Call to Order: This regularly scheduled meeting of the OSL Steering Committee was called to order by President Eileen Socha at 9:33 a.m. in the Ocean State Libraries Office.

Present were: Susan Aylward, Howard, Boksenbaum, Carol Brouwer, Prudence Fallon, Heather Field, Joan Gillespie, Chris LaRoux, David Macksam, Leslie McDonough, Leslie Page, Eileen Socha.

Also Present: John Carney, Diane Greenwald, Mary Ellen Hardiman, Barbara Neri, Pat Redfearn, Susan Reed, Karen Taylor, Cindy St. Amour, Gayle Wolstenholme.

Minutes of the February 11, 2010 meeting: Voted to approve the minutes of February 11, 2010 on a motion by Carol Brouwer, seconded by David Macksam.

Treasurer's Report: There were no questions. Joan explained an error.  A motion was made by Leslie McDonough, seconded by David Macksam, to accept the Treasurer's report.

Executive Director's Report:
-delay restarting Backstage Authority work since Peter was the only one with authority from Innovative to load the file.
-Lisa and Renee will take the necessary course to earn the authority from Innovative to work on the database.
-Peter 12 week leave ends in early May. Joan is working with the Personnel Committee to review the job description and prepare a job listing should it be necessary.
-work is progressing on the new web site and should be ready for launch soon.
-met with John Henderson, EBSCO representative about renewing our contract, they have a new product, NOLO forms which we might consider as a replacement for something that is underperforming.
-Demo Day will be April 1 and will include 5 vendors.
-WAR needs two more SIP 2 licenses, Joan would like to let them have two licenses that are not currently being used with the understanding that we will compensate the libraries that purchased them.
-OSL will apply to OLIS for some LSTA funds to purchase Overdrive titles.
-may also apply for LSTA funds to do a cataloging study.

System Staff Report: Ken is installing switches bought with Champlin Grant funds, is visiting all sites scheduled for a bandwidth upgrade with a Cox engineer to make sure space and electricity will support new equipment; Renee is working on resolving the issues that resulted from the Beta upgrade, some Envisionware support, how to set up Patron Registration and E-Commerce and with Lisa on Program Registration; Rick is demonstrating how to boot from external hard drives, helping libraries combat a surge of computer viruses and with repurposing laptops as OPACs; Lisa continues to provide classes and workshops, attends committee meetings and is working on the Backstage project.

Karla Harry Commission Report: The Commission met on March 9, 2010. 85% of General Assembly members had their pictures taken for READ posters, Digitization Committee is compiling a survey for RI libraries with special collections, and Howard Boksenbaum will be the guest speaker at the URI GSLS annual gathering on March 26, 2010. There was also discussion about the new basic education plan which allows for the elimination of professional librarians in school libraries. The Commission will send a letter in support of retaining professional librarians. The bill that will clean up the language in the General Laws pertaining to libraries has been introduced in both houses.

Old Business:

a.) Stimulus Grant status-BTOP PC distribution model, Mobile computing center locations:  Joan distributed a spreadsheet outlining the formula OSL proposes to use to distribute the new hardware. A motion was made by David Macksam, seconded by Leslie McDonough, to accept the proposed formula.  Joan distributed OSL's suggested locations for the eight mobile computing centers. A motion was made by Leslie McDonough, seconded by Susan Aylward, to charge OSL with creating application parameters for presentation at the May 6, 2010 Quarterly Membership Meeting, that would allow member libraries to apply for a mobile computing center. The motion was voted on and passed.

New Business:

a.) Need audit and report re TIAA-Cref retirement account for 4 yrs: OSL should have been filing audit reports on the retirement accounts. Our current accountant recommended a compensation specialist who will help fix the situation and the costs that will be incurred can be absorbed within the current budget.  We should have been filing reports from 1990 forward, but we may be able to be excused for some of the back filings.  

b.) Costs related to E-Commerce alternatives: OSL could manage a centralized PayPal
account for libraries using the E-Commerce product. Joan got information from the Minuteman Network about how they do this and she will speak with another consortium before presenting a recommendation to the Steering Committee.

c.) Lyrasis quote for Drupal system: A motion was made by Susan Aylward, seconded by
David Macksam, to pay Lyrasis $12,650 for a year of training, hosting and support of the Drupal system. The motion was voted on and passed.

d.) Marketing/Promotional tools-decals and posters: OSL staff has begun to research the cost of decals and posters. A suggestion was made to look into advertising OSL on restaurant placemats.

e.) 2010 Champlin Application-request amount and split formula: A motion was made by
Leslie McDonough, seconded by Carol Brouwer, to allocate $2,200 to each library for a total request to the Champlin Foundations of $103,400 for technology purchases. The motion was voted on and passed.

f.) Cooperative buying for OSL-requested by Pat Redfearn: OSL member libraries should
receive the Lyrasis discount from library vendors. Joan will check with Lyrasis to ensure that this is in place.

        g.)  Request to alter out of state fees policy to remove ref. to delivery service-not our
        service, we should not be stating what will happen: A motion was made by Leslie
               McDonough, seconded by Susan Aylward, to present to the membership at the May 6, 2010
               Quarterly Meeting a proposal to strike the phrase "[As a non-compliant library, they will lose
               their library's privilege of participating in t he LORI delivery system.] from OSL Policy No. 8.
               The motion was voted on and passed.

Joan distributed copies of the final auditor's report to the Steering Committee. Leslie McDonough asked about the status of allowing Baker & Taylor to download records to the OSL database. Joan has discovered that OSL staff could receive the records and oversee how the records are entered into the database.

Adjournment: A motion was made by Carol Brouwer, seconded by Leslie McDonough, to adjourn the meeting at 11:20 a.m.

Respectfully submitted:

Leslie A. Page, Secretary
Next Meeting: April 15, 2010 at 9:30 a.m., at the OSL Offices.