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

EasternShoreRegionalLibraryBoardofTrusteesMinutesOctober27,201511:30a.m.EasternShoreRegionalLibrarySalisbury,MDInattendance:JohnVenditta,AndreaBerstler,ScottieOliver,RickSimpson,DebbyBennett,KaceyMartin,JohnWalden,JackieAdams,ReneeCroft,JenniferRanckCalltoorder:AndreaBerstlercalledtheAnnualMeetingtoorderat11:30a.m.Auditor’sReport(ChrisHall,TGM):FinancialStatementandAuditCommunicationpassedouttotheboardandweregoneover.TGMgaveESRLanUnmodifiedorCleanopinion.Nointernalcontrolissuestoreport.Cleanauditcommunicationswerereported.DebbyBennettmademotiontoaccepttheauditreportfromTGM.JackieAdamssecondedthemotion.Thereportwasaccepted.PersonnelReport(JohnWalden):JohnVenditta’sevaluationwasreportedon.JohnWaldenhasacopyforanyonewhoisinterested.JohnWaldenwillchairthepersonnelcommitteefornextyear.FinanceCommittee(DebbyBennett):ThecommitteemetinJuneanddevelopedthe2016ESRLBudget.DebbyBennettmademotiontoadjourntheAnnualMeeting.JohnWaldensecondedthemotion.TheAnnualMeetingwasadjourned.Calltoorder:AndreaBerstlercalledtheGeneralBoardMeetingtoorderat12:00p.m.ChangestoAgenda:DebbyBennettproposedaddingdiscussionofthestatewidelaptopgrantwithCarolineCountytotheFinancialReport/FY-16Budget.June4,2015Minutes:JohnWaldenmademotiontoapprovetheJune2015boardminutes.JenniferRancksecondedthemotion.TheJune2015minuteswereapproved.FinancialReport(JohnVenditta):ABalanceSheetandBudgetComparativewerepassedout.TheeRatereimbursementmoneywasputintothenon-governmentalincomeaccount.Thereis$1,632,060.16currentlyinthefundbalance.JohnanticipatesspendingthebulkofthisonthenewILS.TheFinancialReportwasfiledforaudit.

FY-2016Budget:• JohnVendittasubmittedabudgetchangetotheboardforavote.Allwereinfavor.The

LSTAandADAgrantsarenowlistedunder“Income”onthebudget.• DebbyBennettsharedwiththeboardthatDLDShadaskedCarolineCountyLibraryto

floatastatewideinitiativegrantforlaptopsforCodingandVRyouthprogramsthroughoutthestate.CarolineagreedtodothisifDLDScouldfrontthemthemoney,duetothesizeableamount.DLDSsplitthisbetweentwograntsforlastyearandthisyear.Allofthisyear’smoneyisfrozencurrently.Carolinehasbeengivenlastyear’sgrantandhasorderedalloftheequipment.Carolinewasabletoaskforreimbursementforthefirstgrant,buthasnotyetreceivednoticeforthesecondgrant.Debby,JohnVendittaandAndreaBerstlerspokewithDebbieVargasatDLDSandhaveagreedtotransferthenewgrantovertoESRL.ThismeansthatESRLwillbecomethefiscalmanagerofthesecondgrantandgetthenoticeofgrantaward.CarolineCountywillsubmittheoutstandingbilltoESRLanditwillbepaid.ESRLwillaskforreimbursementfromDLDS.CarolineCountywillcontinueasprojectmanager.JackieAdamsmademotiontoacceptthegranttransferfromCarolineCountytoESRL.JenniferRancksecondedthemotion.Theboardvoted.Allwereinfavor.

• BudgetAdjustments:JohnVendittareviewedthebudgetadjustmentswiththeboard.HewillcreateanaccountunderIncomeas4047fortheLSTAStatewideLaptopGrant,thenagainunder9004forExpenses;bothequaling$131,723.TheADAWorkstationGrantwillbeunderthisaswell.MovieLicensinghasbeenaddedtoExpensesunder9110–ContractualServices.ESRLisincreasingcopyingfundsto$39,664.00.ClericalhasgonedownduetoDeanleaving.Thishasalsocausedunemploymenttoincrease.Thebudgetwillremainbalancedwithalloftheadjustments.

