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10-15-15 Minutes

Minutes of BERGEN COUNTY COOPERATIVE LIBRARY SYSTEM

SYSTEM COUNCIL 10/15/2015 – Franklin Lakes Library

PRESIDING:                 Len LoPinto, Paramus  

NOT PRESENT:            Dumont, Midland Park, North Arlington, North Bergen, Roseland, Saddle Brook, Upper Saddle River

Sign-in sheet is at the BCCLS office attached to the minutes.

  1. Call to Order: Len LoPinto called the meeting to order at 10:00.
  2. Minutes of Previous Meeting: MOTION: There being no additions or corrections to the September minutes, they will stand as written.  
  3. Public Portion: Executive Director Marie Coughlin introduced Board of Chosen Freeholder Tracy Silna Zur to the membership – a wonderful advocate for libraries.  She noted that the County Grant has been increased this year from $125,000 to $150,000.  Freeholder Zur commented on the amazing accomplishments of BCCLS libraries in sharing resources throughout the system and her admiration for the Franklin Lakes Library – her hometown library.  To a round of applause, she presented the County Grant check on behalf of the Board of Chosen Freeholders and the County Executive to Marie Coughlin.
  4. Treasurer’s Report: Mimi Presented the August and September P&L reports.  No questions.

    September
    Of the 2015 Budget of           $3,278,405                            3,176,741                  has been received
    leaving a balance of                    101,664                           Total Expenses                        2,725,016 
    leaving a balance of                   -553,389                            NJ Cash Management                740,530 
    Checking Account                        92,865                            Scholarship                                 38,836

    It was noted that the financial reports have been filed for audit.

    Proposed 2016 Budget/Rate Card:   MOTION:  Mimi Hui moved that the proposed 2016 Budget and Rate Card be approved by the membership.  John Trause seconded.  All in favor; 4 opposed; 1 abstention.  Motion Carried.

  5. President’s Report:  Len LoPinto thanked the membership for allowing him to serve as BCCLS President.  He thanked Executive Board members for their service and extended kudos to BCCLS’ committees and staff for the various programs, workshops, and initiatives developed this year. At this point, Len LoPinto introduced and welcomed new directors: Margaret Mellet/Wood-Ridge; Maureen Cuschieri/Norwood; Laura Leonard/Wyckoff; Allison Moonitz/Bergenfield and Acting Director Kate Nafz/Fair Lawn.

    He listed the incoming 2016 Executive Board members – Edna Ortega/Demarest; David Marks/Haworth; Dave Franz/Hillsdale; David Hinkley/Montclair; Daragh O’Connor/River Edge; Christopher Lee/Roseland; Gina Webb-Metz/Tenafly; Kelly Fitzgerald/Weehawken; Lyndhurst and Park Ridge Trustees. A joint meeting of the 2015/2016 Executive Board members will be held on Wednesday, November 18 @ the BCCLS office.

  6. Election – BCCLS President: Marie Coughlin explained the balloting procedure for President and that among incoming 2016 Executive Board members, only Len LoPinto agreed to run. Therefore, Len LoPinto will serve as BCCLS President in 2016. MOTION: Marie Coughlin as the Secretary of the organization cast one vote for the unanimous selection of Len LoPinto as 2016 President. Dave Franz seconded. Motion carried.
  7. Executive Director’s Report: Marie Coughlin’s monthly report (copy attached) was distributed to the membership earlier. She mentioned the round of System Council, Executive Board, and Small Group meetings she attended throughout her first year and thanked the membership for their support, feedback and assistance. In response to a question from Nancy Greene about a proposed $125M state-wide library construction bond, Amy Babcock-Landry responded that the bill is stalled in committee. She will send the membership a link to the legislation. In response to a question from Dave Franz about the strategic planning process, Ms. Coughlin replied that she is devising a survey to get input and feedback from directors, will solicit task force members when the committee assignment email is sent to the membership, and will schedule small group meetings shortly after introduction. Len LoPinto urged directors to encourage staff members to join BCCLS committees
  8. Committee Reports: Len LoPinto asked for any additional reporting to add to the committee reports distributed to the membership earlier.

    Public Relations – Co-chair Donna Perkosky reported that the committee has taken on the project of translating a shortened version of the BCCLS brochure into Chinese, Japanese, Korean, Spanish and Russian at no cost to BCCLS. The translators are native speakers and work in BCCLS libraries.

    Advocacy Services – Nancy Greene mentioned an appearance by Michael Cerone, Esq. at the Ridgewood Library and commented on the 1/3rd of a mill legal maximum.

  9. Old Business: Bylaws Revision Section 2. Executive Board
    MOTION: John Trause made a motion to accept the Bylaws Revision introduced on September 17, 2015. Mary Romance seconded. At the conclusion of a discussion about revising the Bylaws as part of the strategic plan, the membership survey conducted by the committee, the organizational and governance issues involved in amending the Bylaws, incremental and radical changes, an all-elected Executive Board, the pros and cons of the rotational groupings, institutional memory, tabling or amending the motion on the floor, Terrie McColl called the question. 7 in favor, 61 opposed, 2 abstentions, Motion defeated.

  10. New Business: None
  11. Membership Hearing: Hoboken Library Director Lina Podles spoke about the 125th Anniversary celebration of the library and West Caldwell Library Director Samantha McCoy spoke about their 100th Anniversary celebration. Both invited the membership to participate in the celebrations. Hawthorne Director Monica Smith mentioned that she started as a page at the Franklin Lakes Library in 1980; Allendale Director Mary Romance commented on the event honoring their Friends of the Library on October 23; Franklin Lakes Director Gerry McMahon invited the membership to visit the new Technology lab; and Len LoPinto announced that the Paramus Library will undergo a total remodeling commencing in February 2016.
  12. Date and Place of Next Meeting: TBD
  13. Adjournment:  10:55 a.m.

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Attachments:




10-15-15 Agenda

SYSTEM COUNCIL AGENDA
Bergen County Cooperative Library System
Thursday, October 15, 2015 – 9:30 a.m.
Franklin Lakes Public Library

  1. Call to Order
  2. Minutes of Previous Meeting 
  3. Public Portion  
  4. Treasurer’s Report & Proposed 2016 Budget/Rate Card
  5. President’s Report
  6. Election – 2016 BCCLS President
  7. Executive Director’s Report 
  8. Committee Reports
  9. Old Business
    1. Bylaws Revision Section 2. Executive Board
  10. New Business
  11. Membership Hearing 
  12. Date & Place of Next Meeting – TBA    
  13. Adjournment     

Len LoPinto, BCCLS President 
October 6, 2015




09-17-15 Minutes

Minutes of BERGEN COUNTY COOPERATIVE LIBRARY SYSTEM

SYSTEM COUNCIL 9/17/2015 – Wyckoff Public Library

PRESIDING:                 Len LoPinto, Paramus  

NOT PRESENT:           Lyndhurst, Millburn, Norwood, Ridgefield, Secaucus

Sign-in sheet is at the BCCLS office attached to the minutes.

  1. Call to Order: Meeting was called to order at 9:50 a.m. Pat Loughnane called the Roll. Len LoPinto introduced new directors Caitlin Hull, Maywood and Mary Romance, Allendale. He acknowledged the following moves: Mary Witherell from Wyckoff to Englewood; Riti Grover from Norwood to Ramsey; Kristin Nelson from North Arlingtonto Fairview. The following libraries have interim or acting directors: Bergenfield/Louise Moroses; Fort Lee/Sara Pardi & Marilyn Fishkin; North Arlington/Kate Landis; Wood-Ridge/Penney Giammatteo; Wyckoff/Caroline Brown.
  2. Minutes of Previous MeetingMOTION: There being no additions or corrections to the minutes, they will stand as written.
  3. Public Portion: None
  4. Treasurer’s Report: Mimi Hui presented the June & July P&L reports.

    July
    Of the 2015 Budget of           $3,278,405                            3,157,699                  has been received
    leaving a balance of                   -120,706                            Total Expenses                        2,373,446
    leaving a balance of                   -904,959                            NJ Cash Management             1,165,530
    Checking Account                        37,142                            Scholarship                                 38,836

    Mr. LoPinto suggested that queries about the financial reports be sent to the Executive Director and Treasurer with a cc to him in advance of the membership meetings so that correct answers can be rendered at the meeting.  Marie Coughlin replied at length to questions from Kathleen McGrail about line item #5560 Database Carryover; line #5528 Employee Medical Contribution; line #6300 Net Plus Reimbursement; line #s 6500 & 6501 Employer Deferred 403b and Employee Deferred 403b; and line #5587 Telecomm Upgrade/Consult Fee. Both Dave Franz and Kurt Hadeler commented that it would be advantageous for the membership to receive financial reports in a timelier manner. Mr. LoPinto noted that the financial reports have been filed for audit.

  5. President’s Report:  Len LoPinto referred to his President’s Report (attached) distributed to the membership earlier. He noted that the small group meetings to review and discuss the proposed 2016 Budget and Rate Card were well attended and very well received. The 2016 budget format for 2016 with serve as the basis for budget forecasting for 2017 and 2018 and developing a strategic plan.
  6. Election – 2016/2017 Executive Board: Mr. LoPinto read off the names of the returning, rotational, and trustee Board members for 2016: Dave Franz, Len LoPinto, Edna Ortega, David Marks, David Hinkley, Christopher Lee, Kelly Fitzgerald, Park Ridge and Lyndhurst Trustees. Nominees for two 2-year terms are: Jennifer Breuer, Glen Ridge; Daragh O’Connor, River Edge; Gina Webb-Metz, Tenafly; Laura Rifkin, Washington Township.  

