Libraries of middlesex automation consortium executive board meeting

Document#14-16

LIBRARIES OF MIDDLESEX AUTOMATION CONSORTIUM

EXECUTIVE BOARD MEETING

LMxAC Office

March 27, 2014

MINUTES
MEMBERS PRESENT:

Joan Henry – Dunellen

Chuck Dolan – MCC

Bonnie Sterling – Milltown

Cheryl McBride – North Brunswick

Allen McGinley – Piscataway

Joe Da Rold – Plainfield

Chris Carbone – South Brunswick

MEMBERS ABSENT:

Susan Kaplan – Sayreville

LMxAC STAFF PRESENT:

Eileen M. Palmer

Elisa Bash
The meeting was called to order at 9:40am by President Joe Da Rold.
APPROVAL OF THE AGENDA: (Document #14-08)

There were no additional items to add to the agenda. Cheryl McBride moved to approve the agenda of the March 27, 2014 Executive Board meeting. Allen McGinley seconded the motion. All members were in favor. The motion carried.

MINUTES OF THE PREVIOUS MEETING: (Document #14-09)

The Board briefly reviewed the February minutes. Chuck Dolan moved to approve the minutes of the February 27, 2014 meeting. Bonnie Sterling seconded the motion. All members were in favor. The motion carried.

TREASURER’S REPORT: (Document #14-10)

Cheryl McBride deferred the Treasurer’s report to Eileen Palmer. Eileen noted that we were in good shape. She explained that Health Care Benefits was underspent. All other expenditures were fine including Library reimbursements and Aged Receivables. In the eLibraryNJ report, she explained the amount underspent from previous year appears on the Fund Balance revenue line. This additional funding will be spent towards more content. The Budget report was filed for audit.

BILL LIST: (Document #14-11)

The March Bill List was presented. Eileen explained there was nothing unusual, just the normal payments. Bonnie Sterling moved to approve the March Bill List. Cheryl McBride seconded the motion. All members were in favor. The motion carried.

DIRECTOR’S REPORT: (Document#14-12)

Eileen reported that South Amboy is going live. She commended Christy Sayre for the tremendous amount of work that she did to get them set up and ready to go live. Eileen mentioned that she had been asked to participate in a small discussion group organized by Cheryl O’Connor, Executive Director of LibraryLinkNJ concerning eContent and shared collections.

Eileen reported that current attendance counts for the Trustee Seminars. There are 14 registered to attend in South Brunswick and 25 registered to attend in Plainfield.

The renewal information for Zinio was received. Eileen was asked by a Board member to contact another digital magazine company called, “NextIssue.” She has contacted the company and is looking into if they have a library program.

Eileen mentioned she has been working with Spotswood’s Library Board in the search for a new Director. The Board is currently scheduling second round interviews.

The Matawan/Aberdeen Library is seeking Eileen’s help for a strategic planning project. Eileen will meet with Kimberly Paone, Director as well as the chair of their Strategic Planning Committee.

OLD BUSINESS:

1. 
   South Amboy Migration: Eileen explained in her Director’s report that the library went live. The live date was one day off of the original scheduled date.
   

2. 
   Zinio Renewal: Eileen reported there is strong support from the membership to renew the subscription. The yearly renewal information was been received. The total cost is $40,000 for Zinio/One Click Subscription includes $12,000 for content. The Board discussed survey results and whether or not libraries could afford to subsidize full amount or just a portion of the cost. Eileen noted that libraries have seen an increased growth with digital content. She will further investigate NextIssue, another digital content vendor.
   

3. 
   Trustee Program: Eileen discussed information about the Trustee Seminar during her Director’s report. It was noted that on April 3, the New Jersey Library Trustee Association (NJLTA) was offering a Trustee workshop.
   

4. 
   ILS Review Committee: Eileen reported that several Board members and library staff have shown interest in serving on the Review committee that includes: Allen McGinley; Chuck Dolan; Judy Pietrobono; Linda Crittenden and Laura Beyer. Eileen plans to schedule a meeting by the end of April and hopes to have a survey out by the end of June.
   

NEW BUSINESS:

1. 
   Lost Book Fund (Document#14-13) Eileen shared with Board members a sample form from SELCO for lost and damaged item reimbursements. She pointed out their policies noted on the second page of the sample. However, legal actions would not apply to LMxAC. We would have to create policies and procedures appropriate for our organization. We need to create an online form and put aside the funding from the budget as a cost of doing business. A Board member suggested keep statistics of all lost and damage reimbursements. Joan Henry moved to authorize Eileen to create a fund for lost and damage materials out of the budget in the amount of $1,500.00. Allen McGinley seconded the motion. All members were in favor. The motion carried.
   

2. 
   Plaza 35 Lease Agreement July 2014 – June, 2016 (Document#14-14) Eileen informed Board members that Plaza 35 sent a proposal for two year lease ending in June 2016. The monthly rent has increase by 3.5%. She noted that after our Verizon contract expires, we may aggressively want to seek a more viable and affordable office space. Cheryl McBride moved to authorize Eileen to sign the lease renewal for the period of July 2014 – June, 2016 with Plaza 35. Allen McGinley seconded the motion. All members were in favor. The motion carried.
   

OTHER:

Joan Henry discussed prospective candidates to fill the expiring seats of the Executive Board. There are two members whose three years terms expire in June and one member on the yearly rotating library seat. The next library to fill that one year seat would be Plainsboro Library. Board members recommended a few more possible candidates to fill the positions. The Nominating Committee will prepare a slate for the next Board agenda.

Allen McGinley announced that the Library will have a financial literacy workshop for public service staff. The Library was awarded grant funds to help financial education. The library will use some of those grant funds to purchase eContent on Financial Literacy with eLibraryNJ.
Joe Da Rold announced that Plainfield Public Library purchased a large format scanner/printer for its maker space.
Joan Henry announced that Dunellen Public Library will be celebrating its 40^th Anniversary at its present location with an Open House on April 27, 2014 between 2:00-4:00pm.
Cheryl McBride announced that North Brunswick Library will be offering museum pass service as well as have their annual Friends of Library Book Sale.
COMMUNICATIONS:

There are two items for communication. The first item is an audit litigation letter from our Attorney. Evelyn Hartmann. The second item is a letter from Library Mutual regarding dropping terrorism risk coverage when the Terrorism Risk Insurance Act (TRIA) expires. Eileen noted that one of her goals is to audit all the coverage on our insurance policies.

.

ADJOURNMENT:

Allen McGinley moved to adjourn. Cheryl McBride seconded the motion. All members were in favor. The meeting adjourned at 10:55 am.

Respectfully submitted,
Charles Dolan, Secretary