31901 Tri-County Way Suite 116-B Salisbury, MD 21801 ph ...Jun 09, 2016 · with MSDE requirements....
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Caroline Dorchester Kent Queen Anne’s Somerset Talbot Wicomico Worcester 31901 Tri-County Way Suite 116-B Salisbury, MD 21801 ph: 410-742-1537 fax: 410-548-5807 Eastern Shore Regional Library Board of Trustees Minutes June 9, 2016 1:00 pm Caroline County Library Denton, MD In attendance: John Venditta, John Walden, Jennifer Ranck, Jackie Adams, Debby Bennett, Andrea Berstler, Dana Newman, Frances Cresswell, Rick Simpson, Kristi Richardson, Rachael Stein, Kacey Martin Call to Order: Andrea Berstler called the meeting to order at 12:53 pm. Changes to the Agenda: John Venditta added Salary Survey to “New Business” March 10, 2016 Minutes: John Walden made motion to approve the March 10, 2016 board meeting minutes. Debby Bennett seconded the motion. All were in favor. The minutes were approved. Financial Report (John Venditta): A Balance Sheet, Budget Comparative and Budget Adjustment Sheet were given out to the board. § There is almost $1 Million in the MLGIP account as of now. $550,00.00 of this will be put into the budget to cover expected costs of the new ILS. § During ESRL’s last MSDE audit, we were told that we could not exceed any expense budget lines by 10 percent at the end of the year. For the highlighted items on the Budget Comparative, John will be recommending that we alter these so that they comply with MSDE requirements. § Gale Courses were contracts in April 2015, but billed us in July. We were billed again on the April 2016 renewal. This meant Gale was paid twice in one fiscal year. It is now set up so that they will be paid once annually. § Budget Adjustments: ESRL will add a forward balance to account 4010 for the $35,900.00 overspent on Gale Courses as a transfer from savings. $35,500.00 will then be added to the budget for 9110.32 under Gale Courses, so that it won’t be over budget for MSDE. The current budget had no account for Trueflix, so John put $5,972.00 from an overage into 9110.36 for this. There was originally $35,000.00 in the eSubscription Contingency account, but only $300.00 has been spent. John will move $34,000.00 of this into Audio/eBook Content to make that budgeted amount $85,779.00. $4,500.00 will be moved from the Training account 9210 to Training Incidentals 9220 to total $8,000.00 for travel expenses for consultants. Non-Governmental Expenses will change from $1,000.00 to $5,000.00. Postage went up due to book returns; therefore the new budgeted amount will be $900.00. The Vehicle Rentals account had $1,000.00 transferred from Fuel Expenses to cover our delivery van being serviced.
Transcript of 31901 Tri-County Way Suite 116-B Salisbury, MD 21801 ph ...Jun 09, 2016 · with MSDE requirements....
Caroline Dorchester Kent Queen Anne’s Somerset Talbot Wicomico Worcester
31901 Tri-County Way Suite 116-B Salisbury, MD 21801 ph: 410-742-1537 fax: 410-548-5807
EasternShoreRegionalLibraryBoardofTrusteesMinutesJune9,20161:00pmCarolineCountyLibraryDenton,MDInattendance:JohnVenditta,JohnWalden,JenniferRanck,JackieAdams,DebbyBennett,AndreaBerstler,DanaNewman,FrancesCresswell,RickSimpson,KristiRichardson,RachaelStein,KaceyMartinCalltoOrder:AndreaBerstlercalledthemeetingtoorderat12:53pm.ChangestotheAgenda:JohnVendittaaddedSalarySurveyto“NewBusiness”March10,2016Minutes:JohnWaldenmademotiontoapprovetheMarch10,2016boardmeetingminutes.DebbyBennettsecondedthemotion.Allwereinfavor.Theminuteswereapproved.FinancialReport(JohnVenditta):ABalanceSheet,BudgetComparativeandBudgetAdjustmentSheetweregivenouttotheboard.
§ Thereisalmost$1MillionintheMLGIPaccountasofnow.$550,00.00ofthiswillbeputintothebudgettocoverexpectedcostsofthenewILS.
