NOBLE EXECUTIVE BOARD MEETING

Minutes of November 6, 2002

In Attendance: Tom Scully, Doug Rendell, Martha Driscoll, Deborah Abraham, Mary-Rose Quinn, Kimberly Lynn, Tom Cesarz, Linda Hummel-Shea, Ron Gagnon, Anne Tullson.

Call to Order: Deborah Abraham called the meeting to order at 2:08pm.

Minutes: Linda Hummel-Shea moved to approve the minutes of the October 9th meeting. Tom Scully seconded the motion. The minutes were approved unanimously.

Treasurer’s Report: Tom Cesarz moved to accept the Treasurer's Report. Mary Rose Quinn seconded the motion that was unanimously approved.

Director’s Report:

¨ Cataloger Jessica Weiss has resigned. The job is being posted.

¨ The audit is nearly complete.

¨ Ron attended a lively MBLC meeting regarding regional regulations. Further meetings are scheduled.

¨ George Lally may be attending the training for the Gates Foundation pc support program in Seattle at the end of January.

¨ Deborah Abraham signed the revised ILL contract with NMRLS. The reduction involves reducing the workload and charging for return shipping. NOBLE's ILL service ranked highest at 100% satisfied in the Region's satisfaction survey that was published in October.

¨ Hugh Williams, director of the Stoneham Public Library, will be retiring December 31, 2002.

¨ Database cleanup continues, focusing on misspellings and duplicates.

Telecommunication and Server Policy Proposals

Proposed Telecommunications Policy Review:

Security of the network is extremely important. Security protects the network from hackers, spam e-mailers, and others. Problems are tiresome and take time to fix. They also inconvenience staff and customers.

Libraries need to consult with NOBLE before adding equipment or changing connections. The Telecommunications policy is meant to bring NOBLE back into the loop in order to make sure changes are made securely. This way, problems that do occur will be fixed more quickly.

Proposed Local Server Policy Review:

Libraries need to be responsible for the problems that might happen when they set up and run a server. NOBLE reserves the right to disconnect the system if there is a security threat to the network.

Discussion:

Telecommunications Policy: It was noted that college libraries are in a different situation because of internal IT offices. College libraries don’t always know what the IT department is doing or planning. However, college IT staffers are very concerned about security and, since NOBLE is sitting on the college networks more than vice-versa there is less of a security issue. NOBLE will provide libraries a list of standard recommended equipment. Further discussion ensued.

Local Server Policy: Clarification that problems that pose an immediate threat are blocked immediately. Discussion of other issues ensued.

Linda Hummel-Shea moved that both policies be recommended to members as amended. Anne Tullson seconded the motion. All were in favor.

Clarification of Action Plan:

Missing items were added to the FY03 and FY04 Action Plans. Deborah Abraham moved to accept the amendments, Tom Cesarz seconded the motion. All approved.

State Virtual Catalog Ratification:

Ron Gagnon explained the Virtual Catalog contract required for participation in the program. ILL service is currently working in Minuteman and SAILS. Participation will affect ILL and increase costs of delivery. The Virtual Catalog will cover a number of stand-alone college systems, the networks, and MassCat. Rules for patrons and staff are being established. Standard loans are set-up. NOBLE staff will attend a training session on December 18^th. Payments for maintenance will be picked up by the MBLC. The payment of $4,500 is for the second year. There is no direct cost for the first year.

Tom Scully moved to approve the contracts. Kimberly Lynn seconded the motion and all approved.

Bank Transfers:

Ron Gagnon explained why a policy needed to be established to authorize the transfer of funds between accounts at the Danvers Savings Bank, NOBLE's financial institution. Discussion ensued.

Doug Rendell moved that the executive director of NOBLE, with authorization of the treasurer of NOBLE, be entrusted with the responsibility of transferring funds at NOBLE’s financial institution. Tom Scully seconded the motion that was approved unanimously.

Working Groups:

Members of working groups have been established. The groups will move forward. Bonnie Strong will be chairing Holds Committee.

Meeting Adjourned at 3:40pm.

Respectfully submitted by

Kimberly S. Lynn

Secretary