    As there were no nominations from the floor, Len LoPinto closed the nominations. Ballots were collected and tabulated while the following reports were given.

  7. Executive Director’s Report: Marie Coughlin referred to her monthly report (attached) distributed to the membership earlier. She commented on the visit to the Board of Chosen Freeholder meeting on August 19, 2015 and reported that following an analysis of the number of weekday and Saturday inquiries to the Helpdesk, the Executive Board concurred with her recommendation that the Computer Center be closed on Saturdays effective December 26, 2015.
  8. Committee Reports: Written committee reports were distributed to the membership earlier – some were updated today.

    Policies & Procedure – MOTION: Committee Chair Jennifer Breuer moved that the attached recommendations be approved by the membership. A lengthy discussion took place pertaining to the automated block stipulation under section Fines & Bills > Six- Month Bill. John Trause seconded. Motion carried.

    At this point in the meeting, Len LoPinto announced that Gina Webb-Metz of Tenafly and Daragh O’Connor of River Edge have been elected to two year terms on the 2016/2017 Executive Board.

    Key Hunt Presentation – Arlene Sahraie reported on a sampling of heartwarming letters received in conjunction with the key hunt. Dunkin Donuts gift cards were presented to the three libraries with the highest number of stamped entry forms – Paramus, Ridgewood, Teaneck and to the three libraries with the most number of patrons completing the key hunt – Fort Lee, Teaneck, Fair Lawn. At this point, Marie Coughlin randomly picked an adult and juvenile entry form from amongst all of the entry forms. Both the adult winner from Westwood and the juvenile winner from Waldwick will be presented with $100 Amex gift cards.

    Johnson Legislation – Amy Babcock-Landry reported that NJLA is working with Assemblyman Johnson’s office to make some changes.

    Advocacy Services – Co-chair Ann McCarthy reported that the committee is working to finalize an Info & Action Sheet on privacy concerns, in particular how it pertains to eBooks, Hoopla, Wi-Fi, third party vendors, etc.

    Friends of the Library – Chair Mimi Hui reported on the Public Relations program on social media held on September 16 at the Maplewood Library for 35 people. Committee is working with Marie Coughlin to assign a Constant Contact logon to Friends of the Library groups.

    Technology – Chair Kurt Hadeler advised that he plans to send out a survey soliciting input from the membership on the initiatives and programs that will be most relevant to the membership in 2016.

    Personnel – Chair Laura Rifkin reminded the membership to submit the salary survey questionnaire if they haven’t done so already and mentioned a program on progressive discipline planned later in the year.

    Supervisory Training Task Force – Laura Rifkin and Kurt Hadeler spoke about the great mix of applicants among the 34 submissions and the difficulty in selecting the 20 participants this year.

    Youth Services – Arlene Sahraie reported on the success of the Serving Diverse Populations in the Digital Age Boot Camp held on September 11 at the Ridgewood Library for 89 attendees

    NJLA – Past President Terrie McColl reported that the association will attend the next League of Municipalities conference, urged the System Council members to renew their NJLA membership, and reported that many state associations are writing to the President of the United States and their congressional delegations urging the President to appoint a professional librarian as the next Librarian of Congress.

  9. Old Business: None
  10. New Business:
    1. Introduction of Bylaws Revision Section 2. Executive Board

      Bylaws Chair Eileen Karpoff introduced the attached proposed Bylaws revisions including the new rotational list which has been adjusted to show four Board groups. She pointed out that as result of the defeat of the proposed Bylaws change by the System Council in May, the Bylaws Committee surveyed the membership on various aspects of the defeated change in order to get a clearer picture of the direction in which the membership wished to proceed. She summarized the survey results, noted that 67 libraries responded to the survey, reported that 2/3rd of the membership must approve any change in the Bylaws, and noted that the Committee’s original charge was to try to find a way to safeguard institutional memory on the Executive Board. Commentary took place about changing the rotation schedule to allow for staggered terms so that the four rotation group members do not complete their terms in the same year as some at-large members. It was pointed out that such a change would mean that there would be more of a delay in addressing the revisions. At the conclusion of a discussion about revising the bylaws as part of the strategic plan, a history of the bylaws process over the last several years, the work the committee has done wrestling with the issues, and the governance issues involved in amending the rotational list, Eileen Karpoff noted that the vote will take place in October. 

      At this point in the meeting, Len LoPinto called for a 15 minutes recess.

    2. Introduction of Proposed 2016 Budget & Rate Card 
      Len LoPinto asked for a motion to go into closed session to discuss staff salaries. MOTION: Eileen Karpoff moved to go into Closed Session to discuss salary and wages. Mimi Hui seconded Motion carried. MOTION: Eileen Karpoff moved to resume Open Session. Mimi Hui seconded. Motion carried. In open session, Mr. LoPinto responded to a further request for a closed session to discuss the Executive Director’s proposed salary. MOTION: Amy Babcock-Landry moved to go into closed session to discuss the Executive Director’s proposed salary. Samantha McCoy seconded. Len LoPinto asked the membership to stand to be counted for the vote. By a count of 28 opposed to 22 in favor, the motion to go into closed session was defeated. He pointed out that Marie Coughlin’s contract will be discussed at the October Executive Board meeting.