§ DuringESRL’slastMSDEaudit,weweretoldthatwecouldnotexceedanyexpensebudgetlinesby10percentattheendoftheyear.ForthehighlighteditemsontheBudgetComparative,JohnwillberecommendingthatwealterthesesothattheycomplywithMSDErequirements.
§ GaleCourseswerecontractsinApril2015,butbilledusinJuly.WewerebilledagainontheApril2016renewal.ThismeantGalewaspaidtwiceinonefiscalyear.Itisnowsetupsothattheywillbepaidonceannually.
§ BudgetAdjustments:ESRLwilladdaforwardbalancetoaccount4010forthe$35,900.00overspentonGaleCoursesasatransferfromsavings.$35,500.00willthenbeaddedtothebudgetfor9110.32underGaleCourses,sothatitwon’tbeoverbudgetforMSDE.ThecurrentbudgethadnoaccountforTrueflix,soJohnput$5,972.00fromanoverageinto9110.36forthis.Therewasoriginally$35,000.00intheeSubscriptionContingencyaccount,butonly$300.00hasbeenspent.Johnwillmove$34,000.00ofthisintoAudio/eBookContenttomakethatbudgetedamount$85,779.00.$4,500.00willbemovedfromtheTrainingaccount9210toTrainingIncidentals9220tototal$8,000.00fortravelexpensesforconsultants.Non-GovernmentalExpenseswillchangefrom$1,000.00to$5,000.00.Postagewentupduetobookreturns;thereforethenewbudgetedamountwillbe$900.00.TheVehicleRentalsaccounthad$1,000.00transferredfromFuelExpensestocoverourdeliveryvanbeingserviced.
DebbyBennettmademotiontoapproveallbudgetadjustmentsaslisted.JohnWaldensecondedthemotion.Allwereinfavor;thebudgetadjustmentswereapproved.TheFinancialReporthasbeenfiledforaudit.JackieAdamsmademotiontomoveintoClosedSessiontodiscusstheAdministrators’Evaluation.DebbyBennettsecondedthemotion.TheboardmovedintoClosedSessionat1:07pm.ReturntoOpenSessionat1:13pm.TheboardhasdiscussedJohnVenditta’sevaluationandhasapprovedtherequestedsalaryincrease.FY-2017Budget(JohnVenditta):DebbyBennettgaveareportfromtheFinanceCommitteemeetingearliertoday.TheyreviewedtheFY-17budgetforESRLanditistheirrecommendationtoacceptitasproposed.JohnWaldenmademotiontoaccepttheproposedbudgetforFY-17.JackieAdamssecondedthemotion.Theboarddiscussedthechanges.Allwereinfavor;theFY-17proposedbudgetwasapprovedassubmitted.Administrator’sReport(JohnVenditta):
• Forthefirsthalfofthisyear,JohnwasinvolvedintheTalbotCountyLibrarydirectorsearch.HeispleasedtowelcomeDanaNewmanasthenewdirector.AsofJuly,thenextboardpresidentwillbeDanaNewman.SinceGailSheldonwillbeleavingSomerset,thenextactingVicePresidentwillbeJohnWalden.
• GailSheldonsubmittedherresignationlastnightatherboardmeeting.SomeofherboardmembersarenewandhaveaskedJohntohelpfindaninterimdirectorbyJuly14th.HeandKaceywillputtogetheranewpacketforthenewdirectorsearch.
• ESRLCapitalPlanupdate:Wewereinthestate’sCapitalBuildingPlanupuntillastNovember,whenDBMtookusout.JohnwouldliketolookatotheropportunitiesforourCapitalPlan.
ITReport(RickSimpson):
• ThenewCrisfieldbuildingopenedonSaturday,June4th.Thewholeprocesswentverywellandnowtheyhavealotmoretechnologythantheyhadbefore,includinga3Dprinter.
• Rickisplanningonorderingmoreofthe3DprintersforESRL,WorcesterCountyandCarolineCounty.Eachprintercosts$900.00.Ifanyoneelseisinterestedinhavingone,lethimknow.
• WorcesterCountyhasanupcomingDigitalSignageprojectthatKristiwillbeworkingon.Theywillconnecttothelibrarywifiandcanbecontrolledbymainlibraryforallbranches.Thecostforeverythingwillbe$3,500.00fortheirfivebranches.
