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Minutes School and Library Advisory Board Meeting May 29, 1996
Members Present: Joanne Steneck, Phil Lindley, Bill Black, Jim McCarthy, Raymond Poulin, Barry McCrum, Stephen Gilbert, Reginald Palmer, Gary Nichols 1. Minutes of 5/15/96 Meeting Accepted with no changes. 2. Old Business Two matters raised by Bill Black (with Ray Poulin and Stephen Gilbert); 1) eligibility of superintendent offices for connection to network; 2) treatment of municipal facilities that desire to be connected with libraries and schools in their communities. The Board discussed the fact that the Commission specifically stated in its February 16, 1996 Order that superintendent offices would not be considered separate entities eligible for free connection to the network at this time. The Commission did state that it would be willing to revisit this issue once they were confident that student and library patrons had reasonable access. The Board agreed to further review the issue of superintendent connections during September/October and consider making a further recommendation to the Commission at that time. Superintendent offices currently may purchase frame relay service access to the network. According to Jim McCarthy, this will likely be in the range of $160 per month if purchased from NYNEX. Everyone agreed that nothing in the program prohibits municipal offices from connecting with libraries and schools. However, the town will not have access to other libraries and schools in the state through the School and Library Network intranet. Such contact could be made through the internet. 3. Selection of Trainers Bill Black (the Advisory Board's representative to the Maine Science and Technology Board's Training Selection Review Committee) explained that thirteen proposals were received. He provided a handout with information on the bidders and the selection process. Six bidders were invited to make oral presentations and answer questions from the Review Committee on May 24. Based on the bids and presentations, the Committee has decided to enter into negotiations with three applicants. The Committee preferred not to disclose the names of the three until negotiations are complete. The remaining three applicants would be considered if the negotiations fail with any of the first three applicants. The Review Committee will provide its final selection and contract terms for the Advisory Board's approval at the next Board meeting on June 12, 1996. 4. Status Report on Applications Art Henry, Project Manager, NYNEX, reported: 668 total applications received: 472 schools 196 libraries Tier Selections include: 474 Standard Frame Relay Package 47 Business line option 103 Alternative Equivalent Value 255 computer grants received 115 requests from libraries reduced rate voice lines 5. Computer Grants Joanne Steneck explained that she and Phil Lindley have reviewed 249 computer applications and have determined: 104 libraries eligible for $2,000 grant 14 libraries eligible for $600 grant 40 schools eligible for $2,000 grant 43 schools eligible for $600 grant 40 schools and libraries ineligible Reasons for ineligibility were discussed. The Board agree that the original eligibility criteria should remain unchanged: that if a school or library has at least one computer that meets the minimum capability standards, regardless of the current use of the computer, then the school or library is ineligible for a new computer grant. This means a library with a sufficient computer that is currently dedicated to circulation or cataloging is not eligible for a new computer grant nor would a school with a computer that was purchased with dedicated funds. Schools or libraries with a computer dedicated to another use, that would otherwise be eligible for a $600 upgrade, will have to agree to make that computer available for public use in order to receive an upgrade grant. Gary Nichols indicated that passage of the June 11 bond issue will provide for grants for libraries to purchase computers for public access. The Board also reaffirmed its decision that school programs operated in a separate building, such as alternative school programs, are not considered a separate school and so are not eligible for a separate connection. It was agreed that NYNEX would proceed with a mailing awarding the grants. This will include a checklist with the items that can be purchased. The school or library will be responsible for returning receipts to NYNEX within 30 days of purchase. It is expected that the grant letters will be issued by the second week in June. 6. Additional Technical Training Jay Johnson described a proposal by University of Maine CAPs that will allow each school or library to send one person to a two-session 1-day workshop on installing client software. Twelve sessions will be held this summer with an additional six through next June. Attendees will have a choice of PC or MAC applications. It is expected this training will cost $50,000, and it will supplement the technical support desk functions. The Board agreed this training was necessary. There was discussion about whether with this additional training the $500,000 limit for the first year of training established by the Commission will be exceeded. Based on the bids, it looks like the basic competency training will be somewhat less than $500,000, but it is unclear by how much until the contracts are negotiated. Ms. Steneck agreed to address the issue of the possibility of training exceeding $500,000 in the first year with the Commission. 7. Evaluation Ms. Steneck stated that L.D. 828 sets the minimum requirements for an evaluation and also allows the Commission to establish its own benchmarks for measuring the success and shortcomings of the network. She suggested that the Board may want to propose to the Commission additional benchmarks to be measured. Everyone agreed this would be a good way to frame the issue of evaluation. Art Henry presented his research on what data would be available from CAPs as a by-product of ongoing network monitoring and management (e.g., traffic on circuits, level of utilization of various system components, etc.). Ray Poulin discussed a number of qualitative items he though should be measured including: - hours of use - number of schools/libraries connected - number of computers connected to network; new computers connected to network - how much a school/library has spent on technology, both capital and operational. (For schools, this could possibly be obtained from existing DOE reporting.) - asking students (possibly on MEA test) if they had used computers/internet, etc., in last six months - increased building/operating hours due to network Gary Nichols suggested that such information could be obtained from a one-week survey. Ms. Steneck agreed to work on a draft and consult with Mr. Poulin and Mr. Nichols on possible benchmarks and measurements. 8. Newsletter Mr. Nichols distributed a 9-page draft of a newsletter in a question and answer format developed by Karl Beiser. Mr. McCarthy suggested that the newsletter be limited to 2-3 pages containing the top five or six questions. Additional Q&As could appear on the PUC website. Everyone agreed to limit the size of the mailed newsletter. Comments on the Qs and As should be provided to Karl Beiser or brought back to next meeting where a final version will be discussed. 9. Other It was agreed that after the next meeting on June 12, the Board will begin meeting monthly. Dates for subsequent meetings will be discussed on June 12. MEETING ADJOURNED AT 3:40 P.M.