DRA User's Group

A. John Law/RC welcomed the group.

B. Linda Meyer/CT asked everyone to stand and introduce themselves;

Beth Kent/DPL is leaving Decatur Public Library;

Andrea Johnson/FO has resigned effective August 20, 1999;

Stephanie Edwards is the new librarian at Weldon;

Linda thanked the group for the opportunity to serve as chair; sees her role as a facilitator; said the restructuring of the User’s Group will make the system better; stressed on-going communication among the group is very important; reported Linda Shaw/RO is in the hospital - diagnostics will determine if medication or surgery will be next step - asked group to keep Linda in their thoughts; asked the Executive Committee to meet briefly after today’s meeting.

Tim Childers/LL made a motion to approve the May 19th minutes;

Cheryl Bushnell/LLCC seconded; and the motion carried.

A. Karla Johnson/EF read through the Database Standards Committee report (see attachment);

John Law explained the report is simply a plan of implementation, but the plan has not been approved.

B. John reported the Finance Committee discussed the type of new server needed in the computer room; the Executive Committee has earmarked money for the new server; their next meeting will be sometime in early Fall; usernames and their respective pricing levels will be discussed.

C. Linda read Linda Shaw’s letter (see attachment) and asked libraries to pick up a copy of the document (Circulation Policies and Procedures Manual DRAFT) before leaving today’s meeting; a comment sheet is attached to the document and it and/or any other comments regarding the document should be returned to the Committee in writing by September 1, 1999; the Committee will meet and discuss all comments, and hope to present and pass at the September 15th User’s Group meeting; stressed that the Committee wants to know if you see any problems, have any concerns, or are pleased with the document; must have a quorum at the September 15th meeting.

D. Tim reported there is now a User’s Group section on RPLS’ web page listing standing committees and their members, meeting minutes, meeting dates, etc.; Technology Committee will be meeting every third Friday, every other month at 9:30 a.m.; next meeting will be August 20; encouraged people to attend to see what’s going on; several ways to access the RPLS’ web page:

telnet to 206.187.34.100/newpage

telnet to alpha1.rpls.lib.il.us/newpage

access the State Library/Secretary of State’s web page and link to RPLS search through OPAC and click on link at bottom of page; Paul noted the Secretary of State’s web page should be bookmarked in PCs - future grant information from the State will no longer be mailed - the only access will be through the web page; the Committee looked at and reported the current band width to RPLS is fine; no plans at the current time to upgrade size; discussed Y2K compliancy and reported Matt will compile a list of web sites for vendors of equipment and post to RPLS’ web page; individual libraries will have to contact each vendor for input on what needs to be done for compliancy; discussed the new server; looking at different ways to alleviate downtime at RPLS during normal business hours.

A. Paul Johnson/RP gave an explanation for the June 16 - 17 downtime and the program that was run at that time (Agency Conversion/Compression); we have a limit of 99 location codes, but will soon have 113 different libraries; had to look at ways to combine or compress codes; used Taylorville Elementary Schools as the guinea pig by compressing four elementary schools into one, treating three as branches; RPLS found out in the process we were also guinea pigs; we seem to be the largest consortium account with DRA, making us unique, so DRA has no plans to create a different way of assigning location codes; will have to repeat process again as we grow, but will plan downtime differently. 

B. Paul reported the upgrade to DRA Classic v2.5-1 is scheduled for August 14 and 15; gave an explanation of the different levels on the database that need to be made Y2K compliant:

1. Multinet - manages the IP addressing - completed

2. Classic - applications software for access to Circle, Netcat, etc. - August 14-15

3. VMS - basic operating system for the database - September or October; updated pages to manuals with notes on changes will be sent in delivery next week.

