LIBRARIES OF MIDDLESEX AUTOMATION CONSORTIUM

EXECUTIVE BOARD MEETING

South River Public Library

March 21, 2013

MINUTES

MEMBERS PRESENT:

Joan Henry – Dunellen

Chuck Dolan – MCC

Cheryl McBride – North Brunswick

Allen McGinley – Piscataway

Joe Da Rold – Plainfield

MEMBERS ABSENT:

Ingrid Bruck – Long Branch

Irene Goldberg – Monroe

Chris Carbone – South Brunswick

LMxAC STAFF PRESENT:

Eileen M. Palmer

GUEST:

Bonnie Sterling – Milltown

The meeting was called to order at 12:27 by President Joe Da Rold.

APPROVAL OF THE AGENDA: (Document #13-15)

There were no additional items to add to the agenda. Allen McGinley moved to approve the agenda of the March 21, 2013 Executive Board meeting. Cheryl McBride seconded the motion. All members were in favor. The motion carried.

MINUTES OF THE PREVIOUS MEETING: (Document #13-16)

The Board briefly reviewed the minutes. Chuck Dolan moved to approve the minutes of the February 28, 2013 meeting. Cheryl McBride seconded the motion. All members were in favor. The motion carried.

TREASURER’S REPORT: (Document #13-17)

In the absence of Treasurer Irene Goldberg, Eileen Palmer delivered the Treasurer’s report. Eileen indicated that there was not much to add to the Treasurer’s report that she delivered at the earlier General Membership meeting. In reference to the Aged Receivables report, Eileen mentioned that Edison has identified the problem that has resulted in a balance due over 90 days and will be paying soon. She also explained that the small balance owed by Somerset County Library is related to the extraction of Manville’s data from the system. The Budget report was filed for audit.

BILL LIST: (Document #13-18)

The March Bill List was presented. Eileen indicated that there was nothing unusual, but identified some of the charges for those not familiar with the names of the companies listed. Cheryl McBride moved to approve the March Bill List. Allen McGinley seconded the motion. All members were in favor. The motion carried.

DIRECTOR’S REPORT:

Eileen Palmer indicated that there was not much to add to the Director’s report that she delivered at the earlier General Membership meeting. She noted that she is pleased with the introduction of SmartPay. Joan Henry asked when the Sirsi upgrade that was announced at the General Membership Meeting might take place and Eileen estimated July or August. Eileen mentioned that the strategic planning process will begin soon, and with changes on the horizon as a result of Sirsi’s planned introduction of Blue Cloud Suite she is glad we waited. Cheryl McBride indicated that North Brunswick has already had patrons confused by the inability to pay fines in SmartPay on items that have no bills because they have not been returned or declared lost, and she asked Eileen if anything could be done about it. Eileen responded that allowing patrons to pay fines that are still accruing would raise complicated issues and would have to be discussed with the members. Eileen passed around a report of SmartPay transactions since March 1 as an example of the reports and statistics that are available. She indicated that MCC would be given login access to SmartPay’s reports module, so payments by MCC students can be tracked by MCC staff and any blocks against student records in the college’s data system can be removed as quickly as possible. Libraries will receive quarterly or semiannual reconciliation checks for SmartPay payments. There was discussion the transaction fees and percentage fees that are taken from every payment by SmartPay and the credit card companies, and how the fees vary based on card type. Joe Da Rold suggested that LMxAC impose a minimum dollar amount for producing a reconciliation payment to a member library; if a payment amounted to less than $25.00, the payment could be deferred until the next quarter or a credit given instead of a check. Eileen responded that this is current practice and she would verify that it is documented in LMxAC’s existing policy. If it is not already in the policy she will add it and bring the entire policy back to the Executive Board for re-approval.

OLD BUSINESS:

a.  Zinio Proposal (Document #13-20). Eileen said she was disappointed with the discount offered on the platform fee in the Zinio Proposal; she clearly expressed this disappointment with Andy Gross from Recorded Books and was hoping that they might come back with a better offer. She mentioned that pricing for consortial purchases of individual subscriptions might vary anywhere from one to three times the standard subscription price, depending on the publisher. LMxAC can afford to offset the initial cost of Zinio through savings from Boopsie and from the decision of one staff member to opt out of the health benefits package. She opened discussion of whether LMxAC should fully or partially fund the first year, and how libraries would share costs thereafter. There was broad agreement that LMxAC should fund the entire cost in the first year as a way of bringing every library on board and demonstrating the benefits of Zinio to everyone. Eileen suggested that LMxAC could cover the entire platform fee, plus an additional amount of money to purchase a core collection of titles. She estimated that at an average cost of $75 per title, an allocation of $12,000 would purchase 160 titles. There was general agreement that this would be a good size for an initial collection. Joan Henry asked about OneClickdigital, which is included in the Zinio proposal; Eileen explained that it is composed of downloadable audio books, but that she hadn’t paid much attention to it because she had been told that shared content among libraries would not be allowed. However, Andy Gross told her otherwise today so she would have to clarify with Recorded Books. If shared content is allowed, it could be a viable addition or alternative to Overdrive. Allen McGinley made a motion that LMxAC should fund $12,000 for the purchase of content in Zinio, plus an additional amount not to exceed $28,000 to cover the platform fee for the first year. Cheryl seconded the motion. All members were in favor. The motion carried. Eileen noted that the selection of a core collection would necessitate the formation of a collection development committee, which prompted discussion of the committee’s formation and composition. There was general agreement that it would ideally include one representative from each library, and preferably at least one children’s and/or young adult librarian. Eileen said she would send an email out to the membership requesting volunteers for the committee after she receives a final quote from Recorded Books.

NEW BUSINESS:

a.  Phone Service Contract (Document #13-21). Eileen requested approval of a new phone service contract from Line Systems, Inc. She reported that she unexpectedly received several responses to her request for proposals. One proposal came from a broker and appeared to come in slightly under the offer by Line Systems, Inc., but it included service from various companies at various prices making cost analysis difficult and uncertain. The proposed contract from Line Systems is for one year only, and is slightly cheaper than the previous contract. Joan Henry moved to approve the new phone service contract from Line Systems, Inc. Allen McGinley seconded the motion. All members were in favor. The motion carried.

b.  e-Rate Application. Eileen requested approval of an e-Rate application for wireless cards (AirCards) in use at the Edison, Piscataway, and South Brunswick bookmobiles. Allen McGinley moved to approve the application. Cheryl McBride seconded the motion. All members were in favor. The motion carried.

OTHER:

Joe Da Rold asked about discussion of trustee orientation, which was supposed to be on the agenda. It will be put on next month’s agenda.

Eileen announced that Dale Spindel will be leaving Kenilworth to become the new director of Springfield Public Library. Eileen said that she has offered her services to Kenilworth as a consultant in their search for a new director, and will make the same offer to Long Branch.

Cheryl McBride announced that her library may be forced to impose staff furlough days, and was interested in speaking with any other directors who have been through this.

Allen McGinley announced that Piscataway has hired Doug Baldwin as its new Emerging Technology Librarian.

Bonnie Sterling updated the committee on her efforts to have a handicapped parking spot located in front of the library. The cause has gained some recognition, including awareness by Representative Rush Holt.

Joe Da Rold thanked Ingrid Bruck for her years of service to Long Branch and to LMxAC.

COMMUNICATIONS:

There were no Communication items.

ADJOURNMENT:

Cheryl McBride moved to adjourn. Joan Henry seconded the motion. All members were in favor. The meeting adjourned at 1:33 pm.

Respectfully submitted,

Charles Dolan, Secretary