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System Council Minutes: 10-20-16

Minutes of

BERGEN COUNTY COOPERATIVE LIBRARY SYSTEM

System Council Meeting

Held at Upper Saddle River Public Library

October 20, 2016

PRESIDING:                 Len LoPinto, Paramus

NOT PRESENT:            Lyndhurst, Ridgefield Park, Roseland and West Orange.

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

1.  Call to Order: 

Len LoPinto called the meeting to order at 9:40 am.

He asked the library directors to announce their name and town when speaking so the minutes can be accurately recorded and to please remember to sign in. 

He thanked all those who ran for the Executive Board, congratulated new President, Kurt Hadeler and introduced the new members of the Executive Board:  Jen Breuer, Chris Hartigan, Mimi Hui, Samantha McCoy, Susan Meeske and Laura Rifkin, in addition to returning board members, Daragh O’Connor and Gina Webb-Metz.

2.  Minutes of Previous Meeting:

It was MOVED BY:  Chris Doto and seconded by Terrie McColl to approve the minutes as written.  Motion passed. 

Copies of the minutes of closed session were available at the meeting.  They are confidential and only for directors or their representative.

It was MOVED BY:  Ruth Rando and seconded by Riti Grover to approve the minutes as written.  Motion passed.

3.  Public Portion: 

No public present.  David Hinkley thanked Len for his outstanding work as President for BCCLS and Len congratulated David on his upcoming retirement.  David reminded everyone that time is money in these meetings when discussing matters ad infinitum. 

4.  Treasurer’s Report and Proposed 2017 Budget/Rate Card:

Gina Webb-Metz presented the September 2016 P & L Report. 

September 2016

Of the 2016 Budget of $3,417,500 

$3,321,408 has been received as of September 30, 2016

Leaving a balance of                    – $  96,092 

Total expenses                            $2,468,497

Leaving a balance of                 – $   949,003 

Checking Account Balance               $49,899

NJ Cash Management                 $1,060,530

Scholarship                                       $23,625

It was MOVED BY:  Sharon Casteneen and seconded by Judy Heldman to accept the Treasurer’s Report for audit.  Motion passed. 

It was MOVED BY:  Gina Webb-Metz and seconded by Ellen O’Keefe to accept the budget as proposed.  Len stated that he trusts the Executive Director, the research and justification for the salary adjustments and corrections, and agreed that if it was necessary to hire new staff, they would be hired at the proposed rates or even higher.  He also trusts the judgement of the Budget Committee [(Dave Franz, David Hinkley and Gina Webb-Metz (and Len)] as well as the rest of the Executive Board and encouraged everyone to vote yes for the budget. 

Kathleen McGrail made a motion to move to closed session to continue the discussion.  It was seconded by Judah Hamer.  Motion passed. 

Samantha McCoy made a motion to return to open session for the vote.  It was seconded by Daragh O’Connor.  Motion passed.

A voice vote was taken and the budget passed:  Yes (56), No (15), Abstain (2) 

5.  President’s Report

Len thanked everyone for the honor and privilege to be the BCCLS President and said that it has been interesting and hopefully our cooperative is moving forward together.  He thanked the committees for all they achieved, the Executive Director and the BCCLS staff for their excellent work, and he hopes to remain an active participant helping libraries give the best possible service as there are many challenges that we face and we can do it together.  

Len introduced new directors, Alessandra Nicodemo of Allendale, Shinae Hyun of Haworth and Katherine Hybertsen of Saddle Brook.  He also introduced Tom Madru, Park Ridge Trustee and Executive Board member, who attended the meeting.  

In 2017, Glen Ridge was scheduled to have a trustee on the BCCLS Executive Board.  Since Jen Breuer will be on the Executive Board, Glen Ridge was removed from the trustee rotation.  In a drawing of eligible libraries (libraries who have not had trustees on the Executive Board since 2002), Elmwood Park was chosen to take its place. 

There were no questions from the membership about his report. 

6.  Executive Director’s Report:

Marie thanked Len for all of his efforts and strong support as President of BCCLS.  She said he easily transitioned from wearing his Paramus hat to his BCCLS hat and championed BCCLS in presentations to the freeholders.  She looks forward to a smooth transition from Len to Kurt and invited everyone to come up for a piece of cake to wish Len well. 

The $150,000 grant check was issued by the Bergen County Freeholders and the BCCLS office will be cutting checks to the libraries that receive Net Plus reimbursement.  Darlene will send an e-mail to let those directors know when a check is on the way and the amount.  There will be a ceremonial presentation of the county grant check at the Friends’ Breakfast on Tuesday, October 25.  

Marie attended the MAIUG conference and several BCCLS staff gave presentations at the conference.  

