Board Minutes 2011 08

Regular Meeting
Tuesday, August 23, 2011
Russell Library, Middletown


PRESENT:  Cyndi Shirshac – DU, Lydia Main – EL, Richard Conroy – EX, Sandy Ruoff – GU, Cindy Mulbach – HA, Gale Bradbury – LB/LG, Bonny Albanese – MA, Chris Angeli – MA, Bonny Albanese – MA, Vince Juliano – MD, Deb Barberi – MD, Rebecca Hagstrom – ME, Karen Roesler – ME, Bob Hull – NB,  Lois Baldini – NH, Suzanne Maryeski –NL, Cornell McNair – NW, Mary Fiorelli – OL, Meryl Farber – OR, Kelly Marszycki – RA, Leslie Scherer – WA, Janet Flewelling – WA, Lynn Serra – WD, Colleen Bailie –WM, Lew Daniels – WS, Alan Hagyard – LION, Andy Gardner – LION, Rick Widlansky – LION.

I.  CALL TO ORDER:  Richard C. called the meeting to order at 9:36 a.m.



IV.  APPROVAL OF MINUTES:  The minutes of the June 14, 2011 were accepted on a motion by Lydia M. and a second by Kelly M. with the following amendments:  Lydia Main was present from East Lyme, not William Deakyne; April and May, not March, cash flow reports were presented; Mary Fiorelli was elected Treasurer not Kathy Rieger, and incoming president Richard Conroy adjourned the meeting.

V.  TREASURER’S REPORT:  Treasurer Mary Fiorelli presented the cash flow statements for June and July, 2011.  The Reports were filed for audit.


  1. LUX charge.  A draft of the charge of the LION Users Experience (LUX) Committee was distributed to the Board.  In addition, Alan H. also provided the Board with a statement from LION’s policies that describes the role of all LION committees which addresses the concerns that some members had expressed about the proposed charge.  Alan H. reminded members that the LUX committee was created by merging the Emerging Technology Committee with the PAC Committee, both of which had not been active.  He strongly urged all libraries to send representatives to all committees.  Groups only meet quarterly and it is very important for discussions to include as many people as possible for any project being considered.  Leslie S. moved that the proposed charge be accepted.  Sandy R. seconded the motion.  It passed unanimously.
  2. Overdrive Report.  Draft Guidelines for Overdrive Service were distributed to the Board. Janet F. noted that the guidelines basically describe the policies and procedures followed to date.  A lengthy discussion followed.  Members questioned the composition of the selection committee and the criteria used to select titles.  Alan explained that volunteer library members submit recommendations to him, and he submits an order of approximately $3,000 per month (half for audio titles, half for e-books) All member libraries are encouraged to make suggestions.  Meryl F. asked if Alan could send a monthly reminder to libraries asking them for their recommendations.  Leslie S. suggested that, if possible orders should be placed more than once per month, so that they appear on the “new” list which is where patrons are more apt to request a title.  The following changes were made to the draft:



A committee of volunteers will make monthly selection lists of audio and eBook titles.  Each month approximately 1/12 of the total allocation should be spent which should be split evenly between audio and eBooks. The order is generally submitted mid-month.


 A committee of volunteers will make selection lists of audio and eBook titles.  Each month approximately 1/12 of the total allocation should be spent which will be split between audio and eBooks.



Renewals are not allowed


Renewals are currently not allowed (based on Overdrive functionality)



Maximum number of titles a patron can have on waiting lists = 4


Number of titles (combined audio and eBook) a patron can have checked out at one time = 4

On a motion by Sandy R. and a second by Leslie S. the amended draft was approved for final use.


Leslie S. attended Overdrive’s User Group Conference in July and shared what she learned.  A copy of her notes was distributed to all Board members.  Growing demand for e-books is undeniable and Overdrive is working on some exciting improvements.  Of special importance is their collaboration with Amazon which will allow patrons with Kindles to easily borrow Overdrive titles.  There are several other companies (3M, NetLibrary/Recorded Books, and Baker and Taylor) who will be offering digital titles for libraries to lend.  Some look very promising but none are fully available for use or have the content that Overdrive currently provides.  The competition, however, will surely lead to improvements in library digital material lending.

Leslie S. moved that LION allocate $10,000 from reserves for the purchase of e-books, $5,000 up front to immediately increase the collection and then another $5,000 to be added throughout the year to keep the collection growing.  The motion was seconded by Sandy R.

Alan H. informed the Board that currently an additional e-book title is purchased for every 10 patron holds.  If we changed the ratio to one copy for every 5 holds on both audio and e-book titles, it would cost $2600.

Leslie S. and Sandy R. withdrew their original motion.  Richard C. moved that LION allocate $12,600 from reserves for the purchase of e-books.  $2,600 spent now to reduce the waiting time for popular titles, $5,000 up front to immediately increase the collection and then another $5,000 to be added throughout the year to keep the collection growing.  Lydia M. seconded.  The motion passed unanimously.

  1. Overdrive Advantage Program.  Sandy Long was not at the meeting but had sent Alan H. an e-mail stating her strong desire to increase the Overdrive e-book collection to satisfy her patrons’ needs.  The decision to allocate additional LION reserve funds made during the previous agenda item should accomplish this so the consensus was to table the Overdrive Advantage Program discussion.
  2. The next meeting: October 25, 2011 – At the Russell Library. 



  1. LION Staff

Alan will begin looking at LION Bylaws and Policies for needed updates.

Andy has been working on cleaning up the duplicate records resulting from the merger with the LEAP.  He encouraged members to consider using the serial module which LION pays for every year.

Rick is working with CEN on the new fiber connections that are going into East Lyme, Rathbun, North Branford, and the LION office.

  1. LION Committees

-Nominating – none.

-Finance – none.

-Personnel – Cindy M. noted that Director Alan Hagyard’s annual review had taken place and his evaluation placed on file.

-Planning/Negotiations – none.

-Bibliographic – Becky Hagstrom will be working with members to set a Task Force meeting in September,

-Circulation – will meet on September 22, 2011, place to be determined.

-LUX – will meet on September 8, 10 a.m. in Wallingford Library.


IX.  NEW BUSINESS:  Leslie S. formally requested that LION request the Overdrive “Bus” to come to one of the LION libraries.

X.  ADJOURNMENT:  Richard C. adjourned the meeting at 11:20 a.m.


Respectfully submitted,

Karen Roesler

 Next Refreshments: Branford – Blackstone Library

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