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.