• ThefirewallsareallupdatedforFY-16,exceptforthedatacenter.ThiswillhappenonJune20th.
• Nextyear’sbigprojectisnetworkswitchesforconnectingtofiberinthedatacenter,whichwillmakeittentimesfaster.Thefollowingyearwillbeswitchesforthelibrarybranches.
• Windows10update:Wehaven’tbeenabletofinishtestingitwithEnvisionwareyet,butoncewegetthecomputersfortesting,itwillbeunderway.Hopefullybytheendofsummer,itwillbereadytoupdatethebranches.PrincessAnnewillbethefirstupdatedasatest.
InformationServices(RachaelStein):
• RachaelhandedoutalistofeResourcesandstats,collectiondevelopmentpolicyandmovielicensestotheboard.WeareinthemidstofgettingHooplasetupandwhenevereachlibraryisreadytogolive,itwillbeavailable.Thedepositaccountforthiswillhave$60,000.00foreveryonetodrawfrom.Becauseofthis,egroupagreedthatregionally,thenumberofmonthlycheck-outsperpersonislimitedtoeight.Therewillalsobeapricecapof$1.99onindividualitems.Otherparameterscanbedecidedonaperlibrarybasis.
• Beanstackisbeingsetupnowaswell.Thereisalotofcustomizationforthissite,somostcountieswon’tgoliveuntilJulyorAugust.Hopefullyitwillbereadyforsummerreadingnextyear.
• Fortheupcomingyear,wearedroppingOneClickDigital,TransparentLanguagesduetosigningupforRosettaStone,andTheDailyTimes.RosettaStonewillstartinJulythroughSailor.ThereisatrainingwebinarscheduledinJuneforRosettaStoneandExplora.
• CollectionDevelopmentPolicy:JustupdatedwithanaddedappendixfortheAdvantagecollection.Theboardagreedtoreviewthepolicyandaddittothenextmeeting’sagendaforapproval.
• JennyHolmcameforourauthorvisitandwasasuccess.Therewereover1,800peopleinattendancetotalforherprograms.Nextyear’schildren’sauthorvisitwillbemovedtoMay.Thereisnotauthorscheduledyet.
GraphicDesign(KaceyMartin):
• MLABasketswentreallywellthisyear;allofoursweresold.• Non-brandedRackCardsareshippingouttoday.Thelibrary’sbrandedversionsareon
order.• ThenewestESRLYakandprintingdebittotalswerehandedoutinboardmember
folders.TheFY-17printbalanceforeachcountywillgoupto$4,000.00.June15thisthelastdaytogetinyourFY-16printrequests.
DLDSandTrainingreportswereincludedintheboardmembers’folders.LegislativeReport(JohnWalden):NonewinformationonpullingoutoftheMSDEbillfortheirstudy.AtPLAtherewasdiscussiononAlexander&Cleaver’sworkandifitwasworthwhile.OldBusiness:TheRegionalILSRFP’sweredeliveredtofivevendors:bothiiivendors,Equinox,SirsiandTLC.TheirproposalsaredueinbyJuly15thatcloseofbusiness.Johnmaycalltheboardtogetheraftercopiesaresentout,toreviewthemasagroup.Thecontractwillbewiththeboard.
NewBusiness:• TheFY-2017AnnualPlanwaspassedouttotheboard,whichincludedaone-page
StrategicPlan.IttalksaboutthenewILS,theprintdebitsystemandournewproductsfromInformationServices.JohnwouldliketoplanmoreshorewideLegislativeBreakfaststokeepintouchwithourlegislators.
• AftertheILSisinplace,ournextbigprojectwillbearegionwidesalarysurvey.Johnplanstostartworkingonitbylatewinter/earlyspring.HewouldliketoputtogetheranRFPpriortoFY-2018,followingWesternMaryland’scurrentprocess.Thenewovertimepolicymightaffectthis.
NextMeeting:Thursday,September15that10:30am.Location:ESRLDebbyBennettmovedtoadjournthemeeting.JackieAdamssecondedthemotion.Themeetingwasadjourned.