Marie complimented Laura Rifkin and the P&A Committee for the Progressive Discipline Workshop.  It was a fantastic program and we hope to offer similar programs in the future.  There are HR issues, and with no HR personnel on staff, Marie will look into some type of HR on call.  

Axis 360 is coming along; the contract with Overdrive expires in May 2017.  Nothing has been signed yet and Marie will keep everyone informed.  

Marie proposed a revised schedule for System Council to ensure that meetings are held regularly throughout the year.  Kurt to review and then the meeting schedule will be confirmed. 

There were no questions from the membership about her report. 

7.  Committee Reports:

Now that the budget has passed, there was a question if we will be accepting credit cards now.  Marie explained that a plan is in place, money will be allocated for credit cards and we can move forward if necessary. 

Trustee Education:

Sarah Lester mentioned the Long-Range & Capital Planning presentation for trustees in Tenafly on December 6.   This is 1.5 hours of CE.  Directors can also attend.

Government Relations & Public Policy:

Terrie McColl advised that the Votes, Hard Hats & Schools – NJLA event is in Closter on November 1; trustees are welcome to attend. 

World Language Task Force:

Serving the World:  Boosting Essential Services to New Americans is scheduled for November 3 in River Edge.  

8.  Old Business:

None

9.  New Business:

Chris Doto wanted to let everyone know that the state was wiring the state aid payments to the borough’s operating account and directors should check with their CFOs for status and transfer the money from the borough’s operating account to their library’s account.

10.  Membership Hearing:

Dave Franz mentioned that he will be participating in NJ Makers Day at Barnes & Noble in Paramus on November 5. 

Len advised that the renovations in Paramus are coming along, the shelving is going in and he closed with the BCCLS library song.

11.  Next Meetings:System Council – TBD 

12.  Adjournment:         It was MOVED BY:  Chris Doto  Seconded by:  Ruth Rando to adjourn at 10:55 am.

dms:  10/24/16




System Council Minutes: 09-22-16

Minutes of

BERGEN COUNTY COOPERATIVE LIBRARY SYSTEM

System Council Meeting

Held at Millburn Free Public Library

September 22, 2016

________________________________________________________________________

PRESIDING:                  Len LoPinto, Paramus

NOT PRESENT:            Edgewater, Emerson, Haworth, Montvale, Ridgefield and Roseland.

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

1.  Call to Order: 

Len LoPinto called the meeting to order at 10:05 am.

He asked the library directors to announce their name and town when speaking so the minutes can be accurately recorded.

2.  Minutes of Previous Meeting:

It was MOVED BY:  Terrie McColl and seconded by Marianne Willms to approve the minutes as written.  Motion passed.

3.  Public Portion: 

No public present.

4.  Treasurer’s Report:

Gina Webb-Metz presented the August 2016 P & L Report.

August 2016

Of the 2016 Budget of $3,417,500

$3,315,593 has been received as of August 31, 2016

Leaving a balance of                    – $101,907

Total expenses                            $2,340,135

Leaving a balance of                 – $1,077,365

Checking Account Balance               $52,751

NJ Cash Management                  $1,325,530

Scholarship                                        $23,625

It was MOVED BY:  Marianne Willms and seconded by:  John Trause to accept the Treasurer’s Report for audit.  Motion passed.

5.  President’s Report

Len introduced new directors, Karyn Gost of Lodi and Catherine Dodwell of Dumont, and mentioned that Adele Puccio has moved from Bloomfield to Fair Lawn.

He thanked the committees for the wonderful work they do all year and the BCCLS staff for backing them up. 

There were no questions from the membership about his report.

6.  Executive Director’s Report:

Marie introduced Yumi Choi, BCCLS’ office new Senior Cataloging Librarian.

In her report, she recommended to change the meeting schedule to ensure meetings are held regularly throughout the year.  Under the proposed new schedule, there would be a meeting every quarter as well as the special budget meeting in October.  There were requests for more information about the tickets that are received by the BCCLS Support Desk (e.g. cataloging, Polaris) and Marie provided reports YTD and additional information is available if needed.  There were no questions from the membership about her report. 

Eric Lozauskas, Director of Information Technology, gave a detailed presentation of the technology in the libraries:  where we were, where we are today and where we are heading.  The goal continues to be to improve costs and efficiency for the member libraries, wherever possible, by standardizing hardware, software and telecomm vendors while upgrading service to faster speeds or lower costs.

7.  Election – 2017 Executive Board:

Lori-Ann Quinn explained the process to elect board members for the 2017 Executive Board.  There are 13 directors running:  Amy Babcock-Landry, Stephanie Belluci, Jennifer Breuer, Dave Cubie, Riti Grover, Kurt Hadeler, Judah Hamer, Christine Hartigan, Mimi Hui, Samantha McCoy, Susan Meeske, Margaret Mellett and Laura Rifkin; 7 will be elected to the board (3 3-year terms, 3 2-year terms and 1 1-year term).  The candidates were also introduced in alphabetical order for face recognition.  

Directors received e-mails with a link to the candidates’ bios, which are also available in Knowledge Base and on the election ballot, and a link to vote via Election Buddy.  Directors can only vote 1 time and if the e-mail is forwarded, the link to vote is lost.  Voting will take place between September 22-October 6.  There was an opportunity to use Chromebooks to vote after the meeting. 

8.  Committee Reports:

Committee on Administration & Library Management:

Adele Puccio advised that the location for the CALM Community Circle Breakfast on September 28 has been changed from New Milford to Fair Lawn.

John Trause asked about universal fines and Jen Breuer advised that since BCCLS is still working on a strategic plan, there is no clear consensus yet.

Government Relations & Public Policy:

Dave Cubie advised that the Executive Director is setting up an information session with Pat Tumulty, State Library, regarding legislative initiatives.  He also mentioned the importance of www.unlockstudentpotential.org.  See website for petition. 

Kathleen McGrail reported that the Upper Saddle River library and school co-wrote an article to encourage the partnership between town libraries and school libraries.  She reiterated it is important to go to www.unlockstudentpotential.org and ensure that all schools have a school media specialist for the success of the students.

Public Relations:

Donna Perkosky announced there will be 2 winners for the Buckles Family Vacation.  There were 50 participants and 4 people visited all 81 libraries.  The more libraries participants visited, the greater number of entries they had for the drawing.  Two names were drawn at the meeting:  the winner for the under 18 category was Jay Jones of Saddle Brook and the winner for the over 18 category was Betsy Erhand of Haworth.  They will each be awarded a $100 American Express gift card. 

Policies & Procedures: 

Jen Breuer and Gerry McMahon presented the proposal to include money orders as an acceptable source of payment for lost books and fines. 

It was MOVED BY:  John Trause and seconded by Kathleen McGrail.  Motion passed.

Len advised that there will be a meeting for catalogers and they will be looking at the number of items to catalog as BCCLS catalogs a significantly greater number of items compared to other consortia.

9.  Old Business:

None

10.  New Business:

Len advised that the 2017 BCCLS Budget will be introduced and discussed today, and voted upon at the next System Council in October.

2017 BCCLS Budget:

Kathleen McGrail made a motion to separate salary structure approval from the budget approval.  It was seconded by Peter Havel.  A discussion followed to consider the reason for this motion as components of the budget were never considered and approved separately in the 37-year history of BCCLS.  A voice vote was conducted and the motion did not pass by the required majority of the quorum of members in attendance.  (Yes-19, No-44, Abstain-7).

Table of Organization:

It was moved by Mary Jo Jennings and seconded by Maureen Cuschieri to accept the Table of Organization as presented.  A discussion followed and Kathleen McGrail commented that the proposed job title changes were inconsistent with the job titles referenced in the salary research and the membership was being asked to vote on a budget with job titles that will change.

Ann McCarthy made a motion to move to a closed session to continue the discussion.  It was seconded by John Trause.  Motion passed.

Daragh O’Connor made a motion to move out of the closed session and it was seconded by Mary Jo Jennings.

A motion was made to postpone discussions about the Table of Organization and title changes until the Strategic Plan is complete.  It was moved by Amy Babcock-Landry and seconded by Julia Perrotta.  A discussion followed and a voice vote was conducted.  The motion passed by the required majority of the quorum of members in attendance (Yes-58, No-2, Abstain-3).  Len advised that another motion can be made to re-open the discussion in the future.

11.  Membership Hearing:

Marie thanked Judah Hamer for bringing Chromebooks to the meeting so the directors could use them to cast their votes for the Executive Board after the meeting if they wished. 

Len thanked the neighboring libraries for their hospitality while Paramus is undergoing its renovation.

Riti Grover invited everyone to the upcoming art show at the Ramsey Library on October 1.

Dave Cubie advised that the façade has been approved to go back up in West Orange.  The Friends are having a wine & cheese event on September 30 and book sale on October 1-2.

Maria LaBadia was pleased to report that her Board President was recognized as a volunteer of the month by NJ Monthly.

12.  Next Meetings:System Council  – 10/20 @ 9:30 am – Upper Saddle River

                                      Executive Board – 10/20 – after SC  – Upper Saddle River

13.  Adjournment:       It was MOVED BY:  Sharon Castenteen            Seconded by:  Kathleen McGrail to adjourn at 12:26 pm.

dms:  9/23/16




System Council Minutes: 06-16-16

MINUTES OF BERGEN COUNTY COOPERATIVE LIBRARY SYSTEM

Special System Council Meeting – Held at Maywood Public Library – June 16, 2016

________________________________________________________________________

PRESIDING:            Len LoPinto, Paramus

NOT PRESENT:      Allendale, Hoboken, Lodi, Lyndhurst, Maplewood, Montvale, Oakland, Ridgefield Park, Ridgewood, Roseland, Wallington and Westwood.