Theboardvotedonthecompletebudgetadjustments.DebbyBennettmotionedtoacceptallproposedchangestothebudget.JackieAdamssecondedthemotion.Allwereinfavor.AndreaBerstlerwillsignapprovaltochangesasboardpresident.Administrator’sReport(JohnVenditta):TheLegislativeBreakfastswereasuccess.Therewasgoodtalkwiththelegislatorsandstakeholders.Everyonegottoknoweachotherbetter;welookforwardtodoingitagainnextyear.DelegateJayJacobsmentionedthatitwouldbegoodforthelibrariestospeaktothedelegation.JohnwantstowaitandseewhattheJanuaryDelegatesmeetingbringsbeforeschedulingwiththem.CharlesOttoisheadingtheeasternshoredelegation,sohecanbeapproachedforsettingupameeting.JohnwillalsobefollowingupwiththelegislatorsonESRL’scapitalneeds.ThankyoutoKaceyforallofherhelpwiththeLegistativeBreakfastandalsotoReneeCroftforallofherhelpwithDBMandthenewfacilityissues.ITReport(RickSimpson):

• Upgradesofhardandsoftwarewillbestartingatthebranches.Thefirewallswillbereplaced.ThisisaneRateproject,sowewillget80%ofthecostback.Eliwillbeincontactwitheveryonetoschedulethese.

• EnvisionwareUpgrade:therewerethingsthatneededtobefixedintheclientandnowtheyare.SomersetandDorchesterarefinished.Jeffwillbeintouchwiththeremaininglibrariestoscheduletheseupgrades.KristiandStephenwillbedoingthisduringtheirregularbranchupdatevisits.

• LSTAGrants:TheADA,StatewideLaptopandVirtualRealitygrants–RickputtheDeepFreezerenewalinlastyear’sbudget.Sinceweholdpayalloftheshore’sDeepFreezelicensingandmaintenance,andtherewillbeaninfluxofnewcomputersontheshore,Rickwasconcernedthatwewouldneedmoremoneytosetthemup.RicktalkedtoJohnCourieinCarolineandLizatDLDS.Shedoesnotwantanyofthelaptopstobefrozen.Rickthinksthatthiswillbeaproblemwithothertrainersusingthecomputers.LizisstillintheprocessofworkingupadocumenttostatethepurposeoftheselaptopsandthatDLDSwillberesponsiblefortheirsupport.LibrarieswillhavetosignthattheywillonlybeusedforYASTEMprograms.TheboarddiscussedissueswithspacefortheADAworkstationsinthebranches.

InformationServicesReport(KaceyMartin):TheBobMankoffvisitwentverywell.Bothvenueshadgreatturnouts.Theupcomingchildren’sauthorvisitwillbewithJenniferHolm,whowroteBabymouse.DLDSReport(ReneeCroft):ReneegavetheboardanupdateontheLSTAandCapitalGrantawards.Thereisanewfiscalrepresentativetothedivisionandallnewsupervisorswhoneedtomovethesethrough.Therearestilldelays,butnonewinformation.TheAnnualCapitalNeedsAssessmentisduebyNovember13th.TheAnnualCapitalmeetingatDBMwasinlateSeptembercoveredtheESRLfacilitycapitalimprovementprogram.ItwasinacollaborativeprojectwithWicomicoPublicLibraryandwaspushedoutto2017.ThejointprojectwassubsequentlysuspendedandsothisyearweneededtoconvinceDBMtokeepESRLintheState’scapitalbudget.Ithasbeenpushedoutlongerduetothedelayinsiteacquisition.OldBusiness:

• JohnWaldenspoketotheboardabouttheStatewideDatabaseConsortiumtalkedaboutattheMLApanelmeeting.Theystillwantustosignupwiththis.Theboardisstillunanimouslynotinfavorofthis.

• RegionalILS:JohnVendittagaveouttwohandoutstotheboard;alongandshortversionoftheeasternshoreILSconsortiumsurvey.TheshortformwillgotoDorchester,WorcesterandSomersetcounties,thelongwillbeemailedtoeveryoneelse.InformationgatheredwillbuildadatabasefortheEasternShore.Nodeadlinehasbeensetyet,butitwillmostlikelybethreeweeksfromthemailing.Afterthat,wewilltalkabouthavingthefirstgroupmeetingfortheILS.

NewBusiness:• FY-16AnnualPlan:JohnVendittahandedoutaonepageannualplanandstrategicplan

totheboardasanupdateforwhereESRLisatthistime.• KaceyMartinpassedoutprintproposalfoldersandexplainedtherequiredformsfor

requestsonprinting,diecutsandgraphicdesign.EachcountywillhavetheirownprintingliaisontocontactKaceywithrequests.Theprintingwillbesentouttoaprofessionalprintagencyinordertogivethecountiesmoreoptionsandbetterqualitywork.ESRLwillbegivingeachcountyadebitaccountof$3,000.00thisyearforprinting.StartingNovember1st,allprintjobswillbeappliedtothisdebitaccount,otherthansingleordoublesided,nofoldrequests;whichwillbeprintedinhouseatESRL.

NextMeetingDate:Thursday,January14,2016atKent’sChestertownLibrary.JohnWaldenmademotiontoadjournthemeeting.DebbyBennettsecondedthemotion.Themeetingwasadjournedat1:30p.m.