Cooperative Computer Arlington Heights, IL 60004-1535...

CooperativeComputerServices

3355-J N. Arlington Heights Rd.Arlington Heights, IL 60004-1535

AGENDACCS GOVERNING BOARD

WEDNESDAY, DECEMBER 3, 2008***PROSPECT HEIGHTS PUBLIC LlBRARY***

10:00 A.M.

I. Call To Order.

II. Approval Of The Minutes Of October 2, 2008. (Exhibit II)

III. Additions To The Agenda.

IV. President's Report.

V. Secretary's Report.

VI. Treasurer's Report.

VII. Reports of Committees and Groups:A. Executive Committee:

1. Catalogers By-Laws. (ACTION)(10/15 EC Exh. VILE and Minutes p. 3)

B. Budget & Finance.C. Bylaws And Policy.D. Database Management Task Force.E. Long Range Planning and Technology.F. Cataloging.G. Circulation.H. Interlibrary Loan.I. Maintenance Coordinators.

J. PAS.

K. Continuing Education Steering Committee.

VIII. Administrator's Report:A. Sirsi Status Report: Java, Performance, Release 3.2.1,

Director's Station upgrade, ePay Integration, NewServers/Oracle, etc.

(over)

847-342-5300 FAX 647-342-6099

www.ccs.nsls.lib.il.us

Computer Center 847-342-5303

GOVERNING BOARD AGENDA

B. Lucien SpeliCheck For OPAC.C. Simultaneous Users.D. Statewide OPAC Pilot Project (WorldCat Local) Update.

IX. Other.

X. Adjournment.

2

Exhibit II

12/3/2008 G.B. Mtg.

GOVERNING BOARD MINUTES

OCTOBER 2, 2008

ATTENDANCE

R. Vlcek, ALK; K. Martens, CLK; D. McNulty, CPQ; S. Norlin, DPK; E. Topper, DUK;M. B. Campe, EAK; M. Johns, EVK; P. Hamil, GCK; V. Maravilla, HUK; K. Grabbe,LFK; J. Hurwitz, LNK; S. Davis, MUK; C. Raymond, NBK; K. Pricone (alternate), NIK;B. McCully, PHK; J. Van De Carr, PRK; E. Clark, WLK; D. Seleb, WNK; N. B. Hilyard,ZIK; P. Miller, CLK; J. Hahn, NIK; R. Anderson, CCS; and R. Shurman, CCS

CALL TO ORDER

President Martens called the meeting to order at 10:28 a.m.

APPROVAL OF THE MINUTES OF JULY 23, 2008

Hurwitz MOVED, Topper SECONDED

TO APPROVE THE MINUTES OF JULY 23, 2008

MOTION CARRIED UNANIMOUSLY BY VOICE VOTE

ADDITIONS TO THE AGENDA

Shurman stated that the Continuing Education Steering Committee would be added to thepro forma committee reports.

PRESIDENT'S REPORT

Martens recognized Roger Anderson and his celebration of twenty years with CCS as ofAugust 15, 2008. Prior to coming to CCS in 1988, Roger was Assistant Director atPalatine Public Library. He was instrumental in the conversion to the MARC format, andthe conversion to Sirsi along with the addition of four new libraries to CCS. TheCatalogers of CCS share a high level of trust in Roger, and Shurman stated that Rogerhas never been reluctant to take on additional duties that are outside of his jobdescription, like the Patron Entry Standards and serving as a representative on theStatewide Catalogers Committee.

SECRETARY'S REPORTNo report.

TREASURER'S REPORT

Our auditor Paul Inserra suggested discussing with Harris Bank the possibility ofcollateralization for amounts over $100,000.

REPORTS OF COMMITTEES AND GROUPSExecutive Committee.

Epav/Sirsi Integration Cost Apportionment.

Martens MOVED on behalf of the committee

THAT THE GOVERNING BOARD APPROVE THAT CCS CHARGETHE INTERESTED PARTICIP ANTS FOR THE INITIAL E-P AYUNICORN INTEGRATION WITH LATER PARTICIP ANTS TO OPT INPER THE LIBRARY BUY-IN POLICY

Preliminarily there are seventeen libraries that are interested. Shurman reiterated that thecost is $9,900.00 and would be divided among the initial participants. Shurman will senda confirming survey of interest.

Ayes: ALK, CPQ, CLK, DPK, DUK, EAK, EVK, MUK, GCK, HUK, LFK, LNK, NIK,NBK, PRK, PHK, WLK, WNK, ZIKNays: NoneMOTION CARRIED

Budget. Shurman will work on the annual salary scales revision forsubmission to the Executive Committee next month.

Bylaws and Policy. No report.

Database Management Task Force. No report.

Long Range Planning and Technology. No report.

Cataloging. Joel Hahn stated that the update to the Cataloging Manualwill probably be complete by the end of the year and that it will be a Wiki.

Circulation: Patron Entry Standards. Pam Miller stated that at the July 11Circulation meeting, the attendees unanimously approved the Patron Entry Standards.She thanked Roger Anderson for all of his help. She is looking forward to the NSLS vandelivery experiment on Route 4. The group discussed sending pre-expiration notices viae-mail.

Shurman stated that it was suggested to add a paragraph about how to handle out-of-stateprofile patrons. There was some discussion about what to do if a patron isn't in goodstanding in CCS regarding registration.

Van De Carr MOVED, Hamil SECONDED

THAT THE GOVERNING BOARD APPROVE THE PATRON ENTRYSTANDARDS AS RECOMMENDED BY THE CIRCULATIONTECHNICAL GROUP


2

ILL. They will meet on Thursday, October 16 at Round Lake. They areworking on the Java procedures and reviewing the implications and changes in the nextrelease.

Maintenance Coordinators. They met on Tuesday, September 23.

PAS. They met on Thursday, September 18 at Zion-Benton. Theyreviewed the usual display issues and Release 3.2.1 preparation. They continued todiscuss Library Thing and other alternatives like AquaBrowser. Shurman stated that thelast quote he received for Library Thing was for about $17,000 a year. NSLS is stillnegotiating with AquaBrowser.

Continuing Education Steering Committee. Each Technical Groupdesignates a participant in the Continuing Education Steering Committee that meets threeor four times a year to confer about the needs of the groups. They have helped to developcurricula for training beyond what Sirsi can offer, particularly in the areas of InterlibraryLoan and Public Services. They met yesterday.

ADMINISTRA TOR'S REPORT

SIRSI Status Report: Java, iBistro Server and Performance, Release GL3.2.1 ,Notice Production, Correspondence, etc. Shurman stated that CCS is working intensivelywith Sirsi about the recent WorkFlows slowdowns.

Phase II of the Java training is complete except for PAS and ILL. Shurman reiteratedthat for consistency, CCS is encouraging the libraries to be Java-ready by January 2009and that Release 3.2 is the first release that Sirsi will support running the Java client withMS Vista.

The transition to the new iBistro server was quite smooth. Shurman reminded themembers to continue to report any slowdowns.

CCS is reviewing the features and decisions about Release 3.2.1 with each TechnicalGroup. Shurman stated that most of the decisions are local and many involve newcapabilities in iBistro. Installation of the release on the Test Server will probably besometime in November.

Shurman thanked the membership for their cooperation in converting over to printingtheir library notices. The Computer Room is turning its attention to other aspects ofnotice production, i.e. monthly patron purges. Most libraries are running pre-overduenotices and CCS is expanding the criteria to include reciprocal borrowing. Work has alsobegun on e-mail overdues and pre-expiration notices.

Sirsi is communicating with Shurman about problems with their new software they are

using internally, called Sales Force. Shurman is seeing some signs of progress but it is 5nowhere near resolved.

3

Some issues that need to be sorted out in the next couple of months are: 1) the purchaseof a new Production Server this year and possible conversion to Oracle; and 2) Sirsi'sSAAS (remote hosting) service.

Lucien Spell Check for OPAC. There would be a two month trial to ascertain

what the ongoing pricing would be. At the end of the trial, we would proceed on aquarterly basis. With the approval of the membership, Shurman will proceed.

Statewide OPAC Pilot Proiect (WorldCat Local) Update. Des Plaines, Niles andZion-Benton participated in a demo. After a few weeks of testing it will probably beoffered to the public at the participating libraries.

E-Commerce/TBS Technology Luncheon. Thirteen libraries participated in adiscussion of EnvisionWare E-Commerce. Shurman stated that the Algonquin model isthe recommended mode of proceeding.

CVI Connectivity Meeting Postmortem. The conversion of the CVI internetlibraries to fiber 5 mb or 10mb bandwidth from their TI line is proceeding slowly.Please let CCS know if you plan to upgrade.

Shurman stated that CCS is concerned about wireless security and has a strong position insegregating Sirsi traffic from the rest of wireless networks, particularly the public accesssegments. CCS is working with CVI and Akibia to determine what is adequate securityfor wireless.

Simultaneous User Counts. Shurman is reviewing the user counts by login report.Although we are under our total allotment of 642, there were a few libraries over. Itcould be that the possible extenuating factor may be staff members that have both the CClient and the Java Client open at the same time. Shurman will continue to gather datafor one month.

Faceted vs. Federated Searching: Clarification. Shurman stated that WebFeat isa federated searching tool (where you search) and faceted searching is how you search(broad categories are displayed).

OTHER

Director's Station Upgrade. Shurman stated that there is no charge for thesoftware but the question is whether our server has the resources to support any changes.Sirsi is recommending a certain amount of additional memory and Shurman is waiting forthe quotation.

4

10/22/2008 10:58

lJ(.;1-i:!1-~1!J8 11 ; 23

847-272-5362 NBK PUB LIB

COOFERATI VE cor'PUTER :3ERV

PAGE 02/02P.B6

ADJOURNMENT

Raymond MOVED, McNulty SECONDED

TO ADJOURN

MOTION CARRIED BY VOICE VOTE

The meerinfL\\'3S adjourned at 11:49 a.m.

wick Raymond,Secretary

5

TDTr::IL P. 06

EXECUTIVE COMMITTEE MINUTES

NOVEMBER 19, 2008

ATTENDANCE

E. Clark, WlK; S. Davis, MUK; D. Seleb, WNK; C. Raymond, NBK; K. Martens, ClK;and R. Shurman, CCS

CALL TO ORDERThe meeting was called to order by President Martens at 10:04 a.m.

APPROVAL OF THE MINUTES OF OCTOBER 15, 2008

Clark MOVED, Davis SECONDED

TO APPROVE THE MINUTES OF OCTOBER15, 2008


ADDITIONS TO THE AGENDAShurman added the following additiol)s to the agenda: 1) the implications for CCS of therevised IlLiNET Code; 2) port usage; 3) ICN fiber connection; and 4) the April 2009Executive Committee meeting date.

PRESIDENT'S REPORT

Raymond MOVED, Seleb SECONDED

TO CANCEL THE DECEMBER 10, 2008 EXECUTIVE COMMITTEE MEETING


SECRETARY'S REPORTNo report.

TREASURER'S REPORT

Seleb MOVED, Clark SECONDED

-1-

THAT THE COMBINED BALANCE SHEET, STATEMENT OF ACCOUNTS,STATEMENT OF FUNDS AND STATEMENT OF INVESTMENTS FOR THEMONTH OF SEPTEMBER 2008 BE PLACED ON FILE FOR THE AUDITOR

Ayes: Clark, Davis, Raymond, Seleb, MartensNays: NoneMOTION CARRIED

Seleb MOVED, Davis SECONDED

LIST OF ADDITIONAL BILLS FOR PAYMENT (ATTACHMENT A) WASDISTRIBUTED.