      While the membership studied the proposed 2016 Budget documents, Marie Coughlin responded to a question about the efficiencies of the SkyRiver Cataloging Utility as it relates to BCCLS staff. She pointed out that through research of other library systems using the product, BCCLS will find matches for approximately 80% of searches conducted by libraries. This will eliminate time at photocopiers and submissions made by libraries to the BCCLS office via SkyRiver will be made available in the catalog within 24-48 hours. Discussion continued about the changing roles and workflows for library technical staff, one-on-one training in the BCCLS training room, follow-up webinars, analyzing staff time when SkyRiver goes live and fine-tuning the workflow as a result. In response to a question about how SkyRiver was selected, Kurt Hadeler informed the membership that one of the major charges for the Technology Committee in 2014 and 2015 was the identification and recommendation of a utility that would facilitate faster, more efficient submissions of items to be included in the catalog from member libraries.

      Ms. Coughlin responded to a question about Delivery and about the Lynda Pro online training resource budgeted at $6,000 per year for use by staff members of BCCLS libraries. She addressed the various pricing mechanisms for 20 licenses at $6,000/yr and 78 licenses at $17,000/yr, how the logons reset each month, offering the initial month on a first come, first serve basis, and putting a mechanism in place to make the 20 licenses per month equitable for all interested participants.

    3. Contracting Libraries – Eileen Karpoff addressed the membership with regard to extending voting privileges to out-of- Bergen contracting libraries, her rationale for recommending the action, and the history of contractual agreement. MOTION: Eileen Karpoff moved that all BCCLS libraries, in and out of Bergen County, be eligible to vote on all matters once the approval process has been completed. Terrie McColl seconded. Judah Hamer recommended that the motion be amended to state that the System Council authorize the Executive Director and Executive Board to redraft the current contractual agreement entered into by Maplewood & West Orange Libraries to grant them voting privileges. Motion carried.

  11. Membership Hearing: Kurt Hadeler suggested, and Marie Coughlin concurred, that the strategic planning process seeks active participation from the membership. He also asked for a show of hands about individual libraries putting more money into eBook purchases as soon as Overdrive has the software to support the initiative.Len LoPinto led a round of applause for Eileen Karpoff’s announced retirement in early 2016 and for her many years of contributions to BCCLS.
  12. Date and Place of Next Meeting: 10/15/2015 @ Franklin Lakes Library
  13. Adjournment:  1:20 p.m.

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Attachments:




09-17-15 Agenda

SYSTEM COUNCIL AGENDA
Bergen County Cooperative Library System
Thursday, September 17, 2015 – 9:30 a.m.
Wyckoff Public Library

  1. Call to Order
  2. Minutes of Previous Meeting
  3. Public Portion
  4. Treasurer’s Report
  5. President’s Report
  6. Election – 2016/2017 At-Large Executive Board
  7. Executive Director’s Report
  8. Committee Reports
    1. Policies & Procedures
    2. Public Relations – Key Hunt Presentation
  9. Old Business
  10. New Business
    1. Introduction of Bylaws Revision Section 2. Executive Board 
    2. Introduction of Proposed 2016 Budget & Rate Card
  11. Membership Hearing
  12. Date & Place of Next Meeting – October 15, 2015 @ Franklin Lakes Library
  13. Adjournment

Len LoPinto, BCCLS President
September 8, 2015




05-14-15 Minutes

Minutes of BERGEN COUNTY COOPERATIVE LIBRARY SYSTEM

SYSTEM COUNCIL 5/14/2015 – Township of Washington Library

PRESIDING:                 Len LoPinto, Paramus  

NOT PRESENT:           Allendale, Englewood, Harrington Park, Lodi, Maywood, Montclair, Montvale, Roseland

GUEST:                        Robert W. White, BCCLS Former Executive Director

Sign-in sheet is at the BCCLS office attached to the minutes.