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

1.     Call to Order: 

Len LoPinto called the meeting to order at 9:46 am.

He explained that the purpose of this special System Council Meeting was to review and vote to change the by-laws for Article II:  Governance (Executive Board make-up).

Marie Coughlin introduced Darlene Swistock, new Executive Assistant and Office Manager, and asked the library directors to state their name and town when speaking.

2.     Minutes of Previous Meeting: 

There were 2 corrections to the minutes of May 12, 2016:

     a)  Meeting was adjourned at 11:17 am, not pm.

     b)  The Essex County Library Directors won the Big Read Grant, not the Maplewood Library.

It was MOVED BY:  Christine Hartigan and seconded by:  Mike Banick to approve the minutes as written with those 2 corrections.

Motion carried.

3.      Public Portion: 

No public present.

4.      By-laws Vote – Article II:  Governance

Len thanked the By-laws Committee for their hard work and asked Judah Hamer, Chair, to speak about the motion to revise Article II:  Governance to move from a mixed-rotational and elected executive board to an all-elected executive board.  This topic was introduced at the last meeting (May 12) to be voted on during the June 16 meeting.  It was seconded by:  Kurt Hadeler.  Before the vote, Len asked for comments and a discussion ensued.

Topics covered included:

  • whether the new system would be representative of the full membership
  • the role of board members to act in the best interest of the organization rather than advocating for their home libraries
  • concerns that a 1-year period between terms was not long enough to ensure sufficient diversity in representation on the Executive Board
  • how 3-year terms would reduce board turnover each year and improve institutional memory
  • efforts to embrace change and that amendments can be made to further adjust the composition of the Executive Board, as needed
  • the importance of participation and serving on the Executive Board regardless of the size of the library
  • the value of a 3-year term to allow Executive Board members to become fully conversant in the issues impacting the organization

Len advised that the proposal is being voted on as presented, but that the by-laws can be amended in the future by sending recommended changes to the By-laws Committee.

Len called for the vote.  There were no other motions or concerns.  The motion passed by a two-thirds majority of the quorum of members in attendance:

  • 57        Yes
  •   7        No
  •   1        Abstain

Len thanked everyone for a good discussion and reminded them that proposals for further changes can be recommended and made any time.  The Elections Committee (previously the Nominating Committee) will proceed with preparations for this year’s elections. 

5.      Membership Hearing

Judah reported that Rutherford will be closed Tuesday through Saturday next week in preparation for its re-opening the following week.

Marie reminded everyone about the small group meetings next month.  These meetings will be held in Millburn, Hasbrouck Heights, Haworth and Upper Saddle River; only a few slots remain for Hasbrouck Heights.  Please e-mail meeting preferences to bccls@bccls.org as soon as possible.  These meetings will discuss the state of eBCCLS, what is working and what new services are available.  The original topic for these meetings was the strategic plan and budget.

Marie advised everyone that BCCLS will offer bus transportation for 1 trustee per library to the NJ Trustee Institute Conference in East Windsor on Saturday, September 10.  There will be 2 buses that each make 2 stops so no one should need to drive more than 20 minutes for the bus.  Details about the event and transportation will be sent out next week.  Library directors can attend the NJ Trustee Institute Conference if their trustees attend.  Bus registration will take place in July.

Marie introduced Dan Lane, BCCLS’ new Digital Initiatives Librarian.

Len announced that Paramus will close for renovations on Monday, June 20.  They hope to re-open in November.  The Charles E. Reid branch in Paramus will house all of the new material, and old material will be in storage.  Paramus will use Midland School for programming, and the staff will be going to other libraries:  Hasbrouck Heights, Glen Rock, Washington Township, Oradell, River Edge, Maywood and Fair Lawn.  Most of the foreign language collection will be housed at the Charles E. Reid branch library, and most of the Japanese language collection will be located in River Edge.  Tech Services will be in Maywood.  Len and his administrative team will be located at the Borough Hall.

On a sad note, Terrie McColl advised that Mary Joyce Doyle, one of the founders of BCCLS, is now in hospice care. 

6.      Date and place of Next Meeting: 

 September 22, 2016 at 9:30 am – Millburn Library

7.      Adjournment

         It was MOVED BY:   Lori Quinn                             Seconded by:  Jennifer Breuer

         to adjourn at 10:34 am.

dms:  6/16/16




System Council Minutes: 05-12-16

Minutes of BERGEN COUNTY COOPERATIVE LIBRARY SYSTEM

SYSTEM COUNCIL 5/12/2016 – Hasbrouck Heights Public Library

PRESIDING:            Len LoPinto, Paramus

NOT PRESENT:      Elmwood Park, Lodi, Montvale, Ramsey, West Caldwell and Westwood

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

  1. Call to Order:  Len LoPinto called the meeting to order at 9:50am.
    He welcomed and congratulated Chris Yurgelonis on her appointment as director of the Fort Lee Public Library.

    Len also announced Catherine DiLeo is moving from Dixon Homestead Library to Midland Park Public Library effective May 13, 2016.

  2. Minutes of Previous Meeting:
    There being no additions or corrections to the minutes of March 22, 2016
    It was MOVED BY:  Terrie McColl       Seconded by:  Christine Hartigan
    to approve the minutes as written.
    Motion carried.
  3. Mary Joyce Doyle Scholarship Awards:  Committee Chairperson John Trause assisted by committee member Christine Hartigan presented the scholarship recipients with their awards.  Adele Puccio, Betsy Wald, Mimi Hui, David Marks, Catherine Eng, Amy Babcock-Landry, David Franz, Sai Rao, Radwa Ali, and Jenifer May each spoke about the recipients from their respective libraries. Marie Coughlin read a letter from Robert W. White regarding the Patricia Anne Loughnane Memorial Scholarship and Arlene Sahraie read a letter from Mrs. Loughnane’s daughters Annemarie and Susan.  Mary Joyce Doyle Scholarships are awarded to assist the winners in completing their library and information studies.  John Trause thanked the Scholarship Awards Committee for the work they did in reviewing applications, setting up interviews, and interviewing the applicants. Ten scholarships were awarded. (List of recipients attached)
  4. Public Portion:  – No public present.
  5. Treasurer’s Report: Gina Webb-Metz presented the April P&L reports.

    April 2016
    Of the 2016 Budget of $ 3,417,500

     $ 3,270,877    has been received as of March 31, 2016.
    Leaving a balance of                             -146,623
    Total expenses                                   1,412,730
    Leaving a balance of                         – 2,004,770

    Checking Account Balance                    230,625
    NJ Cash Management                         1,200,529
    Scholarship                                            38,095

    There being no questions-
    It was MOVED BY: John Trause Seconded by:  Marianne Willms
    To accept the Treasurer’s Report for audit.
    Motion carried.

  6. President’s Report – Len LoPinto congratulated the scholarship winners.  He spoke about the importance of the MLIS degree.

    Mr. LoPinto announced proposed changes to the bylaws will be introduced at this meeting.  In order to give this proposal the opportunity to be put into effect this year he is calling a special meeting of the System Council for Thursday, June 16, 2016 9:30am at the Maywood Public Library for a  vote on the proposed changes.  Nominations for Executive Board will be postponed until after the special meeting.

  7. Executive Director’s Report:  Marie Coughlin congratulated the scholarship winners.

    Ms. Coughlin announced she has filled two of three open positions in the BCCLS office.   Dan Lane has been hired to fill the Digital Initiatives Librarian position effective May 30, 2016.  Darlene Swistock has been offered the position of Executive Assistant/Office Manager effective May 23, 2016.

    On behalf of the Trustee Education Committee Marie announced the Trustee Institute will be held on Saturday, September 10th in East Windsor.   The committee would like to see at least one trustee from each BCCLS library attend.  Marie is researching transportation.

    SkyRiver has been receiving positive feedback from member libraries. During the month of April 4,489 records were imported into SkyRiver.  Marie thanked everyone for taking part in the training.

    Len commended Marie and the BCCLS staff for continuing to provide high quality service over the past several months while being short staffed.

  8. Committee Reports:  Committee Reports were previously distributed with the packets. The Technology Committee Report was distributed at the meeting.

    Friends of the Library – Mimi Hui announced the Friends of the Library Committee is  planning a Friends Talk – Reach Out, Reactivate and Recharge on Wednesday, June 1, 2016 at 10:00am at the Maywood Public Library.

    The committee recently held a gathering During National Library Week featuring author Peter Danish.

    Collection Development – David Marks announced registration is open for the Collection Development   workshop: The ABCDs of Collection Development on June 8, 2016, 10:00am at the Closter Public Library.

