03.09.17 – SC Meeting Minutes

03.09.17 – SC Meeting Minutes

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SYSTEM COUNCIL MINUTES

BERGEN COUNTY COOPERATIVE LIBRARY SYSTEM

Mahwah Free Public Library

March 9, 2017

________________________________________________________________________________________________

PRESIDING:                 Kurt Hadeler, Mahwah 

NOT PRESENT:           Lyndhurst                                   

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

1.     Call to Order

Kurt Hadeler called the meeting to order at 9:52 am.

He asked the library directors to identify themselves when speaking so the minutes can be accurately recorded and asked everyone, including guests, to sign in. 

2.     Minutes of the Previous Meeting on October 20, 2016

It was MOVED BY:  Nancy Greene               Seconded by:  Jennifer Breuer

to approve the minutes.  All in favor.  None opposed.  Motion carried.             

3.     Public Portion 

No members of the public spoke.

4.     Rochelle Park Library Association – Compliance/Non-Compliance with BCCLS Bylaws

        Kurt Hadeler summarized the details of the Rochelle Park timeline:

  • 11/2/16 – Rochelle Park Library Association sent BCCLS a letter indicating that they felt the library was not in compliance with BCCLS Bylaws as they were operating as neither a municipal or association library.
  • 12/14/16 – BCCLS held a special meeting of the Executive Board to determine the validity of this charge.  After hearing from the Rochelle Park Library Association Board of Trustees and the Township of Rochelle Park attorney, the Executive Board determined that Rochelle Park was not in compliance with BCCLS Bylaws (Article 1, Section 3).
  • 12/19/16 – BCCLS sent a letter to Rochelle Park advising that they have 45 days to present a plan to comply with BCCLS Bylaws.  The Bylaws call for 30 days, but due to the holidays, they were given 45 days to present a plan.
  • 2/2/17 – The deadline to submit a plan to comply.
  • 2/8/17 – At the monthly Executive Board meeting, they were still in non-compliance and no plan had been submitted.  BCCLS Bylaws allow its Executive Board to make a recommendation to reduce privileges or terminate membership for non-compliance.  After much deliberation and thought, the Executive Board made a motion to recommend reducing Rochelle Park’s BCCLS privileges, including: 
  • a)   Rochelle Park cardholders will not be able to borrow materials owned by BCCLS 76 other members. 
  • b)   Rochelle Park cardholders will not be able to borrow items through eBCCLS digital collection.
  • c)   Rochelle Park Library computers purchased through and maintained by BCCLS for patron use will not have internet access.
  • d)   A statement will be posted to the BCCLS website indicating that the Rochelle Park Library Association is in non-compliance of BCCLS Bylaws.

The motion recommending reduction in privileges passes.

  • 3/7/17 – The Township of Rochelle Park was granted a temporary injunction by the Bergen County Court preventing BCCLS from reducing or terminating their privileges until the case has been resolved.  The injunction does not prevent the System Council from voting on the recommendation, only enacting it.

Kurt Hadeler explained that although action cannot be taken if a motion to reduce Rochelle Park’s privileges is passed, it is important to vote on the recommendation made by the Executive Board in order to follow our bylaws and show that the members are in agreement.  If the injunction is overturned, there will be no need to re-vote and these changes can be effected without coming back for another System Council. 

It was MOVED BY:  Samantha McCoy                      Seconded by:  Kathleen McGrail

to vote on the Executive Board’s recommendation regarding Rochelle Park’s compliance/non-compliance with BCCLS Bylaws.   

Kurt Hadeler advised that the pending court case cannot be discussed in open session, but BCCLS can schedule a special closed session on another date if there is interest.  A discussion followed:  what privileges are left after the reduction of BCCLS privileges (Rochelle Park can still circulate their materials to their patrons, and can still use BCCLS catalog for patrons and bibliographic records for circulation allowing them to operate as a standalone library); what is the vote at the special System Council tentatively scheduled for May 12 (the Executive Board will meet on April 12, May 12 is the earliest the System Council could meet and vote to terminate membership if there is no resolution); can patrons of other libraries borrow Rochelle Park materials (no); and has Rochelle Park paid their BCCLS bill for this year (no, it is due today).

A rollcall vote was taken and Rochelle Park Library was found to be in non-compliance of BCCLS Bylaws:  Yes (73), No (1) and Abstain (2).  The motion will go into effect at the conclusion of the court case or when the injunction is overturned. 

5.     Treasurer’s Report

Sam McCoy presented the February 2017 P & L Reports.

February 2017

Of the 2017 Budget of $3,391,100

$3,151,195 has been received as of February 28, 2017 

Leaving a balance of                   +   $239,905 

Total expenses                              $1,113,567

Leaving a balance of                  –  $2,277,533 

Checking Account Balance               $221,005

NJ Cash Management                      $881,703

Scholarship                                         $38,667

 Jennifer Lazidis asked what happens if BCCLS exceeds its budget for legal fees due to the Township of Rochelle Park lawsuit.  Marie Coughlin advised that BCCLS would use contingency reserves if necessary. 

6.     President’s Report

Kurt Hadeler’s report was previously distributed to the members.

