Minutes of the LION Board Meeting
May 23, 2000
Present: Valerie Harrod, DUR, Sandy Long, MAD, Sue Berescik, EHP, Marie Shaw, ELH, Bill Deakyne, ELY, Bridget Quinn-Carey, ESX, Sandy Ruoff, GUI, Barbara Cangiano, BRB, Gale Bradbury, LED, Karen Smith, MDF, Janice DeWolf, MOC, Roxanne Moreau, MRD, Howard Einsohn, MXC, Mary Fiorelli, OLY, Elsie Jenkins, NWC, Ed Murray, NLN, Linda Rusczek, MDT, Leslie Scherer, WAL, Lew Daniels, WSB, Betty Page, STC, Jan Day, WBR, Pat Johnson, Bib, Nancy Wardell, Circ, Marcia Lewis, PAC, Bill Edge, Mark Hewes, Rick Widlansky, and Paul Nelson, LION.
I. CALL TO ORDER: The meeting was called to order by Sandy Ruoff at the Russell Library, Middletown, CT at 9:47 am.
II. ADDITIONS TO ADGENDA: None
III. PUBLIC COMMENT: None
IV. APPROVAL OF MINUTES: Leslie moved and Karen seconded a motion to approve the Minutes of March 28, 2000. All voted in favor. The April, 2000 meeting had been cancelled.
V. TREASURER’S REPORT: March and April reports had been mailed, with explanatory notes. April expenses reflect most of the costs of epixtech upgrades and income shows the final PCL refund. It was the consensus to accept the reports.
VI. DISCUSSION/ACTION ITEMS:
1. Capitalization requirement:
Last August LION adopted a cost of $ 2,000, but George Duffy, our auditor, has recommended any purchase of $1,250 or more with useful life over one year be capitalized, and to be sure any PCs will be capitalized. Ed moved and Elsie seconded a motion that any purchase of $1,250 or more with a useful life of over one year, including all LION-owned PCs regardless of cost, will be capitalized.
Members commented that the trend is to regard PCs as supplies or expendable items, that the lower the amount the more record keeping that would be necessary, that the length of time for depreciation should probably be 3 years not 5 years, and that the direction for LION will probably be for more member-owned PCs, not LION-owned.
Also the changes usually made to PCs, such as switching monitors, upgrading memory, etc. mean that it’s not even the same piece of equipment after a few years.
Three members voted in favor, Ed, Lew and Howard; one member abstained, Elsie; all others (17) voted against. The motion was defeated.
2. FY01 Budget:
The Budget, discussion notes and spreadsheets had been mailed and/or e-mailed.
The Summary page shows most clearly where the major changes occur.
This is a balanced budget, with an operations surplus of about 5%. Only 14 new users are included at this time. There is a net cash gain of $44,500 for the year.
The Budget does not anticipate any new members.
We can vote on this budget before we decide on the WebPAC issue because WebPAC doesn’t have a big dollar impact. Most of any E-Rate discount will probably have to be passed on to LION members, so budget impact is not huge.
Valerie moved and Jan seconded a motion to approve the FY01 Budget as presented.
All voted in favor.
3. Procedure for charging On-Going Fees FY01:
Discussion notes had been e-mailed to the Board on May 22, 2000.
The 5% maximum increase FY01 has been based upon FY00 annual rate for services existing as of June 30,2000.
The FY01 first quarter invoices will be issued for the full rate for all services, with a separate discount item given on the first quarter invoice only (the entire discount will be taken in the first quarter).
Services added/modified after June 30, 2000 will be charged at the full new Schedule of Services rates. Members were reminded that the 5% maximum increase has only been approved for one year.
4. Personnel Committee recommendations:
a. Personnel Policy revision re sick leave:
Valerie reported for the Personnel Committee, which also includes Lew Daniels and Marcia Trotta; several other LION Board members had attended a meeting in the interim since March to discuss the following items.
An advertisement for the Executive Director’s position has been written and placed, with the hope of filling the position by September 1st; applications are to be sent to Valerie.
Leslie can interview candidates at ALA.
The severance package for Bill was discussed; on Bill’s departure from LION, the cost of his life insurance premium will increase from $500 to $5500.
The committee didn’t like the precedent that would be set if a bonus were paid to cover the life insurance.
Another option would be to change the Personnel Policy to include compensation for unused sick leave.
The State of Ct. rate for this is one-fourth of salary per day up to a maximum of 120 days.
Valerie distributed a copy of the Personnel Committee’s recommended revision to the LION Personnel Policy and moved that the revision be adopted; Leslie seconded the motion.
Questions were raised about the funding of the cost; in the immediate case, funds will be available from the interim between Directors; in the future, will a reserve fund have to be created?
The recommended revision refers to retirement; that may be too narrow and could be separated, or some other wording; the revision refers to professional staff only, which is probably not legal and should include all staff; the wording is not clear regarding 120 days maximum, but reference to 120 days could be deleted since the Personnel Policy already states the maximum number of days that can be accumulated.
Another issue not covered by the wording is investiture.
It was the consensus that the motion needs to be reworded. Valerie and Leslie withdrew their motion. This issue will be discussed at the June Board meeting.
The Personnel Committee needs to address changes to the Retirement Plan; they have not looked into this for about 8 years, because we thought we would become PCL. The Committee will be working on this before the end of June.
c. Search Committee:
Leslie is chairing the committee, which includes the members of the Personnel Committee plus Sandy Ruoff ex-officio, Marie and Howard. Anyone else may volunteer to serve. The ad has been posted on various listservs, on the CLA Web site, will be in the next issue of American Libraries, and on the ALA Web site.