C. Paul said the State originally gave each system $10,000 to purchase a server for running V.I.C. (Virtual Illinois Catalog) software; the State now wants one huge server in Springfield to run V.I.C. software; the systems’ options were to return the money or spend it for technology-related equipment; RPLS will use it in combination with Computer Development Funds to purchase an NT server to bring in DRA’s Web II product, which is the first Taos product and can be used for evaluating future Taos products; Web II can run independently of the other products, but must have a PC to use; our current band width will not be an issue with Web II, but will continue to be monitored regardless; the Finance and Technology Committees will address any other issues that come up when using the Web II product; e.g. patron access from home.

D. Future downtime will be kept to a minimum during normal business hours, utilizing weekends in most cases; the recently purchased loader, to be used for backups, was delivered yesterday, and the installation will be scheduled for early in the day if the interruption can be kept to a minimum; Tim gave a brief overview of OBC (off-line backup circulation) and suggested it could be used during downtimes.

E. Paul urged everyone to look at V.I.C at http://vic.lib.il.us; State sees V.I.C. as the future of interlibrary loan across the State; target date for use is mid-October; will begin receiving requests from all over the State based on what is seen in V.I.C.; more details will be available at the September 15 User’s Group meeting; system staff will begin creating unique e-mail accounts for each LLSAP library; requests will be via each e-mail account and it will be the library’s responsibility to check and process/respond to requests daily; a State-appointed committee will be looking at how the increase in materials via ILDS will be handled; State is saying interlibrary loan via e-mail is a high priority; will use IO number to place requests; Paul will check on when patrons should be given an IO password; State’s ultimate objective is to allow any Illinois citizen to place a request from their home.

F. New training schedule went on shelf for delivery yesterday; will use existing staff to do most of training; eventually RPLS training room will be utilized, but first several sessions will be held at other locations.

G. Paul reported the Department of Children and Family Services will be joining the cluster, bringing our numbers to 113; Gwen Harrison is the librarian; Chet Brandt/IE has agreed to act as mentor.

Linda reported the DRA cluster as a group will begin dialog with appointed members of RPLS’ Board to discuss issues that concern both groups; the Committee also discussed long-term training issues, and the need for additional circulation and database standards training; next meeting will be at Chatham at 9:30 on August 12; everyone is encouraged to attend this and any committee meeting; Question: Concerned about the $2500 expenditure for the 800 line, was it voted on?

Answer: Yes, at a previous meeting.

B. Terry Moreland/RP will continue to act as secretary for the time being; if anyone else is interested in the position, let Linda know.

C. September’s meeting will include contracts, certification, and circulation policies and procedures, and the packet will include ballots if you cannot attend; meeting will be at Lincoln Land Community College in Springfield on September 15 (third Wednesday) at 9:30; directions to LLCC: take 55 South around Springfield, take Toronto Road turnoff and turn East to dead end meeting will be on lower level of library/Sangamon Hall.

D. Patsy Walter’s toll-free number is 1-888-588-4414.

A. Hope to circulate the Executive Committee meeting minutes before the next User’s Group meeting. Agenda will include time for questions regarding each committee meeting. Need direct suggestions and input since everything is new. Discussion followed on making readily available a list of contact people from each committee, including their e-mail addresses, phone numbers, and complete list of all members, etc.

B. John reported current DRA information on the web site will be expanded and will include the the above information. Matt Wilkerson/RPLS, our "Web Master", will implement suggestions. Another suggestion was to include "who to ask for what at RPLS" list.

C. Paul reported the reference listserve has ten subscribers. Memo went out on how to subscribe. If you would like further information or have any questions contact Matt. RPLS will register anyone interested.

Linda reminded everyone of dates for future meetings listed on today’s agenda.

Barbara Collins/MQ made a motion to adjourn the meeting; Andrea seconded; motion passed unanimously.

Titles - 1,378,316 Items - 1,990,079 Patrons - 317,293

Academic = 03

Public = 24

School = 05

Special = 05

System Staff = 04

____

Total = 41

REPORT from DATABASE STANDARDS: