August 26, 1997, 9:30 a.m., Russell Library
Board Meeting Minutes
Present: Anne G. Calvert, Lydia L. Main, Ed Murray, Marlene Palmquist, Gennett Grinnell, Howard Einsohn, Sandy Long, Ann Montgomery Smith, Marcia Welsh, Liz Creighton, Marie C. Shaw, Betty Page, Cathy Ahern, Valerie Harrod, Leslie Scherer, Elsie Jenkins, Helene Tieger, Nancy Avery, Jan Day, Mark Hewes, Bill Edge, Linda Rusczek and Ann Penfield
- CALL TO ORDER: The meeting was called to order at 9:37 a.m. by President Anne G. Calvert. President Anne G. Calvert introduced Ann Montgomery Smith, Director of New Britain Public Library and Chair of the Joint Project Review Group (JPRG). She also introduced Betty Page as the alternate Board member from Stony Creek, Willoughby Wallace Memorial Library. Lydia Main agreed to act as Secretary pro tem Sec. Gale Bradbury. The entire Board then introduced themselves.
II. ADDITIONS: Bill Edge added an agenda item – discussion of a possible CLN sponsored NewsBank online database.
III. PUBLIC COMMENT: None.
IV. APPROVAL OF MINUTES: Leslie Scherer moved, seconded by Marlene Palmquist to approve the July 22, 1997 minutes. The minutes were approved by a vote of 16 Yes, no No's, Abstaining Nancy Avery, Ledyard, and Howard Einsohn. Middlesex.
V. TREASURER'S REPORT: Karen Smith was on vacation in Alaska so Bill Edge gave the report. The Income was low (first month of quarter.) Note: $11,250 are late FY97 payments. Expenditures: Cataloging Clerks: $463, is a zero budget item of FY98 but it was a left over from FY97, due to the way the checks are written. Tel-Network payment of $12,699 includes a 2 month SNET payment, EBSCO $500, PPlus payment of $4,415 for Jan-June FY97. Consulting fees of $12,560 to RMG for Joint Project Tasks 7-10, and $5,054 for LION Tasks 2,12 & 13. New Equipment included 2 Wyse 150, @ $744, 2 OPAC @ $850, Branford install $498, Stony Creek install $498, 8 port Ethernet $570 (from 1996); and Madison equipment $3,220. In the FY97 June 30/ July 31 Balance/Assets there is a minus $3,856 discrepancy. The accountant will work with Shirley to explain (by September meeting.)
VI. DISCUSSION/ACTION ITEMS:
1. Report/Discussion on the status of the Joint Project.
A. The Joint Project Review Group has had several meetings. Ann Montgomery Smith, Chair of the JPRG, is here at the LION Board to get feed back from us and to report to us about the JP. Anne Calvert, Leslie Scherer, Ann Penfield, and Ed Murray are LION members of the JPRG, with Bill Edge and Mark Hewes as unofficial members. The JP is working on making a 4th governance organization. Ann Montgomery Smith reported that the JP committee decided that the governance was so complex that a committee was needed to hammer out these issues.
Elsie Jenkins is the secretary of the Joint Project Governance Committee (JPGC). LEAP and Waterford/Groton are sitting out right now. Each network will decide how to pick a member of the JPRG board and handle the cost. This committee will have a plan by Nov. 30, 1997, for the three boards, which will have until Jan. 31, 1998 to approve.
They may contract with a Project Mentor from the National Executive Service Corps. LION will handle the contract for administrative support. The plan that they came up with follows very closely what Rob McGee proposed. The JPRG agreed to share the cost for this planning stage. CRLC-CONNECT has committed $50,000 towards this project.
Mike Simonds has presented a Draft recommendation of a Procurement Process, also a base line for PC's. Bill Edge asked that Ann Montgomery Smith be allowed to jump in at any point in our discussion. Anne Calvert asked for a nod of agreement, from the Board, which was granted. Bill Edge then when over the Joint
Project Work Plan.
