31901 tri-county way suite 116-b salisbury, md 21801 ph

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

EasternShoreRegionalLibraryBoardofTrusteesMeetingMinutesSeptember18,201810:30amEasternShoreRegionalLibrarySalisbury,MDInattendance:JohnVenditta,EdGoyda,JohnWalden,ScottMahler,RickSimpson,AndreaBerstler,ReneeCroft,KaceyMartin,JackieAdams,FrancesCresswell,DebbyBennett,JenniferRanck,DanaNewmanCalltoOrder:JohnWaldencalledthemeetingtoorderat10:30am.ChangestotheAgenda:JohnVendittaaddedIngramto“OldBusiness.”May24,2018Minutes:JackieAdamsmademotiontoapprovetheMay24thmeetingminutes.AndreaBerstlersecondedthemotion.Theminuteswereapprovedaswritten.Auditor’sReport:ChrisHallfromTGMgaveESRL’sauditreporttotheboard.Thereportcameinas“clean”andsatisfactory.Thisisthehighestopinionthatcanbegiven.FinancialReport(JohnVenditta):ABalanceSheetandBudgetComparativeweregivenout.UnderIncome(4200),theILSmembercontributionamountisnotcorrect.ThisincludeswhatESRLowesformaintenancethisyear.Invoicesforeachcountywillbesentoutinthenextcoupleofweeks.ThemoneywillbedueinNovember.Hooplanumbershaveleveledoff,whichisgoodsincewedidn’twanttohavetorestrictusage.Wewillbebilledyearlynowandhaveadebitaccount.TheFinancialReportwasfiledforaudit.Administrator’sReport(JohnVenditta):

• Rachael’spositionhasbeenadvertised.Johnwouldliketohaveoneoftheboardmembersontheinterviewteam.ReneesuggestedthatJohncontactCarrieSandersfromtheStateLibrary.Everyoneagreedthatthiswasagoodidea.

• ReferenceUSAupdate–Inthespring,wehaddeterminedthatwewouldn’tbeusingReferenceUSAforFY-19andsignedonwithAtoZDatabases.InfoGroup,whoownsReferenceUSA,saidthatwedidnotgivethemenoughnotice,sincethecontracthadbeenre-written.TheywantedustokeepthecontractandJohnbroughtinESRL’sattorneytoreviewthecontracts.HesentalettertoReferenceUSAandeventuallytheytoldusthattheysentthelettertotheirlegaldepartment.Wearenowwaitingonaresponse.

• ThenewBerlinbranchisnowopenandChestertownhashadtheiropeningafterare-design.Maybewecanplanafutureboardmeetingatbothlocations.

• MACowasabigsuccess.Ourlibraryboothwontheboothdesignaward,thankstoThomasVoseandhiscardboardpirateship!

ITReport(RickSimpson):

• Thewirelessaccesspointsarehere.Theyweredelayedtwomonthsduetopersonnelissues.Eliisprogrammingthemnow;itlookslikemostofthelibrarieswillbegettingtheirswitchesandaccesspointsinstalledatthesametime.

• Theoffsitebackup–Rickwantedtogetanideaofhowmanyofthelibrariesarestillusingit.Theissuewiththecurrentserviceisthattherewasadiscfailureintheharddrive.Therearethreediscstotalanditdoesn’tlooklikeitisgettingusedverymuch.WehavenewoverallnetworkdiscstorageandJimcanmigratedataforthosethatwillwanttouseit.Rickwillsendoutanemailtotheboard.

• Reminder–emailaccountsneedtobeloggedintoevery90daysortheywillbedeleted.Jimwillsendoutalistofwhataccountseachcountyhas.Zimbrahasabackupfeature,askJohnV.ifyouareinterestedinfindingoutaboutthis.

Training(SamEddington):Sam’strainingreportwashandedouttotheboard.GraphicDesign(KaceyMartin):

• KaceywillbeputtingonanothergraphicdesigntraininginDecember.EmailKaceyorSamforinformationortoaddemployeestotheattendancelist.

