04.25.18 – EB Meeting Minutes

04.25.18 – EB Meeting Minutes

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Roseland Public Library

April 25, 2018

PRESIDING:                 Kurt Hadeler                              Mahwah 

PRESENT:                    Cindy Czesak                            BCCLS

                                      Gerry McMahon                        Franklin Lakes

                                      Ruth Springer                            Garfield

                                      Jennifer Breuer                          Glen Ridge

                                      Mimi Hui                                   Hasbrouck Heights

                                      Sai Rao                                    North Bergen

                                      Nancy Kirby                              Roseland

                                      Laura Rifkin                              Washington Township

                                      Samantha McCoy                      West Caldwell

NOT PRESENT:            Christine Hartigan                      East Rutherford

                                      Matthew Latham                        Leonia

ALSO PRESENT:         Darlene Swistock                      Recorder of Minutes

GUESTS:                      Patricia Durso                           Allendale

                                      Stephanie Bellucci                    Cliffside Park

                                      Laurence Bergmann                 Livingston (Trustee)

                                      Len LoPinto                              Paramus

                                      Riti Grover                                Ramsey

                                     Jen Overton                              Roseland

Kurt Hadeler called the meeting to order at 9:52 am.  He reminded everyone, including guests, to sign in.  He welcomed Nancy Kirby, Trustee from Roseland, who is assuming Brian Donohue’s place on the Executive Board; Brian Donohue resigned due to time constraints.  He also welcomed Larry Bergmann, Trustee from Livingston and prior Executive Board member.  Lastly, he asked the guests to identify themselves when speaking so the minutes can be reflected accurately.  

 1.  Minutes of the Meeting on February 28, 2018

It was MOVED BY:  Gerry McMahon                   Seconded by:  Jennifer Breuer

To approve the minutes. 

All in favor.

Motion carried.

Minutes of the Special Meeting on March 15, 2018

It was MOVED BY:  Laura Rifkin                         Seconded by:  Sai Rao

To approve the minutes. 

All in favor.

Motion carried.

Minutes of the Special Meeting on March 29, 2018

It was MOVED BY:  Mimi Hui                             Seconded by:  Samantha McCoy

To approve the minutes. 

All in favor.

Motion carried.

2.  Public Portion


3.  Treasurer’s Report

Samantha McCoy presented the March 2018 P & L Reports.  She advised that the transition from cash to accrual accounting is still in process and she is unable to report on revenues and disbursements, but will report on account balances:  

Account balances at month end were:

  • Checking                                              $164,399
  • Scholarship                                            $38,432
  • Payroll                                                      $5,075
  • Petty Cash                                               $1,272
  • NJ Cash Management                      $1,072,123 

The Finance Committee will be meeting on Thursday, April 26 to review the audit.  Cindy Czesak advised that the Chart of Accounts is being revised to reflect the new budget and to provide greater transparency of expenditures.  Kurt Hadeler indicated that the audit was much improved over last year and there will be an update at next month’s Executive Board meeting. 

It was MOVED BY:  Jennifer Breuer                                Seconded by:  Sai Rao

To accept the Treasurer’s Report.

All in favor.

Motion carried.

 4.  Correspondence


 5.  President’s Report

Kurt Hadeler’s report was previously distributed to the board members. 

  • He reported that the BCCLS Committees have been established and the Committee Chairs meeting to review the committee charges and guidelines will take place on May 1 in New Milford.  There were over 150 volunteers willing to serve on these committees and he was able to slot most people into their first choice of committee.
  • He also provided an update on the Executive Director search and the timeline is in his President’s Report.  The deadline to apply has been extended to June 3 and he hopes that an offer will be tendered to the selected candidate by July 13 and the person will start in September.  The interview process will be the same as the first time with panel presentations, Q&A, meetings with the BCCLS office and interviews with the Executive Director Search Committee.
  • Delivery will be discussed in greater detail when Stephanie Bellucci, chair of the Delivery Task Force, gives her committee report later in the meeting.  LLNJ advised that TForce will start picking up on April 30.  He also reminded directors to sign up for the Small Group Meetings that will discuss the state of delivery and what happens in 2019. 

There were no questions from the membership about his report.

 6.  Executive Director’s Report

The report of Cindy Czesak, Interim Executive Director, was also previously distributed to the board members. 

