Board Minutes 2004 12

Minutes of the LION Board Meeting
December 14, 2004

PRESENT: Cindy Shirshac, DUR; Sue Berescik, EHP; Kelly Marszycki, EHR; Marie Shaw, ELH; Bridget Quinn-Carey, ESX; Nancy Wardell, GUI/CIRC; Ann Penfield, HAD; Gale Bradbury, LED; Bonny Albanese, MAD; Paula Soares, MDT; Vince Juliano, MDT; Sandy Brooks, MTC; Roxanne Moreau, MRD; Peter Ciparelli, NLN; Linda Summers, NWC; Cornell McNair, NWC/PAC; Mary Fiorelli, OLY; Betty Page, STC; Leslie Scherer, WAL; Jan Day, WBR; Lew Daniels, WSB; Joan Gillespie, Mark Hewes, Rick Widlansky, Matt Beardsley, LION.

ABSENT: BRB; ELY

I. CALL TO ORDER: The meeting was called to order by President Gale Bradbury at 9:45 a.m. at the Russell Library in Middletown, CT.

II. ADDTIONS TO THE AGENDA: None

III. PUBLIC COMMENT:  None

IV.  APPROVAL OF THE MINUTES:

Leslie Scherer moved and Mary Fiorelli seconded that the minutes of the October 26 2004 meeting be approved.

Motion passed unanimously.

V. TREASURER’S REPORT: Sue B.and Joan G. distributed the reports for October and November 2004. Sue noted that the Finance Committee will meet in January to discuss general finance issues and will also consider how the monthly report may be reformatted. LION has not yet heard about USF funding, although Connect has, so we hope the letter is in the mail. Mark noted that if libraries are being charged for toll restrictions on their DSL line, these charges can be taken off. Libraries should call SNET/SBC to request this.

VI. DISCUSSION/ACTION ITEMS:

1. III Negotiation Results and analysis

Leslie gave an overview of the discussions with III, and had previously distributed (via e-mail). The Team answered some questions regarding the report, specifically:

-data migration: data that would be purged not ‘essential’

-III technology isn’t ‘old’, it is written in same language as Horizon

Other questions and issues included:

*Should an RFP be issued at this time? Consensus is no, we are past that with III

*When has Dynix projected end of life for server/software: Mark responded that there is no date set in stone, but maintenance costs go up significantly each year, the servers will need to be upgraded in 1-2 years, and there are no new enhancements planned for Classic Dynix.

 There was considerable discussion about many issues including:

* company (III) corporate culture and the overall match between LION and III;

*Rob McGee’s suggestions and role in negotiations;

*the viability of different alternatives and scenarios articulated by the Team;

*a sense of how long we can stay on Dynix classic until we are forced to make a decision;

*general and specific costs (one time and ongoing), which are still in the general sense since there is no “grocery list” of services and prices;

*migration issues;

*reliability and trust that new system will perform from day one;

*training and the training database;

*sense that we should reenter discussions with Dynix re: Horizon so there is a better basis for comparing the III quote, and seeing where Horizon is regarding the release of 8.0 and/or other enhancements changes since our last discussions with them;

*general philosophical shift in notion of service/fees going from a model that had LION acquiring and paying for all software modules to enable all libraries to participate/opt-in, to a more a-la-carte approach where libraries that want the software assume the costs of the software.

Ann noted that perhaps LION should look to other vendors beside Dynix and III. Some discussion followed regarding other vendorsproven history with public library consortia and the relative risk of going with an unknown entity vs. the potential cost savings and flexibility. There was not strong feeling expressed for pursuing other vendors.

Mark noted that neither Dynix nor III had been asked to furnish their best and final offers. The consensus was that this was a good way to pursue ongoing discussions with both vendors.

Vince noted that the general consensus seemed more positive for III, and that we should pursue that option until it is exhausted and then regroup if necessary.

 Linda Summers moved that LION accept Alternative 2 as written in the Team’s report:

 Alternative 2: Further negotiate with III at ALA/Boston (14-18 Jan)

*Conduct needed discussions on data migration implementation *Then decide whether or not to accept III Final Offer and continue contract negotiations

Jan Day seconded.

In favor:                   Against:

LED                         ELH

ESX                         STC

WBR                        WAL

GUI                          MRD

OLY                          EHP

MTC                         DUR

NLN

EHR

MAD

NWC

WSB

HAD

MDT

 Motion passed, 13 to 6. No abstentions.

Marie wanted to clarify that the Team would come back to the Board for a final vote before accepting contract terms with III since the language of Alternative 2 was not clear. The team agreed that they would not be making a final decision but would bring a final proposal back to the Board.

