Libraries of Middlesex Automation Consortium s6

(Document #10-21)

LIBRARIES OF MIDDLESEX AUTOMATION CONSORTIUM EXECUTIVE BOARD MEETING Middlesex Public Library March 19, 2010 MINUTES MEMBERS PRESENT: Chris Carbone – South Brunswick Chuck Dolan – Middlesex Community College Irene Goldberg - Monroe Joe DaRold – Plainfield Cheryl McBride – North Brunswick Mary Faith Chmiel – Spotswood Ingrid Bruck –Long Branch May Lein Ho – Middlesex Public

MEMBERS ABSENT: None

LMxAC STAFF PRESENT: Eileen M. Palmer

The meeting was called to order at 12:10pm by President Mary Faith Chmiel APPROVAL THE AGENDA: (Document#10-15) Chris Carbone moved to approve the March 19 agenda. Cheryl McBride seconded the motion. All members were in favor. The motion carried.

MINUTES OF THE PREVIOUS MEETING: (Document#10-10) Irene Goldberg moved, Joe DaRold seconded, to approve the minutes of the January 28, 2010 Board Meeting. Ingrid Bruck abstained. All others voted Aye. The motion carried.

TREASURER'S REPORT: (Document#10-11 and Document #10-16) Eileen Palmer presented the Budget Report of January 2010 and the Budget Report of February 2010. In the monthly budget statement, she reported that all budget categories are doing as well as anticipated. The reports were filed for audit.

BILL LIST: (Document#10-12 and Document#10-17) Eileen reviewed the bill list for February 2010 and March 2010. Dawson Studios check is for development of a new LMxAC Logo. Eileen requested to pull the landlord’s bill from the March bill list. She noted that the fee has gone up 30% in 3 years and plans to protest the bill. Eileen feels that passing on to the tenants the cost for the parking lot, while covered in the contract, is excessive and unfair. LMxAC Executive Board Meeting – January 28, 2010 2

There were no other unusual or large bills. Irene Goldberg moved to approve the Bill List for February 2010 and March 2010. Cheryl McBride seconded the motion. All members were in favor. The motion carried.

DIRECTOR’S REPORT: Eileen stated that there was no written Director’s Report this month. She discussed the LMxAC meetings held to discuss telecommunications migration. The first members have migrated from Verizon to Comcast.

OLD BUSINESS: a. Sirsi Maintenance Contract Renewal - Eileen explained that Sirsi Dynix offered LMxAC a 5 year contract, with no increase Year 1, and 4 ½% increases thereafter. She is concerned that in 2011, LMxAC hardware will be replaced. She has been investigating other automation system options and has received a quote from Polaris. If we sign a 5 year contract with Sirsi Dynix, LMxAC would be unable to change to another system of we were offered a better deal. If we keep our options open, LMxAC could save as much as 87,000 by changing systems. Irene Goldberg moved, Chris Carbone seconded, a motion authorizing LMxAC to enter into a one year contract with Sirsi Dynix. All members were in favor. The motion carried.

b. Logo review -The Board reviewed the Logo prepared by Dawson Studios. The design uses the initials (LMxAC) as the Logo. Some comments made include: we like the book, the book also symbolizes “branching out”, the slogan below the logo is “Advancing Shared Access” but this slogan doesn’t mention libraries (alternate suggestion - “Libraries of Middlesex, Monmouth, Somerset and Union Working Together”), drop rainbow color of book to 2 colors and graduated.

NEW BUSINESS: a. Purchase a sponsorship for Literacy Walks” “LMxAC – Libraries Advancing Shared Access” (Document #10-14). The Board discussed sponsoring Literacy Walks again this year. Joe DaRold pointed out that not all member libraries would benefit from Literacy Walks and that Plainfield PL was promoting LVA’s fundraiser for literacy, a Barnes & Nobles Booksale held March 20-21. Irene Goldberg moved, Chuck Dolan seconded, a motion authorizing LMxAC to purchase a sponsorship for Literacy Walks. Joe DaRold voted Naye. All others were in favor. The motion carried.

b. South Amboy Request (Document #10-18). The Board discussed South Amboy’s request to have the cost of consortium membership prorated over 5 years. Eileen explained that there is precedence. Joe DaRold moved, Cheryl McBride seconded, a motion authorizing LMxAC to offer South Amboy a membership contract prorated over 5 years from startup, with a minimum of 7 years membership and a penalty for withdrawal. If South Amboy withdrew within seven years, the library must pay the full membership amount, plus % for interest. All members were in favor. The motion carried.

c. Photocopy Renewal Request (Document #10-19). The Board discussed entering into a photocopy lease with Ricoh for 50 months or 200,000 copies, contract to be entered into in July or August 2010. LMxAC produces an average of 4,000 copies each month. The new contract should include color copy. Eileen has determined that Canon is the most expensive and that Sharp would be willing to buy-out the remainder of the existing lease LMxAC Executive Board Meeting – January 28, 2010 3

from Ricoh. We need to make a decision about the copier by July 2010. Eileen will continue to investigate copier lease or buy options. The consensus of the Board was to table the discussion until the next meeting.

OTHER: a. There was discussion about creating a Real Estate Committee to investigate new lease properties.

b. There was a discussion about reducing the number of membership meetings from four to three per year. Eileen pointed out that this would entail a Bylaws change. Eileen will determine the change of wording that would be required for the next Board Meeting.

COMMUNICATIONS: a. BTOP Letter of Support – Eileen Palmer wrote a letter of support for the State Library’s Broadband Grant application

b. LMxAC received a letter of approval for LMxAC’s Technology Plan from New Jersey State Library

ADJOURNMENT: Joe DaRold moved to adjourn the meeting. Cheryl McBride seconded the motion. All members were in favor. The motion carried. The meeting was adjourned at 1:12pm.

Respectfully Submitted, Ingrid Bruck