LMxAC Executive Board Meeting – October 25, 2012 2

(Document #12-63)

LIBRARIES OF MIDDLESEX AUTOMATION CONSORTIUM

EXECUTIVE BOARD MEETING

LMxAC Office

October 25, 2012

MINUTES

MEMBERS PRESENT:

Ingrid Bruck –Long Branch

Chris Carbone – South Brunswick

Joe Da Rold – Plainfield

Chuck Dolan – Middlesex Community College

Irene Goldberg - Monroe

Joan Henry – Dunellen

Cheryl McBride – North Brunswick

Allen McGinley – Piscataway

MEMBERS ABSENT:

LMxAC STAFF PRESENT:

Eileen M. Palmer

Elisa Bash

The meeting was called to order at 9:35am by President Joe Da Rold.

APPROVAL OF THE AGENDA: (Document#12-57)

There were no additional items add to the agenda. Joan Henry moved to approve the agenda of the October 25, 2012 Executive Board meeting. Irene Goldberg seconded the motion. All members were in favor. The motion carried.

MINUTES OF THE PREVIOUS MEETING: (Document#12-58)

The Board briefly reviewed the minutes. Irene Goldberg moved to approve minutes of the September 27, 2012 meeting as presented. Ingrid Bruck seconded the motion. All members were in favor. The motion carried.

TREASURER'S REPORT: (Document#12-59) Irene Goldberg deferred the treasurer’s reports to Eileen M. Palmer. Eileen reported that she spoke about the budget at last week’s meeting. In the aged receivables report, she mentioned there is very little over 60 days. A Board member questioned a receivable for Wyoming State Library. Eileen explained that we are fiscal agents for the Sirsi Consortia Special Interest Group and needed to invoice that library for fees for the upcoming conference being held in November. The Budget was reviewed and approved at October 19, General Membership meeting. The Budget reports were filed for audit.

BILL LIST: (Document#12-60)

The October Bill List was presented. Eileen Palmer noted that the list included checks for the first quarter reconciled list of lost items with funds due to owning libraries. Each check will be accompanied with a detailed spreadsheet showing the breakdown. Libraries have also been invoiced with a detailed spreadsheet of payments due. The Board discussed possible modifying the lost items reconciliation to every six months rather than quarterly. Allen McGinley moved to approve the October 2012 Bill List. Chuck Dolan seconded the motion. All members were in favor. The motion carried.

DIRECTOR’S REPORT: (Document#12-61) Eileen Palmer reported that release notes and upgrade instructions have been distributed. The LMxAC staff is ready for the upgrade. She reported that the SmartPay trial has been stopped. There were issues with the amounts collected and how the payments being allocated in Workflows. Comprise is fixing the issue and performing further tests. Eileen emphasized that the member library staff should not manually fix any SmartPay records. Eileen mentioned that she submitted the Boopsie final report to LibraryLinkNJ. A copy of the report is included in the Board packet. She reported that she has started to promote the LMxPress app on Facebook Ads. Several libraries have sponsored ads for the app as well. Eileen attached a sample ad from Edison Library in the body of her Director’s report. Eileen reported that five interviews were conducted for Ann’s replacement. Eileen hopes to move forward with offering the position to the top candidate shortly.

OLD BUSINESS:

a.  Strategic Plan: The Board discussed that steps need to begin with moving forward with creating a new Strategic Plan. Joe Da Rold, Board President will start talking with the committee members and get them up to speed as well as review the current Strategic and Technology plans.

NEW BUSINESS:

OTHER:

The Board discussed the available opportunities for educating Library Boards to better understand the Library’s role in the community as well as the State. The NJ State Library offers Trustee training education classes and webinars. Eileen will examine the trustee training options offered by BCCLS and report back on whether it is a model that LMxAC might emulate.

Joe Da Rold discussed Plainfield Public Library distributing a survey on Survey Monkey concerning Adult Literacy services. He asked Board members to please respond to the survey. There is a currently a strong push for digital literacy as well. He discussed Adult Services forums that include: adult job training classes and resume writing.

COMMUNICATIONS:

Communication items include: Sample of the Mobile App ad on Facebook.

ADJOURNMENT:

Chuck Dolan moved to adjourn. Ingrid Bruck seconded the motion. All members were in favor. The motion carried. The meeting adjourned at 10:35am.

Respectfully Submitted,

Chuck Dolan, Secretary