06.06.19 – Special EB Meeting Minutes

06.06.19 – Special EB Meeting Minutes

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Wyckoff Public Library

June 6, 2019

PRESIDING:                 Kurt Hadeler                              Mahwah

PRESENT:                    Dave Hanson                            BCCLS

Stephanie Bellucci                     Cliffside Park

Gerry McMahon                        Franklin Lakes

Jennifer Breuer                          Glen Ridge

                                    Mimi Hui                                   Hasbrouck Heights

Sai Rao                                    North Bergen

                                    Matthew Latham                        Ramsey

Dave Marino                             Waldwick

Laura Leonard                           Wyckoff

NOT PRESENT:            Ellen O’Keefe                            Glen Rock

Sally Diaz                                 Norwood

ALSO PRESENT:         Darlene Swistock                      Recorder of Minutes

GUESTS:                      Eric Lozauskas                          BCCLS

Ed Baltazar                               Dorfman, Abrams and Music, LLC

Catherine Dodwell                     Dumont

Amy Babcock-Landry                Livingston

Thomas Madru                          Park Ridge

Lori Quinn                                 Waldwick

Laura Rifkin                              Washington Township 

Kurt Hadeler thanked everyone for coming to today’s special Executive Board meeting and reminded them to sign in on the sign-in sheet.  He welcomed Ed Baltazar who will talk about the BCCLS audit.  He advised that Sai Rao will be stepping down as Treasurer as she needs to devote her time to the opening of her new library branch/community center, and he thanked her for her efforts this year.  Stephanie Bellucci will succeed her as Treasurer.  He advised that there may be an Executive Session/Closed Session to discuss the BCCLS office staffing plan in further detail at the end of the meeting.  Lastly, he thanked Laura Leonard for hosting today’s meeting.  

1.  Call to Order

Kurt Hadeler called the meeting to order at 9:43 am. 

2.  Public Portion


3.  Review of the Draft Audit

Copies of the draft audit were distributed to the Executive Board prior to the meeting.  Ed Baltazar, CPA, from Dorfman, Abrams and Music, LLC reviewed the draft of the audit in detail. 

  • The audit is similar to last year plus the addition of an ASU (Audit Standards Update).
  • Prepaid expenses may seem high but they are a result of journal entries by management:  some are standard and related to delivery, and others are one-time expenses (like prepaid rent) that should not occur again next year.
  • For the Change in Net Assets, the reduction in Change of Net Assets is not actually a loss.  The organization is healthy, revenue is consistent, and the reduction shows that funds are being utilized for the purpose intended.
  • Regarding cash flow, BCCLS needs to determine its liquidity goal.  For 60 days, $500,000 is adequate; for 90 days, BCCLS might consider having a line of credit available so less cash on hand is needed, but it is not a necessity.  The Line of Credit would also provide flexibility if cash is needed for an emergency (e.g. if the office is destroyed).
  • Within the next 2 years, reporting of the office lease will change from operating lease (liability not reflected on the Balance Sheet, but the commitment is disclosed) to capital lease (debt is reported on the Balance Sheet along with the offsetting asset of Right to Use of facility).
  • Consider using funds in the scholarship account quicker and be ready to explain the lag in the 990 if there are any questions.
  • Regarding journal entries, the suggested corrections were all made by management and complied with full accrual accounting perspective; they were all anticipated, and not expected to occur again.
  • The types of possible deficiencies noted were standard and typical suggestions for small organizations and not specific to BCCLS:  use of an audit firm rather than having a CPA on staff, awareness of FDIC limits, and if the current bank can spread the liability risk to comply with FDIC limits and consider increasing the capitalization levels from $1,000 to $2,500-$5,000.  He also noted that files are secure.  

Dave Hanson advised that the audit needs to be accepted by June 30 and that a 990 filing will be required this year because of the size BCCLS has become (greater than $500,000 in total revenue).  This becomes a public document and is a standard reporting document used by organizations at a higher level; it will also be helpful in pursing grants and in other financial discussions. 

There were no questions from the board about the audit. 

It was MOVED BY:  Stephanie Bellucci               Seconded by:  Matt Latham

To accept the audit.  No further discussion.  All in favor.  Motion carried.

4.  Review of BCCLS Staffing Plan

Dave Hanson distributed his proposed staffing plan to the Executive Board prior to the meeting.  This was a result of consultations with the Personnel and Finance Committees.  He is proposing a reorganization of the office staff:

  • Exempt vs Non-Exempt

He is recommending that all full-time staff (except the delivery drivers) be moved from Non-Exempt to Exempt.  This change will affect the IT Technicians, System Administrator, Web Development Coordinator and the Executive Assistant positions after he discusses this with a labor attorney.  If these changes are not approved by the attorney, a budget line will need to be added for overtime or expectations for those positions will need to be reduced.  Offering comp time creates a new set of administrative issues to consider.

  • Financial Capacity for a Larger Institution

BCCLS does not currently prepare a monthly Balance Sheet and will need to consider the impact of delivery, payments, grant receptions, the possibility of advanced financial planning and group purchasing.  A Business Manager will also provide more visibility and trust with the membership.

  • ILS Capacity

BCCLS serves 1.3 million people in its footprint and is supported by one ILS person.  He is recommending that .5 Cataloging be moved to .5 ILS Support to distribute the simpler reports and offer training.  This would allow the System Administrator to focus more on customizable reports and free up some capacity for the System Administrator. 

