LMxAC Executive Board Meeting – February 18, 2011 3

(Document #11-13)

LIBRARIES OF MIDDLESEX AUTOMATION CONSORTIUM

EXECUTIVE BOARD MEETING

LMxAC Office

February 18, 2011

MINUTES

MEMBERS PRESENT:

Ingrid Bruck –Long Branch

Chris Carbone – South Brunswick

Mary Faith Chmiel – Spotswood

Chuck Dolan – Middlesex Community College

Irene Goldberg - Monroe

May Lein Ho – Middlesex Public

Cheryl McBride – North Brunswick

MEMBERS ABSENT:

Joe DaRold – Plainfield

LMxAC STAFF PRESENT:

Eileen M. Palmer

Elisa Bash

The meeting was called to order at 9:35 am by President Mary Faith Chmiel.

APPROVAL THE AGENDA: (Document#11-01)

Eileen noted no additional changes to the agenda.

Chris Carbone moved to approve the Agenda. Irene Goldberg seconded the motion. All members were in favor. The motion carried.

MINUTES OF THE PREVIOUS MEETING: (Document#11-02)

Irene Goldberg moved to approve minutes of the December meeting. Chuck Dolan seconded the motion. All members were in favor. The motion carried.

TREASURER'S REPORT: (Document#11-03 and Document#11-05)

Eileen Palmer presented the Budget Report for December 2010 and January 2011. Eileen reported that interest revenue is down from the budgeted amount. Additional funds received from E-rate will help to make up for it. Telcom expense is overspent because of the timing of the installation of the new Switched Ethernet circuit. Eileen reported that we will receive deferred income from one library for prepayment of next year’s assessment. The Treasurer’s Report was filed for audit.

BILL LIST: (Document#11-04 and Document#11-06)

Eileen Palmer reviewed the bill list for January 2011 and February 2011. In the January list, Eileen noted that Check#7571 in the amount of $100,000 to LMxAC’s State of New Jersey –Cash Management account has been voided. She explained that these funds will be needed to cover payment of SirsiDynix Unicorn software maintenance in March. Chris Carbone moved to approve the January 2011 bill list. Cheryl McBride seconded the motion. All members were in favor. The motion carried. In the February list, the check for Plaza 35 covers several months of electric usage all the way back to September when the meter blew up as well as 2010 escalation and real estate taxes. The ProQuest check is for Serial Solutions 360 product that we will share half of the cost with MCC Library. Chuck Dolan moved to approve February 2011 Bill list. May Lein Ho seconded the motion. All members were in favor. The motion carried.

DIRECTOR’S REPORT: (Document#11-08) Eileen Palmer presented a written director’s report to the board. Eileen explained that most of the items in this report will be discussed in full detail throughout the agenda. She noted that Symphony 3.4 has been loaded on the test servers. Eileen met with Ann and Mei to discuss testing of certain enhancements and fixes as well as preparation of a timeline for the roll out of the upgrade.

OLD BUSINESS:

a.  Baker & Taylor Accounts Receivable (Document#11-09) Eileen explained in full detail that when LMxAC took over TS3 service in 2007, we were notified that B&T would send credits for those libraries that were transferring their existing subscription to LMxAC. These credit amounts had been deducted from the LMxAC invoices sent to the individual libraries but the yearly B&T invoice was paid in full. B&T applied these credits to each library rather than a credit to the LMxAC account. Eileen stated that the auditors recommend the Board approve a write off of this receivable error. Mary Faith Chmiel moved to direct the Executive Director to write off $4,744.61 Baker & Taylor receivable in recognition that credits in the amount were issued directly to member libraries rather than LMxAC and that this amount is not collectible from Baker & Taylor. Ingrid Bruck seconded the motion. All members were in favor. The motion carried.

b.  Holds Shelf Limit – Eileen recommended that any modifications to the Hold Shelf limits be deferred until after the Symphony 3.4 upgrade as been fully tested. There is a Holds Wizard in the upgrade that may impact the handling of Holds procedures. It needs to be reviewed to see how it works.

c.  2010-2011 Goals/Objectives Update – Executive Session – Chris Carbone moved to go into Executive Session. Irene Goldberg seconded the motion. All members were in favor. The motion carried. Executive session started 10:03am. The Board came out of Executive Session at 10:25am.

