01.23.19 – EB Meeting Minutes
EXECUTIVE BOARD MINUTES
BERGEN COUNTY COOPERATIVE LIBRARY SYSTEM
Franklin Lakes Public Library
January 23, 2019
PRESIDING: Kurt Hadeler Mahwah
PRESENT: David Hanson BCCLS
Stephanie Bellucci Cliffside Park
Gerry McMahon Franklin Lakes
Jennifer Breuer Glen Ridge
Ellen O’Keefe Glen Rock
Mimi Hui Hasbrouck Heights
Sai Rao North Bergen
Sally Diaz, Trustee Norwood
Matthew Latham Ramsey
David Marino, Trustee Waldwick
Laura Leonard Wyckoff
ALSO PRESENT: Darlene Swistock Recorder of Minutes
GUESTS: Eric Lozauskas BCCLS
Holly Belli Bloomfield
Monica Smith Hawthorne
Amy Babcock-Landry Livingston
Laurence Bergmann Livingston
Susan Kumar Palisades Park
Thomas Madru Park Ridge
Lori Quinn Waldwick
Kurt Hadeler called the meeting to order at 9:35 am. He reminded everyone to sign in on the sign-in sheet. He welcomed the newly elected 2019 Executive Board members: Stephanie Bellucci was re-elected for a full 3-year term after finishing the remaining term of Laura Rifkin who stepped down from the Executive Board in July. Ellen O’Keefe and Laura Leonard were also elected for full 3-year terms. He also welcomed the trustees who will serve 1-year terms on the Executive Board: Sally Diaz (President, Norwood) and David Marino (President, Waldwick). Their libraries were selected to have trustee representation on the 2019 Executive Board through a drawing at System Council in October. Since this was the first meeting of the new year, Kurt Hadeler asked everyone on the Executive Board to introduce themselves. In an effort to follow parliamentary procedure, he reminded guests to limit their comments to the Public Portion and Membership Hearing parts of the meeting. Finally, he thanked Gerry McMahon for hosting today’s meeting.
1. Minutes of the Meeting on November 14, 2018
It was MOVED BY: Gerry McMahon Seconded by: Matthew Latham
to approve the minutes.
All in favor.
2. Public Portion
3. Treasurer’s Report
Kurt Hadeler advised that the term of Samantha McCoy, who was the Treasurer, expired in December and Sai Rao will be the new Treasurer. The Budget vs Actual Report and Check Register were previously distributed to the board members. There was no formal Treasurer’s Report. Kurt Hadeler asked about the apparent overspend on the lines for Professional Development Programs, Net Plus Reimbursement and Rent & Utilities. Dave Hanson will look into Professional Development and Net Plus Reimbursement and explained that Rent & Utilities were over budget due to the deposits required at the new office. Kurt Hadeler noted that total expenses were over budget by $100,000, but BCCLS was still able to add almost $150,000 back into surplus and contingency so it was a healthy year.
It was MOVED BY: Laura Leonard Seconded by: Ellen O’Keefe to accept the treasurer’s report as reported.
All in favor.
a. Letter from Bergen Volunteer Center – Winter Clothing Drive
Kurt Hadeler read the letter thanking the Executive Board, staff and member libraries for the donations to the All Wrapped Up Holiday Giving Program that were given to the Bergen County Housing, Health and Human Services Center. Mimi Hui thanked Darlene Swistock for coordinating the winter clothing drive on behalf of BCCLS.
5. President’s Report
Kurt Hadeler’s report was previously distributed to the board members. In addition, he mentioned that the Personnel Committee had recommended that BCCLS hire a consultant to review BCCLS policies and current benefits, and compare them to other libraries and non-profits. The Personnel Committee felt a more thorough report is needed. Dave Hanson recommended that another consultant be hired to obtain a more detailed report. As a result of the consultant’s report, a follow-up meeting with our insurance broker led to annual savings of $10,000. Kurt Hadeler also asked about hiring an attorney for assistance with purchasing guidelines, mainly for foreign language materials. Dave Hanson is working on this. There were no questions about his report.
Kurt Hadeler also advised that the BCCLS Bylaws call for 2 standing Executive Board committees: the Finance Committee will be Sai Rao, Gerry McMahon and Stephanie Bellucci. The Personnel Committee will be Jennifer Breuer, Mimi Hui and Laura Leonard. He also mentioned that Dave Hanson will be working on the new Strategic Plan for BCCLS. The Strategic Plan Committee includes Chelsea Coleman, Chair (Bogota), John Arthur (Englewood), Christine Yurgelonis (Fort Lee), Mike Banick (Millburn), Peter Coyl (Montclair), Terrie McColl (New Milford), Sai Rao (North Bergen), Peter Havel (Oakland), Susan Meeske (Old Tappan), Ann McCarthy (River Vale), Jenifer May (Secaucus) and Laura Leonard (Wyckoff). The committee plans to introduce a draft of the new strategic plan at the June System Council and present a formal plan for approval at the September System Council.