TO APPROVE SUBJECT TO AUDIT:

PRE-APPROVED UTILITY EXPENDITURES, CHECKS NUMBERED 9373THROUGH 9374 IN THE AMOUNT OF $1,758.58;

BILLS FOR PAYMENT, CHECKS NUMBERED 9375 THROUGH 9397 IN THEAMOUNT OF $23,103.93;

ADDITIONAL BILLS FOR PAYMENT, CHECKS NUMBERED 9399 THROUGH9418 IN THE AMOUNT OF $24,424.91;

PRE-APPROVED PAYROLL EXPENDITURES, CHECKS NUMBERED 7161THROUGH 7194 AND 3061 THROUGH 3067 IN THE AMOUNT OF $62,607.99;

QUICK CHECKING ACCOUNT, CHECK NUMBERED 1447 IN THE AMOUNTOF $90.00;

TOTAL AMOUNT OF $111,985.41 APPROVED SUBJECT TO AUDIT

Ayes: Clark, Davis, Raymond, Seleb, MartensNays: NoneMOTION CARRIED

REPORTS OF COMMITTEES AND GROUPS

Budqet and Finance. Shurman reiterated that the Executive Committee is theCCS Personnel Committee and the salary scales approval is not a recommendation tothe Governing Board. After approval from the Executive Committee, the Salary Scaleswill be part of the budget packet.

-2-

Seleb MOVED on behalf of the committee

THAT THE PROPOSED SALARY SCALES FOR FY 2009 - 2010(EXHIBIT VII.A) BE APPROVED EFFECTIVE JULY 1, 2009

Ayes: Clark, Davis, Seleb, Raymond, MartensNays: NoneMOTION CARRIED

Shurman stated that the draft has been approved and we are waiting for the final auditreport. Raymond inquired about the suggestion to discuss with Harris Bank thepossibility of collateralization for amounts over $100,000. Shurman stated that therecent bailout raised the limit to $250,000 through 2009.

Lonq Ranqe Planninq. Shurman sent an annotated version of the last ThreeYear Plan to the committee and solicited the CCS staff to revise their own sections ofthe Plan. A draft of the 2009 - 2012 Plan will be sent to the committee by midDecember and a meeting will be scheduled.

Database Manaqement Task Force. No report.

Bvlaws & Policv. No report.

Cataloqers. A small working group met to work on the Cataloging Wiki.

Circulation. They met on Friday, November 14 at NSLS. Carol Dawe from LlNCgave a demonstration of their e-Pay int~gration. The group reviewed a couple of majordecisions and configuration issues for libraries as part of Release 3.2.1. Shurmanstated that a majority of the group wanted to keep the user 10 in an item recordindefinitely. The second item the group discussed was the new option that checks outfor the full loan period even if that is past the expiration date of the card. A majority wasfor the full loan period.

ILL. TheY'met on Thursday, October 16 at Round Lake. They continue to workon a new Java Procedures Manual and they reviewed the functionality of Release 3.2.1.

ADMINISTRATOR'S REPORT

Sirsi Status Report: Performance. Release 3.2.1. Director's Station Upqrade,ePav Inteqration. New Servers. etc. We have had very occasional, particularlySaturday, WorkFlows slowdowns. Shurman stated that a fairly high proportion arelibrary specific and tend to be network issues. According to Sirsi it doesn't appear to bea machine issue and there may be a high volume of SIP activity.

/0-3-

Patch Cluster 2 is supposed to be released in mid-December and will be installed on theTest Server and testing will commence. Installation on the Production Server wouldprobably be late January or early February.

The CCS Computer Room is communicating with Sirsi on the upgrade to Director'sStation. The Director's Station group met on Monday, November 17 at Ela and willmeet again in March, 2009.

Shurman stated that the changes with the next release to the e-Pay integration will beminimal and that it is almost ready for testing. After some discussion, Shurman statedthat he will verify that a standalone debit card key pad will work with the e-Pay interface.(Note: it won't.)

CCS is working with Sirsi on the upgrade to the current Production Server. There isconversation also with Sirsi about going to Oracle but Sirsi doesn't like to do thehardware and the data migration at the same time. Shurman is waiting for a projectplan and estimates on the downtime. The fastest growing part of Sirsi's business istheir Software as a Service (they host). Shurman stated that although it probably isn'tquite ready for CCS, in due diligence CCS will consider it.

Review of Administrator's Job Description. Exhibit VIII.B was reviewed by thecommittee with no further suggestions at this time.

OTHER

Revised ILLINETCode. Shurman reviewed Attachment Band C. After much

discussion, the committee agreed to review the issue at the January 14, 2009 ExecutiveCommittee meeting.

Port UsaQe. Shurman is reviewing the port usage reports and next month he willbegin contacting those libraries that are consistently over.

ICN Fiber Connection. Shurman stated that the upfront cost to extend a fiberconnection to CCS is $17,900. This would replace our three T1s with a fiberconnection. In the short term if we do need to broaden capacity, we would still do itincrementally using pre-fiber technology rather than consolidating to a fiber connection.

April 2009 Executive Committee MeetinQ. The Sirsi Annual Conference is April6th to April 8th. The committee agreed to move the meeting date to April 15th.

ADJOURNMENT

The meeting was adjourned by President Martens at 11:16 a.m.

II-4-

Respectfully submitted,

Chadwick Raymond,Secretary

Attachment A: November 2008 Additional Bills

B: 5/25/2005 Governing Board pageC: ILLINET ILL Loan Code Revised 2008D: Sirsi Response Letter

-5-

/)..,

Attachment A

11/19/2008 E.C. Mtg.

