1.      CALL TO ORDER:  This regularly scheduled meeting of the OSL Steering Committee was called to order by President Susan Aylward at 9:35 AM in the Ocean State Libraries Office.

Present were:  Cheryl Abouelaziz, Jon Anderson, Susan Aylward, Howard Boksenbaum, Becky Boragine, Joan Gillespie, Shirley Long, Leslie McDonough, Laura Marlane, Amy Neilson, and Leslie Page. Absent: Eileen Socha, and Ulla Virks.

Also Present:  John Carney, Sue Reed, Denise Lavoie, and Mark Merlino

2.       MINUTES OF THE NOVEMBER 20, 2008 MEETING:

Voted to approve the November 20^th minutes on a motion by Laura Marlane, seconded by Shirley Long.

3.      AUDITOR’S REPORT

A draft of the Ocean State Libraries audited financial statement was presented to the Steering Committee.  The auditor, Denise Lavoie went through the statement explaining any differences between the 2008 report and the previous years.  Motion was made by Leslie Page, seconded by Shirley Long, to accept the auditors report.

Motion was made by Leslie McDonough, seconded by Laura Marlane, to commend Joan Gillespie for all the work she performed.

4.      TREASURERS REPORT: Shirley Long

There were no questions for Shirley on her treasurer’s report.

5.      EXECUTIVE DIRECTORS REPORT: Joan Gillespie

Joan’s report addressed the following issues:

a.       Champlin: Two items included in the consortial request have changed in price. The packetshaper that was quoted to Ken at $29,000, was purchased for $9,899.  The server originally quoted at $32,000 has been upgraded to one that costs $48,403.  Champlin has graciously accepted these changes and will also allow us to use $3000 of unapplied funds towards the purchase of a firewall.

b.      Millennium Server: In November, the Millennium server went down and we needed to have Sun come to repair it, for a quote of $4,000.  Even though it was out of warrantee, Joan negotiated the purchase of a new warrantee for $1600, backdated to the end of the original warrantee, thereby saving OSL the cost of the service visit necessary to rectify the issue.  The new warrantee will expire at the end of February, we expect the new server to be installed by then. 

c.       Cox Communications:  Cox will be replacing Verizon as our internet service provider as of July 1^st.  Ken will need to visit each library location soon and in July in order to prepare for the transition. 

d.      RINET:  OSL recently signed a 3 year contract with RINET.  This is cancelable without penalty at years 2 and 3, if need be.  It allows us to bump up our 40 Mg to 80 MG and to burst up to 100 MG when necessary. 

e.       Providence Public Library: Providence’s bandwidth has not begun to go directly to RINET, but this project is still progressing.

f.       Reclamation Project: Lisa has been working on this project and a test batch will be ready to be sent out before the end of the month.

g.      Encore:  Should be arriving on January 28^th Peter will be waiting for the new server before installing.

6.      System Staff Reports: 

a.       Peter: Has been working on the bandwidth issues as well as OSL’s ERATE.

b.      Rick:  Has been ordering Champlin items. More information can be found on the message board. The installation of the Barracuda software has been extremely successful.  It blocked 1.757 million of the 1.8 million items that attempted to get in.

c.       Ken: Visiting sites to prepare for the bandwidth switch.

d.      Lisa:  Has been attending some ongoing educational courses. She has continued to work on the reclamation project, while holding training sessions in-house and at libraries.

7.       Lib Futures Committee Report: Eileen Socha

There was no report.

8.       Committee Reports:

The LIT Committee report mentioned the use of the OSL server to host various library websites. The Steering Committee has decided to end the web hosting that OSL has been providing to about 23 libraries. 

9.      Old Business:

a.       Fee Structure for FY2011 budget: A committee will discuss this issue in the summer.

b.      Developing a policy for OSL response to closing member libraries.

                                i.            The Steering Committee first will examine some information gathered from libraries outside of RI before further discussing the issue.

                              ii.            Have an attorney review membership agreement.  A lawyer is currently looking at the membership agreement at a cost of $2500.  She suggests that the document be kept simple.

c.       Envisionware

                                i.            Maintenance fees can be discounted if prepaid. Since we don’t know if we will like it, it was decided that we will pay one year at a time.

                              ii.            Policy - Libraries may opt out after the first year if they do not like it.  The fees will be shared by those using it.  The commitment per library will extend year by year.

                            iii.            Ten coin and bill machines are still available for libraries wishing to have a second machine. There will not be a charge for the second coin machine 

                            iv.            Sharing of fees- After the first year, the fee will be divided equally amongst the participating libraries.

10.   New Business:

a.       Ownership of routers and switches OSL wide

                                i.            Policy needed—OSL will back up routers: A motion was made by Leslie McDonough, seconded by Leslie Page, that OSL will own all routers and back them up.  Libraries will own their own switches, but OSL will back them up at the level needed for OSL services, if need be until a new Champlin cycle allows the library to purchase a new one.

                              ii.            Redwood has an OSL owned router—Do we want to give it to them, sell it, or take it back? The committee decided that they will be allowed to keep it.

b.      Ad Hoc committee to Review Databases
1)  Laura Marlane will serve as Chair of this committee. Several people have volunteered to be on the committee including Becky Turnbaugh, Sue Moreland, Diane Swindlehurst, Amy Nielson and Melanie Ruggieri.

c.       Steering to approve committee charge and set report date:  Charge:  To review all of OSL’s database subscriptions and products of other vendors to develop a recommendation for what we will purchase in FY 2010 with the $335,200 (Ebsco $230,000, ProJo $80,000, Overdrive (not up for renewal) $25,200): A motion to seat the committee and approve the charge was made by Leslie Page, seconded by Jon Anderson. 

ADJOURNMENT:

The meeting was adjourned at 11:20AM

Respectfully submitted:

Becky A. Boragine, Secretary

Next Meeting:  Steering February 19, 2009 at 9:30 AM in the OSL Offices