Item one: The first order of business is a budget. We are asking our boards to adopt a budget by Sept. 10, 1997. Bill explained the first part of the recommendations which were already touched on by Ann Montgomery Smith.
Item two: Get independent telecommunications consultant support. There was a meeting with SNET Aug. 24, 1997. Rick Widlansky attended this meeting. SNET can monitor the activity on a Frame Relay. They will do this at some of the Bibliomation libraries. Ms. Smith thought this would be pro bono. SNET offered to do planning and will look for joint benefits. No new meetings were scheduled. SNET will communicate with Mike Simonds. Bill felt that after talking to Dick Akeroyd that there was very little possibility of state funding for telecommunication for either the CSU or JP projects. The JP will investigate possibilities of engaging a telecommunications consultant service by Sept. 30, 1997.
Item three: Investigate the outsourcing solutions proposed by CARL, Inc. and Innovative Interfaces, Inc., and several other companies. Mark Hewes has reported on the "away teams." Investigating and visiting large Innovative Interfaces, Inc. will be the next step. They will address the outcome of CLN RFP. They will discuss the procurement process as proposed by Bibliomation. LION's "away team" was not happy with the CARL system. Elsie Jenkins felt we were looking for limited connectivity. Leslie Scherer mentioned trying to time ourselves with other consortia to select "next system." We all need new telecom which the JP is working on. CONNECT is trying to get every member on
Frame Relay to be ready for "next system." Mike Simonds said whatever the JP picked they would go with it. If LION will not look at a legacy system then we are not looking for a system now. Cost wise they all seem the same. Ann Penfield thinks we will see another sifting out of companies. Will CARL or Ameritech survive? Bottom line is that CARL has the lowest cost. Marlene Palmquist was not enthused with a different system now and then another in one or two years. Ann Penfield felt we need to do telecom now. Sandy Long felt ATM was too new to SNET. Equipment is different for ATM, but with an interface frame relay can run on an ATM. LION has a common goal but we may not go to the CARL system. We are attracted to a shared database. How long can we live on the Dynix system? Are we willing to live without growth?
Items five and six have been mentioned previously.
Item seven, considering a central site suitable for joint telecommunications, host computer, and appropriate activities (such as training) and pursuing a shared computer facility and telecom center regardless of whether we agree to move to a common or shared integrated library system. We all need telecom. Hardware not as important as what you want to do on it. Standards are changing every two years.
Items eight, nine, ten are being worked on or have been done. An item eleven is new, it is not in the Memorandum of Agreement. It is to explore cooperative methods of cataloging, resource sharing, delivery and other services.
The systems are coming out with Window NT based programs. If we buy now we had better insist on upgrade and training at no extra cost as they become available. A "fatter" thin client system may be the future. Bill Edge talked about State Library not being able to provide support for USF. The JP needs to know if they will qualify in some fashion.
Telecommunication? Can LION provide outsourcing for the JP? Although Groton/Waterford and LEAP can see Partnership Plus holdings, we an not see their holdings. Their system requires VT100 emulation which is not supported by all of our Wyse terminals. NOTE: If any LION library wishes, these systems can be made available as menu items with display permitted only on any VT100 capable ports at the library (like the CSU Library System).
B. LION's goal is to work with CARL and Bibliomation but it will have to be timed. The most important item is shared telecommunications. Should we live with Dynix system for now, knowing we may lose the Mashantucket Pequot and East Lyme High School libraries due to growth limitations? We do not necessarily need to have a shared Integrated Library System to share telecommunications, inter-system ILL, and other items. Central site maybe very important.
