(Document #11-57) LIBRARIES OF MIDDLESEX AUTOMATION CONSORTIUM EXECUTIVE BOARD MEETING LMxAC Office September 22, 2011 MINUTES MEMBERS PRESENT: Ingrid Bruck –Long Branch Chris Carbone – South Brunswick Mary Faith Chmiel – Red Bank Irene Goldberg - Monroe Sara Hansen – Old Bridge May Lein Ho – Middlesex Public Mark Thompson – Middlesex Community College

MEMBERS ABSENT: Joe Da Rold – Plainfield

LMxAC STAFF PRESENT: Eileen M. Palmer Elisa Bash The meeting was called to order at 9:35 am by President Mary Faith Chmiel. APPROVAL THE AGENDA: (Document#11-45) Eileen made a modification to the agenda. She added the discussion of the contract with Overdrive under Old Business. Irene Goldberg moved to approve the September agenda as amended. Mark Thompson seconded the motion. All members were in favor. The motion carried.

MINUTES OF THE PREVIOUS MEETING: (Document#11-46) Irene Goldberg moved to approve minutes of the July 28, 2011 meeting. Sara Hansen seconded the motion. All members were in favor. The motion carried.

TREASURER'S REPORT: (Document#11-47 and Document#11-49) Eileen Palmer presented the Budget Report for July and August 2011. Eileen reported that it was early in the year and we have not yet been hit with any significant surprises. Eileen explained that the Bibliographic service fee expense is high because it is an annual cost for OCLC Cat Express that is usually paid at the beginning of the fiscal year. She explained that new PCs were purchased for Elisa as well as for the desk of the new part-time Web Development Integration Specialist. In the Aged receivable reports, Eileen noted that she just received vouchers from Carteret for their past due invoices. The Treasurer’s Report was filed for audit.

BILL LIST: Eileen Palmer reviewed the bill list for August, 2011 (Document#11-48). The check to Comprise is for yearly SAM fees. The check to OCLC is for yearly Cat Express fees as discussed earlier. The check to Dell under the Development fund is for the SAM Server. Eileen noted that it was a good thing that the new server was available for installation, since the old server did not reboot after the power failure. May Lein Ho moved to approve the August 2011 bill list. Mark Thompson seconded the motion. All members were in favor. The motion carried LMxAC Executive Board Meeting – September 22, 2011 2

Eileen Palmer reviewed the bill list for September, 2011 (Document#11-50). The check to BCCLS is for yearly Open Borrowing fee. Eileen explained that this program allows LMxAC members to borrow from libraries in BCCLS; MAIN; PALS Plus and SWELL consortia. Eileen explained that usage was not high and there are statistics available. The check to Zenith Resources is for Deep Freeze software. Eileen mentioned that we are working with a former vendor, who has become a reseller for Faronics software products. The check to Power Protection Services is the annual maintenance for the Toshiba UPS. Even though we will be replacing the UPS, it is necessary to have a new maintenance contract in place. Mark Thompson moved to approve the September 2011 bill list. Irene Goldberg seconded the motion. All members were in favor. The motion carried.

DIRECTOR’S REPORT: (Document#11-51) Eileen Palmer presented a written director’s report to the board. She reported that the migration to SaaS went very well and the staff did an excellent job. After the migration, LMxAC experienced a power outage due to Hurricane Irene. Some libraries were able to connect through wireless connectivity to access SaaS servers. Eileen noted that Steve Rossa is working with Cisco and SirsiDynix on networking configurations to improve connectivity to access SaaS servers through unsecure VPN in preparation for future outages. During this time, the SAM server died and was unable to reboot. It was a good thing that a new SAM server was purchased and available for installation. Mike Bagileo worked with Comprise to get the new server connected. In order to get the SAM server up, it was installed using old version SAM software 8.5. The new software 9.0 version will be installed at a later date. Eileen complimented Mike on doing a fabulous job in getting SAM back up. Eileen reported that it was nice to receive positive feedback from libraries on the increased speed in Workflows after the move to SaaS servers. She noted that the topic of Virtual Reference will be discussed later in the agenda. Eileen mentioned that she has begun the strategic planning process with Monroe Township Library. She has met with Irene, Leah and Karen to map out the process and get direct feedback. She looks forward to working with them on this project. Ann Futcher and Barbara Espenschied have renewed their commitment in authority control and are identifying records that need to be modified. Eileen mentioned she participated in a phone interview on the NJ LSTA program. She was happy to be able to express an opinion on behalf of LMxAC about federal funding.

