04.01.19 – Special EB Meeting Minutes
EXECUTIVE BOARD MINUTES
BERGEN COUNTY COOPERATIVE LIBRARY SYSTEM
April 1, 2019
PRESIDING: Kurt Hadeler Mahwah
PRESENT: Dave Hanson BCCLS Office
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 Norwood
Matthew Latham Ramsey
Dave Marino Waldwick
Laura Leonard Wyckoff
NOT PRESENT: N/A
ALSO PRESENT: Darlene Swistock Recorder of Minutes
GUESTS: Eric Lozauskas BCCLS Office
Christine Zeni BCCLS Office
1. Call to Order
Kurt Hadeler called the meeting to order at 2:01 pm. He reminded everyone that the sole action item on the agenda is the closed session to discuss negotiations for real estate for the warehouse.
2. Public Portion
3. Closed Session to discuss negotiations for real estate related to delivery services
It was MOVED BY: Stephanie Bellucci Seconded by: Jennifer Breuer
To go into closed session
The Executive Board went into closed session at 2:03 pm.
The Executive Board returned to open session at 2:47 pm.
It was MOVED BY: Stephanie Bellucci Seconded by: Gerry McMahon
To authorize the Executive Director to enter into lease negotiations for a warehouse in Fair Lawn as discussed in closed session.
All in favor.
A discussion followed about the delivery service and Christine Zeni provided some updates: Offers will be made to 5 drivers. The response for part-time substitute drivers has been poor. Will there be security cameras at the potential warehouse? (Yes and the security plan will be adjusted based on the location.) Will the workflow need to be redone based on the potential warehouse location? (Yes and drivers will sort materials outside when the weather is nice since the vans will not be able to drive into the building; the vans will have awnings to cover staff and materials.) How is parking? (There are 12 spaces.) When will there be a test run? (Vans will be rented and the date of the test run will be determined based on the lease negotiations.) What is the ETA for the vans? (TBD, hoping for June.) When will the bins arrive? (End of April, beginning of May.) There will be a soft launch starting with 1 route a week. There will be 5 training sessions for staff (3 at the BCCLS office, 1 in Essex County and 1 in Hudson County) at the end of April. The order of the stops and the routes have not been finalized and they may be adjusted for some time to come. It is possible that supplemental deliveries, using a rented van, may be added to handle increased volume on busy days after holidays. We are still working with LLNJ to coordinate deliveries outside the system. LLNJ requires 7-10 days’ notice if stops are cancelled. BCCLS plans to have 1 stop at the depot once a week; all in- and outbound ILLs will be routed through this stop. LLNJ has not yet determined the cost sharing. What is the cost for a depot stop in county systems? (It is the same as our cost per stop). What is our fallback position if the cost per stop is prohibitive? (Opt out of Jersey Cat? Ask if another system would like to share a stop? Dave is exploring options.) This impacts approximately 8,000-10,000 items/year, mostly in Essex County. Should REBL items need to be returned to their home library rather than be returned through delivery? (This can be tweaked.)
4. Membership Hearing
5. Date & Place of Next MeetingExecutive Board: Wed, 4/17/19 @ 9:30 am – Glen Rock
System Council: Thu, 6/27/19 @ 9:30 am – Hasbrouck Heights
It was MOVED by: Ellen O’Keefe Seconded by: Mimi Hui
To adjourn at 3:10 pm