Board Minutes 2015 06

Tuesday, June 23, 2015
Wallingford Public Library

Present:  Melissa Canham-Clyne – BE, Trish Connolly – DU, Kathleen Sasso – EH, Lisa Timothy – EL, Richard Conroy – EX, Heather Brine – GU, Cindy Muhlbach – HA, Gale Bradbury – LB/LG, Beth Crowley – MA, Bonny Albanese – MA, Elizabeth Davidson – MC, Deb Barberi – MD, Karen Roesler – ME, Bob Hull – NB, Lois Baldini – NH, Suzanne Maryeski – NL, Cornell McNair – NW, Mary Fiorelli – OL, Valerie Wallace – OS, Michele Van Epps – OS, Michael Gilroy – RA, Alice Pentz – ST, Jane Fisher – WA, Janet Flewelling – WA, Eric Werthman – WD, Colleen Bailie – WH, Lew Daniels – WS, Alan Hagyard –LION, Matt Beardsley – LION, Justin Strickland – LION


I.   Call to Order:  President Beth Crowley called the meeting to order at 9:44 a.m.


II.   Additions to Agenda: None


III.   Public Comment: None


IV.   Approval of minutes:   Kathleen S. and Alice P. should be listed as present.  On a motion by Karen R. and a second by Trish C., the minutes of the April 21, 2015 meeting were accepted as corrected.


V.   Treasurer’s Report:  Bob Hull submitted reports for April 2015 and May 2015, noting that there is nothing remarkable about either month. He did point out that new member fees and added expenses for Overdrive resulted in differences between budgeted and actual amounts. On a motion by Robert C. and a second by Lois B. the reports were placed on file for audit.


VI.   Action/Discussion:

1.  Election of Offices:  The 2015/2016 slate for LION officers was presented by the Nominations Committee.

Jane Fisher – President
Trish Connolly – Vice President/President Elect
Bob Hull – Treasurer
Karen Jensen – Secretary
There were no nominations from the floor.

Richard C. moved and Suzanne M. seconded a motion to elect the slate of officers presented by the Nominations Committee. Approved unanimously.

2.  Budget:  The Finance Committee met with Alan to review the proposed budget for FY 2015/16. The committee was comfortable with the proposed increase in salary expense. The Committee felt the budget for FY 16 is a solid budget and does not see any areas of concern. Of note is that Overdrive is the second highest cost [salaries are the first].  Richard C. noted that our contract with Zinio will expire in October and wondered if other products were being explored. Alan said that digital magazine platforms through Overdrive, Flipster and Zinio are being investigated by LUX. On a motion by Lisa T. and a second by Katherine N., the proposed budget for 2015/16 was approved as presented.

3.  New Member Proposal: Alan told us that three public libraries have asked for estimates to join the consortium: Prospect, Lyme and Middlefield. Alan has sent Innovative a request for costs of adding these libraries and received an estimate back from Innovative that was much higher than anticipated because of changes in Innovative’ s price structure. He is awaiting additional information from Innovative. Discussion ensued about the possibility of adding the three libraries.  Middlefield was formerly a member but dropped out in the earlier this century. Discussion included the quality of the collections, governance of the libraries, patron service area, recruitment materials provided prospective members, and the impact of new members on LION staffing. Beth C. noted that LION is nearing its membership cap of 30 libraries. Alan explained that this cap was set based on staffing levels and other areas of control.  Beth C. moved to accept Middlefield’s request for a proposal and Karen R. seconded. Motion was approved.

4. E-Commerce: Alan provided a handout that included answers to our previous questions [fines, refunds, mobile catalog, self-checkout, opting out, reporting, and service charge]. Discussion ensued with questions on reporting, payments, blocks, and ability to distinguish between a bill and a fine. It was noted that reporting of a patron’s payment of fines may not reflect reality of payment. In other words, reporting is not instant – process takes some time. Checks to libraries would be issued based on a monthly reconciling of payments received. There can be blocks on access to services. Library Connection blocks access to Overdrive when the fines/fees threshold reaches $25. Debit cards are acceptable for payment at those libraries which accept credit cards.  The system does not explain type of fine, e.g., that when a billed item is returned, the fine is reduced to an overdue fine/fee, so this becomes an opportunity for patron education.

