Subject: SAC Minutes September 23, 2000 Date: Mon, 4 Sep 2000 15:04:52 -0400 From: Janet Potter Reply-To: SUNY Librarians Association To: SUNYLA-L@LISTSERV.BINGHAMTON.EDU Hi, everyone-- Following is the report for the SUNYConnect Advisory Council Meeting of September 23rd. For more information about the Council, its members and bylaws, please refer to http://www.sunyconnect.suny.edu/ Janet Potter, SAC Secretary **************** SUNYConnect Advisory Council DRAFT Minutes August 23, 2000 Members present: Laura Cohen, Randy Gadikian, Carey Hatch, Eleanor Heishman (Chair), Tom Neiss, Pam Peters, Mike Pisa, Janet Potter, Maureen Zajkowski Absent: Mac Holmes, Larry Randall, Judy Sikora Minutes of June 13, 2000 were approved. Some minor clarifications appear in the version posted on the OLIS web site. Membership Carey reported that Chris Haile is continuing to try to determine that Dick Mann from Stony Brook will join the Council as a representative from SUBOA. Pam reported that Judy Sikora has agreed to be on the financial committee. Meeting dates for 2000-2001 We agreed to meet September 27, November 1, December 6, January 17, February 21, March 28, May 2, June 6 at SUNY Utica/Rome. Carey gave a preview showing of the promotional video about SUNYConnect prepared by OLIS. Carey recognized NYLINK for their initial guidance in the process. The video will go to library directors. Contract Update Carey reported that the Office of the State Comptroller is still reviewing the Ex Libris contract. Mary Ann Corsetti and Maureen have prepared answers to six questions raised by the OSC. This should be the final step. Carey answered a question about whether this was an unusually long review by saying that this was about what we had expected—best case had been an August 17th approval. Hardware Carey reported that he has approval to go ahead with purchase of hardware. The platform will be Sun as recommended by Ex Libris and the ALEPH Configuration Team. CUNY has also chosen Sun. Test servers will be purchased for each of the four pilot sites installing the software. Implementation Maureen reported that she had worked with Marlene Harris and Doug McKeown from Ex Libris to develop administrative guidelines to govern communication flow between the pilot sites and Ex Libris. Fredonia will be on an expedited implementation cycle. The other pilot sites, Buffalo, Stony Brook, Binghamton, Oswego, and TC3, are hoping to bring up the system in summer 2001. A meeting of the pilot sites and OLIS was held in August. Ex Libris has named teams to work with the pilots. Ex Libris plans to have a kick off meeting with all the pilot sites, after which the individual teams will work directly with their pilot sites. Ex Libris has worked with the ALEPH Configuration Team to devise a model for authority control in a consortial environment. Maureen shared a plan that would allow maximum flexibility, where each site could have local authority files or share local authority files with other sites. All local authority files would work within the context of an overall authority file for the consortial view. OLIS will be setting up operation teams to address authority control as well as other implementation aspects. MOU for Pilot Sites Maureen presented a draft MOU for pilot sites. Laura noted that the MOU refers to recommendations, policies, and guidelines. Are they the same? We made some modifications to clarify what is mandatory. Following discussion it was agreed that Maureen would add some language to clarify that data massage beyond the standard conversion may create charges, which would be the responsibility of the pilot campus. We also need to add the list of mandatory modules: catalog, authority control, patron initiated borrowing, and circulation. We agreed that network support, as defined in the MOU, means Local Area Network and Wide Area Network. The MOU, with these changes, will go out to the pilot sites to get signatures. SUNYNet Tom Neiss reported that the SUNY Telecommunications System RFP has been put on hold. The strategic planning process outlined in the Board of Trustee’s telecommunications resolution will be started. Tom reported that by September 30, 2000 all New York State web sites will have to meet the priority one, level A standards for web accessibility for disabled users under Technology Policy 99-3. Consideration should be given to ensuring access for disabled users of the new LMS under these guidelines. Financial Plan Carey distributed the most recent version of the financial plan worked on by the Finance Committee. The plan is updated with firmer figures now that the Ex Libris contract has been negotiated but otherwise remains basically unchanged. There are a lot of numbers that are based on best guesses but could go higher. We need to create areas where we could create savings to offset these if they do go higher. [Should we leave this out?] There is a concern that minimal revenue increases will diminish our ability to expand this program. It was recommended that we need to seek additional funds for this area. There was discussion about the idea of creating another level of database subscriptions that campuses could buy into. Randy moved to approve the financial plan. The motion passed. It was agreed that we would review the plan again in January so that any changes will be in place in time for campuses to budget for next year. Old Business Carey is still checking on registering the Information Literacy Unit for copyright. The search for the elusive “last copy” policy has not been successful. It is believed that it doesn’t exist. New Business The Executive Committee brought two policy questions to the group. How do we handle non-SUNY units (for example, Alfred University) that want to be part of SUNYConnect? The group identified issues to consider at our next meeting. Do we need a policy to state how services will be ended if campuses don’t contribute funds for the jointly purchased databases? It was agreed that the MOU for contracting participation in SUNYConnect would be the best place for this. Carey reported on staffing. Maureen has been hired as a regular member of the OLIS staff with the title SUNYConnect LMS Project Manager. Marguerite Horn has been hired as an Implementation Librarian. Ads are out for two additional librarians to do training, an administrative assistant, and a UNIX systems person. The OLIS office is likely to be moved soon, either to the old Kenmore Hotel or to the SUNY system administration building. It was agreed we would prepare for another meeting with the Provost in the fall. At the September meeting we will put together an agenda. We will also need to start drafting a strategic plan for SUNYConnect, as suggested by the Provost. The meeting adjourned at 2:35. Recorded by Janet Potter, secretary --------------------------------------------------------------------- Name: SAC minutes 8-23-2000.doc SAC minutes 8-23-2000.doc Type: Winword File (application/msword) Encoding: base64