    Policies & Procedures

    1. New Formats and Material Types-Adding New Formats to the Catalog/Adding New Material Types to the ILS
      It was MOVED BY:  Jennifer Breuer    Seconded by:  John Trause
      To accept Adding New Formats to the Catalog/Adding New Material Types to the ILS as presented.  Motion Carried.
    2. Restricted Card Requirements – Courtesy Cards/Pay Cards/Institutional Cards/Resource Sharing
      It was MOVED BY:  Jennifer Breuer Seconded by:  Kathleen McGrail
      To accept the revision to the Restricted Card Requirements Policy as presented. Motion carried.
    3. Restricted Cards
      It was MOVED BY:  Jennifer BreuerSeconded by:  David Cubie
      To accept the revisions to the Restricted Card Policy as presented.
      Motion carried.
    4. Collection Development-Criteria for Submission – World Language Books/DVDs & Blu-rays
      It was MOVED BY:  Jennifer Breuer  Seconded by:  Christine Hartigan
      To accept the revision to the Collection Development-Criteria for Submission-World Language Books/DVDs & Blu-rays. Motion carried.

    Bylaws – Judah Hamer, Chairperson of the By-Laws Committee introduced proposed revisions to Article II: Governance regarding election and terms for the Executive Board for vote at a Special System Council meeting scheduled for June 16, 2016.  Discussion followed on nominations and how on-line elections for the Executive Board would be handled.

  9. Old Business – No old business
  10. New Business – No new business
  11. Membership Hearing – 
    Arlene Sahraie invited member libraries to bring BCCLS logos, bookmarks and posters back to their libraries which were made available at the meeting.

    John Trause announced the Library Link NJ conference will be held June 1, 2016 1pm at Forsgate Country Club.  He urged representation at the conference.

    David Franz thanked everyone for their participation in the small group meetings for the strategic plan.  He invited those who missed the meetings to reach out to committee members with thoughts and concerns.  He also commended the staff at the BCCLS office for their input at one of the meetings under difficult circumstances.

    Len LoPinto announced next on the agenda for small group meetings is billing.  Additional small group meetings will be held in September regarding the budget.  The September meeting scheduled for September 15th is being rescheduled for September 22nd in order to have additional time to hold small group meetings and budget preparation.

    In answer to Mimi Hui’s question regarding the book presentation at the freeholder meeting Len said it was very successful and feedback was positive.  Marie thanked those directors who attended.

    Sarah Lester announced the Essex County Library Directors received an NEA Big Read grant.

  12. Adjournment

    It was MOVED BY:  David Franz   Seconded by:  Nancy Greene
    To adjourn at 11:17am

MC/LL/lp
5/18/16

Attachments:




System Council Minutes: 03-22-16

Minutes of BERGEN COUNTY COOPERATIVE LIBRARY SYSTEM

SYSTEM COUNCIL 3/22/2016 – Closter Public Library

PRESIDING:            Len LoPinto, Paramus

NOT PRESENT:      Glen Rock, River Vale, Roseland, Teaneck, Waldwick

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

  1. Call to Order:  Len LoPinto called the meeting to order at 9:50am.
    A moment of silence was observed in memory of Pat Loughnane.
  2. Minutes of Previous Meeting:
    There being no additions or corrections to the minutes of October 15, 2015
    It was MOVED BY:  Nancy GreeneSeconded by:  John Trause to approve the minutes as written.
    Motion carried.
  3. Public Portion:  – No public present.
  4. Treasurer’s Report: Gina Webb-Metz presented the January and February P&L reports

    February 2016
    Of the 2016 Budget of $ 3,417,500

    $ 2,286,881    has been received as of February 29, 2016
    Leaving a balance of         – 1,130,619
    Total expenses                          1,059,464
    Leaving a balance of                – 2,358,035

    Checking Account Balance                     288,732
    NJ Cash Management                  1,001,421
    Scholarship              35,595

    There being no questions-
    It was: MOVED BY: Nancy GreeneSeconded by:  Christine Hartigan
    To accept the Treasurer’s Report for audit.
    Motion carried.

  5. President’s Report – Len LoPinto reported he would like to begin to hold Executive Board meetings at member libraries as well as the BCCLS office.  He encouraged directors and new directors to attend Executive Board meetings with their mentors in order to learn the governance of BCCLS.

    He announced small group meetings for the Strategic Plan will begin in a few weeks.  All libraries were encouraged to sign up for one of the venues.

    Len introduced and congratulated new directors Omar Kahn of Ridgefield Park and Leo Bellino, North Arlington.

    He recognized and congratulated Alma Henderson on her upcoming retirement and thanked her for her service.  Ms. Henderson noted how much she appreciated working in a BCCLS library and introduced Saddle Brook’s interim director Katherine Hybertson.

    Len congratulated Marie Coughlin on her one year anniversary with BCCLS.

    Len distributed the following informational items:  League of Women Voters brochures and BCCLS brochures in World Languages.

  6. Executive Director’s Report:  Marie Coughlin recognized Luca’s contribution to BCCLS and wished him well in his new position at PALS Plus.