NEW BUSINESS:

a.  SirsiDynix 2011 Maintenance and Sirsi SAAS Proposal (Document#11-10) Eileen presented the Board with Annual SirsiDynix software maintenance proposal. She mentioned that the cost for maintenance went up 8% and we will need to purchase new servers. She notes that BCCLS and Main have decided to move over to the Polaris system. Eileen spoke to the board about a new service program that SirsiDynix is promoting called, “SAAS”. It stands for Software as a Service. Eileen discussed three possible options, we would stay the same, consider SAAS proposal, or propose a 5% increase for the next three years and purchase new servers. Eileen provided board members with a chart that shows the projected costs for all options over the three year period. She thoroughly explained the entire cost breakdown including price of new servers with three year maintenance and one time charges associated with a move to SAAS. Eileen noted that she along with technicians Mike Bagileo and Steve Rossa had a conference call with Brett Hall of SirsiDynix to discuss technical details of the SAAS program. It was clear that LMxAC would need a high level of customization for the program to meet our needs. One area of concern was the VPN tunnels for each member. LMxAC has a legal obligation to provide a means to encrypt patron data. Sirsi originally quoted a cost of $700 for each library. However, Sirsi staff went back and further discussed this matter and made a concession for $1,500 overall cost. Eileen stated that the SAAS proposal is a viable option for the Board to consider. Eileen noted that if SAAS was the option selected, she would definitely work out a contract with expectations included. Chris Carbone moved to approve that Eileen enter into negotiations with SirsiDynix on the SAAS option. Irene Goldberg seconded the motion. All members were in favor. The motion carried.

b.  NJLA Funding Task Force Update (Document#11-07) Eileen summed up items discussed at the Task Force meeting. The key point is to provide the best options for the New Jersey Library community. The committee’s consensus is to go forward to try to protect a third of a mil funding as well as explore options that would provide libraries with total autonomy and lessen fiscal responsibility for their municipalities.

c.  ListenNJ – LMxAC Advantage Program Participation – Eileen explained that the option of the advantage program to allow libraries to purchase individually outside of Listen NJ purchases. She recommends that libraries ban together to purchase additional copies of best sellers or more diverse choices to meet patrons needs. It would especially help meet the needs of those patrons who never walk into the library. There is a one time $1,000 set up cost and a minimum contribution of $300 for content. Eileen recommends at least 4-6 libraries to participate to benefit from this program. It would be a self managing group that would have to develop criteria for its purchases. Irene Goldberg moved to approve member libraries participation in the ListenNJ Advantage program with at least 6 member libraries to participate. LMxAC will assume the one time $1,000 set up cost and participants will assume content costs at a minimum of $300. May Lein Ho seconded the motion. All members were in favor. The motion carried.

d.  Baker & Taylor Proposal (Document#11-11) Eileen mentioned she recently provided Board members with a quote of products and services from Brodart. She also obtained a proposal from Baker & Taylor for its products and services. The Board reached consensus to accept the Baker & Taylor proposal. Chris Carbone moved to approve that Eileen work with Baker & Taylor to implement their proposal. Chuck Dolan seconded the motion. All members were in favor. The motion carried.

OTHER: May Lein Ho announced that the NJ Governor’s office has set up a mobile office at Middlesex Public Library between 11am – 2pm that week. Government staff will be available to answer any questions, complaints or issues related to constituent services.
COMMUNICATIONS:

a.  Milltown Library - Thank you letter to Eileen for speaking to Board of Trustees.

b.  Matawan Aberdeen Library – Thank you letter to Eileen for workshop presentation on “Library Confidentiality” during their professional development day.

ADJOURNMENT:

The meeting was adjourned at 11:50am

Respectfully Submitted,

Ingrid Bruck