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MINUTES SCHOOL AND LIBRARY ADVISORY BOARD MEETING June 26, 1996 Members Present: Joanne Steneck, Phil Lindley, Bill Black, Linda Lord (for R. Poulin), Gary Nichols, Art Henry (for Jim McCarthy), Barry McCrum, Reggie Palmer Absent: Stephen Gilbert 1. Approval of Minutes from June 12 Meeting Accepted with no changes; no old business 2. Status Report from NYNEX on Applications and Installation Progress; Budget Mr. Henry distributed updated application statistics, schedule of installations, projected installations, etc. He stressed that the figures are ever changing. 770 applications had been received as of June 26, 1996. He also reported that the $600 computer grant checks will be disbursed this week and the $2,000 grants next week. Delay in payment has been due to NYNEX accounting practices requiring Federal Taxpayer I.D. numbers for payees. They have had difficulty getting the numbers from approximately 15 libraries. Checks will not be mailed until the I.D. numbers are obtained. Mr. Arnold at the State Library will be assisting NYNEX in making contact with these libraries. Ms. Steneck passed out statistics on eligibility for computer grants. 238 computer grants have been approved. Ms. Steneck requested a presentation and written summary for the 8/7 meeting regarding NYNEX and UMO plans for implementing and expanding the backbone. In particular, how will the system be sized and expanded as more users come on-line and use increases. At the last meeting Mr. Nichols asked NYNEX for updated budget estimates. Bruce Larsen said he should have an estimate by the end of September. At that time, better estimates regarding what has been spent and projected expenses will be available. It was noted that this should be placed back on the agenda for discussion as soon as estimates are available. 3. Consideration of Maine Science and Technology Foundation Training and UM Technical Training MS&T Memorandum of Agreement with three contractors was sent to Board members last week. Mr. Pierce passed out an update to Board. Intellectual property - revised; instruction materials are copyrighted. If any one of the contractors or MSTF wants to use the materials beyond the scope of the contract, sign-offs of other contractors or MSTF is necessary. All Board members agreed that there should be additional language making it clear that materials can be used by any participants in the Project through the term of the project, June 1, 2000. Mr. Black suggested adding new paragraph: "(A) Through 6/1/2000, the information in the materials packet shall be available for use by all eligible participants in the Maine S & L Project, including trainers, teachers, students, librarians and library patrons." Mr. Nichols questioned evaluation requirements. Training participants will have to evaluate program in four or five different areas. Form will be on MSTF Web site. Board approved contract for three providers with the addition of Mr. Black's new paragraph (A). U of M Training -- Linda Lord passed out a sheet prepared by Jay Johnson that described the training sessions to be held and the cost per session. Board agreed that all the information on the UM training should be summarized in one document for the Board's approval. Ms. Lord will put together a one-page agreement similar to MSTF memorandum of agreement. Ms. Steneck will fax it to Board members. A conference call will be arranged so Board can discuss and approve the final terms. 4. Further Discussion of Evaluation Benchmarks and Measurements Draft memo to Commission on project evaluation discussed. Mr. Beiser suggested hours of Network connection may not be as meaningful as the number of students and library patrons using the Network and hours of actual use (not simply connection). It was generally agreed that number of users and actual use should be measured probably through a survey sampling a typical week. Focus groups were also suggested. The difficulties in obtaining qualitative estimates was discussed. Mr. Beiser also suggested that both the median and average number of computers connected per school be reported. It was also suggested that we determine why non-participants are not interested in being connected to the network. Mr. Palmer raised the issue of the need to have benchmarks to measure performance of the system, e.g., are speeds fast enough; capacity adequate. Bill Black suggested a subgroup establish several benchmarks for UMO and backbone. Some of these will be in contract between UMO and NYNEX. This issue to be further discussed at the next Board meeting. The Board agreed that Ms. Steneck should submit the memo to Commission for their approval and to explain that other recommendations concerning evaluation may be forthcoming. 5. Newsletter Draft Newsletter approved by Board with minor changes and corrections. Nynex will handle mailing of newsletter. It was suggested that the Board may want to produce a newsletter quarterly. 6. Review of AEV Applications Ms. Steneck distributed a memo showing status of application review. None of the applicants are in shape yet for approval. Application review subcommittee: Mr. McCrum, Mr. Lindley, Mr. Palmer, Mr. McCarthy, Mr. Gilbert and Ms. Steneck. Ms. Steneck explained that Mr. Lindley and Commission staff member Doug Cowie are trying to get additional information from applicants as applications come in. The subcommittee has 6 applications under review. Four are awaiting additional information and two are planning to resubmit entirely with new information. 7. OTHER Question was brought up about what happens when a school newly qualifies as eligible (i.e., becomes state approved) or if additional public libraries exist that are not on the eligible list. It was agreed that the Department of Education or Maine State Librarian will submit a letter to the Chair whenever a new library or school becomes eligible. Any newly eligible sites will be indicated on PUC Web site. Ms. Steneck distributed a letter she received from Marilyn Lutz, Assistant Director for Information Systems, University of Maine System. Ms. Lutz requested a grant of $19,092 to match federal money made available through a NTIAP grant for the purchase of computers for public libraries. Funds would go to 20 libraries. The Board agreed that the NYNEX/PUC Project computer grant money should be awarded under the criteria the Board previously agreed to and that it would be unfair to give a computer grant to a select number of libraries which, in most instances, would not have met our Board criteria for a grant. Mark Tibbetts, who is working on this project for the University, explained that the UM grant had been awarded before the NYNEX/PUC Project began and that they were pursuing all avenues to get matching funds. The Board suggested that he look into the possibility of using NYNEX project funding, in general, as the match for their grant. It was agreed that no meeting will be held in July and the next meeting will be August 7, 1996. MEETING ADJOURNED AT 3:40 P.M.