LINC Policy Council Meeting Minutes (not yet approved)

October 14, 2003

Members Present: Lynn Schmit, Fred Schlipf, Cynthia Helms, Barb Turner, Anne Newman, Alice Cisna, Scott Drone-Silvers, Mary Bissey, Jan Ison

Members Absent: Rick Dulaney, Glenna White

LTLS Staff: Pat Boze, Merdy Smith

Others Present: Nancy Claypool

The meeting was called to order at 9:10 a.m. New members to LPC were introduced. Cynthia mentioned the ground rules for the meeting and reminded members that this Council makes decisions based on the needs of the entire consortium.

LINC Financial Issues

Jan gave a quick summary of the current balance in the Automation Equity Fund, which is used to purchase capital improvements and pay for upgrades. The balance is $447,117. The question was asked whether this would be enough to pay for the upgrade to Horizon, which provided a good introduction into the next agenda item.

Horizon Upgrade Update

Pat and Jan reviewed the activities since the last meeting. In May, the LINC Directors Group approved going ahead with the contract negotiations to purchase Horizon. An independent consultant was hired by LTLS in June to manage the contract/negotiation process. An all-day session with the independent consultant, LTLS staff, and Dynix staff was held on September 16. At the end of the session, agreement had been reached on the price and the points within the contract.

The negotiation resulted in an unlimited user license for the Horizon core software, a new Sun server to house the Horizon database, 2 production iPac servers and 1 test iPac server, a consolidated search module (Webfeat), a remote patron authentication module, and the data migration services and training for approximately $303,000. The decision was made during the negotiation to not pursue the DigitaLink product, primarily because of price and because it is a more complex product than we are seeking.

Based on discussion of the negotiations and the price, the LINC Policy Council members concurred that the purchase should move forward. Jan indicated that the plan is for the LTLS Board of Directors to vote on the Dynix Contract at its October 20 meeting.

Proposed Upgrade Timeline

There was also discussion by the LINC Policy Council members on the timeframe for the upgrade and the training process for library staff. Although the exact timeframe is unknown, we have asked for a go-live date of April 1. This will put constraints on staff because it is fairly aggressive. With this timeframe, we are suggesting that we work to get data upgraded as quickly as possible, with the intent of examining existing policies after we come line on Horizon and understand more about its functionality.

We plan on training in February and March but will only be able to train on Horizon. Library staff will have to know Windows before coming to the Horizon training. Members of LPC agreed that this should be a responsibility of the libraries, to ensure that their staff know and understand navigating in Windows. A åbasic competencies for trainingπ document will be developed and posted on the LTLS web site in the future.

Statewide Cataloging Standards Draft Document

The Illinois State Library has published a Statewide Cataloging Standards Draft Document and has asked for public input on the proposal. If this document is adopted, we may need to revisit some LINC policies. The document proposes certain levels of training for bar coders, copy catalogers, and original catalogers.

LINC activities

Pat gave a quick update on LINC activities since the last meeting. Seven libraries came online between July 1 and September 15. Two libraries began adding holdings to LINC. Also, The High School of St. Thomas More received a donation from a benefactor to pay for start-up costs so they are signing a contract to join LINC.

LINC Goals for the coming year

Besides the upgrade, Pat and Jan asked the members to list what they would like to see accomplished during the year. Ideas included:

• Donπt lose the momentum on cooperative purchases of e-resources
• LT holiday hours provide challenges for libraries that are open
• What can we do to improve integration of web-based orders with acquisitions?
• We really need to study acquisitions and see how we can improve on its usefulness.
• Radio Frequency Identification ≠ do we need a consortial policy?
• Port fees ≠ do we need a policy on contributing to an automation equity fund separate from port fees?

Members discussed the best day/time of the week for meetings. Friday morning should work with everyoneπs schedules.

The meeting was adjourned at 11:30 a.m.