I. Meeting called to order -

Meeting was called to order by Becky Wright at 9:35 a.m.

II. Introductions -

Becky asked everyone to stand and introduce themselves. She thanked Lincoln Library for hosting the meeting.

III. Approval of minutes -

A vote was taken to approve the May 7, 2003 meeting minutes. The vote was unanimous.

Becky -

There was a moment of silence in memory of Linda Shaw, past director of the Rochester Public Library District. Nancy Kruse thanked everyone for all the support and help they have given since Linda's death. She also reported that Linda's daughter, Kelsey, is living with her Aunt and Grandmother. Thank you notes for memorials will go out in the near future.

Becky introduced Jo McLain, our new LLSAP Trainer. Jo started July 31, 2003. Jo's immediate plans are 1.) to become familiarized with OCLC-derived records mandate, and 2.) have a training plan in place by the end of the month on how training on the new system will work. She also reported the CBTs (computer-based training CDs) will go out as soon as possible after RPLS receives them, giving people plenty of time to experiment with them. You can either call or e-mail Jo with any questions. Additional information is on the webpage under the LLSAP Trainer section.

Becky reported that due to the recent RPLS budget cuts there will be an additional LLSAP employee as of July 1, 2004 - Terry Moreland.

Going to a new software vendor will be exciting, but there will be changes. The Governing Board had to make a difficult decision. Patsy Walter's contract expires the end of December and it will not be renewed. Patsy has been a valued employee, and Becky thanked Patsy for her role.

Reminder: next year's calendars need to be turned in to Sue Byers at RPLS as soon as possible.

A report of on-the-fly items is going out to each library that have any in the database. On-the-fly items will not transfer over to the new system so it's important that you clean up your on-the-fly records BEFORE migrating.

IV. Committee Reports -

Database Standards - Cathy Marx -

• committee has been filtering problems and questions as needed; main focus has been the migration; important to keep the database as clean as possible; any cleanup work should be done NOW, before we migrate; if records are not in the Marc format, they will not merge; committee has confidence in Dynix and expects a smooth migration; new catalogue module is wonderful and is very user friendly
• state mandate effective 4/2004 - OCLC derived records ­ reasons: insure that holdings for all LLSAPs are set, increase/strengthen the value of VIC, enhance statewide bib control through elimination of duplications, single item held statewide; working on new pricing schedule.
• pleasure to chair this committee

Finance - Diane -

• met last week; looked at fiscal year 2002-03, what was budgeted and what was spent; came out close
• looked at fiscal year 2003-04; no surplus due to purchase of new system, but happy it will be paid for
• looked at following year; surpluses will not be as great ­ probably will only have an $8,000 surplus
• will meet 10/22; anyone interested, please join

Policy - Amanda -

• committee dealing with questions as they come up
• met in July to appoint interim chair
• just a reminder, all policies are in effect until we change systems

Technology - Pat -

• pleasure to have been chair
• asked members of Evaluation Team to stand; applauded team ­ asked different groups involved in process to stand; applauded each group
• recapped process for choosing the Next Generation of Software; demos in June; Rob MaGee's invaluable service and continued input; etc.
• Dynix was chosen for overall functionality and price; cost of $433,015 includes Acquisitions, Serials, Cataloging, Opac (Ipac), Webfeet, Content Subscription (book jackets), E-mail Notification, etc.
• scheduled to go live April 22, 2004
• consider chairing a committee; great opportunity

V. RPLS Report -

Paul -

• added thanks to everyone involved in process
• reviewed Implementation Schedule Summary (attached)
• "go live" date originally was set for June, 2004 due to the size and complexity of our consortia, but changed to 4/22/04; 4/22/04 will be close
• hope to set up small task forces within each area of the profiling who will work together
• lot of "back and forth" during the loading of test data
• will have access to test server to experiment on before going live; will continue to use for testing, etc. after we go live
• first round of training will be "train the trainer" approach; Jo will determine if the current "window" is realistic
• most of the software and data loading will be done in Utah and delivered closer to the "live" date
• whole migration is very complex
• very pleased and excited with this vendor
• reviewed the second handout, System Capacity and Growth Path Warranties ­ two types listed: minimum specs and recommended specs for PCs
• have already loaded the client software at RPLS
• client server ­ currently everything is hosted at the central site's (RPLS) processor
• in client host environment, much of the work is transferred to the local PC; will actually load several different things - client software, java, Sybase on your pc, then will set up connectivity to production database
• as we get into this, we may be able to fudge a little on the specs, but cannot promise anything at this point. Handout also includes specs for PACs. 30 additional copies of CD will be received soon.

Q. Load software on PAC?
R. Will use an ordinary browser, so you do not load any software for PACs.

Q. When extracting data, when would you change your profile? When would it be best to make changes to current profiles/policy files?
R. Primarily we will move over existing policies, to stay within the timetable, so changes can be made later; changes are relatively easy, can possibly be done at the local level.

Q. Will the client server be loaded on individual workstations or what?
R. Will be loaded on each staff workstation.

Q. Does the client software need to be loaded for access to training database?
R. Yes ­ but will take some time to distribute; will look at best way to distribute and get installed.

