System Council Minutes: 05-12-16

System Council Minutes: 05-12-16

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SYSTEM COUNCIL 5/12/2016 – Hasbrouck Heights Public Library

PRESIDING:            Len LoPinto, Paramus

NOT PRESENT:      Elmwood Park, Lodi, Montvale, Ramsey, West Caldwell and Westwood

Sign-in sheet is at the BCCLS office attached to the minutes.

  1. Call to Order:  Len LoPinto called the meeting to order at 9:50am.
    He welcomed and congratulated Chris Yurgelonis on her appointment as director of the Fort Lee Public Library.

    Len also announced Catherine DiLeo is moving from Dixon Homestead Library to Midland Park Public Library effective May 13, 2016.

  2. Minutes of Previous Meeting:
    There being no additions or corrections to the minutes of March 22, 2016
    It was MOVED BY:  Terrie McColl       Seconded by:  Christine Hartigan
    to approve the minutes as written.
    Motion carried.

  3. Mary Joyce Doyle Scholarship Awards:  Committee Chairperson John Trause assisted by committee member Christine Hartigan presented the scholarship recipients with their awards.  Adele Puccio, Betsy Wald, Mimi Hui, David Marks, Catherine Eng, Amy Babcock-Landry, David Franz, Sai Rao, Radwa Ali, and Jenifer May each spoke about the recipients from their respective libraries. Marie Coughlin read a letter from Robert W. White regarding the Patricia Anne Loughnane Memorial Scholarship and Arlene Sahraie read a letter from Mrs. Loughnane’s daughters Annemarie and Susan.  Mary Joyce Doyle Scholarships are awarded to assist the winners in completing their library and information studies.  John Trause thanked the Scholarship Awards Committee for the work they did in reviewing applications, setting up interviews, and interviewing the applicants. Ten scholarships were awarded. (List of recipients attached)

  4. Public Portion:  – No public present.

  5. Treasurer’s Report: Gina Webb-Metz presented the April P&L reports.

    April 2016
    Of the 2016 Budget of $ 3,417,500

     $ 3,270,877    has been received as of March 31, 2016.
    Leaving a balance of                             -146,623
    Total expenses                                   1,412,730
    Leaving a balance of                         – 2,004,770

    Checking Account Balance                    230,625
    NJ Cash Management                         1,200,529
    Scholarship                                            38,095

    There being no questions-
    It was MOVED BY: John Trause Seconded by:  Marianne Willms
    To accept the Treasurer’s Report for audit.
    Motion carried.

  6. President’s Report – Len LoPinto congratulated the scholarship winners.  He spoke about the importance of the MLIS degree.

    Mr. LoPinto announced proposed changes to the bylaws will be introduced at this meeting.  In order to give this proposal the opportunity to be put into effect this year he is calling a special meeting of the System Council for Thursday, June 16, 2016 9:30am at the Maywood Public Library for a  vote on the proposed changes.  Nominations for Executive Board will be postponed until after the special meeting.

  7. Executive Director’s Report:  Marie Coughlin congratulated the scholarship winners.

    Ms. Coughlin announced she has filled two of three open positions in the BCCLS office.   Dan Lane has been hired to fill the Digital Initiatives Librarian position effective May 30, 2016.  Darlene Swistock has been offered the position of Executive Assistant/Office Manager effective May 23, 2016.

    On behalf of the Trustee Education Committee Marie announced the Trustee Institute will be held on Saturday, September 10th in East Windsor.   The committee would like to see at least one trustee from each BCCLS library attend.  Marie is researching transportation.

    SkyRiver has been receiving positive feedback from member libraries. During the month of April 4,489 records were imported into SkyRiver.  Marie thanked everyone for taking part in the training.

    Len commended Marie and the BCCLS staff for continuing to provide high quality service over the past several months while being short staffed.

  8. Committee Reports:  Committee Reports were previously distributed with the packets. The Technology Committee Report was distributed at the meeting.

    Friends of the Library – Mimi Hui announced the Friends of the Library Committee is  planning a Friends Talk – Reach Out, Reactivate and Recharge on Wednesday, June 1, 2016 at 10:00am at the Maywood Public Library.

    The committee recently held a gathering During National Library Week featuring author Peter Danish.

    Collection Development – David Marks announced registration is open for the Collection Development   workshop: The ABCDs of Collection Development on June 8, 2016, 10:00am at the Closter Public Library.

    Policies & Procedures

    1. New Formats and Material Types-Adding New Formats to the Catalog/Adding New Material Types to the ILS
      It was MOVED BY:  Jennifer Breuer    Seconded by:  John Trause
      To accept Adding New Formats to the Catalog/Adding New Material Types to the ILS as presented.  Motion Carried.

    2. Restricted Card Requirements – Courtesy Cards/Pay Cards/Institutional Cards/Resource Sharing
      It was MOVED BY:  Jennifer Breuer Seconded by:  Kathleen McGrail
      To accept the revision to the Restricted Card Requirements Policy as presented. Motion carried.

    3. Restricted Cards
      It was MOVED BY:  Jennifer BreuerSeconded by:  David Cubie
      To accept the revisions to the Restricted Card Policy as presented.
      Motion carried.

    4. Collection Development-Criteria for Submission – World Language Books/DVDs & Blu-rays
      It was MOVED BY:  Jennifer Breuer  Seconded by:  Christine Hartigan
      To accept the revision to the Collection Development-Criteria for Submission-World Language Books/DVDs & Blu-rays. Motion carried.

    Bylaws – Judah Hamer, Chairperson of the By-Laws Committee introduced proposed revisions to Article II: Governance regarding election and terms for the Executive Board for vote at a Special System Council meeting scheduled for June 16, 2016.  Discussion followed on nominations and how on-line elections for the Executive Board would be handled.

  9. Old Business – No old business

  10. New Business – No new business

  11. Membership Hearing – 
    Arlene Sahraie invited member libraries to bring BCCLS logos, bookmarks and posters back to their libraries which were made available at the meeting.

    John Trause announced the Library Link NJ conference will be held June 1, 2016 1pm at Forsgate Country Club.  He urged representation at the conference.

    David Franz thanked everyone for their participation in the small group meetings for the strategic plan.  He invited those who missed the meetings to reach out to committee members with thoughts and concerns.  He also commended the staff at the BCCLS office for their input at one of the meetings under difficult circumstances.

    Len LoPinto announced next on the agenda for small group meetings is billing.  Additional small group meetings will be held in September regarding the budget.  The September meeting scheduled for September 15th is being rescheduled for September 22nd in order to have additional time to hold small group meetings and budget preparation.

    In answer to Mimi Hui’s question regarding the book presentation at the freeholder meeting Len said it was very successful and feedback was positive.  Marie thanked those directors who attended.

    Sarah Lester announced the Essex County Library Directors received an NEA Big Read grant.

  12. Adjournment

    It was MOVED BY:  David Franz   Seconded by:  Nancy Greene
    To adjourn at 11:17am