Document #07-09

LIBRARIES OF MIDDLESEX AUTOMATION CONSORTIUM

EXECUTIVE BOARD MEETING

LMxAC Office

January 18, 2007

MINUTES

BOARD MEMBERS PRESENT:

Robert Belvin - New Brunswick

Mary Faith Chmiel – Spotswood

Margery Cyr – Old Bridge

Joe Lyons - Sayreville

Anne Roman – Piscataway

BOARD MEMBERS ABSENT:

Irene Goldberg - Monroe

Lewis Ostar - Middlesex College Library

LMxAC STAFF PRESENT:

Eileen M. Palmer

Elisa Bash

The meeting was called to order at 10:10pm by Vice President Mary Faith Chmiel

APPROVAL OF AGENDA: (Document#07-01)

Eileen M. Palmer added the discussion of procedures for Executive Board member vacancy under New Business. Bob Belvin approved the agenda as amended. Joe Lyons seconded the motion. All members were in favor. The motion carried.

MINUTES OF THE PREVIOUS MEETING:

Margery Cyr moved to approve the minutes of the December 26, 2006 LMxAC Executive Board meeting (Document #07-02). Mary Faith Chmiel seconded the motion. Four members were in favor. One member abstained. The motion carried.

TREASURER'S REPORT:

In the absence of the Treasurer, Eileen M. Palmer presented the detailed Financial Statements for December 31, 2006(Document#07-03). Eileen pointed out that it was the half way point of the fiscal year. She explained the reasons we are overspent in the expenditure accounts of Consulting and Internet Services. She noted the aggressive activity in the Interest Earned and Training Room Agreement revenue accounts. The report was reviewed and filed for audit.

FINANCIAL POSITION STATEMENT

Balance as of 12/31/06:

Accounts Receivable $ 13,365.79

Checking $ 118,629.35

Cash Management $ 684,858.31

Development Fund $ 313,236.48

Cash Assets Total: $1,130,089.93

Liabilities:

Accounts Payable 1/18/07 $ 46,882.02

APPROVAL OF BILL LIST: (Document #07-04)

Eileen discussed some unusual invoices on the bill list. The check to Plaza 35 is for a reissued rent check due to a mistake made by the Plaza 35 staff at the time of deposit. Eileen explained that part of the check to SirsiDynix in the amount of $3,000 was for the removal of the library policy files for Bound Brook, Cranbury, and Fanwood Libraries in the database. Eileen recommended that in the future a departing library be required to assume the fees for removing their records from the database. Eileen recommended that at this time these costs be covered by funds from the Development fund account. Margery Cyr moved to approve the transfer of funds from the Development Fund account to cover the $3,000 cost to SirsiDynix on the removal of references of three former libraries in our database. Bob Belvin seconded the motion. All members were in favor. The motion carried. Margery Cyr moved to approve the Bill List for January 18, 2007. Joe Lyons seconded the motion. All members were in favor. The motion carried.

EXECUTIVE DIRECTOR'S REPORT: (Document #07-05)

Eileen M. Palmer presented her report to the Executive Board and discussed several issues including: the Audit; the E-rate; the GL 3.1 upgrade; ListenNJ; updated Job Descriptions; Software Upgrades and Enhancements; and Verizon router replacement. Eileen mentioned that she has contacted another telecommunications vendor, ATX telecommunications located in the King of Prussia area to inquire about other options in managing the network that are available outside of Verizon. The ATX representative had prepared three separate quotes: managing our telecommunications network; replacing our telephone; and replacing our telecommunications network. Eileen reported that the GL 3.1 upgrade went well. Ann Macdonald and Mei He worked hard over the weekend of December 16. Eileen stated that she had meet with the LMxAC staff to finalize revised job descriptions and 6 month goals and objectives for all staff. This process will provide the foundation for evaluating LMxAC progress. Eileen mentioned that she would like to attend the World Language Fair co sponsored by Bergen Community College on March 15. The Board made the decision to postpone the March 15 Executive Board meeting and hold it on March 22, 2007. Eileen reported on the problem with the frame relay circuit service at Piscataway library over the last weekend. Eileen will be reviewing the troubleshooting policies and procedures and will encourage staff to be more proactive in obtaining answers from Verizon. Eileen continued to discuss expectations of coverage and possibly creating an on call policy with a rotating staff schedule for off hours. Eileen expressed that we need to provide the same level of service at all times whenever the libraries are open. Eileen mentioned the use of a calling tree to keep libraries informed was a practice used by her former employer, TLN. Eileen will review several personnel issues that include determining if certain employees are exempt or non-exempt and review the possibility of staggering work schedules.

