02.27.19 – EB Meeting Minutes
EXECUTIVE BOARD MINUTES
BERGEN COUNTY COOPERATIVE LIBRARY SYSTEM
Ramsey Public Library
February 27, 2019
PRESIDING: Kurt Hadeler Mahwah
PRESENT: Dave Hanson BCCLS
Gerry McMahon Franklin Lakes
Jennifer Breuer Glen Ridge
Ellen O’Keefe Glen Rock
Mimi Hui Hasbrouck Heights
Sally Diaz Norwood
Matthew Latham Ramsey
Dave Marino Waldwick
Laura Leonard Wyckoff
NOT PRESENT: Stephanie Bellucci Cliffside Park
Sai Rao North Bergen
ALSO PRESENT: Darlene Swistock Recorder of Minutes
GUESTS: Jennifer Lazidis Elmwood Park
Laurence Bergmann Livingston
Peter Wendrychowicz Mahwah
Len LoPinto Paramus
Thomas Madru Park Ridge
Kathleen McGrail Upper Saddle River
Lori Quinn Waldwick
Samantha McCoy West Caldwell
Kurt Hadeler called the meeting to order at 9:36 am.
He reminded everyone to sign in on the sign-in sheet. In an effort to follow parliamentary procedure, he asked guests to limit their comments to the Public Portion and Membership Hearing parts of the meeting. He advised that there will be an Executive Session/Closed Session before the meeting is adjourned. He also asked the board members to confirm their attendance for each meeting when Darlene Swistock asks to ensure that we have a quorum. Finally, he thanked Matthew Latham for hosting today’s meeting.
1. Minutes of the Meeting on January 23, 2019
It was MOVED BY: Jennifer Breuer Seconded by: Laura Leonard
To approve the minutes.
All in favor.
2. Public Portion
3. Treasurer’s Report
The Budget vs Actual and Check Register were previously distributed to the membership. On behalf of Sai Rao who was unable to attend the meeting, Dave Hanson provided additional detail on the following:
- 6100 Total Personnel is only 63% of budget as we have budgeted for a full year of driver salaries for FY2019 and won’t incur costs until likely April.
- 6201 & 6203 Insurance costs were adjusted upward by Spire group as they represent prepaid expenses for 2019 and were moved into this line.
- 6252.21 Professional Development Programs – the line was adjusted by Spire group regarding expenses that were prepaid for the Leadership Training class – part of that money was assigned to FY 2019.
- 6282 Technology and Related Costs – This month is higher due journal entries from Spire to move forward portions of the Highstreet maintenance that covers a portion of 2019.
- 6301 Polaris Maintenance – Polaris is high this month due to a quarterly bill, there won’t be a
- charge in this account until the next quarter.
- 6503 Miscellaneous Software Support – There is a journal entry moving $8,195 into 2019 for the remainder of the Faronics software maintenance that covers into this year.
There were questions and comments about the financial reports: Jennifer Breuer noted that delivery is just 1 line in the budget rather than there being a separate budget (capital expenditures were parted out and other delivery expenses will be tracked separately and reported back to the membership), Kurt Hadeler suggested that the Finance Committee discuss this further. She also noted a typo in the check register (“Bloomingdale”). Kurt Hadeler asked that some columns be hidden so the remaining columns are more legible, and asked that the budget for Polaris be entered as a quarterly expense rather than a monthly expense. Laura Leonard asked if Sky River is a quarterly bill as well (yes).
It was MOVED BY: Ellen O’Keefe Seconded by: Matthew Latham
To accept the Treasurer’s Report.
All in favor.
5. President’s Report
Kurt Hadeler’s report was previously distributed to the board members. Most of his work was spent setting up BCCLS Committees for the upcoming new committee year. He advised that the BCCLS trademark application has been published in the Trademark and Patent Register and is moving along; we should have the final in a few months. He also mentioned that Ellen O’Keefe asked to be added to the Personnel Committee. There were no questions from the membership about his report.
6. Executive Director’s Report
Dave Hanson’s report was previously distributed to the board members. His mission to visit all 77-member libraries was completed this month. He is working on the authentication of world language materials and will be meeting with the collection side of BookOps in March before meeting with an attorney. He is also reviewing 2 companies recommended to conduct the review of BCCLS’ benefits. There were no questions from the membership about his report.