OLD BUSINESS:

a. Comprise-SmartPAY Manager (Document#11-52): Eileen presented a quote for Comprise SmartPAY Manger. The initial cost is $14,000 and ongoing renewal is $6,000. She noted the ongoing costs from the first quote were high but had come down. Comprise worked with the program to provide the reports that we needed for collecting and allocating per library. Eileen recommends that it would be a viable solution and easy for us to implement. A patron would be able to use a credit card to pay a fines or fees. It will not be implemented for donations because of tax implications. Eileen recommends paying for the initial costs with funds from the Development fund and ongoing cost will come out of the annual operating budget. LMxAC will be able to receive a quarterly reconciliation report as well as daily reports. We could handle it by checks or credits to the libraries. Irene Goldberg moved to approve the purchase of Comprise SmartPay Manager with $14,000 in funds from the Development Fund. Chris Carbone seconded the motion. All members were in favor. The motion carried. Comprise proposal recommends setting up a merchant account to handle transaction costs. The Board agreed that it would be needed as a cost of doing business. Chris Carbone moved to approve the establishment of a merchant account. Mark Thompson seconded the motion. All members were in LMxAC Executive Board Meeting – September 22, 2011 3 favor. The motion carried. Eileen will announce at a later date the implementation of SAM software 9.0. b. Contract with OverDrive: Eileen reviewed the memorandum of the third year renewal agreement with OverDrive. The yearly cost of the renewal stays the same. There is an addendum that LMxAC will be signing the renewal agreement instead of LibraryLinkNJ. Eileen explained that there is no liability to LMxAC. Ingrid Bruck moved to authorize Eileen Palmer to sign OverDrive Agreement 2011/2012 Renewal. May Lein Ho seconded the motion. All members were in favor. The motion carried.

NEW BUSINESS: a. 2012-2013 Budget (Document#11-53) Eileen explained that we will present next fiscal year’s budget at the October Membership meeting. She reviewed the budget and noted that terminal assessments are just slightly higher than this fiscal year. The reason for only a slight increase is that Circulation has gone down but some of the larger libraries have added Workflows logins. Eileen expressed there has been a desire from patrons to see more digital content, so libraries are preparing for digital changes to meet those needs. Irene Goldberg moved to present 2012/2013 Budget to the Membership at the October meeting. Chris Carbone seconded the motion. All members were in favor. The motion carried.

b. Uninterruptible Power Supply (Document#11-54) Eileen explained that during the recent power outage, we examined the UPS and detected that the batteries did not recharge even though they were recently replaced with new ones. Power Protection Services examined the UPS and discovered that the circuit board must be replaced. The cost for a new board would be $1,200. The UPS was purchased in 1991 and only allows for 20 minutes power back up. Eileen obtained a quote for a new UPS that costs $4,000 and allows for 40 minutes of back up time as well as remote access. However there will be electrical requirements that would cost an additional $1,300 for the electrical work. The remote access sends notification alerts and allows for it to be remotely power down. The remote access would be very valuable especially during a weekend outage like the one we experienced with the recent hurricane. Eileen explained options for the Board to consider. We could purchase a new board and plan for it next fiscal year. We could replace it with funds from the Development fund or funds from the General fund. May Lein Ho moved to approve the purchase of the Toshiba3kVA 1000 Series Tower UPS per the quote from Power Protection Services. Sara Hansen seconded the motion. All members were in favor. The motion carried. May Lein Ho moved to authorize electrical work needed for the UPS installation not to exceed $1,300. Sara Hansen seconded the motion. All members were in favor. The motion carried.

c. Virtual Reference – LMxAC contribution (Document#11-55) Eileen reported that the State Library asked LibraryLinkNJ Board to help fund the QandANJ program from October 1 to December 31, 2011. The cost to manage this program is $40,000. Cheryl O’Connor of LibraryLinkNJ has announced that her board approved $40,000 from their budget to help fund the program for the next 90 days. NJLA will ask libraries to help contribute for the cooperative virtual reference. NJLA will develop and implement a process to collect funds to get reimbursed back to LibraryLinkNJ. NJLA will be appealing for statewide contributions to this program. Eileen has suggested that LMxAC provide a one-time service to act as a fiscal agent to help NJLA in collecting those funds and issue LibraryLinkNJ one check. There is no liability and no commitment for LMxAC. The Taskforce will be meeting next Wednesday to discuss future expectations of the program. Chris Carbone moved to approve that LMxAC act as one time fiscal LMxAC Executive Board Meeting – September 22, 2011 4 agent for the Virtual Reference program. May Lein Ho seconded the motion. Six members were in favor. One member abstained. The motion carried.

COMMUNICATIONS: LibraryLinkNJ memo on ListenNJ contract transfer to LMxAC; LMxAC Executive Board Members and Committees list and LMxAC Executive Board Emergency Contact Information

ADJOURNMENT: Mark Thompson moved to adjourn the September meeting. May Lein Ho seconded the motion. All members were in favor. The motion carried. The meeting adjourned at 11:00am. The next meeting will be held at the LMxAC office on October 27, 2011.

Respectfully Submitted, Ingrid Bruck, Secretary