  • Cataloging

He is not recommending to add personnel to address volume, but is looking to find capacity through including intra agreements with those who have world language capacity and through technology solutions. 

  • Association Support

He would like to reconfigure the Executive Assistant position to provide more support to the association; current support is provided through professional development, committees, Friends Breakfast, etc. which requires administrative support from the BCCLS office and having one point person is helpful.  It is also important to be able to track committee budgets and spending.  The Web Development Coordinator would focus more on supporting the membership including platform support, the way information is posted and shared within the membership and working with the Technology Committee evaluating/testing a replacement for the KB.

  • Training

Training would focus on ongoing ILS support at different levels as well as platform level training.

  • eBCCLS

The Executive Director would take over eBCCLS temporary since there is a staff shortage in the office.  There have been some questions about ongoing central management and if eBCCLS goes away, it would not be a significant part of a FTE position.

  • Mission Creep in Positions

There is a need to refocus to allow staff to grow in more specialized ways to benefit the membership.  There are opportunities to move from less administrative tasks to improve platforms we share.

A discussion followed:

  • Dave Marino thanked Dave Hanson for this plan, it is important and vital, and is a good start.
  • Jennifer Breuer asked what the Executive Director’s role will be in eBCCLS (it is a lot of facilitation: the hold ratio purchase, aggregators now make selections and get dollar allocations to spend, the one-time review with RB Digital and the Youth Services Committee, Adult Services Committee and the World Language Task Force to get their purchasing recommendations.)
  • Laura Leonard noted that a back-up for the ILS is crucial and this is a great refocus.
  • Matt Latham advised that the Tech Committee also looked at options for the Catalog and ILS which included hiring more staff, allocating more staff time and outsourcing.  He liked the flexibility of moving employees to Exempt status and asked what the staff’s reaction would be.  (Dave Hanson noted the staff would appreciate the flexibility and talked about staff having the ability to run an upgrade overnight.)
  • Stephanie Bellucci and Kurt Hadeler asked if the staff is currently functioning as Exempt but still completing time sheets (yes).  Dave Hanson looked at the exempt criteria for various positions and some would be easier to reclassify as Exempt than others.
  • Stephanie Bellucci asked about the drivers and overtime, and if overtime was in the budget for them.  Dave Hanson replied yes for the drivers, but not for administration.
  • Jennifer Breuer asked about ILS support and the .5 shift.  (Dave Hanson replied that it is a shift in hours.)
  • Stephanie Bellucci asked about the timing for the change from Non-Exempt to Exempt.  (Dave Hanson replied that it would be at the beginning of 2020.)  She asked if there would be any salary adjustments.  (Probably not needed per Dave Hanson.)
  • Matt Latham would be interested in the possibility of cataloging with other consortia.  (Dave Hanson advised that a third party has capacity except for Korean cataloging.)
  • Laura Leonard asked about shifts in cataloging.  (Dave Hanson talked about Baker & Taylor and IUG and the discovery layer for staff and patrons.)

It was MOVED BY:  Matt Latham                        Seconded by:  Mimi Hui

To accept the staffing plan presented by the Executive Director.  No further discussion.  All in favor.

Motion carried.

A discussion followed about summer hours for the BCCLS office staff:

  • Kurt Hadeler noted this is not codified in the BCCLS Personnel Manual. 
  • Matt Latham asked if this was discussed with the Personnel Committee.  Kurt Hadeler replied that the Personnel Committee met before the e-mail was sent.
  • Laura Leonard mentioned that she worked in a corporate office that had summer hours and it was documented in their Personnel Manual.
  • Jennifer Breuer agreed that it should be documented in the Personnel Manual.
  • Matt Latham suggested that it be codified in the manual or via a council resolution.
  • Jennifer Breuer asked about the impact on the drivers.
  • Dave Hanson pointed out that although libraries are busier in the summer and delivery is at its peak, the administrative side of the office tends to be quieter.
  • Kurt Hadeler commented that the Personnel Manual was last updated 7 years ago and tasked the Executive Director and the Personnel Committee to revise the manual, and include Summer Fridays, for introduction at System Council in December.  Summer Friday will proceed as is this year. 

5.  Policies & Procedures Committee – Recommendation 

Jennifer Breuer, co-chair, reviewed the recommendation to add two shelf locations:  mobile and oversized.

It was MOVED BY:  Matt Latham                        Seconded by:  Mimi Hui

To accept the committee’s recommendation, sans hyphen in oversized, as presented.  No further discussion.  All in favor.  Motion carried.

6.  Membership Hearing

Kurt Hadeler advised that Mahwah will be opening its newly renovated Children’s Room on June 8 at noon.  The theme is Enchanted Forest.

7.  Executive Session – Review of BCCLS Staffing Plan

It was MOVED BY:  Mimi Hui                 Seconded by:  Sai Rao

To go into closed session to discuss the BCCLS Staffing Plan in further detail.  No further discussion.

All in favor.  Motion carried.

The Executive Board went into closed session at 11:23 am.

The Executive Board returned to open session at 11:45 am.

It was MOVED BY:  Laura Leonard                     Seconded by:  Mimi Hui

To accept the BCCLS Staffing Plan presented by Executive Director Dave Hanson as presented during the closed session.  All in favor.  Motion carried.

8.  Next MeetingExecutive Board:  Wed, 7/17/19 @ 9:30 am – Norwood

System Council:   Thu,  6/27/19 @ 9:30 am – Hasbrouck Heights

9.  Adjournment

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

To adjourn at 11:55 am

Unanimously approved.

dms:  6/8/19