  1. Call to Order: Mr. LoPinto called the meeting to order at 9:50 a.m.   Pat Loughnane called the roll. Mr. LoPinto introduced new directors David Cubie/West Orange, the newest BCCLS member library and Catherine Napoleone/Dumont.  He announced the retirements of Ramsey Director Wendy Bloom and Dumont Assistant Director Kathryn McGrath.
  2. Minutes of Previous MeetingMOTION: There being no additions or corrections to the minutes, they will stand as written.
  3. Mary Joyce Doyle Scholarship Awards: Len LoPinto commented that he very pleased and honored that Robert White is joining us at System Council to present the inaugural Robert W White Library Scholarship. He noted that Robert is the consummate Library Champion and that he received the NJLA Library Champion award at this year’s conference.  Assisted by committee member Christine Hartigan, Committee Chair John Trause called up each of the scholarship winners and spoke briefly about each applicant, Directors Nancy Greene, Camille Valentino, David Marks, Mary Riskind, Ellen O’Keefe, Adele Puccio, Amy Babcock-Landry, Judah Hamer and Paramus Branch Manager Cathy Eng presented the recipients with their awards.  Robert White spoke about the recipient of the first Robert W. White Library Scholarship and personally presented Brittin Clark with her award certificate.  Following up on Len LoPinto’s suggestion about the named scholarships, Arlene Sahraie recalled Robert White’s leadership of the BCCLS organization and shared her personal recollections of Brian DeSantis.  John Trause shared his personal recollections of Mary Lou Abrams and mentioned the transition to the named Trustee scholarship.  The eight applicants on the attached list were awarded scholarship money to help them complete their library and information studies. John Trause thanked the Scholarship committee members involved in the competitive selection process.
  4. Public Portion: None
  5. Treasurer’s Report & Proposed 2015 Budget/Rate Card: Mimi Hui rendered the February and March P&L Reports.   In response to questions from Judah Hamer about which accounts the paid bills are drawn on, Mimi Hui responded that the Finance Committee is working diligently to revise the financial reporting templates. Len LoPinto advised that Finance and the Executive Director will meet with our auditors Dorfman Abrams within the month and that Marie Coughlin is working on a new budget format for 2016 with forecasting for 2017 and 2018.  In response to a question from Kathleen McGrail about the Payroll account, Len LoPinto responded that the salary/payroll line for BCCLS employees is included in the 2015 budget documents.   Judah Hamer mentioned the Tax ID #s for both BCCLS and the Consortium.

    March
    Of the 2015 Budget of           $3,278,405                            $2,860,344                  has been received
    leaving a balance of                   -418,061                            Total Expenses                        1,368,269
    leaving a balance of                -1,910,136                            NJ Cash Management             1,675,460
    Checking Account                       245,509

     Mr. LoPinto noted that the financial reports have been filed for audit. 

  6. President’s Report:  Len LoPinto referred to his President’s Report (attached) distributed to the membership earlier.  He invited new directors to attend Executive Board meetings to learn the process and the responsibilities of being a Board member.  He suggested that a program on problem patrons and the law be scheduled later in the year.
  7. Executive Director’s Report: In Marie Coughlin’s absence, Arlene Sahraie touched on the following topics included in the Executive Director’s report.

    Northvale – Director Ellen O’Keefe announced that the new Northvale Library will ‘GO LIVE’ on June 2nd with a grand re-opening ceremony on June 13.  A countdown slide will be posted on the website.

    NJLA Conference – kudos to Robert White, winner of the NJLA Library Champions Award the BCCLS PR Committee for winning a Public Relations and Marketing Award for its 35th Anniversary initiative, and to Donna Perkosky and Mimi Hui for receiving awards from Terrie McColl for their great work in assisting her during her tenure as NJLA President. 

    Strategic Plan – working is continuing on the development of a multi-year strategic plan for BCCLS with feedback from the membership.

    Budget and Financial Reports – another major goal this year involves revising our current budget and financial reports to bring more clarity to our members.

    PALS Plus – in addition to other consortia, the BCCLS office received a request from PALS Plus to consider a merger after their current Executive Director retires at the end of June. It is in BCCLS’ best interests to develop a meaningful strategic plan before considering any future expansion.

    Freeholders – a meeting is in the works to meet with Freeholder David Ganz in June to begin the application process for our annual grant.

    BooksNJ2015 – over 100 authors are scheduled to attend BooksNJ2015 on June 14 at the Paramus Public Library from 1:00 to 5:00.  Volunteers are needed.

    Arlene Sahraie commented that the West Orange ‘GO LIVE’ on May 12 was superb and Director David Cubie concurred.  She also mentioned the two Career Cruising webinars for a total of 86 people.

    At this point in the meeting, John Trause thanked the participants for attending the Oradell Mayor & Council meeting on April 28 to advocate for the library budget. The outlook is positive for the restoration of more than half of the budget shortfall.

    Len LoPinto called for a break to photograph the scholarship winners and directors.   Meeting re-opened with a discussion of the proposed Bylaws revisions under Old Business.

