Document #07-37

LIBRARIES OF MIDDLESEX AUTOMATION CONSORTIUM

EXECUTIVE BOARD MEETING

LMxAC Office

May 17, 2007

MINUTES

BOARD MEMBERS PRESENT:

Robert Belvin - New Brunswick

Mary Faith Chmiel – Spotswood

Margery CyrOld Bridge

Joe DaRold - Plainfield

Irene Goldberg - Monroe

Lewis Ostar - Middlesex College Library

Anne RomanPiscataway

 

LMxAC STAFF PRESENT:

Eileen M. Palmer

Elisa Bash

 

GUEST:

Patrick Masi – Weichert Commercial Realtor

 

The meeting was called to order at 10:05am by Vice President Mary Faith Chmiel.

 

APPROVAL OF AGENDA: (Document#07-29)

Irene Goldberg moved to approve the agenda of the May 17, 2007 LMxAC Executive Board Meeting. Joe DaRold seconded the motion. All members were in favor. The motion carried.

 

MINUTES OF THE PREVIOUS MEETING:

Irene Goldberg moved to approve the minutes of the March 22, 2007 LMxAC Executive Board meeting (Document #07-24). Lewis Ostar seconded the motion. All members were in favor. The motion carried.

 

TREASURER'S REPORT:

Lewis Ostar presented the detailed Financial Statements for March 31, 2007

(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:

Accounts Receivable                                                                   $   191,395.88

Checking                                                                                     $     62,063.72

Cash Management                                                                       $   671,430.95

Development Fund                                                                      $   315,511.37

Cash Assets Total:                                                                       $1,240,401.92

Liabilities:

Accounts Payable 5/17/07                                                           $    38,814.23

 

APPROVAL OF BILL LIST: (Document #07-31) Irene Goldberg moved to approve the Bill List for May 17, 2007. Mary Faith Chmiel seconded the motion. All members were in favor. The motion carried.

 

EXECUTIVE DIRECTOR'S REPORT: (Document #07-32)

Eileen M. 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. Margie Cyr recommended a lawyer, Bob Smith. The fee for his legal services would be between $3,000- $3,500. Margie Cyr moved to approve the legal services of Attorney Bob Smith to review the updated personnel manual. Irene Goldberg seconded the motion. All members were in favor. The motion carried.

 

OLD BUSINESS:

JAMESBURG LIBRARY MEMBERSHIP – TELECOMMUNICATIONS

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. Deborah Griffin-Sadel, Director of the Red Bank Public Library has requested a temporary VPN connection. Lewis Ostar moved to approve the use of VPN connections for Jamesburg and the Red Bank Public Library for its temporary relocation. Irene Goldberg 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 MERCER COUNTY 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 Mercer County 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) Pat Masi, 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.  Joe DaRold moved to accept the 1 year lease agreement with Plaza 35. Bob Belvin 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 Middlesex County College, 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.

 

NEW BUSINESS:

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.

 

OTHER:

Lewis Ostar 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 1, 2007.

 

The General Membership meeting will be June 8, 2007 at Middlesex Public Library.

 

COMMUNICATIONS:   The Communications included: a letter from Norma Blake, State Librarian regarding the approval of the LMxAC Technology Plan; ListenNJ Activity sheet; and Piscataway patron email responding to email courtesy notice.

 

ADJOURNMENT:

The meeting adjourned at 12:15pm. The next meeting is scheduled for June 21, 2007 at 10:00am at the LMxAC Office.

Respectfully Submitted,

Margery Cyr,Recording Secretary