COOPERATIVE COMPUTER SERVICES

ADDITIONAL BILLS FOR PAYMENTNOVEMBER 2008 Cash Disbursements

Bank CheckVendor Name PriorDateEntryAcct.Dept.Amount TotalNum.

Num. MonthIssuedNumNum.

1

9399AT&T 11/19/200814214 11$66.90$66.90

1

9400AT&T 11/19/200824115 11$540.76$540.76

1

9401ADT 11/19/200834325 11$229.74$229.74

1

9402Anago of Chicago 11/19/200844325 11$491.00$491.001

9403ALA 11/19/200854421 11$280.00$280.00

1

9404Baker & Taylor 11/19/200864210 11$39.99$39.99

1

9405Illinois Paper 11/19/200874212 11$244.14$244.14

1

9406Ice Mountain P11/19/200884212 11$67.91$67.91

1

9407LTLS-OCLC 11/19/200896030 11$20,521.84$20,521.84

1

9408Music OCLC Users Group 11/19/2008104210 11$40.00$40.00

1

9409MCPc P11/19/2008114325 11$1,054.00$1,054.00

1

9410MARCIVE P11/19/2008127170 11$108.00$108.00

1

9411NSLS 11/19/2008134413 11$40.00$40.00

1

9412Paychex P11/19/2008144321 11$210.91$210.91

1

9413Ricoh 11/19/2008154211 11$198.00$198.00

1

9414R. Shurman 11/19/2008164420 11$22.23$22.23

1

9415TriComm Business Products 11/19/2008174212 11$120.76$120.76

1

9416Ken Victorson 11/19/2008184420 11$14.04$14.04

1

9417The Wellness Place 11/19/2008194212 11$100.00$100.00

1

9418L. Zaleski 11/19/2008204420 11$34.69$34.69

TOTAL

$24,424.91$24,424.91

/3

Attachment B

11/19/08 E.C. Mtg .

..j

. Ayes: ALK, CPQ, CLK, DPK, DUK, EAK, MUK, GCK, HUK, LFK, LVK, LNK, MJK,NBK, PHK, WLK, WNK, ZIKNays: NoneMOTION CARRIED

Audit Agreement.

Vlcek MOVED on behalf of the committee

THAT THE GOVERNING BOARD APPROVE THE AUDITAGREEMENT FROM McCLURE INSERRA & COMPANY CHARTEREDFOR THE CCS ACCOUNTS FOR FISCAL YEAR JUNE 30, 2005

Ayes: ALK, CPQ, CLK, DPK, DUK, EAK, MUK, GCK, HUK, LFK, LVK, LNK, MJK,NBK, PHK, WLK, WNK, ZIKNays: NoneMOTION CARRIED

9xx Ordering Cost Allocation. Attachment A was distributed.


THAT THE GOVERNING BOARD APPROVE DIVIDING THE COST OF$2,400 FOR SIRSI'S 9XX ORDERING FEATURE EQUALLY AMONGTHE CCS MEMBERS

This is an enhancement of Acquisitions that makes online ordering easier. While notevery library is interested in using it for the short tenn, there is a broad enough level ofinterest with greater potential down the road.

Ayes: ALK, CPQ, CLK, DPK, DUK, EAK, MUK, GCK, HUK, LFK, LVK, LNK, MJK,NBK, PHK, WLK, WNK, ZIKNays: NoneMOTION CARRIED

Responsibility For Lost/Damaged ILL Items Picked up By Non-CCSBorrowers at CCS Libraries.


THAT THE GOVERNING BOARD APPROVE THAT THE PATRON'SHOME LffiRARY BE CONSIDERED RESPONSffiLE FORLOST/DAMAGED INTERLffiRARY LOAN ITEMS PICKED UP AT ACCS LffiRARY PURSUANT TO THE ILLINET INTERLffiRARY LOANCODE

2

-d_--l,J·--:t~( ~~ ~.

[v. Rights & Responsibilities of Requesting Library

1. The requesting library is responsible for compliance with Copyright Law(17 U.S. C.) and its accompanying guidelines, and will inform its users of

the applicable portions of the law. An indication of copyright compLi

ance shall be provided with all requests for photocopies.

2. The requesting library is responsible for identifying libraries that own

the requested material. The requesting library is responsible for check

ing the policies of potential suppliers for restrictions, special instructions and information on fees prior to sending a request.

, 3. The requesting library should avoid sending the majority of its requests

to a few libraries. However, each library has the right to determine'thebest source for the requested material.

4. Requested items will be cited completely and accurately. The requestinglibrary should transmit all interlibrary loan requests in standard biblio

graphic format in 'accordance with the protocols of the electronic net

work or transmission system used. In the absence of an electronically

generated form, the elements of the American Library Association Interlibrary Loan Request Form should be used.

vU--~<-O'~Attachment C

5. When items cannot be verified and/or l(BteWf~n&t~i~e&t'l~

not locate" will be indicated on the request. The source of reference

should also be indicated on the request.

6. The requesting library must honorthe supplying library's conditions of loan,

including observation of dates and duration of loans, recall notices, fees (ifapplicable), In-Library Use OnLy and other special handling provisions.

The requesting library will convey these conditions to library users.

7. The requesting library will package material to prevent damage i~ shipping. The requesting library must comply with packaging instructlons asrequired by the supplying library.

8. The requesting library is r~sponsible for borrowed materials from the

time they leave the supplying library until they have been received back

at the supplying library. If damage or loss occurs, the requesting library

is responsible for compensation or replacement, in accordance with the

preference of the supplying library.

9. The requesting library is responsible for all authorized fees imposed by

the supplying library. The requesting library is responsible 'for timely processing of payments related to the interlibrary loan transaction.

10. Some libraries permit users to initiate online interlibrary loan requests

that are sent directly to potential supplying libraries. The user's home li

brary assumes full responsibility for thes'e user-initiated transactions.

