(Document #12-46)
LIBRARIES OF MIDDLESEX AUTOMATION CONSORTIUM
EXECUTIVE BOARD MEETING
LMxAC Office
July 26, 2012
MINUTES
MEMBERS PRESENT:
Ingrid Bruck –Long Branch
Chris Carbone – South Brunswick
Joe Da Rold – Plainfield
Chuck Dolan – Middlesex Community College
Irene Goldberg - Monroe
Joan Henry – Dunellen
Cheryl McBride – North Brunswick
Allen McGinley – Piscataway
LMxAC STAFF PRESENT:
Eileen M. Palmer
Elisa Bash
The meeting was called to order at 9:35am.
BOARD RE-ORGANIZATION
Irene Goldberg moved to elect Joe Da Rold for the position of President of the LMxAC
Executive Board. Joe Da Rold accepted the nomination. Chuck Dolan seconded the motion. All
members were in favor. The motion carried.
Irene Goldberg moved to elect Ingrid Bruck for the position of Vice-President of the LMxAC
Executive Board. Chuck Dolan seconded the motion. All members were in favor. The motion
carried.
Irene Goldberg moved to elect Chuck Dolan for the position of Secretary of the LMxAC
Executive Board. Chuck Dolan accepted the nomination. Joan Henry seconded the motion. All
members were in favor. The motion carried.
Cheryl McBride moved to elect Irene Goldberg for the position of Treasurer of the LMxAC
Executive Board. Irene Goldberg accepted the nomination. Chuck Dolan seconded the motion.
All members were in favor. The motion carried.
APPROVAL THE AGENDA: (Document#12-38)
Eileen noted an addition to the agenda is the auditor engagement letter from Samuel Klein and
Company for 2011/2012 Audit. Irene Goldberg moved to approve the agenda as amended. Chris
Carbone seconded the motion. All members were in favor. The motion carried.
MINUTES OF THE PREVIOUS MEETING: (Document#12-39)
Chris Carbone moved to approve minutes of the June 28, 2012 meeting. Chuck Dolan seconded
the motion. Three members were in favor and three members abstained. The motion carried.
LMxAC Executive Board Meeting – July 26, 2012
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TREASURER'S REPORT: (Document#12-40) Irene Goldberg deferred the treasurer’s
reports to Eileen Palmer. Eileen reported that it is the end of year report and we are in better
shape than anticipated. However, there will be some audit adjustments. Eileen highlighted some
of the financial overages that affected this year’s budget that included: replacement of Computer
Room Air-conditioning compressor; Purchase of New Uninterrupted Power Supply cabinet and
batteries and final maintenance payment on the SF V490 Server The Budget reports were filed
for audit.
BILL LIST: (Document#12-41)
The July Bill List was presented. Eileen Palmer noted that the list included: a payment of
$100,000 to State of New Jersey Cash Management Fund. These funds are being moved over
from our TD Bank Checking account into the Cash Management account. Joan Henry moved to
approve the July 2012 Bill List. Chuck Dolan seconded the motion. All members were in favor.
The motion carried
.
2012-2013 REVISED BUDGET: (Document#42)
Eileen summarized some of the revisions to the budget. In the revenue accounts, terminal
assessments went down because some member libraries had dropped log-ins. However,
Manville’s assessment is included in this year’s budget. E-rate revenue increased to $11,000 and
E-rate forms are ready to be mailed out on August 1. In the expenditure accounts, health
insurance benefits increased by 15%. Eileen discussed a proposal that all full-time employees
begin making contributions towards their health benefits in January 2013
Eileen noted that Boopsie was paid in advance to begin work on LMxPRESS App in the last
fiscal year. However, the app is not yet operational. She will work with Boopsie to try to move
up the renewal start date to July 2013. This will lower the software maintenance expense, if
Boopsie agrees on this modification. Chuck Dolan moved to approve the 2012/2013 revised
budget. Irene Goldberg seconded the motion. All members were in favor. The motion carried.
DIRECTOR’S REPORT: (Document#12-43) Eileen Palmer reported that Symphony
upgrade 3.4.1 is scheduled for weekend of Saturday, August 25, 2012-Sunday, August 26, 2012.
