04-23-14 Minutes

04-23-14 Minutes

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Executive Board April 23, 2014

PRESIDING:                 Len LoPinto                                           Paramus

PRESENT:                    Rita Browning                                        Cresskill

                                    Christine Hartigan                                  East Rutherford

                                    Tim Murphy                                           Fair Lawn

                                    Laura Kirsch                                          Hackensack

                                    Judy Heldman                                       Harrington Park

                                    Dave Franz                                           Hillsdale

                                    Richard Mariconda                                Little Ferry

                                    Kurt Hadeler                                          Mahwah

                                    Martin Gilbert                                        Tenafly

                                    Marianne Willms                                    Wallington

                                    Robert White                                         BCCLS

                                    Pat Loughnane                                      BCCLS

Len LoPinto welcomed Tenafly Trustee Martin Gilbert and ask Board members and staff to introduce themselves.

  1. Minutes of Previous Meeting:  MOTION: There being no additions or corrections to the minutes, they will stand as written.

  2. Public Portion:  None

  3. Treasurer’s Report: Tim Murphy rendered the March P&L Report. In response to a question from Kurt Hadeler about Line Items 6405 Freight & Postage & 6406 Discount Prepayment, Robert White responded that the description will be changed to Freight, Postage & Delivery to reflect the delivery fee assessed to each library and noted that subsequent to the approval of the Library Link budget, delivery funds can be reallocated with Executive Board approval. Line Item 6406 refers to the prepayment amount budgeted the previous year. Len LoPinto announced that he will adjourn a meeting of the Finance Committee after the June Executive Board meeting to review the format of the financial report. No further questions.   

    Of the 2014 Budget of        3,115,948                            2,675,515       has been received
    leaving a balance of             -440,433                            Total expenses                  988,249
    leaving a balance of          -2,127,699                            NJ Cash Management     1,714,741
    Checking Account                190,063

    The financial report has been filed for audit.

  4. Correspondence: Board members reviewed a copy of the 2014 County Grant request dated March 25, 2014 to County Executive Kathleen A. Donovan. Robert White reported on his visit with Freeholder Chairman David Ganz on possible capital projects such as an SQL server upgrade or moving some computer room equipment off site instead of investing in a new computer room HVAC. Board members agreed with Mr. White’s suggestion that an informational meeting be scheduled with the Freeholder Board.

  5. President’s Report: Len LoPinto reported on the Executive Director Search Committee work to date. Three library consulting firms will be interviewed via Skype on May 7: Bradbury Gossage, Missouri; John Keister & Associates, Illinois; and Corbus Library Consultants, Ohio. They will assist in the search for a new Executive Director by placing ads, interviewing, and reviewing the job description & resumes. Three small group meetings have been scheduled on June 10, 11, and 12 to solicit feedback from directors. A search committee sub-committee is also developing a survey for distribution to the directors concerning the next Executive Director. In addition, the BCCLS staff will be interviewed too. The Search Committee will make recommendations with regard to salary and benefits in June or August to the Executive Board. He mentioned that the current Executive Director job description has undergone a minor revision by the Structure & Organization Task Force to reflect that the Executive Director position is governed by an employment contract and the BCCLS Personnel Manual. Committee has also tweaked the BCCLS Personnel Manual and the Table of Contents. At this point in the meeting, he informed Board members that the Executive Director Search Committee is requesting a budget of $40,000 to conduct the search. MOTION: Tim Murphy moved that a $40,000 budget be allocated to the Executive Director Search Committee for expenses including a consultant fee, travel expenses for candidates, attorney fees and miscellaneous expenses such as mailing and copying. Laura Kirsch seconded. Roll call vote called: AYE – Franz, Mariconda, Willms, Hadeler, Heldman, Murphy, Browning, Gilbert, Hartigan, and Kirsch. Motion carried.

    Len LoPinto requested that Robert White submit a written action plan at the June Executive Board meeting with regard to expending the New York Times Historical budgeted funds. He informed Board members that he has asked the World Language Task Force to make a presentation on foreign language material purchases at the May System Council meeting.