  8. Old Business
    1. Bylaws Proposal – Committee Chair Eileen Karpoff reminded the membership that the proposed change to the Bylaws was introduced at the March 19 System Council meeting.  MOTION: Eileen Karpoff moved that the membership approve the attached Bylaws revision to Article II Section 2. Executive Board.  In response to a question raised by Betsy Wald with regard to the paragraph that states acceptable reasons for a library director to not serve on the Executive Board, Len LoPinto remarked that the Bylaws committee will address her concerns at a future date since that particular paragraph is unchanged.  Several directors initiated a lengthy discussion about the proposed lottery as a method of appointment for directors and trustees, how the decision making process filters through committees to the Executive Board to the System Council, how the work is collaborative, how directors can put themselves forward to serve a two year elected term, researching the governance of other consortia boards in-state and out-of-state, the number of responses to the email soliciting feedback on the composition of the Executive Board, tabling the motion, and calling for a  vote on the proposed revision up or down.  Marianne Willms seconded.  Vote was taken by a show of hands.  38 in favor; 17 opposed; 3 abstentions.  At this point, a roll call vote was taken as it was pointed out that revisions to the Bylaws may be amended by a two-thirds vote of members present.   37 in favor; 19 opposed; 6 abstentions.  Motion defeated.
  9. Committee Reports:

    Advocacy Services – Co-chair Ann McCarthy spoke about the NJLTA Road Show program held May 13th at the Secaucus Library.  The next Info & Action sheet will address privacy concerns.

    Johnson Task Force – Amy Babcock-Landry reported that the legislation has a senate companion bill. Introduction is planned for the fall.

    Collection Development/Reference – Co-chair Kassundra Miller informed the membership that the committee is working on establishing guidelines for cataloging databases and developing cHQchat for questions, tips Groups for chats.

    C.A.L.M. – Chair Adele Puccio reminded the membership about the Community Circle breakfasts scheduled on May 18 at Leonia & June 9 at Cliffside Park and that three additional breakfasts on different topics are scheduled in the fall.  She reported on the great turnout for the new director breakfast held on May 5.

    eBCCLS – Chair Samantha McCoy reported that the task force will meet in July to review three months of Hoopla stats and to revisit the cap.  The task force is also looking at travel titles and language modules.

    Friends of the Library Task Force – Chair Mimi Hui urged the membership to have their friends groups attend the Friends Talk program on Legal, Organizational, and Financial Issues at the Paramus Library on May 19 at 7:00 p.m.  The March program on Book Sales generated a lot interest.

    Nominating – Chair Eileen Karpoff advised that due to resignations from the committee, she is the current Chair along with members Susan Meeske, Lori-Ann Quinn, and Sai Rao.  She called for recommendations and nominations for the Executive Board election in September and also noted that nominations will be accepted from the floor.

    Personnel & Administration – Chair Laura Rifkin reported on the committee’s upcoming initiatives:  New Professionals Networking Breakfast on June 5 @ 9:30 a.m. at the Millburn Library; workshop for directors on progressive discipline conducted by the Madison Group in July and a follow-up program in the fall with attorney Michael A. Cerone Jr.; benefits survey in June; salary survey in July.

    Policies & Procedure – MOTION:  Jennifer Breuer moved that all references to BELS be eliminated from the Policies & Procedures manual.  The affected sections/articles are: Discharging, Renewing, and Charging and Loans with BELS.  Kurt Hadeler seconded.  Motion carried.

    Public Relations – Co-chair Donna Perkosky spoke about Selected Shorts on June 24 at the Wyckoff Library; called for volunteers for the BooksNJ2015 festival on Sunday June 14 from 1:00 – 5:00 p.m. on the grounds of the Paramus Library; mentioned the purchase of LibGuides software with a slow rollout planned for BCCLS staff in September with a rollout to the full membership in 2016; reported on the planned summer scavenger hunt and the informational packets being distributed today.

    Technology – Chair Kurt Hadeler advised that the next two Tech Talks will take place on May 27 and June 16 with Wireless Networking and Wireless Stats as the topics.  Committee is working on streamlining Helpdesk submissions by researching a trouble ticket system.  He advised that the committee will present a proposal for the purchase of the SkyRiver online catalog submission software at the June Executive Board meeting.  In response to a question from Eileen Karpoff about cost, he replied that the annual cost is approximately $50,000.

    Supervisory Training Task Force – Laura Rifkin reported that the task force will meet with Marzena Ermler on May 15 to discuss and review a proposed Library Leaders Training Program.

    Youth Services – Co-chairs Lizzie Bender & Sharon Kalman spoke about the Mixer at the Paramus Library on May 1 for 60 people and noted that 56 libraries have agreed to participate in the 1000 Books Before Kindergarten initiative.

  10. New Business: None 
  11. Membership Hearing: Wendy Bloom thanked her colleagues for their support and collegiality during her tenure at the Ramsey Public Library.   Note:  Several directors contributed $161 to the Robert White scholarship fund.
  12. Date of Next Meeting: 9/17/2015 @ Wyckoff Library
  13. Adjournment:  12:35 p.m.