• Theprinterliaisonmeetinghadtoberescheduledduetopotentialweathercomplicationsfromthehurricane.Wewillbesendingoutthenewmeetingdatesoon.

• Thenewprinterisworkingoutwell.Wehavehadsomegrowingpainsbutwearelearningalot.Kaceywouldlikefeedbackfromthelibrariesifpossible.

• ThereisaPRmeetingcomingupinDentononOctober30thandKaceyencouragedtheboardtohavetheirstaffattendiftheycan.Itwillcoverhowtotalktothemediaandwillfeaturepracticeinterviewsinfrontofacamera.

• AnnualReporttimeisalmosthere.Ifanyoneneedsgraphicsorhelpwithanything,contactKacey.

MarylandStateLibrary(Renee):

• TheMSLboardmetlastFridayandtheprimaryfocuswastoadoptupgradingtheCapitalbudgetsforfiscalyear2020.AlotofthistookplaceinExecutivesession.WehavebeenassignednewbudgetanalystsonboththecapitalandoperatingsidesfromDBM.

• ThefinalprojectawardsfortheFY-19CapitalBudgetweregrantedonJune20th.WearenowsendingoutnotificationsviatheCapitalGrantwebsite.

• TheCompetitiveGrantcycleforLSTAisstillopen.ProposalsareduebyOctober8th.Thesefundscanbeusedforfacilitiesmasterplansorupdatingfacilitiesplans.

OldBusiness:• Facilities–ReneeandJohnV.haveputtogetherourCapitalProjectResolutionthathe

willaskeveryonetosign.ItstatesthattheBoardofESRLresolvestopartnerwithMarylandStateLibrarytodevelopandimplementacapitalprojectforthenewEasternShoreRegionalLibraryfacility.Oncethisissigned,JohnwillsendittoIrene.HehopestositdownwithheranddiscussstartingtheprocessofgettingbackintotheStateCapitalPlan.ReneerecommendscontactingtheDepartmentofGeneralServices’realestateoffice.ThiswillhelpthemunderstandthelimitationsofleasedspaceavailableontheEasternShore.

• Ingram–DebbyBennett.Caroline’scatalogingandacquisitionsstaffmetwithIngram.TheysaythatIngramcandelivermore,fasteratbasicallythesamepriceaswearegettingwithBaker&Taylor.TheirorderingprocesslookstobeeasierandsoundslikeitworksbetterwithPolarisasfarasacquisitions.DebbyaskedtogetIngramontheagendaandhavethemcomeintotalk.TheboarddiscussedthisandtheywouldliketoknowhowgoingwithIngramwouldaffectthediscountwithBaker&Taylor,canIngrammatchthediscountthatwearecurrentlygetting,andcouldtheybeasecondarysourceforustouse(likevideogames)?Theboardisopentoexploringoptionsandwouldliketohavethemcometoaboardmeeting.Debbiewillcomeupwithalistofquestionsforthemandsendtoeveryonefortheirinput.

NewBusiness:

• TheHRAudit–JohnVenditta.Thankyoutoeveryoneonthequickturnaroundonhisrequestforinformation.JohncontactedseveralHRfirmsyesterdaytoletthemknowwhatwearedoingandtogetaballparkfiguretoputintothegrant.Hewillleteveryoneknowassoonasheknowsanything.ThegrantisdueOctober8th.Everythingiswrittenexceptforthebudgetasofnow.

• BankSignature–JohnVendittawouldliketoaddEdGoydaasasignatoryforESRLchecks,alongwithJenniferRanck.Theboardagreedunanimously.

• AndreaBerstler-UntilWicomicohiresanewdirector,ScottMahlerwillberepresentingthelibraryontheESRLboardandKarenMarkswillbecomingtotheConsortiumMeetings.

NextMeeting:Tuesday,December4that11:00am.Location:WorcesterCountyLibrary–Berlin,MDThemeetingwasadjournedat11:30am.