Attendance: Chairman Ed Murray, Pat Johnson, Marcia Lewis, Linda Rusczek, Executive Director Bill Edge, Associate Director Mark Hewes, System Manger Rick Widlansky, Computer Operator Paul Nelson. Valerie Harrod and Karen Smith arrived after 10:30 AM.

Chairman Ed Murray called the meeting to order at 9:33 AM.

Ed stated that this was a time of great opportunities for LION, and we had need to move quickly in a Sun Box/Sunrise migration. H expressed his hope that the negotiating/planning process would move quickly and take advantage where possible of our renewal of services with Dynix.

1. Program of Services. The Committee went line-by-line through an existing draft of PCL’s Schedule of Services provided by Bill Edge. This review included the elimination of services not necessary to LION as well as the addition of desired services, and included conversation as to the value placed on existing services. This portion of the meeting lasted until 12:30 PM. Bill Edge will word process and distribute the final document to the Board for their eventual consideration.

2. Timeline. A rough timeline was discussed. It was agreed that LION will pursue a hardware upgrade as soon as possible with a stated deadline for this objective of April 1, 2000. LION management will develop a Gantt chart for the remainder of this complex series of deadlines, although Bill Edge stated that he believed two years for completion of the entire migration to be reasonable.

3. Training. It was agreed that LION should plan for the addition of one Full-time employee as a Trainer for Fiscal Year 2001.

4. Migration. This issue was identified as having several components. They include

1. Data General conversion to Sun hardware.
2. Reindexing for Dynix on the Sun platform.
3. Migration to Sunrise software.
4. Reindexing for Sunrise.

5. Need for Consultation/Legal review. It was agreed that we wouldn’t require an ILS Consultant for this negotiation, as the contracted cost is only about $50,000 over the cost of the hardware "swap" option. Legal review of the finalized contract is recommended however.

6. Establishment of Dynix meeting dates. It was agreed that Mark Hewes will contact Liz Pitts and Jed Gilmore of Dynix to set-up two meetings. The first meeting will be open to LION Board members and prospective members, and will include a presentation of Dynix/Sunrise products. The second meeting will be a business meeting to negotiate terms for upgrade. The following Committee members will negotiate at that session:

Boardmembers: Ed Murray and Linda Rusczek

It was agreed that limiting the number of LION members engaged in this process

would be to our advantage. Possible meeting dates with Dynix are 12/6 and 12/7,

with 12/9 and 12/10 as back-up dates.

7. Mark Hewes reviewed with the Committee RMG’s Criteria/Score Sheet for evaluation of Automated Library System Proposals and the Joint Project’s ILS Check Lists. Mark also reviewed survey responses from LION members of Ameritech’s 6/99 demo.

8. The Committee updated language in LION’s General Guidelines, last revised in 1/84. The suggested revisions are available for LION Board consideration in the event of a need for changes in governance due to a change in number of members, or changes in technology. It was agreed that revisions weren’t currently necessary due to the wide ranging implications in distributing and renewing member governance agreement.

9. The Committee reviewed Dynix’s proposed "Purchase Agreement," received 11/24/99.

10. The Committee identified the following negotiation points for Dynix:

1. The need for new documentation with upgrade.
2. Hot link verification for bibliographic information sources.
3. The integration of LION’s barcode formats.
4. Database conversion issues, including LC databases, integrity checks, DG to Sun conversion, and indexes.
5. Custom software issues, including LC links, patron structure, barcodes.

Adjournment: 3:00 PM. Ed Murray thanked everyone who attended his bonkers, no-notice, "floating crap game"-style meeting.

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