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Attachments:




05-14-15 Agenda

SYSTEM COUNCIL AGENDA
Bergen County Cooperative Library System
Thursday, May 14, 2015 – 9:30 a.m.
Township of Washington Public Library

  1. Call to Order
  2. Minutes of Previous Meeting
  3. Mary Joyce Doyle Scholarship Awards
  4. Public Portion
  5. Treasurer’s Report
  6. President’s Report
  7. Executive Director’s Report
  8. Committee Reports
    1. Policies & Procedures
  9. Old Business
    1. Bylaws Proposal
  10. New Business
  11. Membership Hearing
  12. Date & Place of Next Meeting – September 17, 2015 @ Wyckoff Library
  13. Adjournment

Len LoPinto, BCCLS President
May 5, 2015




03-19-15 Minutes

Minutes of BERGEN COUNTY COOPERATIVE LIBRARY SYSTEM

SYSTEM COUNCIL 3/19/2015 – Maywood Public Library

PRESIDING:                 Len LoPinto, Paramus  

NOT PRESENT:           Fort Lee, Garfield, Palisades Park

Sign-in sheet is at the BCCLS office attached to the minutes.

  1. Call to Order: Len LoPinto called the meeting to order at 9:45. He welcomed new BCCLS Executive Director Marie Coughlin to her first System Council meeting.  He introduced new directors Radwa Ali/Bogota; Gretchen Kaser/Ho-Ho-Kus; Matthew Latham/Leonia; Catherine Chadwick/Midland Park; Ellen O’Keefe/Northvale; Peter Havel/Oakland; Julia Perrotta/Rochelle Park.
  2. Minutes of Previous MeetingMOTION: There being no additions or corrections to the minutes, they will stand as written.
  3. Public Portion: None
  4. Treasurer’s Report & Proposed 2015 Budget/Rate Card: Mimi Hui rendered the January P&L Report.  Len LoPinto noted that the Finance Committee consisting of himself, Dave Franz, Mimi Hui, Kurt Hadeler, and the Executive Director plan to revise the financial reporting to more closely mirror reports to library boards.  It is expected that categories will be expanded and an expenditure line for committee requests will be added.  Dave Franz and Luca Manna responded to a question from Susan Meeske about line 5560 Database carryover.  It was noted that the delivery costs of $12,720 for guaranteed 5 day a week delivery for all BCCLS libraries will come from the Delivery line in the budget.  Len LoPinto advised that we will respond to Ms. Meeske’s query about line 6020 Catalog Support/Database after the meeting and that he expects further clarification of the budget including Reserve funds by the April Executive Board meeting.  Executive Director Marie Coughlin is working on a long-term Strategic Plan and Budget analysis for the organization with feedback from the membership at small group meetings.  No further questions.

    January
    Of the 2015 Budget of           $3,278,405                            $2,819,477       has been received
    leaving a balance of                    458,928                            Total Expenses                           819,547
    leaving a balance of                -2,458,858                            Checking Account Balance         657,709
    NJ Cash Management             1,300,323                             Scholarship                                   30,400

    It was noted that the financial report has been filed for audit.

  5. President’s Report:  Len LoPinto’s March President’s Report (copy attached) was distributed to the membership earlier.   Arlene Sahraie announced that she nominated Robert White for the NJLA Library Champion Award and that he is the 2015 recipient.  The Award will be presented at the Honors and Awards Reception at the NJLA Conference on April 21.  He reported that Robert White has been invited to the May System Council to award the first Robert W. White BCCLS Scholarship.  Terrie McColl urged the membership to attend the NJLA Conference, especially to honor Robert White at the Awards Reception.  He personally thanked each member of the Executive Director Search Committee.  He mentioned his goal of improving communication throughout the organization and noted that the knowledgebase site, Cobolt newsletter, and emails updating the membership on a variety of issues is addressing this goal.  Amy Babcock-Landry reported that NJLA hopes to push the Johnson Legislation through in the lame duck session of the legislature.  She explained the particulars of the legislation which will allow libraries to seek from their local voters by referendum the right to set a minimum higher than 1/3rd of a mil.
  6. Executive Director’s Report: Marie Coughlin’s first monthly report (copy attached) was distributed to the membership earlier.  She thanked directors, staff, and the public for their welcoming messages. She reported that she is working on establishing some short term goals for herself and also developing & implementing a long range strategic plan for the organization.  It was noted that she will begin library visits in April to meet with directors, staff, Boards of Trustees and elected officials.
  7. Committee Reports:

    Advocacy Services – Co-chair Ann McCarthy mentioned the Trustee Info & Action Tip on Laws Governing Library Funding distributed this month and reported that the NJLTA Road Show will be held on May 13 at the Secaucus Library.

