DRAGON Users Group Minutes
Tuesday, March 11, 2003
Rochester Public Library, Rochester, IL
I. Meeting called to order
Becky Wright called the meeting to order at 9:30 a.m.
o special meeting with a shorter agenda
o thanked Linda Shaw for housing the meeting, Gisela Motzkus/IDOT and Betty Lou Hicks/Hanson Professional Services, Inc. for supplying refreshments, and special thanks to Betty Lou for reminders, via e-mail, on the importance of the meeting in order to have a quorum
II. RFP Update
Paul Johnson
o if anyone is interested in serving on any of the Task Force Committees, contact one of the chairs
o goal get RFP out to vendors by February 5, 2003 goal was met
o Committee selected six vendors - sent them electronic and printed copies of the RFP
o RFP was also posted on our website
o checked with attorney for any requirements to publish RFP in state newspaper; answer was no since we are not a state agency
o asked vendors for letters of intent by February 27
o all six vendors have responded; five (SIRSI, DYNIX, VTLS, Ex Libris and Innovative) will submit proposals by March 27th deadline; one (The Library Corporation TLC) declined to submit a proposal
o sections of proposals will be sent to the different committees after March 27th for evaluation
o will continue working with Rob McGee
o want to get the vendors down to two or three good ones who will come for demos
o budget figure of $600,000 is just a guesstimate; will know more after receiving the proposals
o RFP requires vendors to be very specific regarding what is needed at the client end; will know specifics after 3/27; we do know terminals and SmarTerm will go away; will know more specifics on the kind of PCs and software needed to operate after 3/27 and will provide that information as soon as available
III. Vote on Fee Schedule
Nancy Huntley
o
Committee is
proposing to increase the cost of full username accounts to $600 each and the
database maintenance fee to $450; cost for PAC and search accounts would remain
the same
o
recommending
putting the new fees into place beginning July 1, 2003
o
this is the
first increase in two years
Motion was
made to accept the proposal; motion was seconded; roll call vote was
taken. Vote was unanimous with 43 yes
votes, 0 no votes.
Becky Wright
o proposing hiring a full-time trainer for a cost of up to $40,000, covering salary and benefits
o job description has been written
Paul Johnson
o trainer will be housed at RPLS, with full use of training facility, system vehicles, fax, telephone, office supplies, PC, etc.
o trainer will carry on work started by Diane Kovacs, will deal with issues relating to the migration, and will address training issues related to the recent mandate from the State Library that all new records must by derived from OCLC effective April, 2004
o proposal calls for start date of July 1, 2003
Q.: Is this to be a permanent or temporary position?
A.: Full-time status should continue at least 1 year past migration process, possibly dropping
down to part-time after that; will evaluate at end of each year.
Q.: Will this be added to the current fees, i.e. the Database Managers fee?
A.: This will come out of the general fund; it is not a separate fee. Keep in mind username fees will go away with the next generation; at the very least a new way of doing things will have to be considered.
Q.: Is this position contractual or considered an employee?
A.: Checked with attorney; series of questions by the IRS are always asked to determine that, and based on the answers, its more an RPLS employee position.
Q.: As an employee, will there be benefits?
A.: The proposed cost of up to $40,000 will include benefits.
Q.: Will this employee be made aware the position could be reduced to part-time?
A.: Yes, from the beginning.
Motion was made to hire a full-time trainer, with a maximum expenditure of up to $40,000,
including salary and benefits, beginning July 1, 2003; motion was seconded; roll call vote was
taken. Vote was unanimous with 43 yes votes, 0 no votes.
Linda Shaw -
o
handed out
draft of changes to by-laws
o
page 2,
articles 5 and 6 (but specifically 5) suggests changing composition of
Governing Board by giving Decatur Public Library and Lincoln Library each a permanent
voting seat on the Board; no library could occupy more than one seat on the
Governing Board
o
would like to
vote on proposed change(s) at Mays Users Group meeting
o
removed all
vendor-specific references, making it easier to migrate
o
take draft back
to home library and get any necessary approvals for the next meeting
Q.: If Lincoln Library or Decatur Public Library becomes President or Vice President, can they have more than one person on the Governing Board?