6. Executive Director’s Report
David Hanson’s report was previously distributed to the board members. It discussed cost effective resource sharing. He noted that Eric Lozauskas and Darlene Swistock recently renegotiated internet pricing for 23-member libraries to save over $17,000 while doubling or tripling their internet speed. He also mentioned that the BCCLS office will be visiting potential warehouse spaces, the delivery driver position will be posted on the BCCLS website next week, and he will have visited 58 of the 77-member libraries by the end of January. Dave Marino asked who will be sorting the items being delivered. Kurt Hadeler advised that the libraries will do a preliminary sort by routes and the drivers will do the final sort on the vans. Forward sorting will also be a key component for efficient delivery. There were no further questions about his report.
7. Committee Reports
a. Policies & Procedures Committee – Recommendation
Jennifer Breuer, chair, mentioned that P&P had a successful joint meeting with the Delivery Task Force. There will be no bags, boxes, bubble wrap, padded envelopes, tape and purple slips for items delivered via BCCLS delivery. If items are lost in transit, it will be considered the cost of doing business. Jersey Cat items were not addressed at that time as BCCLS is waiting for direction from LLNJ or the state. Susan Kumar expressed concern as her current delivery arrives about 5:00 pm; Kurt Hadeler explained that delivery via BCCLS is expected in the morning or by early afternoon so this should not be an issue going forward. He also pointed out that everyone needs to be flexible with procedures while they are being developed and they will be revisited within the year. The policy will be amended to read “All materials received in delivery must be checked in at the receiving library the same day barring unforeseen circumstances of the delivery service.”
It was MOVED BY: Ellen O’Keefe Seconded by: Sai Rao
to accept the recommendations and send the policy to System Council in March for adoption. All in favor. Motion carried.
b. BCCLS Committees
Kurt Hadeler also advised that he is asking for volunteers to join BCCLS committees. So far, about 100 staff members have responded; about 150-160 are needed to support the committee work. He advised that the Advocacy Committee was formed last year when the Friends, Government Relations & Public Policy, Advocacy/Public Relations and Trustee Development Committees were merged for tighter integration and greater BCCLS liaison efficiency. This super committee did not work as hoped and it will be split into 2 committees in 2019; the Friends & Trustees and Advocacy & Government Relations Committees will each have their own co-chairs and charges.
c. Diverse & Underserved Populations Committee – Our Patrons Experiencing Homelessness: How Libraries Can Help – Event Evaluation
d. Advocacy Committee/Trustee Group – Future Proofing Your Library: What Every Trustee Needs to Know – Event Evaluation (2)
e. Youth Services Committee – Shake It Up! Boot Camp 2018 – Event Evaluation
f. Advocacy Committee/Friends Group – Keeping Uncle Sam Out of Your Non-Profit Pocket – Event Evaluation
The 5 events hosted by BCCLS committees were all well attended and well received. Kurt Hadeler thanked the committees for their hard work in planning these events. He also mentioned that the Advocacy Committee will be hosting an Advocacy Day on March 15. Friends, trustees, library staff and patrons are all welcome to attend and learn how to advocate for their libraries on the local, state and federal levels. Tom Madru, chair of the Trustee Development Group, mentioned that the trustees will be hosting a follow-up event to educate trustees how to advocate with their own municipalities on April 30. Kurt Hadeler said he reviewed the suggested other programs noted on the trustee event evaluation forms and will share them with the committee co-chairs of the new Friends & Trustees Committee; Tom Madru explained that the trustee group has also taken those suggestions into consideration when planning future events.
8. Old Business
a. BCCLS Office Relocation – David Hanson advised that the BCCLS office plans to move the server over President’s Day weekend to reduce disruption to the membership. Dave Marino asked about visiting the new office and meeting the BCCLS staff. The BCCLS office had planned to host an Open House for all.
9. New Business
10. Membership Hearing
- Sai Rao thanked Dave Hanson and Eric Lozauskas for attending the meeting with the architects and town officials to finalize the plans for the new library branch location in North Bergen.
- Ellen O’Keefe asked about Dave Hanson’s interview with News 12 (Dave Hanson advised that it was very short and it was scheduled to run that day. The reporter also took some photos at the libraries in River Edge and Oakland.) She also asked if there were any new updates during LLNJ’s monthly webinar. (Jennifer Breuer advised that a decision to dissolve LLNJ will be made at LLNJ’s board meeting on February 7.)
- Kurt Hadeler mentioned the op-ed piece of Kathy Schalk-Greene (Executive Director of LLNJ) published in The Record and will share it with the directors.
- Amy Babcock-Landry noted that the Construction Bond Act seems to be a low priority on the new administration’s list. There have been more revisions to the draft and guidelines may be issued in the spring.
11. Next MeetingExecutive Board: Wed 2/27/19 @ 9:30 am – Ramsey
System Council: Thu 3/14/19 @ 9:30 am – Maywood
It was MOVED by: Kurt Hadeler Seconded by: Stephanie Bellucci
To adjourn at 10:24 am.