlined was defeated (Karen Taylor, Eileen Socha). The Steering Committee wants to see the revised document with the changes before voting to approve. Susan Reed will also have her city solicitor review the document.
b. OSL NAME CHANGE-Elaine presented a list of prices for book marks, posters, post cards for vendors, and embroidered shirts, hats, and tote bags for staff. There was discussion about the number of book marks that would be needed and the Steering Committee felt that it would be appropriate to order 10,000 book marks and also provide camera-ready artwork for each library to print more book marks at their own locations.  VOTED to purchase 10,000 book marks, 250 posters; 100 post cards for vendors; and the $429.00 worth of shirts, hats, and tote bags for staff. (Marlane, Page)

Elaine also reported that the library card order has gone through. The cost will be 12 cents per card for generic and 14 ½ cents per card for the card/key tag combo.

c. GROUP PRODUCTS AND SERVICES COMMITTEE CHARGE-Joan presented a revised charge for this committee. VOTED to accept the revised name and group charge. (Bell, Virks)

9. NEW BUSINESS
a. CLAN REPRESENTATION ON RINET BOARD-Since this was Howard Boksenbaum's agenda item, the item was tabled until the May Steering Committee meeting as Howard is absent.
b. MOVING THE ILS from PPL-Joan presented an extensive report on the issues that she sees related to moving the ILS and absorbing all of the data processing and system administration functions fully into the OSL operation. These issues included, but were not limited to: the possibility of hiring an outside consultant to review work processes and workflow; defining and posting the positions that OSL needs to reasonably run the operation; relocating the CLAN offices so that all staff can be together in one location large enough to house the entire operation. The Steering Committee discussed the issues in detail. The Committee was particularly interested in keeping the membership well-informed; in making sure that the budget can support the re-configuration; and in making the transition as smooth as possible for our service population. Joan reassured the Committee.

The Committee asked Joan and Regina to issue a joint memo to the membership on the Transferring of PPL services to CLAN.

There was further discussion about the office properties that Joan and Regina have been reviewing. VOTED unanimously to authorize Joan to negotiate a contract for leasing office space for the OSL operation so that all staff can be together in one location large enough to house the entire operation. (Kathryn Taylor, Brouwer).

There was discussion on Joan's recommendation to hire an outside consultant to review the DP work processes. It was suggested that she begin with HELIN and Bob Aspri since he had volunteered previously to help us with Triple I issues.

VOTED nine in favor, one opposed to authorize Joan to spend up to $10,000 to hire an outside consultant to review Data Processing work processes. (Aylward, Marlane)

c. WORKING GROUPS-The question of Working Groups and how their recommendations get considered was tabled until the next meeting.

10. ADJOURNMENT
The meeting was adjourned at 11:25 PM

Respectfully submitted,
Susan Aylward, Secretary