A break was taken from 10:30 to 10:45 am. Sandy announced that Mary Fiorelli is the new Director of the Old Lyme – P. G. Noyes Library.
5. LION e-mail:
Mark reported that Paul has been transferring e-mail accounts from Bibliomation to LION’s new NetConnect server.
Members should try to notify everyone that you have e-mailed in the past that you have a new e-mail address.
Members need to unsubscribe from any listservs before the changeover, then re-subscribe using your new address.
Bibliomation will forward e-mail for a very short period of time, but they do not notify senders of the new address. So when Paul tells you your new addresses, get off Bibliomation ASAP.
Paul aims to have everyone done by June 1.
LION staff will post a list of all the new addresses on the LION Web site.
Discontinuance of use of Dynix mail was discussed, but decided that members were not all ready and Dynix mail still serves useful purposes.
6. Call Number Indexes:
Mark reported that until now, due to poor system performance, we had not opted to contract with Dynix/epixtech for the provision of any Call Number Indexes that we might want.
They are now available @ $450 per index, and they are "doable" now since moving on to the new Sun server in April, and they work well per WAL which served as a test site. Indexes can be constructed using all Collection Codes or just some of them.
Multiple indexes are also possible. After they are created, the system updates them automatically.
7. Additions to Schedule of Services:
Valerie moved and Gale seconded a motion to add to the Schedule in section III. ILS Fees: Cataloging for Windows @ $480 per workstation annual operating cost and $750 one time fee, which includes the cost of LION staff to install the software. All voted in favor.
The biggest advantage of this software is the ability to cut and paste, e.g. subjects from a book record to a books-on-tape or video record, etc. It does not replace the cataloging function on the epixtech terminal.
The next system will be a graphical based cataloging system, combining ACQ, SER & CAT, so this is a good way to begin staff training.
Bridget moved and Linda seconded a motion to add to the Schedule of Services in section I. Institution Options: Cataloging Services @ Time and Materials +10%.
The Cataloging Services options were listed in the LION Services document that was approved in December, but the cost needs to be added to the Schedule of Services. All voted in favor.
1. LION Staff Reports
Executive Director: Bill reported that the cut over to the Sun servers went very well, thanks especially to Rick and Mark; a round of applause ensued. Uptime in March was 99.84% and in April 99.85%.
Associate Director: Mark reported on all of the activities since the last Board meeting, including work on WebPAC, 856 implementation and Bib Manual revision, Call Number Indexing, etc. The Bib Manual could be put on the LION Web site.
Systems Manager: Rick reported he is working on the annual inventory of LION hardware/equipment.
Members should let him know before he visits our libraries of any equipment needs.
The inventory must be done by July 1.
Since we are now on 4 different servers for 4 different functions, members need to think about what they want regarding reports on uptime or, more importantly, what the policy should be on what is the order of priority for fixes when problems occur- internet service, ILS services, WebPAC, e-mail, etc.
2. Committee Reports
a. Bibliographic Committee – Committee has met and items have already been covered today.
b. PAC Committee – no meeting/no report.
c. Circulation Committee – no report. Members raised some issues for the Circ Committee to discuss at the next meeting or to remind members of the procedures to be used.
d. Hit Committee – meetings are scheduled for Brainerd; Ivoryton is applying for an LSTA grant to join LION as a branch of Essex.
VII. OLD BUSINESS:
1. WebPAC: 3 different accounts were set up to demonstrate LION Java, LION HTML, and an individual LION member Java WebPAC, which has patron empowerment.
Bill distributed a suggested policy. Since we now know each library must have 2 users to have WebPAC, not 1, he recommends that LION charge $3,000 One Time for the first two users; after that, additional users will cost $2,000 each. The On-Going charge for all users/each user is $100/month.
If we have a mixed environment (HTML and Java) running, we have only up to 35 users available with satisfactory performance. So far, members committed and LION reserved users add up to 14.
The suggested policy discussed allocation of the remaining users available. Since we have seen that the only HTML version possible is essentially a LION union catalog with no patron functionality,
Linda asked if anyone wanted the HTML version or if LION needed the HTML version to offer to the outside world. Linda moved and Leslie seconded a motion that HTML access be eliminated. Marie voted no; all others voted in favor. The motion carried.
Jan moved and Bridget seconded that LION charge $3,000 One Time for the first two WebPAC users with all additional users at $2,000 each, to be implemented as a discount now but not changed on the Schedule of Services and Fees. All voted in favor. Members will be re-surveyed on the number of WebPAC users wanted.
Mark reported that epixtech custom programming for patron barcodes is still in the works.
Linda asked if restructuring LION Committees is still of interest; a committee had been formed of Rick, Paul, Mark and PAC, Bib and Circ Committee chairs to address the possible change and some work had been done; Linda and Mark will review that work and pursue the issue.
VII. NEW BUSINESS:
1. Mark said at the next Board meeting he would report on the year-end rollover, on release 182, which will probably be scheduled in July, and on WebCheck.
2. Bill reminded everyone that Paul is a very talented Web person and can be of great help to members on their Web pages; Bridget said that the Essex page that Paul just finished is great.
3. Valerie reported that Mark has agreed to be Interim Director from the date that Bill leaves.
VIII ADJOURNMENT: The June 27th meeting will be held at the Woodbridge Library and Woodbridge will provide the refreshments. The meeting was adjourned.
Sandra R. Long