SWAN ILS Search Committee Meeting

Quick recap

This was the kickoff meeting for the SWAN ILS (Integrated Library System) search committee, where Aaron Skog, the Executive Director, introduced the 10 committee members selected by the SWAN board and outlined the timeline and process for evaluating new ILS options. The committee includes library staff from various SWAN member libraries with extensive technical services and ILS migration experience, along with SWAN staff members who will provide technical support throughout the process. Aaron explained that the RFP (Request for Proposal) document is nearly complete and ready for review, with a tight timeline to issue it by October 14th and receive vendor proposals by mid-November, followed by software demonstrations in February and final recommendations in April. The committee discussed meeting frequency, deciding to hold two initial meetings via Zoom on October 2nd and October 9th for 90 minutes each to review the detailed RFP document, with future meetings potentially being held in person at Oak Brook Public Library.

Next steps

Scott

• Send out invites for the next two meetings via Zoom.
• Confirm that all committee members are on the email list and troubleshoot any access issues.
• Provide access to the RFP document via SharePoint portal for committee review.
• Highlight Section 11 of the RFP document for committee focus and review.

Aaron

• Engage with Hubbell to discuss future in-person meeting dates at Oak Brook.
• Bring Brooke Sievers up to speed with a one-on-one meeting after her vacation.
• Send the finalized RFP document to the attorney for review.
• Publish the RFP publicly on the SWAN website and make direct appeals to identified vendors.
• Work on the scoring rubric for evaluating RFP proposals.

Ian

• Send welcome/test email to the ILS committee email distribution list and confirm receipt.

Tara

• Send SharePoint portal invites to committee members and assist with any access issues.

All

• Committee Members: Review the RFP document, especially Section 11, and leave comments/questions in SharePoint before the next meeting.
• Committee Members: Confirm receipt of the email from the ILS committee email list.

Summary

ILS Search Committee Introductions

The meeting focused on introductions for the ILS (Integrated Library System) search committee, with Aaron Skog, SWAN Executive Director, leading the session. Committee members were introduced including Allison from Carol Stream Library, Brittany from St. Charles Public Library, Hubbell from Oak Brook Public Library, and Melissa from Downers Grove, along with SWAN staff members Scott Brandwein, Cynthia Romanowski, Ian Nosek, and Tara Wood. The group discussed their extensive backgrounds in library systems and migrations, with several members having experience with multiple ILS platforms including Polaris, Millennium, and Alma. The meeting was in its early stages, with plans to discuss committee structure, timeline, and meeting format after the introductions.

ILS Search Committee Kickoff Meeting

The meeting served as a kickoff for the ILS (Integrated Library System) search committee, with Aaron providing an overview of the process and timeline. The committee will review and finalize an RFP (Request for Proposal) document, with a goal to issue it by October 14th. The process includes vendor demonstrations, task force groups, and scoring rubrics, with a tight timeline leading to final recommendations in April. The next two meetings were scheduled for October 2nd and October 9th at 10:00 AM for 90 minutes each via Zoom to review the RFP document, with plans for a longer in-person meeting after the RFP is issued.