RPLS LLSAP GOVERNING BOARD MEETING

Thursday, October 9, 2003

Springfield, Illinois

Lincoln Library

Attendance: Lee Ann Fisher, Shelley Koehler, Joan Rhoades, Nancy Huntley, Paul Johnson, Jan Baker, Lois Morse, Ann Adkesson, Becky Wright, Tim Moody, Diane Yeoman, and Betty Lou Hicks.  Also, in attendance were Tim Childers and Jo McLain.

Chairman, Nancy Huntley called the meeting to order at 9:40 A.M.   The minutes of the previous meeting were approved on a motion by Lee Ann Fisher and seconded by Joan Rhoades.

Committee Reports:

            Database: no report

            Policies: next meeting October 23

            Technology: next meeting Oct. 28 at Decatur Public Library

            Finance: Diane Yeoman announced the next meeting will be Oct. 22 at the Mason City Public Library.  The Committee has looked at last year’s budget and realizes some changes need to be made to rebuild the bank account once the new system is purchased.  We also need to allow that we will have 2 employees and perhaps need a third. The Committee asked Paul Johnson to contact other LLSAP’s and ask how they do their billings.  A suggestion was made not to have the bill read as “Database Manager’s Fee”.

            Nancy Huntley asked that each Committee Chair send posting of meetings and meeting minutes to Doris McKay who will be handling the Web page for RPLS.  Also, Committee members should be listed on the web page.

            RPLS Report:  Paul Johnson and Jo McLain shared giving the report.  They gave the web site address and passwords for the Dynix Customer Resource.  At this site one can find the actual Manuals under “Horizon Information Management System”, there is also a directory of staff etc. under “Contact”.  This URL and password will be distributed to the memberships at a later date.  When looking at the site, one should keep in mind that we will come up on the 7.3 release even though it will not be released to current subscribers until a later date.

            Things RPLS is doing to get ready for the new system:

1.      Extraction of data from system (Sue, Terry, Tim Childers)

Bibliographic Marc file; patron file; Newsdex file; and item file.

The test file will be the entire file not just 10 or 20,000 items.

2.      Client server software (Tim Childers and Matt Wilkerson) – everyone must keep abide by the standards established for the hardware.  RPLS has been given 30 copies of the Client CD’s and Jo has put together instructions for loading.  We can make copies of this software.

3.      Making plans for training: will make CBT’s available so everyone can go through the tutorial before actual training takes place.  This is a window based product so everyone needs to feel comfortable operating in the windows environment.   First round of training will involve 24 people sitting through training being done by Dynix staff.  The training will be on Circulation, PAC, and Cataloging.  The training is for a 3 day period and will be given during 3 different weeks.  If someone wants to go through the initial training, they must be willing to serve as mentors and go out and train others.  If a library has someone who wants to sit through one part of the training and then serve as a trainer on just the one part, this is okay.  Let Jo McLain know if anyone is interested in being a trainer.

4.      Profiling: this data must be manually put into the system.  Thus, RPLS will use the current data for the profiles.  If changes need to be made they can be made later.  Libraries will be able to go in and make their own changes to their profiles.  There will be a committee working on the Profiling.  They will take the detail and break into pieces with each area, their will be an RPLS staff member or another knowledgeable individual plus one person from the Implementation Team, and one person from the SIRSI Committee to help with the Profiling to make the 1^st draft.  The 2^nd level will be to test information as it has been input, the team will be able to see the results and still make changes.  People working on the Policy Files will be: Catalog – Jo McLain, Karla Johnson, and Cathy Marx; Circulation – Sue Byers, Linda Meyer, and Shelley Koehler; Acquisitions – Steve Craven; Opac – Tim Childers, Anita, and Becky Wright; System Administration: Terry Moreland, Tim Schnabel, Matt Wilkerson, and Tim Childers; Serials – Harry Gaylord and Pat Burg.  Working on the e-mail problem since the new server will not have a corresponding component to handle e-mail will be Matt Wilkerson, Doris McKay, Tim Childers, and Jo McLain.

Unfinished Business:

            Since we are dropping DRA and we really are not SIRSI and since the day may come when we will change systems again the group agrees that the organization shall just be known as the “User’s Group”.

            Nancy Huntley presented an Agreement which had been drafted by Ed Booth, the attorney.  This agreement represents the rights and duties of the User’s Group and RPLS concerning employees of RPLS funded by the User’s Group.   This agreement was accepted on a motion made by Diane Yeoman and seconded by Shelley Koehler.

New Business:

            Next User’s Group Meeting: at Richland on January 14, 2004 at 9:30 A.M.

            RPLS Board Meeting on October 21, 2003

            Governing Board Meeting on November 6 at Lincoln Library, Springfield at 9:30

            A.M

Announcements:

            Nancy Huntley announced the North Branch of the Lincoln Library will have a Grand Re-opening on October 9 at 9A.M.

Meeting adjourned at 11 A.M.

Respectfully submitted,

Betty Lou Hicks, Secretary

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