    Marie reported the BCCLS office is in a period of transition.  There are 3 full time vacancies. She will begin advertising to fill the positions this week.   The plan is to hire an Executive Assistant/Office Manager, a Senior Cataloging Librarian and a Digital Initiative Librarian which will include overseeing everything related to e-bccls.  The two librarian positions have been restructured to reflect current and future needs.

    Ms. Coughlin reported she was very pleased with the IUG Conference she recently attended.  IUG is the vendor for Polaris and SkyRiver.  They have new products and services that would enable libraries to further improve discoverability of catalog holdings such as having them display on Google.  There are also improvements with Leap.

    The Strategic Planning group meetings will be held next month.  The April 5th meeting at Oradell is full.  The other 4 scheduled meetings still have openings.  Marie requested anyone planning to attend one of the meetings should let her know as soon as possible.

    Marie said she enjoyed her first year with BCCLS and thanked everyone for their assistance during the year.

  7. Committee Reports:  Committee Reports were previously distributed with the packets.

    Policies & Procedures – Jennifer Breuer introduced revisions to the following policies:

    1. Restricted Card Requirements – Institutional Cards

      It was MOVED BY:  Jennifer Breuer      Seconded by:  Dave Franz
      To accept the revisions to the policy for Restricted Card Requirements – Institutional Cards as presented.
      Motion carried.

    2. Restricted Card Requirements – Library Staff Members

      It was MOVED BY:  Jennifer BreuerSeconded by: Dave Franz
      To accept the changes to the policy for Restricted Card Requirements – Library Staff Members as presented.

      After extensive discussion the motion was withdrawn.

      It was then MOVED BY:  Jennifer BreuerSeconded by: Ruth Rando
      To accept the policy for Restricted Card Requirements – Library Staff Members with the following revisions:
      At the discretion of the employing BCCLS library active staff may be eligible for an unrestricted library staff card, regardless of residency.
      1 abstention.  Motion carried.

    3. Lend and Send – Overdue Notices

      It was MOVED BY:  Jennifer BreuerSeconded by: Amy Babcock-Landry
      To accept the revisions to the Lend and Send-Overdue Notices Policy as presented.

      Trevor Diamond explained overdue notices will now be sent by the patrons’ registered library instead of the item owning library.

      Further discussion followed regarding the word “also”.in the revision.
      Motion defeated.

      Ms. Breuer was then instructed to reintroduce the revisions striking the word “also” from the proposed revision.

      It was then MOVED BY:  Jennifer Breuer Seconded by:  Kurt Hadeler
      To strike the word “also” from the proposed revision to the policy.
      Motion carried.

    Public Relations – Donna Perkosky announced  printable brochures in various languages can be found on the Knowledge Base under PR- PR materials, World Language Brochures.

    Donna presented the PR Committee’s initiative, The Buckles Family.  The goal is to raise awareness of BCCLS libraries, its services, digital collections, and to help users better understand the BCCLS operation.  Posters were made available for each library.

    Youth Services – Youth Services Committee Co-chairs Sharon Kalman, Justin Kontonicolaou, and Marie Joyce presented a proposal and demonstrated Beanstack.  Beanstack is an online interactive tool to track summer readers.  This product gives those children and young adults who are out of town for the summer the opportunity to report online.   It can be used year round for many types of programs and customized to each library.

    Marie reviewed the spreadsheet she prepared which shows the costs of Beanstack per library.  Discussion followed regarding cost, and the pros and cons of the program.

    It was then MOVED BY:  Sharon KalmanSeconded by:  Ruth Rando
    To approve the purchase of Beanstack for March 2016 through March 2019.
    Roll call vote:  60 in favor, 7 opposed, 4 abstentions, 6 absent, Motion carried.

    Policy & Procedures II – Len LoPinto announced that the Policy & Procedures Committee has requested  New Formats and Material Types be tabled until the next meeting.

    Registration-Expiration of Privileges: 
    Jennifer Breuer explained library staff was added to the 1 year expiration date because of turnover in staff.

    It was then MOVED BY:  Jennifer BreuerSeconded by:  Laura Rifkin
    To add “and library staff” to Registration-Expiration of Privileges.
    Motion carried.

  8. Old Business – No old business
  9. New Business – No new business
  10. Membership Hearing – Laura Leonard gave an update on the upcoming NJLA convention in Atlantic City.  She highlighted some of the programs and social events that will take place.

    David Cubie reported for Amy Babcock-Landry:
    NJLA Advocacy Week is April 11-17th. On-line training through NJLA will take place March 31st.  Advocacy captains are being sought to organize small groups such as Friends, patrons and staff to visit local officials and hold meetings.  Amy will send out an e-mail to all directors to explain further.

