TRUSTEES IN ATTENDANCE: Hon. Burton C. Conner, James T. Walker, Esquire & Jim Wilder
TRUSTEES ABSENT: Paula A. Lewis, County Commissioner & Jonathan Ferguson, Esquire
OTHERS IN ATTENDANCE: Nora J. Everlove, Librarian & Lynn T. Atkinson,
The October 2010 Minutes reflect an amendment to line #49, to correct misspelling and insert the word “bringing.” Mr. Walker moved to approve the Minutes as present with the above correction. The motion was carried unanimously.
II. FINANCIAL STATEMENTS:
Mr. Walker inquired as to why the October financial report reflects expenditures but no revenues. Ms. Everlove reported that every October this is the case as the revenue earned in October is not received until November because of the end of the fiscal year. The September financial statements reflect two months of income. Further discussion was had concerning the September and October 2010 Financial Statements and as there were no other concerns the September and October 2010 Financial Statements were unanimously approved under motion to approve by Mt. Walker and seconded by Mr. Wilder. Ms. Everlove reported that she is still happy with the cash flow which is considerably higher than a year ago. A year ago we based our budget on $18,000.00 per month in revenues and we are now closer to $35,000.00 per month.
III. LIBRARIAN’S REPORT:
Ms. Everlove reported that the computer was down at St. Lucie West last month. Ms. Everlove went ahead and purchased a new computer and had it installed & high speed access is still working. St. Lucie West is up and going. FastCase has expired and she would like to replace/upgrade it with LoisLaw which is considered by far to be the better of the second tier databases. The cost for this would be $1,800.00. Mr. Walker inquired as to why not West or another first tier database. Ms. Everlove replied that West’s last quote was $1,000.00 per month. Mr. Walker made a motion to purchase LoisLaw for the St. Lucie West Branch of the Law Library. Mr. Wilder seconded the motion and it was carried unanimously.
Ms. Everlove reported that West has not sent about four pages of items that she ordered for St. Lucie West. She stated that she has brought this to West’s attention before. After a month of trying to straighten this out with a representative from West, ten minutes before this meeting Ms. Everlove received an e-mail saying that everything was shipped today.
Ms. Everlove reported that it is taking more time than she imagined to take care of all of the replacements.
IV. NEEDS ASSESSMENT/TRUSTEE WILDER:
Mr. Wilder stated that he had been tasked with mentioning a needs assessment of the Law Library to the general community. He brought this matter to COSA and basically he realized that the pro se community does not have enough knowledge to do conduct needs assessment. For this to be truly effective we would have to create some type of vehicle that would guide the community. Mr. Wilder and Ms. Everlove will put their heads together and come up with some type of needs assessment that they can present to the general public.
V. TRUSTEE WALKER:
Mr. Walker inquired if Ms. Everlove had provided Mr. Ferguson with a list of the subscriptions/books (secondary sources that would be expensive for attorneys to maintain) that have been reinstated.
Secondary Sources: ALRs and encyclopedias were to be reinstated and Ms. Everlove was to investigate form books and National Reporters and present a suggestion to the Trustees. Ms. Everlove reported that the ALRs are being updated at this time. There has been a delay on the encyclopedias as there are volumes that are out of print, AMJUR specifically. The books are not currently available but the vendor gave December 2, 2010 as the day they should be shipped.
In some instances it was cheaper to replace an entire set versus replacing the last year of volumes. Bottom line Ms. Everlove is still working on the list of subscriptions that have been reinstated. She has not yet done the recommendation on the National Reporters yet.
Ms. Everlove is to meet with the Port St. Lucie Bar to give them updates on the St. Lucie West Branch.
Antivirus Software: Ms. Everlove reported that the purchase was a fraction of the $500.00 that was previously approved for this purchase. She stated that she went with Norton because she could get a five license package. It was approximately $130.00. Mr. Wilder inquired if a webroot was included. Ms. Everlove stated that she did not know but would inquire.
Tax Materials: Ms. Everlove stated that she would like to provide more estate planning and gift tax materials. On the bottom we have the CCH estate and gift and we let this go with last year’s big cuts. It was last updated in December. CCH is approximately $1,900.00 for the annual subscription. Mr. Walker made a motion, Mr. Wilder seconded the motion and it was carried unanimously.
Ms. Everlove is authorized to move ahead with the purchase of the CCH annual subscription. Tax materials are expensive. There is a big jump to go to general tax materials. The better tax material sets start at around $4,500.00 annually. Ms. Everlove stated that if the Trustees want to investigate this purchase she will bring a blurb on the three major sets and what they cost for consideration by the Trustees. Ms. Everlove will present information/recommendation at the next meeting.
Additional Reinstatements: Ms. Everlove reported that forms and National Reporter Systems as discussed previously, covers the majority of what is left of the reinstatements. She would like to put more of her time into assessing what has been ordered and what has actually been received. Ms. Everlove reported that she will be able to address this at the February 2011 meeting. The January 2011 is cancelled as Ms. Everlove will not be able to be present.
Ms. Everlove is to canvass the Bar Associations concerning the purchase of tax materials for the Law Library. How many times per year do you access these materials and do you have a preference between these three sets? Ms. Everlove stated that there are tax portfolios that are small enough to be mailed to attorneys in other counties if they have an account with the Law Library. A full blown tax service will cost anywhere between $4,000.00 and $5,500.00 annually. The survey should contain the information concerning this type of service.
ISSUES FOR MS. EVERLOVE TO REPORT AT FEBRUARY 2011 MEETING:
1) List for Mr. Ferguson as set forth above.
2) Tax Material Recommendation(s).
3) Recommendation concerning National Reporters.
As there was no further business to discuss the meeting was adjourned.
Approved: February ______, 2011.
BURTON C. CONNER, Chairman
JIM WILDER, Member
JOHNATHAN FERGUSON, Member
PAULA A. LEWIS, Member
JAMES T. WALKER, Member