  • She has been busy with delivery and the migration from Cloud Library to OverDrive.  The OverDrive site is live so that content can be purchased and be ready for patron usage on May 9.  There are 10 beta test libraries + Paramus.  There will be a webinar on May 8, offered at various libraries, about teaching patrons how to use OverDrive.  In addition, there will be training for beta test libraries about purchasing for their collections later in May.
  • She explained that once the data migration with Polaris happens and the testing has been done, Rochelle Park can go live. 
  • She will also be talking with Sai Rao about Guttenberg’s commitment to pay 1/3 mill to receive full BCCLS services.
  • She also encouraged directors to sign up for the Small Group Meetings about delivery. 
  • The new IT Support Technician (to replace Rich Woldan who retired) has been hired and he will start on May 7.  An offer has been made to a Digital Initiatives and Training Librarian.  Once that has been finalized, she will look to hire a Cataloging Librarian and Web Products & Development Coordinator. 
  • Lastly, she gave an update on the office move.  Potential locations would be close to the current office.  Parking, training facilities and space for committee meetings are important.  The buyer’s agent that was hired will manage the buildout of the new space as well as negotiate the rent. 

There were no questions from the membership about her report.

 7.  Committee Reports

a)    BCCLS Executive Director Search Committee – Kurt Hadeler restated that Bradbury Miller Associates is actively continuing the search for the next Executive Director.

b)    Delivery Task Force – Stephanie Bellucci, chair, thanked the task force members for their ideas and hard work.  Funding is the catalyst of what happens next in BCCLS.  What happens next with LLNJ will determine how BCCLS proceeds going forward.  She also encouraged directors to attend one of the 6 Small Group Meetings (starting May 2 and scheduled for different days and times of the week to provide directors with the most meeting options) because BCCLS needs to have a plan going forward.  BCCLS may need to pay for the type of service it needs based on patron expectations.  The meeting handouts will be sent to directors on May 1.  A discussion followed.  Some directors did not know that LLNJ’s award of the new delivery contract was only until the end of the year and another RFP will go out in the fall.  She recapped that BCCLS hired its own vendor to provide short-term supplemental delivery service to BCCLS libraries.  Even though data was provided to the vendor, the volume exceeded their expectations.  In order to handle delivery efficiently, they would need to hire more employees and purchase larger trucks which was not financially feasible for BCCLS.  Kurt Hadeler noted that the state needs to increase funding and the DTF is trying to create contingency plans if LLNJ needs to cut back delivery if funding is not increased.  Cindy Czesak will follow up with LLNJ regarding claims for items lost by Expak.  She will be meeting with Executive Directors at the other consortia in the state and will see what their plans are going forward.  Reports for delivery and returns are also being studied.  There was a question about legal recourse from the state and Kurt Hadeler explained that BCCLS is the beneficiary of the contract with the state and not a party to the contract so we do not have any recourse.  Other counties have a depot and handle deliveries on their own.  Cindy Czesak reminded everyone that the State Library makes a grant of funds and LLNJ allocates the money as they see fit.  Mimi Hui stated that BCCLS needs to be a stronger voice and use the system wisely; BCCLS needs to share what it knows with our colleagues around the state.  Kurt Hadeler also suggested that former BCCLS Executive Board members consider getting involved with LLNJ.  In addition to Adele Puccio being on the LLNJ board, BCCLS also has a lay representative, Rick VanderWende, former Mayor of Waldwick, who is also on the Board of Trustees for the Waldwick Library. 

c)    BCCLS Beanstack Refresher Training – Evaluation – included in the meeting packet.

 8.  Old Business

Since LLNJ’s new delivery vendor will take over on April 30, libraries should no longer give outgoing materials to Expak.

 It was MOVED BY:  Samantha McCoy    Seconded by:  Sai Rao to advise libraries not to give any outgoing materials to Expak on Friday, April 27.  All in favor.  Motion carried.

 9.  New Business


 10.  Membership Hearing

Riti Grover reminded everyone that it is important to ask for more funding.  She voiced BCCLS concerns during her Public Policy Committee meeting and that consortia concerns are different than county concerns.

11.  Next MeetingExecutive Board:  Wed, 5/23/18 @ 9:30 am – West Caldwell

                                            System Council:   Thu, 6/28/18 @ 9:30 am – Hasbrouck Heights

 12.  Adjournment

It was MOVED by:  Laura Rifkin             Seconded by:  Gerry McMahon

To adjourn at 10:49 am.

Unanimously approved.

dms:  4/29/18