A.: Yes, but they will still only have one vote.
VI. Announcements
Becky Next U.G. meeting on Wednesday, May 7, 2003 at Decatur Public
Library at 9:30 a.m.
We skipped April due to the work that will be done with the RFPs. Thanks to all for coming out to this special
meeting.
Paul Urged everyone to participate in Library Advocacy Day on April 9,
2003. Issues relating to funding, etc.,
that will affect everyone, will be discussed.
Plan on attending!
Betty Lou President of ILA, Sylvia Williams, died suddenly. She was only 41 or 42 years old. Becky asked for a moment of silence.
Nancy Asked members of the Finance Committee to meet briefly right
after todays meeting.
Deb Lincoln Public Library is having an open house from 5:00 to 7:00
p.m. on April 30 to celebrate their 100th birthday. Everyone is invited.
Motion was made to adjourn the meeting; motion was seconded; meeting
adjourned at 10:30 a.m.
Attendees and
Summary
Linda Shaw Rochester Public
Becky Wilson Herrick Public
Theresa Cripe Hope Welty Public, Cerro Gordo
Cyndi Bowman Argenta-Oreana Public
Jan Baker Illini Central H.S., Mason City
Kathy Goleman Divernon Township
Dorla Reavis Divernon Township
Gisela Motzkus Illinois DOT. Springfield
Mike Barnard Lincoln Land Community College, Springfield
Ruth Shasteen Neoga CUSD #3
Betty Lou Hicks Hanson (Hanson Professional Services, Inc.), Springfield
Ellen Murray IASB (Illinois Association of School Boards), Springfield
Patsy Walters RPLS
Deb DeJarnette Lincoln Public
Carol Waterman Taylorville Public
Shelley Koehler Shelbyville Public
Karla Johnson Effingham Public
Nina Wunderlich Taylorville CUSD #3
Cathy Marx Richland Community College, Decatur
Linda Perona Blue Mound Public
Alice Reed Blue Mound Public
May Lee Melhorn South Macon Public
Barbara Collins Moweaqua Public
Anna Adermann Assumption Public
Carolyn Greger Mt. Pulaski Public
Diane Yeoman Mason City Public
Joan Rhoades Clinton Public
Kathy Harvey Springfield Art Association
Helen Flynn St. Teresa High School, Decatur
Eileen Curry Windsor Public
Marlene Wirth Sullivan High School
Jane Schmidt IL State Historical Library, Springfield
Mary Ann Pohl IL State Historical Library, Springfield
Pam Bradford Central A&M High School, Moweaqua
Terry Moreland RPLS
Bev Obert Atwood-Hammond Public
Timothy R. Childers Lincoln Library, Springfield
Lisa Spracklen Marrowbone Public, Bethany
Sally Ascenzo Marrowbone Public, Bethany
Sandi Trezzo Decatur Public
Robyn Hendricks Decatur Public
Scott Pointon Decatur Public
Carol Moore Decatur Public Schools #61
Tim Schnabel RPLS
Anita Walters Sherman Public
Phyllis Barnard Lincoln Library, Springfield
Susan Full SCI (Springfield College of Illinois)
Mary Kleinschmidt Petersburg Public
Pat Burg IL State Museum, Springfield
Nancy Huntley Lincoln Library, Springfield
Nancy Simpson IL EPA, Springfield
Linda Meyer Chatham Area Public
Sandy Bonn Chatham Area Public
Jenny Alexander Mt. Zion Public
Becky Wright Taylorville High School
Academic = 03
Public = 33
School = 08
Special = 08
System Staff = 04
______________________
Total = 56
Submitted by Terry Moreland, Secretary