  6. Executive Director’s Report: Robert White’s monthly report was distributed to Board members earlier. He reported on the following:

    New York Times Historical – after mentioning the quote of $83,000 for in-house access only, Board members concurred that the consensus from the February small group meetings is to not renew the New York Times Historical and that the action plan should not include it.

    State legislation & funding – he discussed his visit to State Senator Sarlo’s office, the proposed legislation to restore $3 million in per capita state aid, capital funding for construction, pending legislation seeking to set a minimum higher than 1/3rd of a mil, and the meeting at the Ridgefield Park Library with Assemblypersons Gary Schaer and Marlene Caride. While talking about the outreach to politicians to support library legislation, discussion ensued about how to maximize the publicity about the programs, events and community outreach that libraries do every day. Robert White commented on the Evanced system calendar and Laura Kirsch mentioned developing templated public relations pieces that could be locally branded. Following further discussion about a committee sponsored workshop to help libraries publicize their own library events, Len LoPinto recommended the development of a high impact, low cost public relations toolbox in 2015

    Polaris – Robert White talked about the purchase of Polaris by Innovative Interfaces, Inc. (III) and what it means for BCCLS in the short term and might mean in the long term. We will continue with the introduction of the LEAP web client for circulation in the second half of the year.

    Short takes – commentary took place about the Evanced implementation, Muse Global, and Collection HQ. He mentioned the New Director Orientation on April 2nd and Margaret O’Keefe’s hiring on April 7.

    At this point in the meeting, Robert White recommended that the restricted scholarship funds be given their own bank account. MOTION: Kurt Hadeler moved that the BCCLS scholarship funds be moved into a separate bank account. Dave Franz seconded. Motion carried.

    BELS – Robert White submitted the attached short history of BELs and BCCLS as requested by the Executive Board. He summarized the salient points and noted that the schools will be completely off Polaris by July of this year for their Follett implementation. It was also noted that we will utilize the school licenses for the LEAP web client licenses.

  7. Committee Reports:   
    Advocacy Services & C.A.L.M. – Written evaluation submitted for You Don’t Read a Mission Statement. You Live It! conducted by Dave Franz for 75 people at the Closter Library on March 27.eBCCLS Task Force – Written memo from Luca Manna requesting BCCLS become a coalition partner in the ReadersFirst initiative, ‘a movement to improve ebook access and services for public library users’. MOTION: Chris Hartigan moved that BCCLS become a coalition partner in the ReadersFirst initiative. Marianne Willms seconded. Motion carried.

    Policies & Procedures – Committee submitted the attached revisions to the Library Closings and Renovations section of the manual for approval. MOTION: Dave Franz moved that the revisions to the Library Closings and Renovations section of the Policies & Procedures Manual be sent to the membership for approval. Tim Murphy seconded. Motion carried.

    Public Relations – Chris Hartigan spoke about the mixer for Friends & Trustees, the Friends of the Library Breakfast on October 1st and the planned scavenger hunt.

    Technology –
     Kurt Hadeler reported on the registrations for Making Spaces for Makerspaces on May 8th at the Mahwah Library. Committee is also researching credit card payments for fines through the catalog, email list management software such as Constant Contact and booklist software to coordinate reading lists. At the conclusion of a brief discussion about transitioning committee agendas and minutes to the Knowledgebase and what the minimum organizational requirement is for documentation from committees, it was decided that Len LoPinto will contact the committee chairs to discuss the issue and Robert White will solicit feedback from the BCCLS committee liaisons.

    Scholarship –
     Board members received the list of 2014 Scholarship Award winners and a recapitulation of scholarship funds since 2002. Chris Hartigan reported on the number of applications, the interviews, and the committee’s decision making process. MOTION: Tim Murphy moved that $11,000 in scholarship funds be awarded in 2014. Laura Kirsch seconded. Motion carried.

  8. Old Business: None

  9. New Business: None

  10. Membership Hearing: None

  11. Date of Next Meeting:  System Council – 5/15 @ Township of Washington: Executive Board – 6/25 @ BCCLS   

  12. Adjournment: 11:30 a.m.