The meeting was convened in the meeting room at WAR by Chair Susan Reed at 9:45 AM.  Those in attendance included:
Holly Albanese, HPE and CLAN Secretary; Peter Bennett, PRO and SNA; Carol Brouwer, NSM and CLAN Vice Chair; John Carney, EPL and Regional Rep; Donna Longo DiMichele, OLIS; Donna Dufault, NSH ,WIL and Regional Rep;  Fran Farrell-Bergeron, WWA; Sharon Fredette, WAR; De Johnson, RILA; David Macksam, CRA and RILA; Ginny Moses, CLAN; Rick Payette, CLAN; Doug Pearce, WAR and Regional Rep; Susan Reed, PAW and CLAN Chair; Regina Slezak, NPT and Regional Rep.

Previous minutes were accepted as written.

EXECUTIVE DIRECTOR'S REPORT:

**Ginny Moses reported that Champlin is becoming more careful about grant requests-asking for more details and indicating that they will not be funding as much as ion past years.
HPE was told Champlin would not be funding 17" monitors.  Also suggested libraries use CLAN's "free services" for help with installation and setup.  
Rick:  17" monitors are really not a luxury-there is a good case for them being a necessity.  Also, flat panel monitors save a lot of electricity.
Rick:  Considering changing to a 4 year replacement cycle for PC's, to be as frugal as possible.  The initial cost will be more, but money will be saved with the longer cycle.
Ginny-Champlin has indicated they want to have CLAN do a centralized request next year for multiples of equipment for libraries

Discussion of Champlin followed.

**CIPA-deadline for compliance now in 7/04.  As our attorney reads it, CLAN will lose e-rate money if any libraries in CLAN fail to filter.  More information as we receive it.

Peter and Ginny will prepare FAQ's and demo of various filters for the next Steering meeting.  CLAN supports WebSense.
WebSense:  can use various criteria to block, uses a master list currently but can use key words, can block chat, can block email.
Discussion ensued-some strongly against filtering, some think it is an extension of selection policy.

Fran:  could we use Packeteer as a filter to comply?
Peter and Rick:  you could, but it is not meant for that and you'd need to hire a full-time "porn librarian" to keep up with it.

**NoveList discussion-why do some libraries pay less than the quoted EBSCO price?  Ginny is investigating the possibility of a CLAN-wide subscription.  Need to clarify questions on simultaneous users and branches.

**Cash flow is tight, since we are dividing the 4 payments equally rather than front-loading the first payment.  We'll see if we can continue that way.  
Thanks for paying all invoices promptly-keep it up.

**Ginny and Susan are attending the meetings of a new committee comprised of reps from all major RI library consortia.  Objective is a new study and legislative support for statewide interface.  More CLAN Directors are encouraged to attend.

**NSH has a new T1 line for telecomm!

**Rick is available to help interview prospective tech employees or just for advice in that area if you need him

**Acceptable use policy discussion:  (handout of draft prepared by Doug and Ginny)

Some think there should be a recommended policy to give each library and ask them to adopt it individually.
Donna Dufault:  OLIS requires we have one.  Could we use that as a way to ask libraries to update and tighten their own policies rather than creating a new one?

Regina:  draft not specific enough

Sharon:  emphasize to staff that CLAN database is confidential  and that PC's retain info even after it is deleted.

MOTION:  Holly moved that CLAN adopt one policy regarding Acceptable Use, by staff, of computers, internet and databases in CLAN libraries.
SECOND:  Doug

DISCUSSION:  
Fran:  CLAN has a right to require libraries comply in order to remain
in CLAN
Donna Dufault:  we need to be sure all policies are valid and then move to this one
Regina:  we need a list of what is allowed and what isn't
Doug:  adoption of this policy doesn't prevent libraries from having their own
VOTE:  7 Aye
          1 Nay
          1 Abstention
The draft policy will be brought to the full membership, after a few changes and adjustments are made.

SYSTEMS AND NETWORK ADMINISTRATOR'S REPORT:
        **Data Processing will begin covering Sunday hours soon after Labor Day.

**On 8/22 we installed the patch in the DYNIX server in preparation for the upgrade.  It had been too old-configured for a previous incarnation of Horizon, so it needed upgrading.
We chose hard and costly over easy and cheap, since it included a new processor that is twice as fast-like getting a new server.  It extends server life to 5 years.  The choice was $22,000 now or $200,000 in a few years.
We'll be down about 6 hours to do the upgrade starting at about 5 or 5:30 PM on a Friday.    We'll post info as to when it will happen-NOT 8/29-but some Friday SOON.  

Peter suggests you DO NOT do voice over IP for now.

**Horizon update:  Peter and Cindy are doing "profiling"
End users will see very little difference, but it is very different below the surface.
There are lots of new indices:  Peter will detail later.
Call # index is still really not useable-especially for the public.
We are paying the price for having a 25 year old database.

There are several keyword indices:  author, title, contents notes, subject-and more.

We will have DYNIX train people to be Horizon trainers of others.

