|
NOBLE MINUTES MEMBERS OF THE CORPORATION MEETINGAT NORTH SHORE COMMUNITY COLLEGE-DANVERSNOVEMBER 20, 2003 |
PRESENT: Twenty libraries were represented at the meeting, attendance
sheet attached.
CALL TO ORDER: Mary Rose Quinn called the
meeting to order at 10:10.
APPROVAL OF MINUTES: Dennis Kelley moved to
approve minutes from the October 16th meeting. Linda Shea seconded the motion. The minutes
were approved unanimously.
TREASURER’S REPORT: Tom Scully reported
expenditures are on target. John
Beauregard moved to accept the treasurer’s report. Alyce Deveau seconded the motion. The vote was unanimous.
Ron
explained that Executive Board voted to have $575,000 separated out of our
capital account to create a contingency account. When our audit and financial
statements were prepared it appears that NOBLE has over $1 million in capital,
but in actuality part of the capital is for contingency reserves. Our
bookkeeping did not reflect this. It was recommended by our auditor to set
aside six months for contingency funds. This change will show the capital and
contingency funds separate on our financial statements next year. Also grants are requiring capital funds be
listed as part of the application process.
Any changes to the capital or contingency funds require a vote by
Executive Board.
·
NELA – Martha spoke on wireless
security.
·
Atrion Customer Advisory
Board – Ron
attended this meeting.
·
MBLC Legislative Agenda – Ron attended a meeting
with Network and Regional Administrators to discuss the legislative agenda for
next fiscal year. The governor is
requesting an 8% cut to MBLC’s budget for next fiscal year.
·
NMRLS Annual Meeting – Ron, Elizabeth, and
Marilyn Graves attended the meeting.
Keith Fiels, Director of ALA, was the keynote speaker. Also Rob Maier
reported that MBLC is continuing its efforts for House Bond Bill 1199. This is a 3-year fund and will restore $10
million. MBLC needs library support in
contacting their legislators.
·
Phillips Academy – Atrion connected the
router November 4th.
·
Minuteman Network – Minuteman Library
Network’s Executive Board approved the transfer of Minuteman’s old Alpha
servers to NOBLE at no charge.
Hewlett-Packard will coordinate the move.
·
UPS – The new UPS will be
installed next week. To eliminate down
time, some preliminary electrical work will need to be done to transfer
equipment to temporary circuits prior to the new UPS being installed.
·
ALA Mid-Winter – Ron and Elizabeth will be
attending the conference in January.
·
Deduping Project – MARC of Quality sent a
report that identified 10,000 duplicate records, and 16,000 possible duplicate
records. Martha wrote a script that
will merge the records. Staff will
monitor duplicate records to keep them to a minimum.
·
Long Overdue Items – According to the Long
Overdue Policy, items overdue from 2000 will be deleted by the end of this
year. Lists have been sent to libraries
for their review. Statements of Charges
will be offered to libraries to send to patrons.
·
Phillips Academy – Continuing to train
Phillips staff on acquisitions, cataloging, serials, and circulation. Begun to load their data and loan rules on
the training system in preparation for “going live” January 1st. Their records will go through a deduping
process as well.
Members
of the Corporation Meeting Page 2
November
20, 2003
·
Training – Roundtable and training
sessions were held for Course Reserves,
Serials and Acquisitions, and Create Lists to review changes in Phase
3. Elizabeth discussed some of the
changes.
·
Web Catalog – Clean up continues. The problem that was causing some patrons to
get an error when they log into their account has been resolved.
·
Bib Merge Script – The script successfully
merged approximately 15,000 records.
·
Phillips Academy – Working on the data and the
patron load.
·
EMU Mail – There is a new version of
the software that will be loaded. The
current version has a problem where you get “timed out”. The issue has been resolved and Martha will
send out information.
·
Server Upgrades – New software versions of
the web and mail server will be upgraded.
The mail server will be reconfigured to hold a larger amount of incoming
mail. Not all accounts are cleaned on a
regular basis and this is causing the mail server to fill up. An additional DNS server will be configured
as a backup.
·
Minuteman Equipment – Working with Hewlett-Packard
to coordinate the transfer of the Alpha servers.
·
Spam – This is an ongoing issue and
Martha is continuing to work on a resolution.
PRESENTATION AND APPROVAL FY
2005 ACTION PLAN
Ron Gagnon explained the Mass. Board of Library Commissioners requires an annual Action Plan, which is due December 1st, for grant eligibility. The Executive Board approved the Plan at their last meeting, and the Plan was emailed to directors prior to this meeting. Ron reviewed some key objectives:
·
Applying for LSTA funds to upgrade our
telecommunications equipment. Along
with that would be to upgrade the Innovative system server software.
·
Upgrade our aging training room PC’s which are almost
six years old. Other improvements
for training and meeting facilities
would to investigate the costs of a wireless network at central site, and a
ceiling-mounted projector for the meeting room.
Kimberly Lynn moved to approve the FY 2005 Action Plan. Tom Scully seconded the motion. The vote was unanimous to approve the FY 2005 Action Plan.
TRAINING SCHEDULE
UPDATE
Elizabeth Thomsen reviewed training coming up in December, and the January-March schedule. New sessions scheduled are Course Pathfinders Roundtable, Imaging Roundtable, and Create Lists for Serials and Acquisitions. See the calendar pages on the Staff Information System for the complete schedule and information.
TELECOMMM GRANT
UPDATE
Ron Gagnon : Our Network Security LSTA grant application was received by the Board of Library Commissioners on November 13th. The total LSTA funds requested is $126,622, with NOBLE’s capital contribution of $58,801; the total project cost is $185,423. This special grant round provides a higher subsidy level of 75% for networking hardware and software. Ron reviewed some highlights of the project:
· Replace the current aging Bay Network routers with more powerful Cisco routers at libraries, as well
replace hubs with new switches. This will allow libraries to have virtual LANs that can segregate their traffic, which allows for better security.
· Wireless security devices will be provided to libraries that currently have wireless access.
· Replace central router at central site, as well as upgrade the firewall at central site. This will allow faster network communications between servers.
Members of the Corporation Meeting November 20, 2003
Page 3
The total funds available for networks during this grant round are $200,000. Ron explained that he is preparing for the spring LSTA grant round as a subsidy as well. He has filed a Letter of Intent with the MA Board of Library Commissioners to be considered.
Ron included a DVD copy of the Channel 5 news report on the worm virus with the grant application. He thanked North Shore’s media staff for preparing the DVD.
OTHER BUSINESS
· Marjorie Hill-Devine and Mary Ann Blair are retiring from Winthrop Public Library. Mary Rose Quinn thanked Marjorie for all her contributions to NOBLE.
· John Beauregard spoke of a virtual readable Gutenberg Bible at the British Library he visited over the summer.
· Anne Tullson spoke about NSCC’s new building at the Danvers Campus and offered a tour after the meeting.
ADJOURNMENT: Carol Gray made a motion to adjourn. Kimberly Lynn seconded the motion. The meeting adjourned at 11:35.
Respectfully submitted,
Kimberly Lynn
Secretary