Libraries of Middlesex Automation Consortium s2

(Document #11-19)

LIBRARIES OF MIDDLESEX AUTOMATION CONSORTIUM EXECUTIVE BOARD MEETING LMxAC Office March 24, 2011 MINUTES MEMBERS PRESENT: Ingrid Bruck –Long Branch Mary Faith Chmiel – Spotswood Joe DaRold – Plainfield Chuck Dolan – Middlesex Community College May Lein Ho – Middlesex Public Cheryl McBride – North Brunswick

MEMBERS ABSENT: Chris Carbone – South Brunswick Irene Goldberg - Monroe

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#11-12) There were no changes to the agenda. Joe DaRold moved to approve the Agenda. May Lein Ho seconded the motion. All members were in favor. The motion carried.

MINUTES OF THE PREVIOUS MEETING: (Document#11-13) Chuck Dolan moved to approve minutes of the February 18, 2011 meeting. Cheryl McBride seconded the motion. All members were in favor. The motion carried.

TREASURER'S REPORT: (Document#11-14) Eileen Palmer presented the Budget Report for February 2011. Eileen noted that Elisa made written notes on the aged receivable report as to when the over 90 day receivables were paid. Eileen reported that Somerset County Library is handling the final two quarterly assessments for the Somerville Library. She has emailed them regarding payment as well as to find out how they would like to handle Somerville’s e-rate refund. She has not heard back and will place a call. Treasurer’s Report was filed for audit.

BILL LIST: (Document#11-15) Eileen Palmer reviewed the bill list for March 2011. The check to SirsiDynix is for items not part of the SAAS agreement. It is for payment of Enhanced Content, SVA, API and Director’s Station. Eileen explained that Director’s Station maintenance fee is pro-rated for only a 5 month period to bring its maintenance up to the same renewal date with the others. The checks for Piscataway, Long Branch and Metuchen Libraries are for their E-rate refunds. Those libraries chose a check instead of credits. The check to COSUGI is for the yearly renewal for the Sirsi Users group and the check to Solarwinds is for the renewal of server software. May Lein Ho LMxAC Executive Board Meeting – March 24, 2011 2 moved to approve the March 2011 bill list. Cheryl McBride seconded the motion. All members were in favor. The motion carried.

DIRECTOR’S REPORT: (Document#11-16) Eileen Palmer presented a written director’s report to the board. She spoke about the Freegal music download product and that she received numerous email responses from member libraries. She will be sending out forms to library directors interested in signing up. It cost $1.29 per download or an unlimited subscription per library as well as a $150 set up fee. Cheryl McBride had seen a demonstration of the product and spoke in detail about its features. She explained that Freegal only allows 3 download per week per library patron. In a discussion about Listen NJ, Eileen concluded there is not quite enough member libraries interested in participating in the ListenNJ advantage program to get the full benefit. She mentioned that there is interest from 6 NJ libraries to join ListenNJ. These new libraries will be added effective July 1. Eileen explained that the implementation of the Symphony 3.4 upgrade will depend on when we move over to SAAS. She requests scheduling the upgrade for late June or early July. The Circ Committee reviewed the Holds Wizard and really liked it. They agreed it will help save people time. Eileen spoke about updating Authority control records. She attended a webinar along with Ann Futcher and Barbara Espenschied that was very helpful. She explained that little had been done with authority control since the move over to Sirsi. Staff will start with name authority records and review the number of names unauthorized as well as cross references.

OLD BUSINESS: a. SirsiDynix SAAS Contract (Document#11-17) Eileen reported that she got all important issues addressed within the contract. Joe DaRold wanted to verify the termination arrangement within the contract and time period to terminate. Eileen explained that it is a three year contract. If we chose to leave for reason of failure to meet terms of contract or no longer will use Sirsi after the 3 years, we can give notice with 90 days. There have been some issues concerning the departure of our Sales representative, Kate Howe. She will be leaving at the end of March. The Board would like to move forward with the agreement but want Eileen to be completely comfortable with whomever will be assigned to our account. Joe DaRold move to approve the SAAS Contract, but the timing to sign the contract will to be contingent on when Eileen is satisfied with the new Sirsi personnel handling our account. Cheryl McBride seconded the motion. All members were in favor. The motion carried. Eileen spoke with the head of Sirsi SAAS services about API; individual VPN tunnels; and reports. Eileen was informed that a site of our size will be getting our own server. Board members complimented that Eileen did a great job in handling the contract and getting all needs addressed.

NEW BUSINESS: a. OPAC Discovery Layer Committee: Eileen asked the Board to approve the creation of a new committee to review OPAC Discovery interface products and costs. Joe DaRold moved to approve the new ad-hoc committee. May Lein Ho seconded the motion. All members were in favor. The motion carried. Joe DaRold nominated Mary Ellen Rogan to serve on the committee. Eileen noted that a staff member from the following libraries: North Brunswick, Monroe, New Brunswick and South River have agreed to serve on the committee as well. Eileen will forward an email to the Board that will include the committee’s charge and list of members.

OTHER: LMxAC Executive Board Meeting – March 24, 2011 3 Eileen mentioned that she submitted the E-rate application.

May Lein Ho thanked Eileen for forwarding the cable connection support information to Directors.

ADJOURNMENT: Chuck Dolan moved to adjourn the February meeting. Cheryl McBride seconded the motion. All members were in favor. The motion carried. The meeting adjourned at 10:45am. The next meeting will be April 28, 2011. Respectfully Submitted, Ingrid Bruck