OLD BUSINESS:

Long Distance Rates for 2007 – 2010 Eileen reported that Primus was the only telecommunications provider to respond to our request for quotes on long distance services. She noted that the proposed rates were listed in her Director’s report along with comparison of the current rates. Bob Belvin moved to approve the proposed three year agreement to purchase long distance from Primus Inc. Margery Cyr seconded the motion. All members were in favor. The motion carried.

Verizon Rates for 2007 – 2010 (Document#07-06) Eileen asked the Board to review two motions to authorize her to enter into a three year contract with Verizon for Telecommunications service and submit applications for the 2007/2008 E-rate Program. Bob Belvin moved to authorize the Executive Director to enter into a 36 month contract with Verizon for telecommunication services based on the rates provided by the Access New Jersey program. Margery Cyr seconded the motion. All members were in favor. The motion carried. Margery Cry moved to authorize the Executive Director to submit applications for the 2007/2008 E-rate Program for telecommunication services, local and long distance services. Bob Belvin seconded the motion. All members were in favor. The motion carried.

Eileen expressed her frustration with Verizon in her attempts to get more local sales representation. Our current Verizon sales representative, Richard Bean is located in Northern New England. Eileen will contact and work with Middlesex County telecommunication personnel in an effort to get a local representative from Verizon.

NEW BUSINESS:

2005 – 2006 AUDIT (Document#07-07): The Board reviewed the audit report. Eileen stated that she had the auditor make adjustments to accounts payable items that should have been accounted for in the previous fiscal year. Bob Belvin moved to accept the 2005/2006 Audit report. Joe Lyons seconded the motion. All members were in favor. The motion carried.

REVIEW OF BIBLIOGRAPHIC SERVICES COMMITTEE MEETING:

Eileen reported on several issues discussed during the Bibliographic Services Committee meeting. The group discussed the sharing OCLC costs; purchasing and loading of MARC records; reconsidering the cataloging policy; preparing for Acquisitions and the clarification and consolidation of current policies. Eileen announced that Chuck Dolan of Middlesex County College has agreed to chair the committee.

BOARD GUIDELINES TO FILL A VACANCY:

Anne Roman noted that according to the LMxAC By-laws, the responsibility of filling the vacancy is directed to the Nominating committee. The committee will select candidates to fill the position and the candidate will be voted in at the next General Membership meeting. The Board discussed plans for the next General Membership meeting. The Board agreed to cancel the meeting scheduled for February and hold the April 13 and June 8 as planned. The Board agreed some modifications need to be made to the Bylaws on vacancy procedures. The Nominating committee chair will email all members announcing the vacant position.

OTHER:

Eileen announced in the next E-rate application, libraries will receive the actual percentage refund that was applied on their library’s behalf. The Board agreed that this was an appropriate move to make at this time.

COMMUNICATIONS: The communication included a resignation letter from Joe Lyons, Executive Board member and Director of Sayreville Public Library.

ADJOURNMENT:

The meeting adjourned at 12:00pm. The next meeting is scheduled for February 15, 2007 at 10:00am at the LMxAC Office.

Respectfully Submitted,

Margery Cyr Recording Secretary