~)Libraries that initiate interlibrary transactions for reciprocal borrowersL1assume responsibility for that transaction.

V. Rights & Responsibilities of Supplying Library

1. Libraries are strongly encouraged to implement generous interlibrary loan

lending policies with due consideration for the needs of their primaryclienteLe.

2. The supplying library will search, locate, send, reply to, refer or cancel

all ILL requests within a maximum of three working days of receipt.

3. The supplying library may return a request unfilled when bibliographicdata and location are incompleW.

4. The supplying library will send a copy of the request or sufficient infor

mation to identify the request along with any materials provided.

5. The supplying library will notify the requesting library of dates and du

ration of loans for the materials, renewal policies, In-Library Use Only,

and special handling and other packaging instructions.

6. The supplying library has the right to recall its material at any time .

-5--4-.•.•.....

<l\

4. Personnel responsible for interlibrary loan in each library must be fa- ,miliar with relevant interlibrary loan documents and aids, including in

terlibrary loan codes and procedures, bibliographic tools, and services.

5. Libraries will comply with current Copyright Law (17 U.S.c.) governingboth print and digital resources.

6. Interlibrary loan is a mutual relationship and libraries are strongly en

couraged to supply materials as freely as they request materials.

7. Each library will ensure the confidentiality of the user.

8. Each library will be responsible for maintaining a current "online" lend

ing policy for interlibrary loan. The policy should include any schedule

of fees/charges, restrictions, preferred methods of delivery and specialinstructions.

9. Each library will have its borrowing policy available for its users.

10. Each library will clearly identify its materials with a current ownershipmark.

11. Each library will collect and annually submit its interlibrary loan statistics to the Illinois State Library.

12. Each library will annually review and update its Every Library in ILLINET(ELI) record.

Attachment 0

11/19/2008 E.C. Mtg.

November 18, 2008

Rick Branham

SirsiDynix

Dear Rick, Jeremy, Kristina and Terry:

This is the regular monthly laundry list letter. I hope it finds you all well. Newcomments (other than those in the "New" section) are in blue. The 18th would be a goodresponse deadline if possible. Thanks!

Previous Issues We Can Close:

*Thank you for the attention to our e-mail's rejections of attempted deliveries from Sirsilistservs (incident 258404). We remain mystified, but are trying something in our firewallsettings based on your suggestion. We implemented it January 30 and will let you knowthe result.

(RS note 7/31: This is now being tracked as 331676; it was previously 307176. I don't think I'vebeen bounced lately but there are lots of probes; should we worry? Bill Mazzeresse has been intouch and is following up.)

8/14/2008 SirsiDynix [Kristina]: This case is now closed. but if you continue to encounterbounces please reopen immediately.

(RS note 8/28: We heard nothing about a resolution before closing.)

9/9/2008 SirsiDynix: This case has been escalated and is now under further review. TerryJarnagin is pursuing further action internally. We hope to have an update very soon.

(RS note 9/30: We would like a little more explanation of when and why probes occur. But I'mnot aware of any un-subscriptions[ sic] this month.

10/13/2008 SirsiDynix: I've asked that the director of IT meet with members of CCS personallyand as soon as possible. I am hopeful that we will be able to answer any outstandingquestions/concerns you have at that time.

(RS note 11/3: We are closing this pending any further un-subscriptions and appreciate the phonediscussion.)

*Incident 264639 concerns serious iBistro response time issues on the weekend and is beingworked on actively, most intensively by Bob Barth and Randy Brown. It appears to besoftware-rooted.

(RS note 7/31: New number is 327981. Our last incidents appears to relate to a script byDarrell; we discussed this and closed the incident, but remain vigilant.)

8/14/2008 SirsiDynix [Kristina]: We will address the response time on the server again if thestatus of this issue changes.

(RS note 8/28: Fair enough.)

(RS note 9/30: No reports of slowness this month. If that is also true in October. I'll close thisthread next letter.)

(RS note 11/3: Closing this pending more problems; none in October.)

*Kristina, I was pleased to see that as a result of Kathi Bade's lobbying, she and I will getto see the Release 3.3 Demand Management enhancement specs, and I look forward to theopportunity to review them.

6/25/2008 SirsiDynix: [Kristina] I'm awaiting updates on when these specs will become availablefor your review.

7/14/2008 SirsiDynix [Kristina]: No update on this yet, but will inform you as soon as I havesome information.

8/14/2008 SirsiDynix [Kristina]: I remain vigilant for these specs.

(RS note 8/28: I have to question how meaningful the review will be, considering the recentannouncement that the 3.3 Release Notes are available. I would think input would be more

valuable before the end product documentation goes out to users.)

9/9/2008 SirsiDynix: When a document is ready, we will send to you for review. ProductManagement's goal is to have something available by the end of the September. The documentwill not be detailed; it will most likely be a general description of the enhancement along with

possible scenarios describing how it should work.

(RS note 9/30: There has been much discourse and Laurie has been commendably conscientiousand responsive. I'll probably close this one next time. with appreciation and anticipation.)

(RS note 11/3: Closed as promised above; we look forward to impelementation and againcommend Laurie!)

2

If

Comments On Previous Issues Still Oven:

*Requests module: We are conducting a pilot project with one of our libraries, and willinvolve Sirsi as necessary. I see there has been recent traffic with our open Client Careincident. (3/31 note: no Sirsi follow-up needed now.)

*Veritas: We continue to await progress. The ball is in our court, it's just been a questionof priorities.

*Progress has been too slow on our EDI testing and rollout. Please let us know if we needto open an incident.