    Collection Development/Reference – Co-chair Kassundra Miller reported that the committee meetings have been set for the remainder of the year and that the committee will continue to issue Weeding Tips, maintain and review the Web Subject Guides, and possibly mentor libraries in the use of Collection HQ

    C.A.L.M. – Adele Puccio reported that the committee will host a new director breakfast on May 5th at the Hasbrouck Heights Library.  Community Circle breakfasts by topic have also been scheduled – the first is on March 26th at the Secaucus Library for non-union libraries.

    eBCCLS – Samantha McCoy advised that Hoopla will launch on April 1.  The Task Force decided to initially cap the loans at 8 per library card per month and will revisit the cap after three (3) months.  The Task Force is also looking at travel ebooks and language products.  At the conclusion of a brief discussion about the financial implications beyond the 8 per patron per month if a library wants to pay to exceed the cap and tweaking the formula in the future, Dave Franz remarked that the dialogue points up the rationale for developing a long range plan.

    Friends of the Library Task Force – Mimi Hui updated the membership on the three (3) programs to date on Mission Statements, Membership Development and Book Sales.  The next program is on May 19th at the Paramus Library @ 7:00 pm on Legal, Organizational, and Financial Issues.

    Nominating – Terrie McColl reported that the committee will call for nominations and recommendations of candidates for the Executive Board via e-mail and an announcement at the May System Council meeting.

    Personnel & Administration – Laura Rifkin reported that the committee will distribute two surveys – salary and benefits and sponsor a two-part workshop for directors on progressive discipline and legal counsel.

    Policies & Procedure – MOTION: Jennifer Breuer moved that the attached recommendation covering Electronic Resources be approved by the membership.  Tim Murphy seconded.  Motion carried.

    Public Relations – Co-chair Donna Perkosky mentioned the initial Tips & Tricks email and the Scavenger Hunt planned for summer.  The website publicizing BooksNJ2015 @ Paramus Library on June 14 is up.

    Scholarship – John Trause informed the membership that the committee will meet on March 23 to review the scholarship applications.  The awards will be presented at the May System Council meeting.

    Technology – Kurt Hadeler reported that at the conclusion of a webinar with the Suffolk County Library System on the functionality of the SkyRiver software, it was decided to request a demonstration from the vendor.  Tech Tuesdays has been renamed Tech Talks and will be more interactive and webinar based. The first Tech Talk scheduled for March 31 is an introduction to Excel pivot tables with Monica Smith, Committee is also looking at software to replace the current Helpdesk functionality, conducting Tech Talks on Constant Contact, wireless technology, and building dynamic websites.  Committee will also research what individual libraries can do to accept credit card payments.

    Youth Services – Co-chairs Sharon Kalman and Lizzie Bender mentioned the Youth Services Mixer on May 1 at the Paramus Library.  In conjunction with Children’s Book Week on May 4, the committee will distribute a packet of information to facilitate the 1,000 Books Before Kindergarten initiative in every library. The Boot Camp workshop has been scheduled on September 11.  Len LoPinto talked about scheduling a program with an attorney on unattended and misbehaving patrons.

    Supervisory Training Task Force – Laura Rifkin reported that the task force is hoping to have the budget proposal and the training model ready for May.

    At this point in the meeting, Dave Franz called for a five-minute break.  Meeting re-opened with a discussion of the proposed Bylaws changes.

    Bylaws Introduction – Eileen Karpoff reported on the background discussions with regard to restructuring the composition of the Executive Board as outlined in the attached proposal.  The bylaws as currently written calls for 4 At Large members with two year terms and 5 Rotation members and 2 Trustee members with one year terms. The proposed changes call for 5 At Large members and 4 biennial Lottery members each serving two year terms staggered in odd and even years and two Trustee members chosen through a biennial Lottery at the September System Council meeting. At the conclusion of a very lengthy discussion about filling all Executive Board positions by election, eliminating the rotating positions, reaching out to the County Executive about the County slot on the Board, the stipulation about removing a member for ten years after having served a turn on the Board by lottery, the revised nominating process, building relationships with stakeholders and polling the membership by a show of hands on many different iterations of the proposed changes, the Bylaws recommendations will be submitted to the membership for approval at the May System Council meeting.

  8. Old Business: None
  9. New Business: None 
  10. Membership Hearing: Tim Murphy thanked Len LoPinto for heading up the Executive Director Search Committee.
  11. Date of Next Meeting: Thursday, May 14 @ Township of Washington Library
  12. Adjournment:  12:45 p.m.

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Attachments:




03-19-15 Agenda

SYSTEM COUNCIL AGENDA
Bergen County Cooperative Library System
Thursday, March 19, 2015 – 9:30 a.m.
Maywood Public Library

  1. Call to Order
  2. Minutes of Previous Meeting
  3. Public Portion
  4. Treasurer’s Report
  5. President’s Report
  6. Executive Director’s Report
  7. Committee Reports
    1. Bylaws Introduction
    2. Policies & Procedures
  8. Old Business
  9. New Business
  10. Membership Hearing
  11. Date & Place of Next Meeting – May 14, 2015 @ Township of Washington Library
  12. Adjournment

Len LoPinto, BCCLS President
March 10, 2015