02.08.17 – EB Meeting Minutes
EXECUTIVE BOARD MINUTES
BERGEN COUNTY COOPERATIVE LIBRARY SYSTEM
New Milford Public Library
February 8, 2017
PRESIDING: Kurt Hadeler Mahwah
PRESENT: Marie Coughlin BCCLS
Christine Hartigan East Rutherford
Jennifer Breuer Glen Ridge
Mimi Hui Hasbrouck Heights
Larry Bergmann Livingston
Tina DeLucia New Milford
Susan Meeske Old Tappan
Daragh O’Connor River Edge
Gina Webb-Metz Tenafly
Laura Rifkin Washington Township
Samantha McCoy West Caldwell
ALSO PRESENT: Darlene Swistock Recorder of Minutes
GUESTS: Stephanie Bellucci Cliffside Park
Kristin Nelson Fairview
Gerry McMahon Franklin Lakes
Monica Smith Hawthorne
Amy Fletcher Hawthorne
Leo Bellino North Arlington
Ellen O’Keefe Northvale
Kathleen McGrail Upper Saddle River
Kurt Hadeler called the meeting to order at 9:41 am. He welcomed everyone to the meeting and asked the guests to introduce themselves.
1. Minutes of the Meeting on January 11, 2017
It was MOVED BY: Laura Rifkin Seconded by: Christine Hartigan
To approve the minutes.
2. Public Portion
No public present.
3. Treasurer’s Report
Samantha McCoy presented the January 2017 P & L Reports.
Of the 2017 Budget of $3,391,100
$3,141,487 has been received as of January 31, 2017
Leaving a balance of $249,613
Total expenses $818,869
Leaving a balance of $2,572,231
As of January 31, 2017, the account balances were:
Checking Account Balance $461,417
NJ Cash Management $181,703
The Finance Committee met on January 30. Samantha McCoy presented the Finance Committee Report. After discussion, the committee recommended that an accountant, not the auditor, review the books at year end to make journal entries and other changes before the books are audited.
Samantha McCoy reviewed the 2017 goals of the Finance Committee: Reviewing the 2016 audit, helping BCCLS staff identify a new auditor, updating BCCLS general ledger, budget, recordkeeping and reporting for improved transparency, ensuring BCCLS staff who deal with finances have adequate continuing education, reviewing options for a new bank. Kurt Hadeler and Samantha McCoy will shadow the BCCLS bookkeeper for a day.
Susan Meeske asked about the expense Net Sales on Equipment and asked if the wording could be changed to better reflect the purpose of this account. She also asked about Freight, Postage & Delivery and Marie Coughlin advised that the $14,389 expense is for the invoice from Library Link NJ for the 5th day of delivery to libraries that would only receive 4 days of delivery. Susan Meeske also asked about utilizing the memo field in Quick Books to add transaction details. Samantha McCoy agreed and indicated that these are the kinds of issues the Finance Committee will be working on throughout the year.
It was MOVED BY: Larry Bergmann Seconded by: Jennifer Breuer
All in favor to accept the Treasurer’s Report for audit.
It was MOVED BY: Tina DeLucia Seconded by: Christine Hartigan
All in favor to accept the bills for payment.
All correspondence pertains to Rochelle Park and the Compliance/Non-Compliance with BCCLS Bylaws and will be discussed under Old Business. Marie Coughlin also advised that the Township of Rochelle Park’s attorney requested numerous documents (1,100 copies that took 10 hours to find, gather and reproduce) from the BCCLS office that were provided within a week of the letter. Larry Bergmann asked if Rochelle Park had reimbursed BCCLS for providing the information; Marie Coughlin reported that they had not.
5. President’s Report
Kurt Hadeler’s report was previously distributed to the board members.
He is pleased with the work accomplished so far by the Billing Task Force to develop a new billing structure to better reflect the changes in BCCLS during the past 30 years. There will be 7 Small Group Meetings in March and April to discuss billing and the strategic plan.
There were no questions from the membership about his report.
6. Executive Director’s Report:
Marie Coughlin’s report was also previously distributed to the Board Members.
She mentioned a correction to the eBCCLS Single Platform section. In order to ensure a seamless transition to Cloud Library, they decided not to send a survey regarding the 1,300 migration holds currently in Overdrive. Rather than ask patrons if they want BCCLS to move their holds or they prefer to do so themselves, BCCLS will send notices to patrons to switch their holds and then BCCLS will migrate any remaining holds since we want patrons to start using Cloud Library as soon as possible. Regarding Lynda Pro Usage, Jennifer Breuer suggested noting which libraries have their own Lynda Pro subscriptions; the report currently shows “no licenses in 2016” because their licenses were not obtained through BCCLS. The BCCLS office will also survey libraries to determine why they have minimal usage of Lynda Pro. The Support Tickets Report is lengthy, but Marie Coughlin thought it was important to share the details of these tickets with everyone. Kurt Hadeler asked about Hours Viewed Percentages and Marie advised that some sessions could be short because users may have been searching for specific information and then ended the session once the information was found or the training may not have been what they needed.