    Len LoPinto reported he and other BCCLS representatives and directors attended Leonia’s Mayor and Council meeting on March 21st to show solidarity against the budget cuts to the Leonia Public Library.  Len commended David Cubie for his input at the meeting.

    David Cubie spoke about a serious budget issue and building repairs West Orange was faced with and how it was resolved.

    Len noted one library’s budget being drastically reduced affects all libraries.

    Luca was once again thanked for his work at BCCLS and was given a standing ovation.

  11. Adjournment

    It was MOVED BY:  Daragh O’ConnorSeconded by:  Ruth Rando
    To adjourn at 12:05pm

MC/LL/lp
3/25/16

Attachments:




System Council Agenda: 10-20-16

SYSTEM COUNCIL AGENDA

Bergen County Cooperative Library System

Thursday, October 20, 2016 – 9:30 am

Upper Saddle River Public Library

     1.    Call to Order

     2.    Minutes of Previous Meeting

     3.    Public Portion 

     4.   Treasurer’s Report and Proposed 2017 Budget/Rate Card

     5.   President’s Report

     6.   Executive Director’s Report

     7.  Committee Reports

  • Collection Development & Reference
  • Government Relations & Public Policy
  • Personnel & Administration
  • Trustee Education
  • World Languages Task Force
  • Youth Services

      8.  Old Business

      9.  New Business

    10.  Membership Hearing

    11.  Date & Place of Next Meeting – TBA

    12.  Adjournment                                   

                                                                                                                                          Len LoPinto, BCCLS President 

                                                                                                                                          October 7, 2016




System Council Agenda: 09-22-16

SYSTEM COUNCIL AGENDA

Bergen County Cooperative Library System

Thursday, September 22, 2016 – 9:30 a.m.

Millburn Free 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

  •  Technology Presentation by Eric Lozauskas, Director of Information Technology 

     7.     Election – 2017 Executive Board

     8.     Committee Reports

  • Committee on Administration & Library Management
  • eBCCLS Task Force
  • Elections
  • Friends of Library
  • Government Relations & Public Policy
  • Personnel & Administration
  • Policies & Procedures – Acceptable Payment Proposal
  • Scholarship
  • Supervisory Training Task Force
  • Youth Services

     9.   Old Business

    10.  New Business

  • 2017 BCCLS Budget
  • Table of Organization

    11.  Membership Hearing

    12.  Date & Place of Next Meeting – 10/20/2016 @ 9:30 am – Upper Saddle River Library       

    13.  Adjournment                                       

                                                                                                                                           Len LoPinto, BCCLS President 

                                                                                                                                           September 12, 2016




System Council Agenda: 06-16-16

       SPECIAL SYSTEM COUNCIL AGENDA

Bergen County Cooperative Library System

        Thursday, June 16, 2016 – 9:30 a.m.

Maywood Public Library

 1.    Call to Order

 2.    Minutes of Previous Meeting 

 3.    Public Portion 

 4.    Bylaws Vote – Article II:  Governance (Executive Board make-up changes)

 5.    Membership Hearing

 6.    Date & Place of Next Meeting – 9/22/2016 @ Millburn Library 9:30 a.m. 

7.    Adjournment                                

   Len LoPinto, BCCLS President 

   June 6, 2016




System Council Agenda: 05-12-16

SYSTEM COUNCIL AGENDA
BERGEN COUNTY COOPERATIVE LIBRARY SYSTEM
Thursday, May 12, 2016 @ 9:30 a.m.
Hasbrouck Heights Public Library

  1. Call to Order
  2. Minutes of Previous Meeting 
  3. Mary Joyce Doyle Scholarships
  4. Public Portion  
  5. Treasurer’s Report 
  6. President’s Report
  7. Executive Director’s Report 
  8. Committee Reports
    1. Policies & Procedures: Vocabulary update, Restricted Card update, New Materials and Format policy
    2. World Languages and P&P: Criteria for Submission media update
    3. Bylaws proposal – Article II: Governance (Executive Board make-up changes)
  9. Old Business
  10. New Business
  11. Membership Hearing 
  12. Date & Place of Next Meeting – 9/22/2016 @ Millburn Public Library 9:30 a.m.
  13. Adjournment

Len LoPinto, BCCLS President 
May 2, 2016




System Council Agenda: 03-22-16

AGENDA – System Council
BERGEN COUNTY COOPERATIVE LIBRARY SYSTEM
Tuesday, March 22, 2016 @ 9:30 a.m.
Closter 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. Policies & Procedures – policy revision proposals
    2. Youth Services – Beanstack proposal
  8. Old Business
  9. New Business
  10. Membership Hearing 
  11. Date & Place of Next Meeting – 5/12/2016 @ Hasbrouck Heights Library 9:30 a.m.
  12. Adjournment

Len LoPinto, President 
March 11, 2016