1. CALL TO ORDER
This regularly scheduled meeting of the CLAN Steering Committee meeting was called to order by Chair Kathryn Taylor at 9:50 A.M. at the Warwick Public Library.

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

Also in attendance: Dan Austin (PRO), Mary Skaba (BUR), Cindy St. Amour (PPL)

2. MINUTES OF AUGUST 17 STEERING COMMITTEE MEETING
VOTED unanimously to accept the minutes of the August 17, 2005 meeting as presented. (Carol Brouwer, Doug Pearce).

3. SYSTEM ADMINISTRATOR'S REPORT (Peter Bennett)
MIGRATION UPDATE
Peter reported that the WebEx session with Millennium went very well. Peter, Cindy, Rick, Patience, and Mary Skaba all participated. Peter is particularly pleased to find that just about everything on Millennium happens in real time; there is no such thing as "day end processing." Peter has completed the structuring of the location codes including a map of 5,760 lines that translates our old collection codes into the new location codes. Innovative is very pleased with the codes, the structure of which provides 14-16 codes for each library. This was likely the biggest job in the whole migration process. Peter is currently working on translating item types into the Innovative system.

Peter described the problems with Teleforms, which is the Innovative version of Telecirc. It seems that we were all talking different languages during contract negotiation. The Innovative definition of "message" was considerably different than CLAN's definition. In order for Teleforms to work with any reasonable comparison to Telecirc, we will actually have to buy additional "messages," which will cost $19,500. Another related problem is a similar one with Self-Check. Innovative included their version of Self-Check in the contract, but did not include the SIP2 interfaces that are needed for both Self-Check and CybraryN to work. We would need 11 SIP 2 interfaces at a cost of $2,500 each. The Steering Committee expressed their outrage at what Fran-Farrell Bergeron described as Innovative "nickel and diming us" after the contract had been signed. The Steering Committee authorized Peter to communicate its displeasure and to arrange to have the sales representative return in person to resolve the issue with the Steering Committee negotiating team.

Peter reported on the ongoing quotation process for the system monitoring and maintenance on the routers. Both Verizon and Atrion are providing quotes for the service.

Peter reported that the funds for the three-year payment on the migration are all accounted for including Champlin. The check from OLIS has also been received. Peter and Cindy both reported on a very productive meeting with Champlin last week; they are fully on board supporting the migration. Champlin is particularly pleased with Rick's implementation of the new method for CLAN technology grants.

Peter will be posting the link, log in information and password to the Triple I documentation and online tutorials.

There was much discussion about training. Peter recommends that we do not pay Innovative for additional training. If we feel we need additional formal training, Peter feels it would be more beneficial to have HELIN help us with that and Bob Aspri has indicated a willingness to do so. The Circulation training is going to be coordinated by the Circ Heads group. Mary Skaba reported that the Circ Heads have already begun to develop a plan. They have divided themselves into regions and there will be three volunteers from each region who will receive the Innovative training. These folks will then train in their regions. The Database management has a similar plan, coordinated by Patience, for cataloging training. The Steering Committee thought the training plan sounded excellent. Kathryn suggested that we want to be sure we have some quality control on the trainers who have volunteered. It is important that Mary and Patience and also the regional representatives to the Steering Committee make sure that the folks who go through the Innovative training are following the same guidelines and protocols so that everyone gets the same level of training.

4. OTHER
COMMUNICATION DURING THE MIGRATION PROCESS (Cindy St. Amour)
Cindy St. Amour reported that there seem to be libraries that are unaware of the migration in progress. The Secretary will look back through the attendance at the general membership meetings for the last year to see which libraries have not attended. The Steering Committee talked about the possibility of sending a letter to the directors of these libraries outlining the responsibilities of member libraries as outlined in the bylaws.

LETTER TO ACLU DIRECTOR (Kathryn Taylor)
Kathryn read the letter she wrote, as CLAN President, to Steve Brown regarding the Internet filtering issue. The Steering Committee was pleased with her letter.

STATEWIDE AMNESTY (Mary Skaba)
Mary Skaba presented the recommendation of the Circ Heads group regarding the statewide amnesty. The Circ Heads recommend that the amnesty be held January 23-28, 2006. The amnesty will be for overdue items only, returned in circulating condition, and existing fines will be excluded. There was some discussion among Steering Committee members regarding the recommendation to exclude existing fines. But the Committee eventually decided to approve the provisions of the amnesty as recommended by the Circ Heads.

PATRIOT ACT (Pat Redfearn)
Pat Redfearn had fielded a question from an attorney on her board regarding the Patriot Act and whether or not law enforcement officials had to produce a subpoena when invoking the act. Anne Parent suggested that the OLIS news archive or the ALA IFC could probably answer the question.

WARWICK PUBLIC LIBRARY LEASE OF OFFICE SPACE TO CLAN (Doug Pearce)
Doug reported on the formalizing of the lease arrangements between CLAN and the Warwick Public Library. He has had a draft prepared of the lease agreement. The Steering Committee asked him to make copies for review by the Committee members. After the Committee has reviewed it conceptually, Anne Parent volunteered to have an attorney review it on legal terms.

FINANCIAL ISSUES
The Finance Committee had been scheduled to meet after the Steering Committee meeting, but as they do not yet have all of the specific information they need to begin drafting next year's budget, the Steering Committee discussed some general financial issues regarding the timing of the budget proposal and how to build into the budget some room for the addition of a database and/or any additional services offered by Triple I, such as WebBridge. The Committee talked about the possibility of having a sum of money in the reserve line for this and for any changes in the personnel structure of CLAN, which might not be decided by the time the Finance Committee needs to prevent a draft of the budget proposal at the November membership meeting.

5. ADJOURNED TO EXECUTIVE SESSION

VOTED unanimously to go into Executive Session to discuss personnel matters. (Carol Brouwer, Doug Pearce).

The meeting was adjourned to Executive Session at 11:05 AM.

Respectfully submitted,

Susan Aylward
Secretary

Next Steering Committee meeting October 27, 2005 9:30AM, Warwick Public Library