The meeting was called to order at by Vice President Mary Faith Chmiel.
APPROVAL OF AGENDA:
EileenM.Palmer added the discussion of the 2007-2010 Technology
Plan to the agenda under New Business. MargeryCyr
moved to approve the agenda of the November 30, 2006 Executive Board Meeting as amended. (Document
#06-73). IreneGoldberg seconded the motion. All
members were in favor. The motion carried.
MINUTES OF THE PREVIOUS MEETING:
IreneGoldberg moved to approve the
minutes of the October 19,
2006 LMxAC Executive Board meeting. (Document #06-74). Mary Faith
Chmiel seconded the motion. All members were in favor. The motion carried.
LewisOstar presented the detailed
Financial Statements for October, 2006. (Document #06-75). Eileen reviewed the revenue and expenditure accounts
with the Board. She explained positive and negative aspects of the financial
statement. In the Revenue accounts, Interest Earned and Hub Library Grant
accounts were above the amounts anticipated in the budget. In the Expenditure
accounts, the increase to the ISP; Consulting Services; and Bib Service Fees
(Palinet) accounts were additional costs that had not been anticipated with in this
budget year. She also explained the transfer of funds from the Cash Management
accounts to cover non-budgeted expenses like the Listen NJ project.
The report was reviewed and
filed for audit.
FINANCIAL POSITION STATEMENT
Balance as of 10/31/06:
Cash Management $
Cash Assets Total:$
Accounts Payable 11/30/06$65,355.04
APPROVAL OF BILL LIST: (Document #06-76) MargeryCyr
moved to approve the BillList for November 30, 2006. IreneGoldberg
seconded the motion. All members were in favor. The motion carried.
EXECUTIVE DIRECTOR'S REPORT:(Document
EileenM.Palmer presented her report to the
Executive Board and discussed several issues including: a report on Membership
Visits; report on the Software Upgrade and Enhancements; Activity Report; and Meetings.
In the Membership Visits report, Eileen
mentioned that the visits to member libraries are going well and she hopes to
visit the remaining libraries before the end of December. In the Unicorn
Software Upgrade report, she noted that preparation has already begun for the
upgrade process scheduled for the weekend of December 16. She explained that an
attached memo to her report gives full details about the upgrade project. This
memo will be distributed to all member libraries. She reported that she received
an additional SirsiDynix report created by MichaelKoehn
of BCCLS. She distributed the LMxAC Reciprocal Summary Report to Board members.
This report analyzes the system wide borrowing and loaning patterns among our member
libraries during the month of October 2006. The Board agreed to offer this report to the
members after a few months’ data had been accumulated and the report could be
presented in context. Eileen spoke about her meeting with other Consortia
Directors in an effort to work together to share information about joint
projects such as reciprocal borrowing as well as common SirsiDynix issues and
future shared development projects.
TRANSITION PROCESS – FINAL
PHASE- Anne Roman evaluated the service of the SupportCenter
and BarbaraMiller’s performance. Anne felt the transition process went very smoothly.
The Board offered Eileen the opportunity to use special services provided by
the SupportCenter if she felt the need to use these
services. The Board agreed to wrap up the process but may revisit the use of
the SupportCenter and Barbara Miller’s services for
facilitating a Board retreat.
ACCOUNTS RECEIVABLE APPROVAL
AND PAYMENT POLICIES (Document#06-78)
Eileen reported that she has reviewed our current bill
paying practices. She surveyed several colleagues and other consortia about
their practices. She discovered that there were no written policies at any of
the locations surveyed. She will need more time and would like to put together
written internal control policy and procedures. She will work with Elisa Bash,
LMxAC Bookkeeper, on creating a prospective vendor list for approval of anticipated
monthly bill payments. Eileen
mentioned that she is looking into a new credit card for LMxAC. She met with
Lucy Biller, PNC Bank manager, and spoke about obtaining a new credit card that
does not affect the personal credit rating of LMxAC employees.
Eileen summarized the process in upgrading to Unicorn GL3.1
software. She will be sending an email to all libraries explaining the timeline
of this process and important procedures for the member libraries to follow
during the weekend of the upgrade. The
upgrade is scheduled for the weekend of December 16. Unicorn and iBistro will
be down from Saturday evening at
until Sunday morning. Full functionality of the system is expected back by
Monday morning, December 18. She explained that libraries will receive release
notes and copies of the new client software on CD with complete instructions on
uploading the software onto workstations. The length of time for uploading each
workstation is expected to be about 15 minutes. Ann Macdonald will schedule
technicians, Mike Bagileo and Steve Rossa to help those libraries in need of
assistance with completing this software upgrade.
LMxAC TECHNOLOGY PLAN:
Eileen distributed a draft Technology Plan for 2007-2010
that would be presented to the New Jersey State Library. She may need to modify
its format to meet the requirements of the State Library. Eileen
noted that it is a good planning document. She asked the Board to review the
plan and vote on its final approval at next month’s Executive Board meeting.
NJSL PROPOSED REGULATION
REGARDING LIBRARY APPROPRIATIONS – LETTER OF SUPPORT (Document#06-79) Anne
Roman mentioned that the State Library has received some negative comments
about the proposed regulations on appropriations to municipalities and
libraries. She felt it was important to send some positive feedback to the
State Library and show that we support these proposed regulations. The Board
members agreed to send a letter of support to NormaBlake,
State Librarian and VictoriaRoche, Library Development at the
New Jersey State Library.The Board
members also encourage the LMX group to send a letter of support.
2007 – 2008 BUDGET APPROVAL
The Board members spoke about
the presentation of the draft budget to members at the October General
Membership meeting. The member libraries had not given any negative feedback to
the proposed increases in Assessments. The proposed transfer of funds from
reserves helped ease the burden on the membership. The Board had accepted the
final revision of the 2007/2008 Budget and Assessment and recommended it be
forward to the members for approval at the December 15, 2006 General Membership meeting.
CENTRAL SEARCH IMPLEMENTATION
Eileen reported to the Board that she was awaiting pricing
information from SirsiDynix for the ongoing costs for the Central Search
product. Serial Solutions, the third party vendor working with SirsiDynix on
the Central Search product was not prepared to offer consortia pricing. The
ongoing costs are expected to be much higher than anticipated. The contract
originally signed between the County and SirsiDynix was for the Single search
but SirsiDynix made the change to implement the Central Search product. Eileen recommended finding out which member libraries
want to implement this product. If costs are too high, other products should be
investigated. Eileen recommended
waiting for the pricing before seeking other options. The Board agreed with Eileen to wait for the final pricing quote on this
HOLIDAY LUNCH FOR LMXAC STAFF: Eileen
announced to the Board that the LMxAC Staff will hold its holiday luncheon at LouCas
Restaurant on December 21,
2006 at .
Eileen asked the Board, if the office
could be closed the rest of the day to allow the staff to go home after the luncheon.
MargeryCyr moved to approve the closing of the
LMxAC Office on the afternoon of December 21, 2006. JoeLyons
seconded the motion. All members were in favor. The motion carried.
COMMUNICATIONS: Communication included an updated LMxAC Executive
Board Address/Phone List.
MargeryCyr moved to adjourn the
meeting. Mary Faith Chmiel seconded the motion. All members were in favor. The
motion carried. The meeting adjourned at .
The next meeting is scheduled for Friday, December 15, 2006, at at the Monroe Township Library.