7. Committee Reports
a) BCCLS Committees – Kurt Hadelerreminded everyone that there will be a Committee Chairs Meeting in Bergenfield on February 28 at 10:00 am. He noted that there are 140 volunteers on the 17 BCCLS committees which does not include the standing committees of the Executive Board, the Strategic Planning Committee and the Delivery Task Force.
b) Technology & Digital Services Committee: Maker Funconference – Event Evaluation
This was a very successful and well-attended event and has become an annual event.
8. Old Business
a) BCCLS Office Relocation
Dave Hanson advised that the servers were moved and installed at the new office over the President’s Day weekend and everything went well. The office staff will be moving the week of March 18. He thanked Eric Lozauskas and Darlene Swistock for their work on the new office. Everyone will be invited to an open house in April.
Dave Hanson also provided an update on delivery. The original delivery bins are no longer financially feasible so different bins are being ordered from a different vendor. They nest and stack and will save at least $85,000 in capital costs; this savings does not impact the ongoing $9,000 delivery expense paid by each library because it is not a recurring expense. The savings from the bins will go into reserves. Six diesel Ford vans will be purchased at a cost of $35,000 each. Kurt Hadeler asked about purchasing fuel through ESCNJ and the BCCLS office will look into it. Jennifer Breuer asked about the shelf life of the bins (these are sturdy totes and should last +5 years; weathering the cold is the question) and the reduction of vans being purchased (Dave Hanson explained that early access into libraries allowed for the reduction of routes and the number of vans needed. If the drivers can avoid traffic and get back to the warehouse early, they will have time to sort and that will reduce the number of part-time sorters required. There will be 6 vans for 6 routes and BCCLS will lease a van while a van is being serviced which is a more cost effective alternative than keeping an extra van as a back-up. The location of the warehouse will impact the routes, but there are no major changes planned. There are 2 good options for warehouse space that will accommodate current and future needs at a reasonable cost. Driver interviews for 6 positions are scheduled for next week. Ellen O’Keefe asked if municipalities are exempt from tolls.
9. New Business
10. Membership Hearing
- John Trause, co-chair of the Scholarship Committee, sent a note advising that the BCCLS Scholarship Application has been posted on the BCCLS website; applications are due March 15.
- Len LoPinto asked about the Bergen County grant application, how we plan to advocate and if there will be a presentation to the freeholders. Dave Hanson mentioned the upcoming small group meetings/listening sessions. He will listen to the directors, determine an action plan to be discussed at the Executive Board meeting and System Council. He is hesitant to ask for more money incrementally as it muddies the request. He also feels the ask should be specific and be consistent from county to county. He would like to use the grant money to invest in something specific. Dave Marino noted that BCCLS is the organization that represents the largest number of people in Bergen County.
- Jennifer Breuer was pleased to report that Glen Ridge will be hosting Selected Shorts on May 16. Tickets are $20 and will go on sale on April 1. Her mayor and council helped fund this event since the last event in 2017 was so successful.
- Judah Hamer spoke about BCCLS upcoming Advocacy Day on March 15. The focus for this day is the restoration of Per Capita State Aid (which would increase state aid funding to libraries by 30-50%). Assemblyman Gordon Johnson is the keynote speaker and other elected officials will be the 4 panelists talking about what makes them support a bill. Ellen O’Keefe thanked Patty Durso for designing the banner for Facebook so libraries can promote this event via social media.
The Executive Board went into closed session at 10:25 am.
The Executive Board returned to open session at 11:22 am.
It was MOVED BY: Ellen O’Keefe Seconded by: Jennifer Breuer
To authorize the Executive Director to enter into negotiations for warehouse space as discussed in closed session.
All in favor.
11. Next MeetingExecutive Board: Wed, 4/17/19 @ 9:30 am – Glen Rock
System Council: Thu, 3/14/19 @ 9:30 am – Maywood
It was MOVED by: Jennifer Breuer Seconded by: Laura Leonard
To adjourn at 11:27 am