• Jo will also be sending out CBTs to check out (to play with) before loading anything.

Q. When do we need PCs at the recommended specs level?
R. The sooner the better, then the client-based software can be loaded ­ possibly by January.

Q. Will we own the software? If not, this can be a problem when changing out equipment.
R. No, can re-install on new equipment.

Q. No license issues?
R. License fees are include in the purchase price.

Q. During the testing, will you be checking to see if can run on lower specs; e.g. Pentium II?
R. Will test, but take this spec sheet as gospel unless told differently.

Q. Fiscal years, especially for schools, may not allow purchase of new equipment this school year.
R. We will test and update everyone as soon as possible with the information.

• Another issue is connectivity; need another T1 installed at RPLS; cost will be reflected in Computer Development budget

Q. School labs that use Windows 95, how will that affect what they see?
R. We will work with Dynix, and will continue investigating, and we will update our findings via the listserv.

VI. Unfinished Business - none

VII. New Business -

A. Election of Vice President/President-Elect -

• Becky enjoyed being president of Users Group; great learning experience; sea of friends; thanks for help and cooperation
• encouraged everyone to serve and/or participate; also serve as chairs
• thanked nominating committee members
• Shelley Koehler reported nomination of Joan Rhodes VP/President Elect; no other nominations
• Joan Rhodes's nomination was voted on; vote carried unanimously

B. Pass the gavel ­

• Nancy Huntley was welcomed as our new President; Becky officially passed the gavel
• Nancy thanked Becky for her work this past year; thanked outgoing committee chairs

C. Committee formation ­

• Diane Yeoman/Mason City is the new chair of the Finance Committee; they will meet 10/22
• Shelley Koehler/Shelbyville is the new chair of the Technology Committee; they will meet in Decatur sometime in November
• Karla Johnson/Effingham is the new chair of the Database Standards Committee; she and Jo will meet with Dynix first before scheduling the next committee meeting
• Linda Meyer/Chatham is the new chair of the Policy Committee; they will meet at RPLS on 10/23 at 1:30 p.m.
• The new Governing Board will meet on Thursday, October 9 at 9:30 at Lincoln Library, Springfield; beginning in November, they will normally meet the first Thursday of the each month

VIII. Announcements -

The date of the next Users Group meeting will be determined later.

IX. What's New at Your Library? -

• Tim Moody/Richland CC will serve as the academic representative on the Governing Board
• Ann/Warrensburg - QuestionPoint (19 libraries); to meet after today's meeting
• Decatur Public Library is hosting a Lincoln exhibit for six weeks beginning November 17; brochures in the back
• Mary Ann/ISHL - ISHL now doing ILL via OCLC or fax; have new sub for Genealogy
• Lincoln Library's North Branch is now open; back to lending books
• Chatham has a new Reference Librarian ­ Debbie Webb
• IL State Museum has a new Audubon exhibit with original prints, etc.; superb exhibit
• Betty Lou/Hanson - State Library presenting an OCLC Cataloging for Dummies training session in October
• Shirley Shaw/Taylorville Jr. High - apologized for not loaning books; still not up and running completely
• Nina Wunderlich - children's area at Taylorville Public has been remodeled; very pleased with results

Nancy adjourned the meeting at 11:15 a.m.

Database Numbers -

298,168 patron records
2,733,121 item records
802,595 bib records

Attendees and Summary -

Amanda Standerfer / Helen Matthes, Effingham
Jo McLain / RPLS
Cathy Marx / Richland CC
Pat Burg / IL State Museum
Harry Gaylord / IL Supreme Court
Dorothy Siles / Taylorville PL
Carol Waterman / Taylorville PL
Shirley Shaw / Taylorville Jr. High
Nina Wunderlich / Taylorville Elem. Libraries
Theresa A. Cripe / Hope Welty Public, Cerro Gordo
Cyndi Bowman / Argenta-Oreana PLD
Marlene Wirth / Sullivan High School
Eileen Curry / Windsor Public
Shelley Koehler / Shelbyville
Carol Moore / Decatur Public Schools
Susan Full / Springfield College in IL
Nancy Simpson / IL EPA
Ellen Murray / IL Association of School Boards
Betty Lou Hicks / Hanson Professional Services, Inc.
Amy Matzke / Hanson Professional Services
Gisela Motzkus / IL DOT
Sue Byers / RPLS
Sandy Bonn / Chatham Area Public
Debbie Webb / Chatham Area Public
Linda Meyer / Chatham Area Public
Anita Walters / Sherman Public
Libby Letterly / Williamsville CUSD #15
Joan Rhoades / Vespasian Warner Public Library
Jennie Alexander / Mt. Zion District Public Library
Stephanie Edwards / Weldon Public Library District
Carolyn Greger / Mt. Pulaski Library District
Suzy Saunders / Lovington Public Library
Marsha Burgener / Atwood-Hammond PLD
Lisa Spracklen / Marrowbone PLD, Bethany
Becky Wilson / Herrick Township Public
Shirley Ackerman / Lincoln Library
Nancy Kruse / Rochester Public
Jane Schmidt / IL State Historical Library
Mary Ann Pohl / IL State Historical Library
Shelley Perry / Illiopolis-Niantic PLD
Barbara Collins / Moweaqua Public
Anna Adermann / Assumption Public
Linda Perona / Blue Mound Public
Mary Lee Melhorn / South Macon Public
Monica Reynolds / Blue Mound Public
Alice Reed / Blue Mound Public
Matt Wilkerson / DPL
Scott Pointon / DPL
Sandy Trezzo / DPL
Robyn Hendricks / DPL, Circulation
Lee Ann Fisher / DPL
Lois Morse / Lincoln Library
Phyllis Barnard / Lincoln Library
Nancy Huntley / Lincoln Library
Timothy R. Childers / Lincoln Library
Mary Kleinschmidt / Petersburg Public
Diane Yeoman / Mason City PLD
Jan Baker / Illini Central High School
D. J. Phares / St. Teresa High School
Patsy Walters / RPLS
Karla Johnson / Effingham
Deb DeJarnette / Lincoln Public Library
Jean Campbell / Forsyth Public
Ann Adkesson / Barclay PLD
Becky Wright / Taylorville High School
Paul Johnson / RPLS
Terry Moreland / RPLS

