The meeting was called to order at by Vice President Mary Faith Chmiel.
APPROVAL OF AGENDA: (Document#07-29)
IreneGoldberg moved to approve the agenda
of the May 17, 2007
LMxAC Executive Board Meeting. JoeDaRold seconded the motion. All
members were in favor. The motion carried.
MINUTES OF THE PREVIOUS MEETING:
IreneGoldberg moved to approve the
minutes of the March 22,
2007 LMxAC Executive Board meeting (Document #07-24). LewisOstar
seconded the motion. All members were in favor. The motion carried.
LewisOstar presented the detailed
Financial Statements for March
(Document#07-25) and April 30, 2007
(Document#07-30). Lewis noted the
financials were in good order. The reports were reviewed and filed for audit.
FINANCIAL POSITION STATEMENT
Balance as of 4/30/07:
Cash Management $
Cash Assets Total:$1,240,401.92
Accounts Payable 5/17/07$38,814.23
APPROVAL OF BILL LIST: (Document #07-31) IreneGoldberg
moved to approve the BillList for May 17, 2007. Mary Faith Chmiel 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: Personnel Manual; Potential
Members; Nonprofit Finance Fund; Activity Report and Meetings. Eileen discussed the update of the Personnel Manual. Eileen strongly recommended the manual be reviewed by
an attorney to verify that it is a viable policy. MargieCyr
recommended a lawyer, BobSmith. The fee for his legal
services would be between $3,000- $3,500. MargieCyr
moved to approve the legal services of Attorney Bob Smith to review the updated
personnel manual. IreneGoldberg seconded the motion. All
members were in favor. The motion carried.
JAMESBURG LIBRARY MEMBERSHIP
Eileen recommended a VPN connection for Jamesburg as part of
its telecommunication installation. Eileen
explained that the Red Bank Library will be undergoing a move out of the
library into a temporary office space. A VPN connection would be useful to
connect the library to LMxAC. DeborahGriffin-Sadel, Director of the Red
Bank Public Library has requested a temporary VPN connection. LewisOstar
moved to approve the use of VPN connections for Jamesburg and the Red Bank Public
Library for its temporary relocation. IreneGoldberg
seconded the motion. All members were in favor. The motion carried. The Board agreed to use VPN telecommunication
connections on a case by case basis only.
OPEN BORROWING AND MERCERCOUNTY
LIBRARY SYTEM. Eileen reported that an
invitation has been extended to the Mercer County Library system regarding the
Open Borrowing agreement. There is nothing new to report. Eileen
spoke with Jinny Baeckler, Director of the Plainsboro Public Library, who has
been in contact with the MercerCounty and was told that
they are looking into it.
POTENTIAL MEMBERS -ST PETER’S
HOSPITAL (Document#07-28)AND ELIZABETH PUBLIC LIBRARY (Document#07-33) – Eileen
presented the Board with copies of the cost estimates sent to Jeannine Creazzo,
Manager of Library Services at St. Peter’s University Hospital Medical Library
and Dorothy Key, Director of the Elizabeth Public Library. Eileen noted that both potential new members already
have significant connections to the Internet. Eileen
expressed that we need to address the potential growth of new memberships that
would only need use of the automation system. Eileen
explained that there may be record migration issues with St
Peter’s Medical Library data.
OFFICE SPACE (Document#07-34)
PatMasi, Weichert Commercial Realtor
presented Board members with a packet of information on the top choices of rental
property locations that Eileen and Ann visited and recommended for potential future
LMxAC sites. The sites included locations on Hoes Lane in Piscataway; Old New Brunswick Rd
in Piscataway; and Plainfield Ave
in Edison.There was discussion about the advantages and
disadvantages of each site. Pat indicated that the property on 501 Hoes Lane in Piscataway
was the closest to move in condition in meeting our current needs. Pat explained that the landlords of these facilities
would be likely to offer a 5 year lease over a three year lease. Eileen anticipates that moving cost would be
estimated between $10,000 - $15,000 and cost to set up 2 new T3 circuits about
$6,000 - $9,000. Some Board members recommended further research into
purchasing an office condo suite. Eileen
indicated that more time to research and explore this option would be needed and
she would like to seek assistance from someone with more legal and financial expertise
to help us make a sound decision. Eileen
mentioned an organization called the Nonprofit Finance Fund as a good resource
for expertise with our potential relocation plans.
Eileen reported that our current landlord at Plaza 35 had
offered a one year lease renewal but would need 6 months notice, if we decide to vacate the premises. JoeDaRold
moved to accept the 1 year lease agreement with Plaza 35. BobBelvin
seconded the motion. All members were in favor. The motion carried. The renewal
with Plaza 35 can be extended for a second year at a 2.5% increase, if we need
to remain for an additional year.
FEDRATED SEARCHING DEMONSTRATIONS:
On May 16 at MiddlesexCountyCollege, there were demonstrations
of the federated search products by Serial Solutions, WebFeat, and Exlibris. Eileen will be reviewing the surveys of attendees for
the final recommendation of vendor. Eileen
will also review the commitment with the county funds, the bidding process and
the initial contract agreement.
STRATEGIC PLANNING PROCESS
(Document#07-35) Eileen spoke about
the Nonprofit Finance Fund as a great resource for financial and legal expertise.
She explained that the Nonprofit Finance Fund offers a nonprofit business analysis
that would provide a good start for our strategic planning process as well as
the facility planning project. The business analysis would include collecting
financial information from audits, and IRS 990 forms, and our budgets for the
preliminary analysis. NFF staff would meet with the Board and key personnel for
discussion of the preliminary findings, financial goals and recommendations for
our potential relocation plans. Eileen
noted that NFF also offers loans. The Board agreed to a lengthy strategic
planning discussion at the next Board meeting.
LewisOstar reported that the College Library has decided to participate
in the Unicorn Demand Management for resource sharing on a one year trial
basis. The library will need to be added to the Hold map. The College Library
will begin resource sharing on September
The General Membership
meeting will be June 8, 2007
at Middlesex Public Library.
COMMUNICATIONS: The Communications included: a letter from NormaBlake,
State Librarian regarding the approval of the LMxAC Technology Plan; ListenNJ
Activity sheet; and Piscataway patron email
responding to email courtesy notice.
The meeting adjourned at . The next meeting is scheduled for June 21, 2007 at at the LMxAC Office.