(10/2 note: Evanston, Glenview and others are awaiting an enhancement called "Added CopiesAnd ISBNs" in order to pursue this seriously. The most recent correepondence about this to amywas September 21, 2007. Amy replied to us much earlier on March 5. 2007 acknowledging theneed. but no commitment could be made. This enhancement should be analyzed for general

applicability to the consortial user base and then fast-tracked.

8/13/2008 SirsiDynix [Kristina]: I apologize that there was no way to fast track this issue. Pleaselet me know if I can be of any further assistance in this matter.

(RS note 8/28: Status quo this month ... )

11/18/2008 SirsiDynix: Please let me know if you have any additional questions regardingthis issue.

*We have been waiting since March 1 for resolution of incident 308120 despite someprodding. We believe the Ethernet cable to our Test Server tape drive needs repair.

7/14/2008 SirsiDynix [Kristina]: Wayne Coop is currently escalating this case within the Systemsdepartment.

(RS note 7/31: There has been no progress and the problem continues for us. Linda phoned July30 for an update. Being able to backup and sync up the Test Server are at stake.)

8/14/2008 SirsiDynix [Kristina]: I have requested an update as 01'8/11. but will take this furtherand ask the manager of Systems to follow-up.

(RS note 8/28: Recently we have seen both a lot of activity and a lot of confusion. It appears weare now on track; thanks for re-kindling the momentum!)

9/9/2008 SirsiDynix: Wayne Coop has added a comment as of 9/8 requesting you to sendspecified files to him at [email protected]. From the test server:/s/sirsi/ccsO.082508114904.tar.Z. From the production server: /s/sirsi/ccs1.082508114730.tar.Z. This wasnot sent in an email; it was added as a comment.

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(RS note 9/30: In a personal conversation 9/22, we established that the files are there. Waynewas going to send this along to Sun. As of today we have heard nothing. Since the incident hadno notes about our conversation, Linda updated it today. We are not detecting an appropriatesense of an urgency for something important that has lingered so inexcusably long.)

10/13/2008 SirsiDynix: Follow-up has been requested of the Systems team manager. Bob Pack.

(RS note 11/3: We appreciate the nudging of Sun, but this is still not being resolved at anythingclose to an acceptable clip and must be a top priority in November. In answer to Wayne's Oct.30 update, this was updated today by us as the information requested by Sun had been sentalready. We don't believe this issue is even being given serious consideration. Its durationdespite our maintenance agreement has turned it into a full-fledged fiasco and a number of folksshould be embarrassed enough by now to get it cleaned up YESTERDAY.)

11/18/2008SirsiDynix: As of today's date, Wayne was to run some utility checks on theserver at noon. Upper management has been made aware of this case once again and wewill continue to monitor its progress.

*Other "black hole" incidents opened before June 1: 00314894 about properties, 00314638also about properties, 00312263 about Z39.50 questions, and 00307176 or 306704 ondocumentation and Java settings.

(RS note 9/30: Of the above, 314894 is closed, 314638 is awaiting our input, 312263 wasanswered and is closed, and 306704 appears to be still waiting for Sirsi. We will be updating324514 (scanner) and 314638 (Java property settings).

In addition, this month please pay attention to 349033 (heading keys), 342202 (SV A repeats"Goodbye"), 329159 (questions on data encoding), and 307393 (canceling copies on an invoice).Please give high priority to 308120 (discussed in the preceding topic); we need this rectifiedNOW!

Please note that while we could copy Kristina readily with the old software, with SalesForce wecannot as Linda and I do not receive all correspondence any more to direct to Kristina's attention.This is one of the major problems with the new system.

10/13/2008 SirsiDynix: These cases have been brought to the attention of the appropriatemanagers.

11/18/2008 SirsiDynix: Case updates:349033: This case was closed on 1017.342202: Client Care rep has been asked to update this case. (This case is noted later in thisletter).

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/Cj

329159: This case is a rather old one and a request has been sent to Wayne Coop to updateimmediately.307393: This case was closed on 11/5/2008.

308120: It is agreed that this case needs more attention. We have dealt with this internally.Please note additional notes on this case later in this letter.

*With Bob Barth out on medical leave for an indefinite period, please make extra sure thatall Client Care incidents have public notes so they can be kept in playas necessary. We arenot sure what plans Sirsi wants to make for allowing others to update these calls in theportal while he is out.

8/14/2008 SirsiDynix [Kristina]: We send our well wishes to Bob! Client Care is aware that BobBarth is out and management is reiterating the need to copy the group email alias for anycorrespondence in this situation and in all situations. In this new CRM. contacts other than theoriginal contact can update cases. It will be our responsibilit) to ensure that updates from theSirsiDynix end are copied to the group alias. If other needs arise during this time that Bob is outplease provide me with this feedback.

(RS note 8/28: Bob is back part time, but this need remains.)

9/9/2008 SirsiDynix: Another reminder will be sent out to Client Care staff to copy the groupemail alias.

(RS note 9/30: This is still not working.)

10/13/2008 SirsiDynix: We continue to remind staff to cc: the group email alias. However, werecently were able to place an alert box on each case that requires that a group email alias becopied. You should start seeing improvements immediately.

(RS note 11/3: This still isn't happening the way we need it to.)

11/18/2008 SirsiDynix: Please provide us with examples of cases where you are still notreceiving emails to the group em ail alias. We'd like to see if there is a pattern with oneClient Care representative in particular or if it is indeed a general problem. I have alreadynoticed a few while reviewing your older cases. However, I welcome examples you comeacross. I will pass this information on to the appropriate managers.

*OCLC WorldCat Local: We saw a demo yesterday. Although there is still a little work to do,the progress was readily apparent, and we wish to thank Anne Arthur and Client Care for helpalong the way getting to this point!

9/9/2008 SirsiDynix: Thank you for the positive feedback. This will be passed on!

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(RS note 1113: Just more commendations for the help with this and NCIP we've been getting,especially from Anne!)

