Board Minutes 2005 09

Minutes of the LION Board Meeting
September 27, 2005
Russell Library, Middletown, Connecticut

PRESENT: Kathy Rieger, BRB; Valerie Kilmartin, DUR; Kelly Marszycki, EHR; Marie Shaw, ELH; Lydia Main, ELY; Bridget Quinn-Carey, ESX; Sandy Ruoff, GUI; Ann Penfield, HAD; Gale Bradbury, LED; Sandy Long, MAD; Paula Soares, MDT; Vince Juliano, MDT; Peter Ciparelli, NLN; Linda Summers, NWC; Hannah Estra, NWC; Mary Fiorelli, OLY; Suzanne Risley, MTC; Betty Page, STC; Leslie Scherer, WAL; Jan Day, WBR; Lew Daniels, WSB; Joan Gillespie, Andy Gardner, Rick Widlansky, LION.

ABSENT: MRD

I. CALL TO ORDER: at 9:38AM by President Peter Ciparelli at the Russell Library in Middletown, Connecticut.

II. ADDITIONS TO THE AGENDA: A request to change the order of the agenda was presented by Sandy Long. President Ciparelli agreed to change order to discuss Action Item #4 before item #3. Agenda order adjusted by common consent.

III. PUBLIC COMMENT:

Thanks to Jan for a wonderful breakfast!

IV. APPROVAL OF MINUTES: Jan Day moved and Ann Penfield seconded a motion to approve the July 26, 2005 minutes as corrected. Motion passed unanimously.

V. TREASURER’S REPORT: Joan distributed three months of reports ahead of the meeting and at the meeting Joan reported that Art Myers is serving as treasurer while a replacement is found. The reports were filed for audit. There were no questions and no discussion. Joan noted that the end of the fiscal year numbers are un-audited, but she believes they are accurate.

VI. ACTION/DISCUSSION:

1. Pre-Tax Deductions for LION Employees

Joan distributed an overview of the Paychex pretax benefit deduction service she is considering for the LION employees. Board members were receptive to the idea, although some questioned the savings benefits to LION, and inquired as to the overall cost of providing the benefit. Linda Summers moved and Mary Fiorelli seconded a motion that this item be tabled until the October meeting. The motion passed unanimously. It was suggested that Joan research the service and costs more fully and determine how many LION employees would be interested in using the service.

2. SAM PC Management

Andy presented an overview of the SAM PC Management system. This system would require either a patron API or SIP2 interface to work with III, with Patron API as recommended. Andy does not feel that this product is ready to work with consortia, and that there are bugs and serious tech support issues to resolve before we should consider recommending or purchasing this product. While board members were very interested in the concept, by common consent agreed to wait and keep researching PC management software and systems.

3. III Contract

 a. Additional items for purchase

Joan and Leslie recommend purchasing both the SIP2 and Patron API interfaces. Lydia Main moved, and Suzanne Risley seconded a motion to purchase the SIP2 and Patron API interfaces as part of the initial contract. Motion passed unanimously.

 1.  Joan and Leslie gave an overview of the Serials unit available.

There is a considerable cost savings benefit to buying it at the time of contract signing. Valerie Kilmartin moved and Suzanne Risley seconded a motion to purchase serials control services with the initial contract. There was considerable discussion regarding this purchase. Pro’s: cost savings at the front end, libraries have an opportunity to review their current workflows and make use of this tool; Con’s: the serials unit in Dynix is not currently used, why should we purchase a unit that may not see any use. It was clarified that this purchase would include only the LION wide serials unit, and if libraries needed individual accounts to use serials the library would be responsible for that purchase and maintenance cost. Question was called: 12 in favor; 6 opposed; motion carried.

 2.   Local databases: it is unclear whether LION libraries would need this unit in order to migrate their current local databases. Joan will get more information about this item. Sandy Ruoff stated that there needs to be some means of migrating local databases, whether or not it is this product is not important, but their data needs to be preserved and integrated into the new system

b. Legal Review

Joan is waiting on final contract review from our attorney and the attorney will handle the final contract negotiations. Joan and Leslie will handle reviewing the attorney’s recommendations and proceed as necessary based on that review.

c. Financial Details

Joan distributed a handout outlining the financial overview and costs. She answered questions about overall costs, maintenance, and overall pricing issues. Joan will update the pricing details in light of options agreed upon at the meeting and individual library orders. The approximate cost to LION will be $315,000, split over two years.

d. Approval to sign a contract with III

Suzanne Risley moved and Lydia Main seconded a motion to authorize Peter Ciparelli to sign a contract with Innovative Interfaces, Inc., for the contract reviewed by the LION staff and board with the following conditions:

1. That local databases will be able to be migrated either with or without the III interface, and the III interface will be included in the contract price and purchase if necessary;

And:

2. pending legal review and acceptance of terms by Leslie Scherer, Joan Gillespie and Peter Ciparelli.

Motion passed unanimously

e. Migration timing

After considerable discussion regarding timing, it was agreed that 9-12 months from signing the contract would be an acceptable timeframe for completion of the migration.

f. Training

Several board members articulated that they feel strongly that quality training is very important. Printed manuals are no longer standard issue with new ILS systems, but we will receive access to on-line manuals. Joan presented an outline of several different training scenarios and options. Sandy Ruoff moved and Lydia M. seconded a motion to have LION pay for an equivalent of one representative from each LION’s members library to have the general III training as provided. Motion passed unanimously.

Leslie mentioned that individual libraries have the option of sending more staff if their library is willing to cover the additional cost.

4. LION Budget Increase for FY06-07

Kelly M. moved and Ann P. seconded a motion to table this discussion. However, Marie and Sandy R. expressed the need to know about potential increases for their local budget preparation. Kelly and Ann withdrew the motion.

Joan suggested building in a small % increase in the operating budget each year to avoid a situation where in one year libraries would face a large increase, and to also potentially start to rebuild cash reserves. For planning purposes, LION member libraries should plan for a 3% increase in the FY07 LION budget. There was also consensus that a small % increase each year in subsequent years was a favorable idea.

VII. REPORTS:

1. LION Staff

a. Joan: nothing further to report

b. Andy: nothing further to report

c. Rick: nothing further to report

2. Committee Reports

Nominating: Mary Fiorelli requested nominations for the position of Treasurer, which is currently vacant. Art Myers will fill in on a temporary basis, but she would appreciate any board member that has not yet held an office, or one that has gone several years without serving in an office, consider serving in this capacity.

VIII. Old Business:  None

IX. New Business

Bridget Quinn-Carey thanked Rick and Matt for their help with the move and transition from the Essex Library to the Ivoryton Library.

X. Adjournment

Meeting Adjourned by President Peter C. at 12:10 PM.

XI. NEXT MEETING: October 25, 2005 9:30 am at Russell Library, Middletown.
Refreshments at next meeting: Blackstone Library, Branford.

Respectfully Submitted:

Bridget Quinn-Carey, Secretary

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