Executive Board Minutes: 03-03-16

Executive Board Minutes: 03-03-16

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Executive Board March 3, 2016

PRESIDING:                Len LoPinto                                            Paramus

PRESENT:                   Marie Coughlin                       BCCLS

                                    Tom Madru                             Park Ridge Trustee

                                    Mary Orlando                         Lyndhurst Trustee

                                    Kelly Fitzgerald                      Weehawken

                                    Gina Webb-Metz                    Tenafly

                                    David Hinkley                        Montclair

                                    Christopher Lee                      Roseland

                                    David Marks                           Haworth

                                    Edna Ortega                            Demarest

                                    Dave Franz                              Hillsdale

                                    Daragh O’Connor                   River Edge

GUESTS:                     Lorna Petouvis                        Paramus

Sharon Kalman                       Paramus

                                    Justin Kontonicolaou              Ridgewood

                                    Marie Joyce                             Washington Township

                                    Kristin Nelson                         Fairview

                                    Radwa Ali                               Bogota

  1. Minutes of the Meeting of January 27, 2016:  MOTION:  There being no additions or corrections to the minutes, they will stand as written:  Motion carried.
  2. Public Portion: No public present.

  3. Treasurer’s Report: Gina Webb-Metz presented the January 2016 P&L Reports. No questions.January 2016
    Of the 2016 Budget of $ 3,417,500$ 2,284,585 has been received as of January 31, 2016
    Leaving a balance of – 1,132,915
    Total expenses 641,970
    Leaving a balance of – 2,775,530Checking Account Balance 301,930
    NJ Cash Management 751,421
    Scholarship 33,045MOTION: To accept the Treasurer’s Report for audit. Motion carried.
  4. Correspondence: No correspondence.

  5. President’s Report: Len LoPinto’s attached report was previously distributed to Board members.  

    In an effort to continue participation, transparency and communication he made the following recommendations:

    • Send the agenda for the Executive Board meetings to all directors with a reminder that they are invited to the meetings.
    • When necessary, post an explanation of the agenda.  
    • Ask mentors to bring their new directors to an Executive Board meeting.
    • Hold meetings at member libraries rather than the BCCLS office.
    • Hold membership hearings at the beginning and the end of the meeting.  This would entail a change to the bylaws.
    • Dave Franz suggested making the agenda more descriptive. It was then decided to send the complete meeting packet to directors.

    The Executive Board was encouraged to recommend that in the future small group meetings take place two or three times a year.

    Three small group meetings are planned for 2016 to discuss the Strategic Plan, the Strategic Plan with an emphasis on billing, and the budget.

    Len LoPinto recognized Marie Coughlin’s one year anniversary with BCCLS.  He reviewed the past year’s accomplishments:

    • A smooth transition to new leadership was made and outstanding services continued to be provided.
    • West Orange became a member
    • Northvale was reinstated.
    • The Bergen County Freeholders increased their contribution from $125,000 to $150,000.
    • SkyRiver is in the works.
    • The Supervisory Training Program is in the works.
    • Developed a new format for the Treasurer’s report and budget.

    Ms. Coughlin noted the responses to the Strategic Plan survey will be available by the end of next week.

  6. Executive Director’s Report: Marie Coughlin’s attached report was previously distributed to Board members.

    Ms. Coughlin reported the BCCLS office is moving forward after the passing of Pat Loughnane.  There will now be three vacancies. While Luca has not formally resigned, Marie announced that he will be accepting the position of Executive Director of PALS Plus.   Marie assured the board that BCCLS is committed to serving the libraries to the best of their ability during this transition period.  She discussed her plans for recruiting for these positions.    Daragh O’Connor emphasized the importance of seeking a cataloguer with world language experience.  He also suggested that there be standards for submissions to the catalog.

    SkyRiver training should be completed by the end of March.  The feedback has been overwhelmingly positive.

    Discussion took place regarding other priorities including attending upcoming conferences, visiting libraries, and working with vendors to get new computers.  Len stressed flexibility is needed during this time.

  7. Committee Reports: 

    Youth Services Presentation – The attached memorandum from the Youth Services Committee co-chairs was previously distributed to Board members.

    Co-chairs Sharon Kalman, Justin Kontonicolaou, and Marie Joyce gave a presentation on Beanstack.  Beanstack is online interactive software to track summer readers.  This product gives those children and young adults who are out of town for the summer the opportunity to report on line.   They highly recommended it.

    Discussion took place regarding cost and adding to budgets mid-year.   It was decided Ms. Coughlin would negotiate and research what the cost would be for each library. The committee will give a demonstration at the System Council meeting on March 22nd.

    Policies & Procedures – 

    1. The committee submitted a recommendation to make certain modifications to the wording of the Lend and Send – Overdue Notices policy for submission to System Council.
      After discussion:

      It was MOVED BY:  David MarksSeconded by: Kelly Fitzgerald

      To approve the changes to the Lend and Send-Overdue Notices policy for submission to System Council.
      Unanimously approved by voice vote.

    2. The committee submitted a recommendation to make certain modifications to the Communication-Email policy.  After extensive discussion:

      It was MOVED BY:  Dave FranzSeconded by:  Tom Madru
      To decline to send the Communication-Email policy to the System Council.
      Unanimously approved.

      It was then MOVED BY: Dave Franz     Seconded by:   Kelly Fitzgerald
      To refer the Communication-Email policy back to the Policy and Procedures Committee for revisions.
      Unanimously approved.

  8. Old Business: No old business.

  9. New Business: No new business.

  10. Membership Hearing: None 

  11. Next Meetings: System Council Meeting 3/22 at Closter Library 9:30am
                           Executive Board 4/27 at the BCCLS Office 9:30am
  12. Adjournment: It was MOVED BY:  Dave FranzSeconded by: Daragh O’Connor
    To adjourn at 11:15am
    Unanimously approved.