11/18/2008 SirsiDynix: We will surely pass this on again!

*Sirsi/ePay integration: I expect us to decide on October 2 how we will apportion this cost andthat we should proceed. At that point we will notify you. We'll probably want it integrated withRelease 3.2.1 rather than anything sooner, given our hope to be live on that level around the endof the year.

9/9/2008 SirsiDynix: We'll wait to hear from you.

10/13/2008 SirsiOynix: This project has been assigned to Valerie Shelton.

(RS note 1113: We are working with the State Treasurer's Office and with Margaret Pelfrey;communication has been good so far.)

11/18/2008 SirsiDynix: Please keep us in the loop if any further action is required fromother parties at SirsiDynix.

*Ability is needed to protect certain patron records from purges, perhaps by updating LastActivity Date, for patrons only using e-resources. This comes up often because we dopatron purges on a regular basis.

10/13/2008 SirsiOynix: I believe all we need to detennine here is whether or not OPAC activitieswill update Last Activity Date, which now they do not. I've forwarded this to the OPAC productmanager for his review and am waiting to hear back from him. I assume that if this enhancementis not in the pipeline that we will need to submit an enhancement request and I will guide you inthat process.

(RS note 11/3: Thanks for the input. While updating the LAD would be one possible approach,equally valuable and probably simpler would be the addition of a "Protect From Purge" field inthe user record, similar to that on the item side.)

11/18/2008 SirsiDynix: Immediately following the submission of the last monthly report, Iwas told by Anne Arthur that we would have this fixed in 3.3, where the patron's lastactivity date will update when a SIP authentication message is sent. If further ability isneeded please email me with details.

*Soon we will be evaluating our e-mail server's capacity and needs.

11/18/2008 SirsiDynix: Please let us know if you need any input or service from SirsiDynix.

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:</

*Soon we will be evaluating a new Production Server and related questions regardingOracle, Unicode and SaaS. We will need these resolved by December so we can budget andproceed accordingly. We will e-mail our questions to Kristina in October.

10/13/2008 SirsiDynix: I did receive these. I have forwarded them on to John Dickson and BrettHall (SaaS) for their review. I plan on scheduling a follow-up meeting with all parties the weekof October 20th.

11/18/2008SirsiDynix: Following our meeting on 11110, I began collecting answers toquestions we were not able to address thoroughly. You will receive the final answers withinthe next few business days.

*We will load Release 3.2.1 on our Test Server (if incident 308120 has been resolved) whenthe second Patch Cluster has been released.

10/13/2008 SirsiDynix: 308120 has been brought to the Systems manager's attention once again.PC2 is scheduled for release in mid-December.

(RS note: Thanks for the updated schedule!)

11/18/2008 SirsiDynix: Patch Cluster 2 is still slated for mid-December.

New Issues:

*We look forward to guidance with/through the hardware and software upgrade for theDirector's Station. I had a phone discussion with Jeremy on October 31.

11/18/2008 SirsiDynix: Per Jeremy Clute: A quote will be sent to Richard Shurman on11/18/2008.

*When can we expect a formal announcement about the change in sales forceresponsibilities? I want to be sure we're dealing with the right people, and also want to besure to thank Jeremy for all his support over the years.

11/18/2008SirsiDynix: Bill Kessler and Rishi Kumar attended the ILUUG meeting lastweek and planned to meet with attending members of CCS. Once Rishi is more establishedhe will be sending out a formal notice to you.

*We will miss John Dickson, but wish him the best.

11/18/2008 SirsiDynix: We will miss him, too! We will certainly pass on your message.

*We have created a successful FSSNAP backup. Now we need the issues presented toKristina (recovery testing and Sirsi support) resolved.

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11/18/2008 SirsiDynix: I have been told that we will support FSSNAP if it was executedusing the SirsiDynix cpio version. I have asked Linda Zaleski for clarification. If this wasindeed our FSSNAP version we can work with you to test a restore scenario.

*There are a number of open incidents now related to deployment of SIP2 devices at ourlibraries. Please respond in a timely manner to incidents 357746, 357748 and 357751.

11/18/2008 SirsiDynix: All three cases were closed as of 11/17/2008.

*Long outstanding issues waiting for a meaningful response from Sirsi: 342202 (SV A) since10/20; 340905 (scanners) since 9/15; 329159 (iBistro character coding) since 7/11; 314638(Java) since 9/30; 307393 (canceling copies) since 9/30; 306704 (fine free discharge) since9/30; 306585 (back-dated discharges) since 12/2007).

11/18/2008 SirsiDynix: Case updates are below.342202: Client Care rep has been asked to update this case.340905- We have been told by CCS that we can close this case.314638: (Unfortunately, group em ail was not copied) Bob Barth was sent a resolution on10/3.

307393: (Unfortunately, group email was not copied) The case was closed on 11/13/2008.306704: (Again, group email was not copied) Frank Correa was sent an update on11/5/2008. Case has since rolled to an inactive status.306585: This case has been escalated to Product Management and a status update has been

requested.

On a sad note, we regret to inform those of you who know our longtime Computer RoomManager Leah Stothoff and remember her as fondly as we do that she passed away on October30.

11/18/2008 SirsiDynix: We are very sad to hear this news. Please pass on our deepestcondolences to the staff at CCS and to Leah's family.

Thanks as always to all of you. Here's to a good November for us all, progress on thislist and especially with the dreaded Incident 308120, and some improvements with Client Careand other internal processes!

Yours truly,

Richard ShurmanCCS Administrator

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c: Terry JarnaginKristina FenglJeremy CluteLinda Zaleski

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Exhibit VILE10/15/2008 E.C. Mtg.

CCS CATALOGING TECHNICAL GROUP BY-LAWS

I. STATEMENT OF PURPOSE

The ces Cataloging Technical Group shall perform the following functions:

A. Interpret national bibliographic standards, resolve specific problems related to catalogingand data entry procedures, and monitor the quality of the CCS database.