C. Status of shared Network Support with other Joint Project systems is at a dead end. Bibliomation and CONNECT have either already outsourced or are considering this service. On August 9th LION interviewed an excellent applicant who would be interested in working for LION if we were actually planning to do anything. The going rate for a network support person is higher than LION has budgeted. The candidate mentioned that the going rate in the Boston area is $120,000 a year. Marie Shaw questioned if we could share a person with other consortia? Would we get the day by day help we need? Bill Edge said, "We need to separate network support from telecommunications." Bill's proposal was to upgrade the Senior Operator with Cisco router training. (Staff training is already in the budget.) Ed Murray spoke on the importance of setting standards for libraries' LANs. Bill Edge said, "LION might provide the router and it would be up to each library to connect to it." Several members expressed reservations about each library in LION doing their own thing with LANs. Mark Hewes suggested training the Project Directors or a similar group to run the LANs.
- Ann Montgomery Smith mentioned that the CONNECT outsourced network support model came out of a similar discussion. (See Frame Relay Migration sheet already mailed to member libraries.) LION needs to support existing member networked and frame relay sites.
Marie Shaw moved, seconded by Ann Penfield to upgrade the Senior Operator's job. Rick Widlandsky will receive router and advanced telecommunication training. Furthermore LION will not fill the Network Support position now open. Discussion: It was mentioned that some provision should be made that after the training, Rick would stay a certain length of time. Bill asked for help from anyone who had sample language for such an agreement. Marie Shaw also expressed need for another person for backup when Senior Operator is out. Bill Edge explained how he planned to do this and also stated that he would get back to the Board with an upgraded job description. Motion passed.
Recommendation: LION appropriate not more than $10,000 for administrative support of the JP for FY98. Draft JP budget was sent around and formulae for funding by the consortia for joint spending. No specific model has yet been adopted; there are different models, some have been used in the past. The only portion of a budget that has been filled in, is the Administrative Support section and that is what Bill is asking to have approved. Sandy Long moved, seconded by Valerie Harrod that LION approve an appropriation of $10,000 for Administrative Support for the Joint Project. Motion passed.
- Request: LION provide 15 hours per week in administrative support to the Joint Project, to be reimbursed by JP participants.
A. Recommendation: LION revise its April 29th Office Manager/ Cataloging Clerk job description. Bill Edge recommended that the position be an Exempt Position as opposed to a Non-exempt position. Cataloging Clerk responsibilities have been moved out of the job description and the Joint Project administrative duties put in. Sandy Long moved, seconded by Marlene Palmquist that the job description for the Officer Manager including the 15 hours of JP administrative support be accepted. Members asked, "Who would evaluate the job performance part for the JP?" Bill Edge stated that this will be specified in the contract but that the person would continue to be a LION employee when working for the Joint Project. Members also asked if the Personnel Committee had approved this change? Bill Edge said, "That the Board was meeting as a Committee of the Whole right now." Motion passed.
B. Re-establish some part-time Cataloging Clerk and/or Clerk/ Operator hours to be offset by JP reimbursement. Within the trade off of reimbursement from the JP money, Bill would like to hire part time person/s as needed to fill these positions. Elsie Jenkins moved, seconded by Jan Day to allow Bill to hire for these positions. Motion passed.
At this point Anne Calvert asked to be excused. Vice President
Jan Day took over as Chair. Ann Montgomery Smith also left at this time. Bill Edge thanked her for her input.
4. Recommend: Appointment of LION Office Manager. Bill Edge asked to be allowed to offer this position to Anne G. Calvert. He said, "Anne Calvert was highly qualified for the position having set up the bookkeeping system using computer software at Old Lyme. She is familiar with all aspects of administering an organization from a business perspective. She has also played an active role in the JP involving LION, Bibliomation and CONNECT." Ann Penfield moved, seconded by Ed Murray that Anne G. Calvert be offered the position of LION Office Manager at an annual salary of $32,000. Motion passed.
5. What do we do when we get to the current system maximum of 256 simultaneous users? Implement contending user software? Mark Hewes explained how we can install more terminals than can run simultaneously at any given moment. UniPAC through frame relay is possible way to maximize the efficiency of contending users but it is expensive. Others are looking at it. Ed Murray moved, seconded by Ann Davis that the Board adopt contending users. Discussion followed. There might be a funding problem, why pay for a terminal that may not be able to be used? In essence designated terminals would be logged off after a certain period of inactivity and that user session would then be available. To log back on: a patron or staff member would have to press Return. If all possible simultaneous user sessions were in use at that time, the next user attempting to log on would get a message on the screen to that affect and have to wait for the next available session.
