1. CALL TO ORDER
This regular meeting of the CLAN Steering Committee meeting was called to order by Chair Kathryn Taylor at 9:40 A.M. at the Warwick Public Library.

Steering Committee members in attendance: Susan Aylward, Peter Bennett, Carol Brouwer, John Carney, Fran Farrell-Bergeron, Shirley Long, Doug Pearce, Anne Parent, Pat Redfearn, Regina Slezak, Kathryn Taylor, Ulla Virks.

CLAN Staff in attendance: Rick Payette, Cindy St. Amour

Chair Kathryn Taylor opened the meeting by welcoming new Steering Committee members and expressing her pleasure at the migration vote. All members of the Steering Committee agreed that the process leading up to the vote was inclusive, informative, and a good example of cooperation and deliberative thought. The Steering Committee also agreed that it is important to continue to be forthcoming with information for the membership as we move through the migration process.

2. MINUTES OF THE April 28, 2005 STEERING COMMITTEE MEETING
VOTED to approve the minutes on a motion by Regina Slezak, seconded by Carol Brouwer.

3. TREASURER'S REPORT
Shirley Long, the incoming treasurer, reported that she is going to work with Leslie McDonough as Leslie prepares the third quarter report, so that she will have an opportunity to see the process and to ask questions. Shirley is interested in making the reports more detailed to give the Steering Committee and the membership a more specific picture of CLAN's financial transactions. She will be talking with Elaine Clark in the CLAN office regarding the software system that Elaine uses to compile the reports that she does for CLAN's accountant, to see if something similar could be used to generate reports for the membership.

The Steering Committee continued its discussion from the previous meeting on the issue of hiring a payroll service to handle CLAN's payroll. Leslie McDonough had done some investigation of potential payroll service providers. Elaine had also gathered some information.

VOTED to authorize CLAN Treasurer, Shirley Long to arrange for outsourcing CLAN's payroll function either by contracting with a payroll service or engaging an accountant suggested by CLAN's auditor on a motion by Carol Brouwer, seconded by Fran Farrell-Bergeron.
 
4. STANDARDIZATION COMMITTEE CHARGE

Chair Kathryn Taylor read her charge to the ad hoc committee formed at the CLAN membership meeting on April 28th. The Committee is charged with addressing the need for standardization of procedures and policies for the CLAN network. The committee will begin by drafting a survey to ask the membership for areas which need to be standardized. The three major areas of concentration to be examined at this time and which will be addressed in the survey are: Circulation, Cataloging, and OPACS. The committee will be chaired by Chris LaRoux (GVL) and will include the following members who have volunteered to serve: Kathryn Taylor (WES), Amy Skolnik (EXE), Chris Jeffers (PAW), Diane Hogan (EGR), Celeste Dyer (CUM), Cindy St. Amour (Head of Data Processing), Patience Bliss (CLAN), Peter Bennett (Network Administrator), Susan Moreland (NKI), Andrea Plaziak (WWA), Kathy Berrigan (WAR), Sharon Fredette (WAR).

The Committee will be asked to submit their recommendations to the Steering Committee at the end of the summer in time for review at the August 25th Steering Committee meeting.
        
5. MIGRATION UPDATE
Peter reported that both he and Rick have talked to Tim Gorham at The Champlin Foundations and things look very good with Champlin, both in terms of the migration funding and in terms of individual library CLAN technology requests. Champlin has expressed confidence in our management of the Champlin grant. Peter and Rick are going to try to refine the grant a little bit over the summer by encouraging some of our vendors to give better pricing. There will be time to do that since the distribution committee at Champlin does not meet until September.

The Steering Committee discussed the boilerplate contract from Innovative that Peter had distributed prior to the meeting. Many of the issues of concern to the Steering Committee, such as performance standards, deadlines & penalties, the training component, and the payment schedule, will be ironed out during the negotiation process and will appear in the appendices to the contract. Peter asked the Steering Committee to appoint a negotiation team to meet with Charlie Carroll, the Innovative Sales representative. Peter spoke with Charlie on Monday and he would like to bring one of the company's vice-presidents to Rhode Island to participate with him in the negotiation process. Peter has also been talking with Bob Aspri of HELIN, and Bob volunteered to participate on the negotiation team. This would be advantageous to CLAN because Bob has been administering an Innovative installation since 1991; he knows a lot of the executives with the company; and his presence on the team would also serve as a reminder to Innovative of the potentially expansive installation their company would have with a CLAN/HELIN statewide catalog project.

The Steering Committee appointed the following negotiation team to begin negotiating a contract with Innovative in the next couple of weeks: Peter Bennett (Network Administrator), Kathryn Taylor (WES), Fran Farrell-Bergeron (WWA), Regina Slezak (NPT), Bob Aspri (HELIN), and ultimately the CLAN Executive Director (when she returns from medical leave).
        
6. PERSONNEL COMMITTEE CHARGE
The following Steering Committee members volunteered to serve on the Personnel Committee to review personnel policies and job descriptions of CLAN staff: Kathryn Taylor (Chair), Dan Austin (PRO), Anne Parent (OLIS), Doug Pearce (WWA), Ulla Virks (CHA).

7. SCHEDULE OF STEERING COMMITTEE MEETINGS
The Steering Committee decided informally on a schedule of meeting the fourth Thursday of the month, at 9:30 AM in the Trustees Board Room at the Warwick Public Library. They set specific dates for the next three months: June 23, 2005; July 28, 2005; August 25, 2005.

8. ADJOURNED TO EXECUTIVE SESSION
VOTED to adjourn to Executive Session at 10:40AM on a motion by Doug Pearce, seconded by Carol Brouwer.  

Respectfully submitted,
Susan Aylward
Secretary