Document#06-28

LIBRARIES OF MIDDLESEX AUTOMATION CONSORTIUM

EXECUTIVE BOARD MEETING

LMxAC OFFICE

March 20, 2006

MINUTES

BOARD MEMBERS PRESENT:

Robert Belvin - New Brunswick

Mary Faith Chmiel – Spotswood

Margery Cyr – Old Bridge

Melody Kokola – Metuchen

Anne Roman – Piscataway

BOARD MEMBERS ABSENT:

Irene Goldberg - Monroe

Lewis Ostar - Middlesex College Library

LMxAC STAFF PRESENT:

Ann Macdonald

Elisa Bash

The meeting was called to order by President Anne Roman.

APPROVAL OF AGENDA:

Mary Faith Chmiel moved to approve the agenda, (Document#06-18). Margie Cyr seconded the motion. All members were in favor. The motion carried.

MINUTES OF THE PREVIOUS MEETING:

Bob Belvin moved to approve the minutes, (Document#06-19). Margie Cyr seconded the motion. Two members were in favor. Two members abstained. The motion carried.

TREASURER'S REPORT:

Melody Kokola presented the detailed Financial Statements for February, 2006. (Document #06-20). The report was reviewed and filed for audit.

FINANCIAL POSITION STATEMENT

Balance as of 2/28/06:

Accounts Receivable $ 93,352.68

Checking $ 153,188.99

Cash Management $ 580,411.44

Development Fund $ 315,301.15

Cash Assets Total: $1,142,254.26

Liabilities:

Accounts Payable 3/20/06 $ 48,200.09

APPROVAL OF BILL LIST: (Document #06-21)

Margie Cyr moved to approve the Bill List for March 20, 2006. Mary Faith Chmiel seconded the motion. All members were in favor. The motion carried.

EXECUTIVE DIRECTOR'S REPORT: There was no Executive Director’s report discussed.

OLD BUSINESS:

TRANSITION TEAM REPORT

Bob Belvin moved to approve the expenditures of the Executive Director Search Transition Budget as outlined in Document#06-22. Mary Faith Chmiel seconded the motion. All members were in favor. The motion carried.

APPROVAL OF ADDITIONAL EXPENSE FOR PRINTING OF IBISTRO BROCHURE (Document#06-26) Bob Belvin moved to approve the additional expense for printing the iBistro Brochures and to amend the original motion so that it now does not exceed $5,000. Melody Kokola seconded the motion. All members were in favor. The motion carried.

NEW BUSINESS:

REQUEST FOR ADDITIONAL WORKFLOWS LOGON, NORTH BRUNSWICK LIBRARY (Document#06-23) AND REQUEST FOR ADDITIONAL WORKFLOWS LOGON, SAYREVILLE PUBLIC LIBRARY (Document#06-24) Bob Belvin moved to approve the additional Workflows Logons for North Brunswick and Sayreville. Melody seconded the motion. All members were in favor. The motion carried.

REQUEST TO JOIN LMXAC, DUNELLEN PUBLIC LIBRARY: (Document#06-25)

Melody moved to approve the request for Dunellen Public Library to join LMxAC. Bob Belvin seconded the motion. All members were in favor. The motion carried.

OTHER:

Mary Faith Chmiel moved to go into Executive Session. Bob Belvin seconded the motion. All members were in favor. The motion carried.

PERSONNEL: TEMPORARY COMPENSATION FOR INTERIM DIRECTOR Bob Belvin moved to approve that during the Interim period until the start of the new Director, and effective March 20, 2006 till the date of new hire begins that Ann Macdonald be awarded the pay differential of Ellen Parravano’s salary. Mary Faith seconded the motion. All members were in favor. The motion carried.

SUPPORT FOR PERMANENT RESIDENCY (GREEN CARD) APPLICATION, MEI HE: Anne Roman moved to approve that LMxAC will pay the government fees; filing fees; and advertising fees to support the green card application for Mei He. Mary Faith Chmiel seconded the motion. All members were in favor. The motion carried.

The Board will consider part of the additional legal fees in the future. The Board chose to table the discussion of attorney fees for now and revisit at a later date.

Bob Belvin moved to go out of Executive Session. Melody Kokola seconded the motion. All members were in favor. The motion carried.

The Board made the decision to cancel the April General Membership Meeting and to hold the Annual General Membership meeting on June 2, 2006.

Elisa Bash had been instructed by the Board to call ABC Communications to find out about adding an additional phone line and the cost of an expand card, if needed for the current phone system. The Board had instructed Elisa to begin placing the job ad for the Executive Director’s position with Pennsylvania Library Association; Maryland Library Association; Library Hotline; LIS jobs; LITA; and ALA.

Ann Macdonald spoke about her conversation with Kate Howe of Sirsi and the implementation of the Serials and Acquisitions module. Sirsi would like to consult with us to find out what would be our wants and needs from Acquisitions module.

Ann also reported that there will be no work on the production server until the staff has had time to work with the API reports. Ann, Mei and Ruth will regroup all the reports that are useful for all libraries and print in a useful fashion. There will be further discussion of customizing reports at a bibliographic committee meeting. Ann will obtain the API scripts from BCCLS.

COMMUNICATIONS: Communications included Freeholder’s letter for the approval of a second year fee on Content Maintenance; Freeholder’s letter on the amended resolution to delete Hyperion and Materials Booking from the Sirsi contract; a thank you letter from David Crabiel; and letter to David Crabiel on Ellen Parravano resignation from the Middlesex County Information Resources Management Commission.

ADJOURNMENT:

Margie Cyr moved to adjourn the meeting. Mary Faith Chmiel seconded the motion. All members were in favor. The motion carried. The meeting was adjourned. The next meeting is scheduled for Thursday, April 20, 2006, at 10:00 am at the LMxAC office.

Respectfully Submitted,

Mary Faith Chmiel

Recording Secretary