Board Minutes 1997 12

Minutes of the LION Board Meeting
December 16, 1997

Present: Jan Day, Mark Hewes, Gabriella Kaye, Marie Shaw, Marlene Palmquist, Karen Smith, Ann Penfield Sandy Ruoff, Nancy Wardell, Leslie Scherer, Liz Creighton, Betty Page, Paul Price, Linda Rusczek, Anne Clement, Marcia Lewis, Joel Marks, Elsie Jenkins, Ann Davis, Helene Tieger, Sandy Long, Bill Edge, Ed Murray, Gale Bradbury.

Guests: Ann Montgomery Smith, Lewis Daniels.

Absent: ELY


The meeting was called to order at 10:30 a.m. by President Ed Murray, at the Russell Library, Middletown, Ct.


Elsie Jenkins will give a report of the Governance Committee under the Status of the Joint Project.




Ann Penfield moved and Sandy Ruoff seconded a motion to approve the November 25, 1997 Board meeting minutes. Leslie Scherer asked for a clarification of a Personnel Committee recommendation under VI. 2.b. The cost of living raise would be granted pending Board approval. All voted in favor as amended. At this point Shirley Salafia arrived and was recognized by Bill Edge for her many years of service to LION as the Bookkeeper. She was presented with a gift from the LION Board and will join us for lunch.


Bill Edge reported on the treasurer's report for November 1997. Under disbursements, consulting for 1,565 included the auditor's fee. It was a straightforward month. There was a consensus to receive the report.


1. Status of Joint Project:

a. Monthly Report/Discussion:

Ann Montgomery Smith reported that the Governance Committee continues to work on the by-laws. She noted the by-laws are considered the rules to go by and they need to look at philosophical issues. The Joint Project Review Group did some brainstorming at the last meeting to come up with some issues. All member libraries will need to get together again to discuss the philosophy and a meeting will be planned. The group agreed on a new name they will now be known as Connecticut Library Partners, Inc.(CLP). Their main focus at this time is telecom. LION has recently begun this process and Bibliomation has been working on it for a while. Bibliomation had an analysis of their 56kb lines done and discovered one branch is reaching its limit on bandwidth. She discussed the Directors meeting on a structured analysis of telecom and some of the issues that were raised including training, security, shared network administrator, and their criteria for a telecom system to meet. The group is moving forward. They are talking with the Ct. State University Administration to see if our group can work with their consultant to find ways to work together. She mentioned a site in Bibliomation who experienced telecom problems and was down for over a week. This points to a need for a qualified staff person to troubleshoot.

b. By-laws update:

Elsie Jenkins reported on the status of the by-laws. The Joint Project began as an organization of organizations but we need to involve members and become member driven. They need to understand where each network is and allow for new members. By-laws of many organizations have been looked at. The long range vision is that as the organization becomes member driven the networks will fade away but we are not there yet. Elsie noted the by-laws must be clear about membership rights of full members and associate members. There will be a 9 member Board who will meet quarterly with an annual membership meeting. The Governance Committee will revise and finalize the by-laws. CLP will revise the memo of agreement with a new long range vision. Once the by-laws are set a Certificate of Incorporation may be applied for. Ann Montgomery Smith mentioned concerns the other networks had regarding this organization, including forced membership and costs beyond their control. Budget matters affect all of us and this has been considered. She suggested the networks could pay the dues. A question was raised on whether this was being made attractive to schools. The idea is to have a broad membership with the possibility of becoming an affiliate member and taking advantage of those services of interest to you. Users groups may be developed on various services and geographical groupings could meet.


1. Presentation of the Slate of Officers:

Valerie Harrod presented the following slate of officers:

Ed Murray – President

Jan Day – Vice-President

Karen Smith – Treasurer

Sandy Long – Secretary

2. Nominations From the Floor:

None 3.

Election of Officers for 1998:

Valerie Harrod moved and Ann Davis seconded a motion to approve the slate of officers presented. The motion carried.


1. Motion to adopt resolutions authorizing Board Officers to disburse and Officers and Executive Director to transfer funds:

Leslie Scherer moved and Karen Smith seconded a motion to adopt resolutions authorizing Board Officers to disburse and Officers and Executive Director to transfer funds. The motion carried.

2. Motion to authorize Executive Director and Associate Director to sign bank checks not to exceed $3,000:

Ann Clement moved and Elsie Jenkins seconded a motion to authorize Executive Director and Associate Director to sign bank checks not to exceed $3,000. The motion carried.


2. Proposed new Ops Fees for FY 1999:

Bill Edge handed out a revised schedule of services and budget summary for FY 99. Karen Smith reported there would be no increase in OpsFees. Bill noted on the schedule of services there is no longer an OPAC after minimum configuration. He suggested replacing existing PACs with WebPACS by upgrading existing PACS for a $600 one time charge and $150 monthly charge or adding a New WebPAC for $2000 one time and $150/mo. Internet would require a $50 one time user fee plus $50/yr. Bill also commented on the need for security of the LION network if it is connected to a non-LION network. Costs are not increasing but we will need to pay for added services. Bill discussed the Budget summary for FY 99 relating the income to disbursements. He asked for a confirmation on the survey he faxed. The number of WebPACs installed will offset most of the projected Operations Fee Income versus Operations Expenses deficit caused by higher telecom costs with the new frame relay network through a net gain of projected receipts, the remainder would be absorbed by LION reserves. It was suggested to raise the Ops Fees in small increments on a regular basis rather than a large increase at one time. Sandy Ruoff moved and Leslie Scherer seconded a motion to have LION absorb up to a $10,000 deficit in Ops Fee income in the FY 99 budget and pass on in Ops Fee increases anything over that. 11 in favor, 3 opposed (LED, MRD, NWC), 2 abstained (EHP, PEQ). The motion carried.


1. LION Staff Reports:

a. Bill Edge had nothing more to report.

b. Mark Hewes handed out his written report.

2. Bibliographic Committee: None

3. Personnel Committee: None

4. Finance Committee: None

5. Planning Committee: None

6. Circulation Committee: None.

The next meeting will be March 12th.

7. PAC Committee: None.

There will be a demonstration of WebPAC on Thursday, Dec.18th at Russell Library. Members are encouraged to attend.

The next meeting of the LAN Subcommittee will be Jan. 21 at 9:30 a.m. at the Russell Library.




The next meeting will be January 27, 1998, 9:30 a.m., Russell Library. Refreshments will be provided by East Lyme High School Library. Jan Day moved to adjourn at 12:00 p.m. The motion carried.

Respectfully Submitted,

Gale F. Bradbury, Secretary

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