Leslie requested clarification for what the board would like to see from continued negotiations with III:

*Warranty issue: should there be more than $1Million in damages as attorney suggested? Linda suggested looking to see if there is an industry standard. There was no strong opinion regarding this element of the contract.

*Fixed price list for additional software modules and levels for pricing discounts

*Better sense of what is available with basic system, what should be purchased at time of negotiations and best and final pricing.

*Linda Summers noted that Norwich will be using RFID technology in their new building, and therefore need CIP2 technology with the system.

 Joan will speak with Neil Block to arrange a time for the Negotiations Team to meet at ALA Boston with him and Jerry Klein.

2. Personnel discussions re: exempt or not and vacation policy

At 11:30 AM Peter moved to go into executive session, Mary seconded. Motion carried.

Joan was asked to remain in the session.

At 11:50AM Ann made a motion to come out of executive session. Mary seconded.

Motion carried.

The Personnel Committee moved to revise LION’s personnel policy as proposed. [language is attached to minutes.]

Motion passed unanimously.

The Personnel Committee will review the vacation policy in light of these discussions.

3. Revision Personnel Policy re: disclaimer for non-exempt employees and unfair deductions

Peter moved to accept the changes to the LION personnel policy as suggested by attorney’s Shipman and Goodman.

Mary seconded.

Motion passed unanimously.

4. Telecom service issues.

The Russell Library requested clarification from LION regarding pricing for providing LION telecom service to tenants in their building, namely CLC. Mark and Rick had determined that the cost for LION to provide service directly to CLC would be $189/month plus one time and other ongoing (15% service surcharge) costs for the LION service. Mark noted that it might make more sense for CLC to acquire a $30/month DSL line from SBC. The larger issue to discuss centered around a philosophical difference between the LION board deciding on who can use LION services and the member libraries determining trusted users. Telecom costs are shared across LION, so it is not easily determined how to extend or limit this service to groups using member library facilities (tenants, Friends, volunteers, etc.)

While there was no specific action taken, the consensus of the group, after much discussion, was that the Board felt comfortable with Russell negotiating with CLC and LION regarding the use of existing Telecom service. The following suggestions were noted by Mark Hewes:

a. CLC can request a quote for Internet access from LION as a non-member,

b. or CLC can get DSL with their own phone system,

c. or Russell can ask us on a time and materials basis to segment CLC subnet from Russell’s LAN and the segment would direct CLC users directly to the Internet thereby assuring that CLC’s traffic won’t mix with Russell’s or the traffic of the other LION members.

5. MEHIP proposal

Joan reported that Connect is exploring a group health plan for LION, Bibliomation, Connect, and CLC. There was no specific plan recommended at this time.

6. UPS Recommendations

Matt recommends that some circ (and other stations) PC’s stations be outfitted with UPS (uninterruptible power supplies) that will give libraries 20 minutes of battery backup should the power fail or if there are large surges. He can purchase these UPS unites for about $55 per unit. 2 PC’s can go on one UPS if they are fairly close together.

Please cal Matt if you are interested in having LION purchase and install a UPS.

Matt also noted that he will be submitting an order for more flat panel screen protectors. These protectors are about $5. Please let him know if you need 15″ or 17″protectors.

7. There will be a LION meeting on January 25th at 9:30 AM at the Russell Library.

VII. REPORTS

1. Staff

Joan Gillespie: Nothing further to report.

Mark Hewes: To access the board-only section of the LION website:

USERNAME: board
PASSWORD: lion

Rick Widlansky: Nothing further to report.

Matt Beardsley: Nothing further to report.

2. Committee Reports

-Nominating The Nominating Committee moved to accept the following slate of officers:

President, Peter Ciparelli
Vice-President, Mary Fiorelli
Treasurer, Sue Berescek
Secretary, Bridget Quinn-Carey

 President Gale Bradbury asked for any other nominations from the floor. Hearing none, she asked the Secretary to cast one vote for the entire slate of officers.

Motion passed.

 -Finance Sue B. will be speaking with her committee about meeting dates.

-Personnel – Nothing further.

-Planning/Negotiations – Nothing further

-Circulation – none

-Bibliographic – none

-PAC – none

VIII.  OLD BUSINESS

1. Marie Shaw thanked outgoing President Gale Bradbury for her years of service as President. The board concurred with a round of applause.

IX. NEW BUSINESS:  None

X. ADJOURN: Jan moved to adjourn at 11:25 AM. Motion passed unanimously.

NEXT MEETING: January 25, 2005 9:00 AM AT THE RUSSELL LIBRARY
Refreshments at January meeting: Stony Creek

Respectfully Submitted,

Bridget Quinn-Carey, Secretary

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