Academic = 02 Public = 43 School = 08 Special = 09 System Staff = 05

Total = 67

Submitted by Terry Moreland, Secretary

Attachments follow:

Implementation Schedule Summary:

	Start Date	End Date
Project Review (Project Start)	09/22/03	10/27/03
Library Preparation	10/05/03
Extraction of Data	09/22/03	10/13/03
Extract the test data	10/20/03	10/30/03
System Profiling	10/27/03	12/08/03
Profile System Codes	10/27/03	11/10/03
Enter profile into Horizon Database from Implementation Guide Forms	11/10/03	12/08/03
Load Test Data	12/08/03	02/02/04
Load the test records on your Horizon database	12/08/03	12/15/03
Review Test data against the entered profiles (see Doc #15)	12/15/03	02/02/04
Complete and Return Test Load Sign-off	02/02/04	02/02/04
Hardware Staging	01/19/04	02/02/04
Staging your server(s) and additional hardware	01/19/04	02/02/04
Delivery of Test and Training Server	02/02/04	02/12/04
Staging your test/training server
Receive test/training server from Dynix
Install test/training server
Additional Horizon System Setup	02/02/04	02/23/04
Additional Horizon system setup	02/02/04	02/23/04
Training	02/02/04	04/02/04
Complete core training
Complete additional training (as applicable)
Production Data Load	02/02/04	03/31/04
Load Authorities
Load Bib and Item data
Load Patron data
Additional MARC Record Database	02/09/04	03/10/04
Create Additional Database
Extract MARC Records
Load MARC Records
Hardware Installation	03/31/04	04/07/04
Dynix ships database server	03/31/04	04/02/04
Install server and perform connectivity tests	04/06/04	04/07/04
Gap Load and Circulation Cutover	04/12/04	04/23/04
Cataloging and Patron Data Gap Load	04/12/04	04/16/04
Stop cataloging and making patron record changes	04/12/04	04/12/04
Extract bib, item, and patron data current system	04/12/04	04/12/04
Load gap data for bib, item and patron records	04/12/04	04/15/04
Circulation and Item Data Cutover	04/19/04	04/23/04
Stop circulation and discontinue use of the system	04/19/04	04/19/04
Extract circulation data	04/19/04	04/19/04
Load circulation data	04/19/04	04/22/04
HORIZON GO LIVE	04/22/04	04/22/04
Begin using your new Horizon system	04/22/04	04/22/04
Dynix Services Consultant (SC) will be on site at your library	04/22/04	04/22/04

SYSTEM CAPACITY AND GROWTH PATH WARRANTIES ­

The following requirements are for Horizon 7.3.

MINIMUM SPECIFICATIONS	RECOMMENDED SPECIFICATIONS
Staff Workstation Pentium III 256 MB RAM 1.0 GB Free Disk Space Required Network Interface Card TCP/IP Connectivity Windows 2000, NT v4.0 or XP Professional Color SVGA Monitor 2x CD-ROM Mouse or track ball	Staff Workstation Pentium IV or greater 512 MB RAM 1.0 GB Free Disk Space Required Network Interface Card TCP/IP Connectivity XP Professional Color SVGA Monitor 20/48X CD-ROM Mouse or track ball
MINIMUM SPECIFICATIONS	RECOMMENDED SPECIFICATIONS
PAC Client Workstation Pentium III 128 MB RAM 100 MB Free Disk Space Required Network Interface Card TCP/IP Connectivity Windows 98 or higher Color SVGA Monitor 2x CD-ROM Mouse or track ball	PAC Client Workstation Pentium IV or greater 256 MB RAM 100 MB Free Disk Space Required Network Interface Card TCP/IP Connectivity XP Professional Color SVGA Monitor 20/48X CD-ROM Mouse or track ball