(Document #12-32) LIBRARIES OF MIDDLESEX AUTOMATION CONSORTIUM EXECUTIVE BOARD MEETING LMxAC Office May 24, 2012 MINUTES

MEMBERS PRESENT: Ingrid Bruck –Long Branch Mary Faith Chmiel – Red Bank Irene Goldberg - Monroe Sara Hansen – Old Bridge May Lein Ho – Middlesex Public

MEMBERS ABSENT: Chris Carbone – South Brunswick Joe Da Rold – Plainfield Chuck Dolan – Middlesex Community College

LMxAC STAFF PRESENT: Eileen M. Palmer Elisa Bash The meeting was called to order at 9:35am by President Mary Faith Chmiel. APPROVAL THE AGENDA: (Document#12-21) Irene Goldberg moved to approve the agenda and Sara Hansen seconded the motion. All members were in favor. The motion carried.

MINUTES OF THE PREVIOUS MEETING: (Document#12-22) Irene Goldberg moved to approve minutes of the March 30, 2012 meeting. Sara Hansen seconded the motion. All members were in favor. The motion carried.

TREASURER'S REPORT: (Document#12-23 and Document#12-25) Irene Goldberg deferred the treasurer’s reports to Eileen Palmer. Eileen referenced April’s financial report because it is cumulative. She anticipates that expenditures for SmartPay will occur during July in next year’s budget. Eileen summarized there was overspending on some expenditure while under spending in other areas. The Budget reports were filed for audit.

BILL LIST: (Document#12-24 and Document#12-26) The April Bill List was presented. Eileen Palmer noted that the list included: a payment to Plaza 35 for rent and past computer room utilities bills. These utility bills had been calculated incorrectly. A letter was sent to Plaza 35 to get corrected invoices, however Plaza 35 never responded. Payment was based on our calculation of the correct amount owed. Sara Hansen moved to approve the April 2012 Bill List. Irene Goldberg seconded the motion. All members were in favor. The motion carried.

The May Bill List was presented. Eileen Palmer noted that the list included: payment to Corfacts for the annual subscription for NJ Business to Business online for three member libraries. May Lein Ho moved to approve the May 2012 Bill List. Irene Goldberg seconded the motion. All members were in favor. The motion carried. LMxAC Executive Board Meeting –May 24, 2012 2

DIRECTOR’S REPORT: (Document#12-27) Eileen Palmer presented a written director’s report to the board. She reported that Symphony 3.4.1 upgrade will have text message capability. Libraries would be able to text notification on holds and overdues to patrons. Text messaging will not be free. For example; it may cost $5,000 for a block of 50,000 messages. Eileen expressed that she will have more detailed information about it by the June membership meeting. She mentioned that Mike had completed all the SAM 9.0 upgrades. However, one library has an incompatibility issue concerning Winselect software. Mike is currently working with Comprise to get it resolved. Comprise is currently working on the configurations for SmartPay. The merchant account has been set up and everything is all set to handle credit cards payments. Eileen reported she and Mei have been testing the alpha version of the LMxAC app. There is some more tweaking to be completed, but each library will be given an opportunity to test out their own library. Eileen spoke about a webinar that she participated in through the Non-profit Finance Fund. She found the webinar to be very valuable and informative. It was about the use of financial audit software that pinpoints trends in spending of reserve accounts and profiles the non-profit’s overall financial health. It would pull together comparison to similar organizations. The software costs $250 and it may be something to consider purchasing and using at the end of our fiscal year.

Eileen expressed her concern with member library staff failure to follow guidelines when creating call numbers for multiple volumes, parts and series. She noted that it is very confusing for a patron when placing holds. She provided an example for board members to review. She asked the Board if she could discuss this issue at the June meeting. She would like to encourage Directors to go back and explain to staff member to understand placing holds at the patron’s perspective. The Board agreed this issue needs to be discussed. Eileen mentioned that she is delighted to have our Intern, David Golann, who is currently working on Authority Control-RDA project.

REPORT OF NOMINATING COMMITTEE: As Chair of the Nominations Committee, Mary Faith reported that the committee consisting of Chuck Dolan, Ingrid Bruck, Allen McGinley and herself have communicated and propose two new nominees for the 2012/2013 Executive Board. Mary Faith and May Lein Ho are both prohibited from seeking an additional term on the Board at this time due to term limits. The Nominations Committee announced Cheryl McBride, Director of North Brunswick Public Library and Joan Henry, Director of Dunellen Public Library as the two nominees to serve on the 2012/2013 Executive Board. Irene Goldberg moved to present the slate of nominees at the June General Membership meeting. May Lein Ho seconded the motion. All members were in favor. The motion carried. Allen McGinley from Piscataway will serve as the 1 year member representative.

OLD BUSINESS: a. Whistleblower Policy (Document#12-30) Eileen reported that Lynn Hartmann, LMxAC Attorney has made revisions to the policy. A final version of the policy will be provided to the Board at the June meeting. b. Update on Verizon Billing Issues (LMxAC and Dunellen). Eileen discussed the current billing issue between Verizon and LMxAC. We received a collection letter regarding unpaid charges. Eileen explained that she wrote the agency a letter and copied the Public Utilities Board. She received a rather quick response from Verizon seeking more detailed information. The Verizon contact is currently working on issuing credits related to Verizon’s failure to install the Switch Ethernet Circuit on the LMxAC Executive Board Meeting –May 24, 2012 3

date instructed. A follow up call had been received from Public Utilities Commission to verify that Verizon was indeed working on this issue.

Eileen discussed the current billing issue between Verizon and Dunellen. Dunellen had failed to cancel a year of router maintenance. At the time, the library was provided with the necessary information to make the cancellation on their own. Eileen discussed the situation with the board and asked about offering to cover half of the cost. The Board came to a consensus that the billing issue is between Verizon and Dunellen and does not concern LMxAC.

NEW BUSINESS: a. Manville (ACTION ITEM) (Document#12-28) Manville has submitted a formal request to withdraw from LMxAC in accordance with our contract. Eileen reported she had communicated with Brian Auger of Somerset County Library System, who stated they would be responsible for the membership fees through June 2013. Eileen anticipated that Manville will end hold participation by July 1 and be out of the system sometime in the fall. Ingrid Bruck moved to accept the withdrawal of Manville Public Library effective June 30, 2013. May Lein Ho seconded the motion. All members were in favor. The motion carried.

b. EBook Campaign (Document#12-29) Eileen encourages LMxAC Member Libraries to highlight the EBook Campaign information for their patrons. We currently have only 6 libraries participating that have posted information on their home page, blog or Facebook page. She would like to see an increase in participation and encourages more libraries to provide linkage to the information.

OTHER: Irene Goldberg complimented Eileen on her consulting services in helping Monroe with its strategic plan. Eileen mentioned that two other member libraries are interested in using her consulting services for their strategic plans. She noted several libraries have created surveys through Survey Monkey.

Eileen announced that the General Membership meeting is to be held on June 15, 2012 at the South Brunswick Public Library. She discussed moving the Executive Board meeting to June 28, 2012. It was originally slated to be directly after the General Membership meeting. The Personnel committee will be meeting at that time instead.

ADJOURNMENT: The meeting adjourned at 10:40 am. Respectfully Submitted, Ingrid Bruck, Secretary