Contending users would be library specific. If terminals are logged off LION is not aware of them and other terminals would not be affected by this. Ed Murray and Ann Davis were asked if they would amend their motion to have the Planning Committee look into the contending users possibilities. Amended motion: Have the Planning Committee look into the contending users possibilities and all its ramifications. Motion passed. Leslie Scherer will call a Planning Committee meeting. Mark Hewes will set this up in LION.
Discussion followed about Release 161, 162. To keep current on Dynix we may have to load Release 161, 162. This means major work and disruption of searching caused by the need to do re-indexing. These releases will not fix the current indexing problems. Read the CODI news, which Bill Edge e-mailed to the Board. Release 170 may be available by Dec. 1997. Release 170 may require more memory that we have available. Dynix has to support our system for two years after the load of our last release. The clock is running on Release 160. Nancy Avery moved, seconded by Elsie Jenkins that we ask Dynix to load Release 161, 162 by Dec. Motion passed. Mark Hewes will call Dynix to set up a time to load these releases.
6. Role of LION in USF (Universal Service Fund) Application Assistance. According to Bill Edge, Dick Akeroyd indicated that LION, Inc. will be allowed to apply for USF funds. The state does not wish to do so on behalf of the consortia or the CLSUs. There are many variables in LION, college libraries which do not come under the guide lines, the high school, etc. It will be easy for LION in some aspects but very complicated in other areas. Example: Mitchell College Library which is ineligible for USF discounts but uses part of East Lyme telecommunication lines which serve other eligible institutions (NLN, ELY, ELH, OLY). Each library needs to have their own Technology Plan in place. LION needs to have its own Technology Plan. LION may have to change the way we bill for telecommunications. Leslie Scherer moved, seconded by Ed Murray that LION pursue applying for USF funds. Motion passed.
Report from Ed Murray on the Leadership Institute Retreat. His report was e-mailed to the Board. He reported that it was very interesting to meet fifty five library directors, managers and Information Specialists for a week. He reported that there are very impressive Internet and Intranet services out there. He reported that we are "have nots" in this area. He thanked the Board for sending him.
LION staff reports: Mark Hewes had already passed out his report. Bill Edge reported on up-time, only 87.15%. Ninety hours of down time due to "too much" electricity. Northeast Utilities finally found the problem of repeated excessive voltage incidents at a substation. The disk drives failed on the power up. Which would have happened even if the system had been taken down manually. Mark Hewes sent a letter to Connecticut Light and Power on Monday August 18, 1997 expressing our gratitude and concern. Because of repeated full discharges, the UPS batteries may need to be replaced. An inspection is due Sept. 5, 1997, LION should know after this inspection.
- Committee reports.
PAC Committee: Cathy Ahern reported for Marcia Lewis that they were interested in Value Added Services. The next meeting will be Sept. 10th.
Bibliographic Committee: Has not meet since last Board meeting. Next meeting will be Sept.4th, at Russell.
Circulation Committee: No report.
Personnel Committee: Will meet in Sept.
Finance Committee: No report.
Planning Committee: Will schedule a meeting time after this meeting.
VIII. Old Business: None.
IX. New Business: NewsBank is considering providing access some Connecticut newspapers on-line, something like EBSCOhost. There is not a lot of information available yet. Connecticut Library Network sees this as a development idea. Dick Akeroyd asked if any library or consortia would be interested in attending this meeting? Please let Mark or Bill know if anyone is interested. The meeting is Sept. 3, at 1 p.m. at the Middletown Service Center.
X. Adjournment: Valerie Harrod moved, seconded by Lydia Main to adjourn at 1:25 p.m. Motion approved.
1. Next meeting: Tuesday Sept. 23, Russell Library.
Respectfully submitted by:
Lydia L. Main, Secretary pro tem