B. Make recommendations to the CCS Executive Committee regarding data entry policiesand procedures, and suggestions for its automation vendor regarding possible futurecomputer applications and improvements of cataloging functions.

C. Provide CCS member libraries with assistance in implementing national bibliographicstandards and data entry procedures.

D. Provide continuing education for its members.

E. Communicate with other automated libraries, cooperatives and users' groups.

F. Promote and maintain CCS' NACO and CONSER participation staffis; foster continuingeducation of its contributing members and retain NACO-qualified and CONSERQualified staff.

II. MEMBERSHIP

A. The Administrator from each CCS member library shall appoint one (1) representative tothe Technical Group who shall be the library's principal cataloger, knowledgeable ofcurrent national cataloging standards and current technological applications to libraries.

B. Non-CCS libraries may attend meetings as non-voting attendees.

C. The CCS Database Manager is the official CCS liaison to the Cataloging TechnicalGroup and attends its meetings.

D. The CCS Administrator, Database Manager and Authorities Librarian staff in attendanceare ex officio non-voting members of the Technical Group.

III. MEETINGS

A. A minimum of six (6) meetings per year shall be scheduled, normally during the monthsof February, April, June, August, October and December.

B. A quorum shall consist of at least two-thirds (2/3) of the voting members of the TechnicalGroup. Attendance by a representative from each CCS library is encouraged ..

C. Additional meetings may be called at the discretion of the Chair.

D; The Technical Group endorses continuing education workshops to be attended bycataloging and data entry personnel from each library.

IV. VOTING

A. Each library shall have one (1) vote.

B. Questions shall be decided upon by a simple majority of the members present.

C. If necessary, a roll call vote may be taken. In the case of a tie vote the Chair decides thequestion.

D. No member or officer shall have veto power.

V. OFFICERS

A. There shall be three (3) officers elected from the membership: Chair, Vice-Chair/Chairelect and Secretary. To be eligible, the office holder should have had experience on theSCRAP committee.

B. The Chair shall preside at the meetings, prepare agendas, serve as official liaison to theCCS Governing Board and Executive Committee and to the CCS Database Manager,appoint committees, serve on committees and respond to questions from and concerns ofthe members. If the Chair is unable to meet any of these obligations, he/she must notifythe Vice-chair/Chair-elect. During the year following the term as Chair, the Chair servesas Past Chair and serves as an advisor to the officers.

C. The Vice-chair/Chair-elect shall act in the absence of the Chair, attend meetings of theCCS Governing Board and Executive Committee, serve as the chair of SCRAP, serve oncommittees, and submit items for agendas to ~he Chair.

D. The Secretary shall take minutes at the meetings and forward them to the Chair andDatabase Manager for approval. In the absence of the Secretary, a member of the SCRAPcommittee. if possible, shall take minutes.

VI. TERMS OF OFFICE

A. The term of each office shall be one year, beginning July 1st and expiring the followingJune 30th.

B. The Vice-chair/Chair-elect shall serve one year as Vice-chair, a second year as Chair anda third year as Past Chair.

VII. COMMITTEES

{"F""('

A. A committee, known as SCRAP (Standard Cataloging Rules and Practices),i. shall meet regularly to discuss matters of cataloging policy and forward

recommendations to the entire Technical Group, and"ii. create and update a manual of CCS cataloging policies and practices.iii. The Chair, Vice-chair/Chair-Elect, aflEi Past Chair, and Secretary shall be members of

the SCRAP committee during their tenure.IV. The committee shall also be comprised of sHffive other members, each with a two

year term, which shall be rotated from CCS members so as not to unfairly excludeany library from its share of willing participation in the committee.

B. Other committees may be formed, as a need arises, through appointment by the SCRAPcommittee or the Chair.

VIII. ELECTIONS

A. An election for the offices of Vice-chair/Chair-elect and Secretary shall be held annuallyat the regular June meeting.

B. A Nominating Committee appointed by the Chair shall prepare a slate prior to the Junemeeting to be distributed with the agenda. Nominations may also be taken from the floor.

IX. VACANCIES

A. Should the office of Chair be vacated within the first six months of the term, the Vicechair/Chair-elect shall become the Chair for the remainder of the term. In this case, theoffice of Vice-chair/ Chair-elect becomes vacant and shall be filled by election.

B. Should the office of Chair be vacated in the second six months of the term, the Vicechair/Chair-elect shall become Chair pro tempore/Chair-elect for the remainder of theterm.

C. Should both the offices of Vice-chair/ Chair-elect and Chair become vacant, the TechnicalGroup shall elect new officers for the remainder of any unfilled, unexpired terms. ThePast Chair shall act in an advisory capacity to assist when necessary for the remainder ofthe term.

D. Should the office of Secretary be vacated"the Chair shall appoint a new Secretary for theremainder of the term.

X. AGENDAS AND MINUTE S

A. The Chair shall prepare an agenda at least ten (10) days prior to each meeting.

B. The Secretary shall prepare the minutes of each meeting for distribution at least ten (l0)days prior to the next regular meeting. The Secretary shall submit the minutes to theChair and Database Manager for approval prior to distribution.

C...Minutes and agenda will be distributed to the Technical Group representative andAdministrator of each CCS member library and to all others designated by the ExecutiveCommittee or Governing Board.

XI . AMENDMENTS

A. These By-laws may be amended by a two-thirds (2/3) vote of the Technical Group withthe approval of the CCS Executive Committee.

B. Proposed amendments must be submitted in writing to the Chair and distributed with theagenda prior to each meeting.

This document was revised on Monday, August 07, 2000.

Approved at 7/26/00 Governing Board Meeting

This document was revised on Wednesday, June 6, 2007.

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