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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 Meeting Minutes September 18, 2018 10:30 am Eastern Shore Regional Library Salisbury, MD In attendance: John Venditta, Ed Goyda, John Walden, Scott Mahler, Rick Simpson, Andrea Berstler, Renee Croft, Kacey Martin, Jackie Adams, Frances Cresswell, Debby Bennett, Jennifer Ranck, Dana Newman Call to Order: John Walden called the meeting to order at 10:30 am. Changes to the Agenda: John Venditta added Ingram to “Old Business.” May 24, 2018 Minutes: Jackie Adams made motion to approve the May 24th meeting minutes. Andrea Berstler seconded the motion. The minutes were approved as written. Auditor’s Report: Chris Hall from TGM gave ESRL’s audit report to the board. The report came in as “clean” and satisfactory. This is the highest opinion that can be given. Financial Report (John Venditta): A Balance Sheet and Budget Comparative were given out. Under Income (4200), the ILS member contribution amount is not correct. This includes what ESRL owes for maintenance this year. Invoices for each county will be sent out in the next couple of weeks. The money will be due in November. Hoopla numbers have leveled off, which is good since we didn’t want to have to restrict usage. We will be billed yearly now and have a debit account. The Financial Report was filed for audit. Administrator’s Report (John Venditta): • Rachael’s position has been advertised. John would like to have one of the board members on the interview team. Renee suggested that John contact Carrie Sanders from the State Library. Everyone agreed that this was a good idea. • Reference USA update – In the spring, we had determined that we wouldn’t be using Reference USA for FY-19 and signed on with AtoZ Databases. Info Group, who owns Reference USA, said that we did not give them enough notice, since the contract had been re-written. They wanted us to keep the contract and John brought in ESRL’s attorney to review the contracts. He sent a letter to Reference USA and eventually they told us that they sent the letter to their legal department. We are now waiting on a response.

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Page 1: 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.

Page 2: 31901 Tri-County Way Suite 116-B Salisbury, MD 21801 ph

• 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.

Page 3: 31901 Tri-County Way Suite 116-B Salisbury, MD 21801 ph

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.


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