All training of trainers will occur at CLAN.  Training dates are:
Oct 7 Staff PAC training-- half day
Oct 8 Circ-full day
Oct 9 Cat-full day
Oct 21 Acq-full day
Oct 22 Acq-half day
Oct 22 Inventory-half day

We will be in touch regarding who should be trained to train.

We "go live" with Horizon on December 11.
We will be down about 1 week for the migration.

Important dates:  

DECEMBER 4   STOP CATALOGING AND PATRON RECORD CHANGES

DECEMBER 8    STOP CIRCULATING ON DYNIX  (Use PC Reliance if you have it)
PC Reliance will need to be upgraded before 12/8-we'll let you know when and how.
All staff PC's will need the Horizon client.  
The production load will occur from 9/22 through 11/14.
There will be a training database made available.

We'll post PC requirements.

Rick will run Horizon on various PC's to see how they handle it.  Startup and reports may run slowly if your PC isn't powerful enough.

Sharon:  maybe CLAN could suggest libraries swapping the most powerful PC's into staff areas.

Peter is happy with the way Horizon is going-still lots to be done, but it goes well.

Security on Horizon is very different from DYNIX-more sophisticated and better-multi-layered.  With Horizon the public is out of our server, unlike with  DYNIX.  The only access is through the Horizon client.

RILA REPRESENTATIVE'S REPORT:

**De Johnson reports that ALA is busy working on ways to make CIPA compliance easier.
We don't yet know the full extent of the measures that will be needed.

**Patriot Act may be amended to allow libraries a more comfortable way to comply

**De will be on WRNI radio talk show with Brian Jones of the Phoenix and a representative from the US Attorney General's office to discuss Patriot Act.   She'll post the broadcast dates.

Some libraries are posting notices for patrons concerning the Patriot Act.  Also putting info on websites.

Jack Reed is working on a bill to modify the Patriot Act.

**David Macksam reported on the state study concerning statewide interface.  Berger report is outdated and we need a new, more inclusive one.  We'll need legislative support.

Mike Havener will host a program with a "futures" lecturer as a kick-off  for a spring conference.

TECHNICAL SUPPORT SPECIALIST'S RPEORT:

**Rick Payette reports that CLAN did generally well against the recent onslaught of viruses.  There were a few problems, but no great number of machines were affected.
Not worried about public PC's-mostly staff.
++++++RICK WILL BE GLAD TO LOOK AT YOUR PC'S IF YOU NEED HIM.

CLAN's firewall stops most problems, but not those sent through e-mail.

Peter:  we are not too vulnerable from the outside but we are from the inside.  We have modified Packet Shaper to help.

Please be certain your public PC's have security installed.  Much can be done at the individual library level.

**There will be a sign up sheet at the CLAN meeting for Director's individual e-mail accounts.  This is a REAL e-mail address and can be your main e-mail if you so choose.

**Dell is offering CLAN employees and their families a 10% discount on purchases if we post their flyer each month.  You would pay your own taxes and shipping and it would all be done directly-no CLAN involvement with the actual purchasing.  See Rick's posting on the new CLAN. Message for details.  
Donna DiMichele suggests we ask directors to print off the flyer once a month and post it centrally for employees.
The reaction was favorable, and the matter of whether or not to do it will be brought to the membership in September.

OLIS REPRESENTATIVE'S REPORT

**Donna DiMichele said that if library staff get messages indicating that their LORI accounts are expiring, please ignore them.
LORI account addresses are changing soon but we don't yet know when.

**Handout of WebJunction.org-the OCLC Newsletter.
Ginny will review the WebJunction.org video and perhaps plan to show it to CLAN.
**The Summer Reading Program was named in RI Monthly as the best way to get kids to read!!
** Handout concerning recipients of 2003 LORI Grants.
**New CIO is very supportive and unobtrusive-hands-off but helpful and he listens
**LORI standards have been revised-just minor changes, but it was a long and arduous process.
There will be an Oct. hearing regarding making them into regulations.
Workshops will be scheduled for those libraries that will be up for the 3-year renewal.
Random selection.  Your library will be notified the week of  Sept. 1 if you are in the first group.

**2 ILL workshops will also be scheduled.

**Tech planning is now an automated tool for LORI Standards and is still to be reviewed annually.  It is also friendlier.

**The CE calendar will be out next week.

LORI REPRESENTATIVE'S REPORT

**Regina reports that the committee will sponsor a 'Futures" conference in the Spring of 2004 for all library types.  Please check the LORI Committee page on the LORI website for information.

**Holly will be leaving the committee and CLAN will want to replace her with another person to represent small libraries.  Ginny will post a message and include an agenda item to nominate/elect a new representative.  

OTHER

**Fran is selling book lights for the RILA Centennial Committee fundraising.  Batteries included!  Libraries can sell them to patrons.  Please see the RILA website for information and to place an order, or contact Fran or Dorothy Frechette.

Meeting was adjourned at 12:25 PM on a motion made by Doug and seconded by Holly.