Costs to LION of offering the service would be less than $1,000 annually. The fines report can identify payment type (lost and paid). Karen R. moved that LION should offer e – commerce to permit patrons to pay fines online. Eric W. seconded. Because of restrictions in their respective municipalities, Lois B. voted no and Bob H. abstained. Kathleen S. expressed concerns that this would raise our LION costs. Alan did note that Innovative might come back with another price point because we purchased this capability a while ago.

VII.   Next Meeting:  August 25 at Guildford Free Public Library, 9:30 a.m.  – Refreshments East Lyme Public Library

VIII.   Reports

LION Staff Reports:

a.      Alan – Staffing will be a little short due to upcoming conferences and vacations.

b.      Matt – Submitted a schedule of PC replacement for FY 16, begins in July.  He reported that LION is exploring vendors other than Dell. He also shared a schedule of software updates.  These are performed quarterly and can be modified to meet individual library needs.

c.      Justin – Brought to everyone’s attention that Windows 10 update is free for the first year and will be available in late July.  He is investigating compatibility issues with current software and Windows 10.



a.      Nominating:  See “elections” above

b.      Finance:  See “budget” above

c.      Personnel:  None

d.      Planning/Negotiations: None

e.      Bibliographic: Colleen B. announced meeting scheduled for July 28.

f.       Circulation: Bonny A. reported that due to the success of library advocacy, the Circulation committee did not have to come up with emergency plan on surviving without C-Car.

g.      Lux:  Janet F reported on the June 11 meeting. At the meeting there was a Windows 10 demo by Justin. Rick talked about fiber upgrades and said that the state (CEN) allocated additional funds for fiber. It was noted that 16 LION libraries had DSL upgrades. The committee spoke about Zinio. It was announced that the WMA format is no longer available for Overdrive, resulting in the loss of 300 titles. LION will be reimbursed.  Alan  gave a demonstration of the  Z39 union catalog to use while the State Library is changing vendors.

h.     eBooks: Deb B. reported on meeting of June 17. At the meeting there was a complete review of collection development guidelines and borrowing guidelines, resulting in some modifications of policy. Deb distributed proposal of modifications. These included:

Changes to Borrowing:

  • Limit increase from 6 to 10 – for borrowing and holds.
  • Lending Periods – allow patrons to select number of days. 14 days is the default. Can have different lending period for e-book and audio.  Idea is to increase to 21 days. Keep default at 14.
  • Loan periods are global. Item type can be set differently.
  • Patrons can renew if there are no holds
  • Richard C. asked if we can we classify a book as adult fiction; sorting adult fiction is cumbersome.
  • Early returns – can be difficult, simplify wording to include staff assistance.
  • Hold off on loan period while increasing item limits in order to access circulation trends.

Changes to Collection Development Guidelines:

  • Service fee not paid from reserves.
  • Added – e-book can submit request for special appropriation to the LION board.  Should also announce that can have sponsored collection.  $500 min. to start and the home library would be responsible for the selection. Libraries/patrons may add to a sponsored collection.
  • Purchasing – removed line that said there would be an even split between audio and e-book.
  • Change focus – all ages, took out popular.
  • Decided to remove numeric holds ratio.  6 – e-book and 10 for audio.  Take in budgetary concerns add need.  See what we can achieve with larger budget.

Pricing guidelines don’t apply to audio, only e-books.

Now, the next step is for the committee is to analyze the use of the collection. Karen R moved to accept the policies as presented. Bob H. seconded and the motion carried.


XI.   New Business:

Janet F. introduced for consideration Self-e, a self publishing service from Library Journal.  It gives local authors a platform to submit their work and permits patrons to borrow these items.  Submission is automatically put in a state specific module. The Connecticut module doesn’t specify an author’s hometown. An author does not have to be from LION.  Additionally authors may ask LJ to review their work. Works cannot be offensive or slanderous.  There is minimal editorial control.  Authors and patrons use through app or download.  It is Apple and Android compatible.  Paying for the service allows patrons to read CT module and LJ curated authors.  Alan mentioned he will visit with the providers at ALA.  Beth announced that Madison just launched Self-e.  Janet will arrange for a group demo if we are interested.


Suzanne M. announced a highly successful 20% increase to the Public Library of New London’s budget.  She used the ALA advocacy grant to help light the fire under her Board.  Libby Post served as the advocacy consultant to New London.

Minutes humbly and respectfully submitted:  Aug 12, by Melissa Canham-Clyne.

Note:  Meeting was followed by a very nice luncheon and a delicious cake.  The cake and comradery were so pleasing that I decided I could not leave my LION pride. I will continue on as the Director of Clark Memorial Library.

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