The new WorkFlows Client must be loaded on all computers. Libraries can begin loading
software on that Sunday. A timeline for the upgrade will be prepared and distributed. Eileen was
delighted to report that Comprise has completed the installation of SmartPay and the credit card
payment feature is currently being tested. She noted that we received a letter of engagement for
two years of audit service with our current auditor, Gerard Stankiewicz of the firm Samuel Klein
and Company. The costs for the audits have increased. The 2011/2012 audit is $6,500 and the
cost for 2012/2013 audit is $6,750. Irene Goldberg moved to approve Gerard Stankiewicz of
Samuel Klein and Company for the 2011/2012 and 2012/2013 audits at a cost of $6,500 and
$6.750 respectively. Cheryl McBride seconded the motion. All members were in favor. The
motion carried.
Eileen explained to new board members, the reciprocal circulation and interlibrary loan report
was included to analyze resource sharing inequities of net lenders and net borrowers among our
members. The Board thoroughly analyzed the report. Eileen expressed that each member brings
something different to the Consortium. The Velocity delivery service helps support reciprocity
with movement of materials on a daily basis.
LMxAC Executive Board Meeting – July 26, 2012
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In preparation for Ann’s retirement, Eileen gathered salary information from different consortia
via a survey on Survey Monkey. It was a small sample of 20 participants that included 17
Consortia in the United States and 3 International Consortia. She noted the response to the key
question of current salary range, was in line with the competitive salary that we are preparing to
offer for the position.
NEW BUSINESS:
a. General Discussion of Budget and Planning Issues: Eileen began a discussion about
long range plans; future structure of our health insurance as well as preparations for Ann
Futcher’s replacement. In long range planning, she spoke about how member libraries
with budget constraints have begun to reduce log-ins and there have been various
changes to circulation patterns. Recent review of circulation patterns have shown many
large libraries circulation has decreased while smaller libraries circulation has increased.
Another factor to consider is eBook circulation, which will be included in the general
circulation statistics beginning with next fiscal year. The Board agrees that is necessary to
review and, perhaps, make modifications to the assessment formula model when planning
the next budget. Eileen mentioned the commitment with SAAS will be up in a year and a
half and we need to look at other vendor options. Also, in our current space, we are not
utilizing our computer lab and equipment. We will need to reconfigure the use of the
room. Irene Goldberg recommended that Eileen meet with Joe Scorza informally to get
his expertise on long range financial planning. Irene Goldberg moved to recommend the
finance committee meet to review assessment formula and cost sharing before strategic
planning process begins. Chris Carbone seconded the motion. All members were in favor.
The motion carried.
b. Mid-Year Assessment Modifications: Eileen recommends the Board approve an
administrative policy on when members could drop or add log-ins. It is currently
administered on a quarterly basis. She is asking the Board to modify login changes to
only twice a year in December and June. It will help assist those libraries that operate on
calendar or fiscal year budgets. Irene Goldberg moved to adopt the policy that any
modifications to log-in whether deletions or additions will be made only twice during the
year in December and June. Allen McGinley seconded the motion. All members were in
favor. The motion carried. Libraries will be required to give a 30 day advance notice
when making any modification to their logins on December 1 and June 1.
c. 2012-2013 Board Committee Assignments: Eileen explained to new Board members that
Board members are required to serve on one of Board- based committees that include:
Finance; Personnel and Nominating. Irene Goldberg agreed that she will continue to
serve on the Finance Committee. Joe Da Rold will contact the Board members and
prepare a full list of committee assignments.
d. 2012-2013 Meeting Dates (Document#12-44) Eileen presented 2012/2013 meeting dates
for the General Membership and Executive Board meetings. Board members agreed that
the fourth Thursday of the month is the best time to hold the Board meeting. Some Board
members pointed out a few incorrect dates. Eileen will make corrections and forward
Board members an updated list. Board members agreed to combine the March General
Membership and Executive Board meeting to be held in Sayreville. Allen McGinley
moved to approve 2012/2013 General Membership and Executive Board meeting dates
with changes. Cheryl McBride seconded the motion. All members were in favor. The
motion carried.
LMxAC Executive Board Meeting – July 26, 2012
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OTHER:
Eileen will invite the new State Librarian, Mary L. Chute to attend our October General
membership meeting. It will give her an opportunity to talk to the group.
Joe Da Rold announced that starting Monday, July 30, the Plainfield Library will be closed until
September for the construction of a Job Assistance Lab.
ADJOURNMENT:
Irene Goldberg moved to adjourn. Cheryl McBride seconded the motion. All members were in
favor. The motion carried. The meeting adjourned at 11:17am.
Respectfully Submitted,
Chuck Dolan, Secretary