Marie Coughlin mentioned BCCLSCon, a one-day, BCCLS-wide conference, is scheduled for November 9; location to be determined. She suggested that some of the committees might want to plan to have an activity there. Gina Webb-Metz asked about a possible conflict with the NJEA on November 9.
There were no other questions from the membership about her report.
7. Committee Reports
a) Bylaws Committee – Proposal
Gerry McMahon, chair, recommended changes to the BCCLS Bylaws Article I, Section 3(1) (Obligations of Membership) for attendance requirements for System Council meetings and Article II, Section 1 and Section 2 (Governance) for voting procedures as a result of the changes to the election process.
It was MOVED BY: Laura Rifkin and Seconded by: Gina Webb-Metz to accept the policy recommendations.
A motion was made to send the Bylaws recommendation to System Council for an introduction in March. No further discussion. All in favor. Motion carried.
b) Policies & Procedures – Policy Changes and Corrections
Jennifer Breuer, chair, reviewed the recommended changes to the P&P Manual>Collection Development>Currently Cataloged Formats correcting the material type preloaded device and the e-mail management policy.
It was MOVED BY: Laura Rifkin and Seconded by: Larry Bergmann to recommend this change in procedure under Account Management.
It was MOVED BY: Mimi Hui and Seconded by: Laura Rifkin to send this proposed policy change under Account Management to System Council for a vote in March. No further discussion. All in favor. Motion carried.
c) Youth Services – Annual Mock Awards Evaluation
This was another successful event.
d) Strategic Planning Task Force – Update
Jennifer Breuer advised that the Task Force worked very hard to create a layout of the strategic plan. It has 7 goals with objectives, committee responsibilities and a timeline.
8. Old Business
a) Rochelle Park Library Association – Compliance/Non-Compliance with BCCLS Bylaws Rochelle Park – Status as Association Library – Marie Coughlin stated that she received a letter from Michael Cerone, attorney for the Rochelle Park Library Association Board. He indicated that the Rochelle Park Library Board of Trustees wants to comply with the BCCLS Bylaws, but has not received a response from the town to cede control of the library and the library is still considered a department of the township. Because of their reorganization in January, the township had been given 45 days to submit a plan to comply with BCCLS Bylaws.
As it is the responsibility of the Executive Board to recommend an appropriate action to System Council for a vote in March, a lengthy discussion followed. It was noted that the township showed an interest in taking the necessary steps to comply with the Bylaws in 2015, but the same progress was not shown in 2016. The BCCLS Executive Board wants to do everything possible to help Rochelle Park remain in BCCLS as an equal member, but it is not fair to the other 76 members of the cooperative who follow the governance Bylaws, if Rochelle Park does not show any effort to comply.
Kurt Hadeler reviewed the By-Laws, Article I, Section 5, outlining options for reduction in privileges or removal from membership. After discussion, the recommendation for a reduction in privileges for Rochelle Park patrons, including no reciprocal borrowing or electronic loans, no access to eBCCLS, turning off internet access on public PCs maintained by BCCLS, and an announcement on the BCCLS website declaring Rochelle Park is non-compliant to be sent to System Council for a vote in March. If the Association does not submit a viable plan to comply with BCCLS Bylaws by its April meeting, the Executive Board may recommend termination of membership to System Council which would then hold a special meeting in May to vote on termination of privileges.
It was MOVED BY: Daragh O’Connor and Seconded by: Mimi Hui.
No further discussion. All in favor. Motion carried.
The BCCLS Executive Board wants the Rochelle Park Library to become a compliant member of BCCLS once again and is offering the Association Board additional time to work with the Township of Rochelle Park to bring the library into compliance. In the event the residents of Rochelle Park are unaware of the effects of non-compliance, they may not realize that their borrowing privileges, their ability to access the eBBCLS digital collection and their ability to access the internet on public access terminals will end. Given the anticipated need for BCCLS to engage with the media after notification of the Executive Board’s recommendation, it was suggested that BCCLS consider using contingency funds to engage a PR firm with a budget of $5,000.
It was MOVED BY: Christine Hartigan and Seconded by: Mimi Hui.
No further discussion. All in favor. Motion carried.
9. New Business
No new business
10. Membership Hearing
11. Next MeetingSystem Council: Thursday, 3/9/17 at 9:30 am – Mahwah
Executive Board: Wednesday, 4/12/17 at 9:30 am – Old Tappan
It was MOVED by: Jennifer Breuer Seconded by: Christine Hartigan
To adjourn at 11:01 am