He introduced new directors:  Peter Coyl of Montclair and Holly Pizzuta of Weehawken, and mentioned that Ellen O’Keefe is moving from Northvale to Glen Rock.   He also reminded everyone about the NJLA vote for Executive Board.  There are 5 individuals from BCCLS running for members at large:  Cathy Folk-Pushee (Hackensack), David Franz (Hillsdale), Amy Babcock-Landry (Livingston), Matthew Latham (Leonia) and Sarah Lester (Maplewood).  He has also been busy with the Rochelle Park non-compliance, the Billing Task Force and the Bylaws Committee. 

There were no questions from the membership about his report. 

7.     Executive Director’s Report

Marie Coughlin’s report was also previously distributed to the members. 

She advised that BCCLS Ticket Summary would be included in the meeting packets going forward.  Directors will be able to log into Zendesk to see the service tickets from their libraries that were sent to the BCCLS office.  She also stated that BCCLS will work with beta testers for private cloud libraries.  Lastly, she mentioned that she plans to go on maternity leave in early June and return to work at the end of August.   

There were no questions from the membership about her report.

8.     Committee Reports

The following committees submitted reports which were included in the meeting packets:  Collection Development & Reference; eBCCLS; Elections; Friends of the Library; Government Relations & Public Policy; Library Administration, Management & Personnel; Professional Development; Public Relations; Scholarship; Special Populations Task Force; Technology; Trustee Development and Youth Services.  Applications for the BCCLS Scholarship are due March 17.

There were no questions about Committee reports.

9.     Old Business

None

10.    New Business

a)    Bylaws Committee – Recommended Policy Changes

Gerry McMahon, chair, reviewed the recommended changes to the BCCLS Bylaws – Obligations of Membership and Governance:  1 excused absence per year and there are now 5 System Council meetings each year, and changes to the election process:  elected Executive Board members and the Director/Trustee Rotation.  This was approved at the Executive Board meeting on February 8, 2017 and these recommendations will be sent to System Council for a vote in June.  No further discussion. 

b)    Policies & Procedures – Recommended Policy Changes/Additions

Jen Breuer, chair, reviewed the recommended changes to the P&P Manual>Collection Development>Currently Cataloged Formats and Replacement Costs, P&P Manual>Patrons>Library Cards and the e-mail policy.

It was MOVED BY:  Nancy Greene and Seconded by:  Christine Hartigan to approve these changes in policy as presented.  None opposed.  No further discussion.

c)    Billing Task Force – Proposed Billing Formula

Dave Franz, chair, thanked the members of the task force (Stephanie Bellucci, Marie Coughlin, Kurt Hadeler, Mimi Hui, Terrie McColl, Samantha McCoy, Monica Smith and Kathleen McGrail), for their hard work to determine a new billing formula.  There are many factors to consider and the formula will be phased in over 3 years if adopted.  Spreadsheets will be distributed after the meeting.  There will be 7 Small Group Meetings in March and April to discuss the proposed new billing formula in detail.  These meetings have been designed to ensure a different library mix around the table and a variety of perspectives.  The meeting schedule will be announced this afternoon. 

The goal is to introduce the proposed billing formula to System Council for a vote in June or introduce it at the System Council in September with a vote in October and then have a 3-year phase-in period starting in 2018.  The task force would like to see a supermajority vote in favor of the new billing formula rather than a simple majority.  There was a question about the $3,000 reciprocal borrowing fee for non-Bergen libraries; it will be addressed by the Reciprocity Task Force. 

d)    Strategic Plan – Update

Dave Franz, chair, also gave an update on the Strategic Plan.  There is a matrix of goals, objectives and metrics for 77 different libraries.  Once it has been finalized, it will be recommended to the Executive Board and then voted on at System Council.  It is the guide for the entire BCCLS organization and will be executed by the Executive Board, various committees and the BCCLS office.

11.  Membership Hearing

  • Kurt Hadeler reminded everyone again about the NJLA vote.
  • Leonard LoPinto, Paramus, advised that, although the Paramus Library does not have an official opening date, they are planning an opening celebration on April 30.  They will be hosting Books NJ on June 11 and need volunteers.  They received a $5,000 grant from the state again this year and also have several sponsors.
  • Sarah Lester, Maplewood, mentioned the upcoming 4th Annual Ideas Festival (March 18-April 1) that celebrates local talent and the 21st Century Library Presentation (March 29).
  • Linda Corona, Edgewater, plans to send out a RFP for a library kiosk at the borough office and hopes to have it operational within the next 6 months.
  • Susan Meeske, Old Tappan, talked about the non-Dewey presentation that she, Stephanie Bellucci and Jamey Feuer will make at NJLA.
  • Gerry McMahon, Franklin Lakes, advised that the Friends of the Library will host Christina Baker Kline on May 3.
  • Riti Grover, Ramsey and Government Relations & Public Policy chair, mentioned the Construction Bill breakfast in Hasbrouck Heights on March 30, where they will talk about how much library boroughs would pay for construction and how much the state would pay.  They hope to have other libraries share their experiences.
  • Jennifer Breuer, Glen Ridge, announced that they will be co-hosting Selected Shorts with the Glen Ridge Women’s Club on May 25.  The event will be held at the Women’s Club near the library.  She also advised that Essex County libraries received a $15,000 Big Read grant.  See www.essexcountybig read.org for further details.  Shout out to Chelsea Dodd (Montclair) who was instrumental in the grant effort. 
  • Amy Babcock-Landry, Livingston, said her library will be hosting the Big Read kickoff on April 2.  She also encouraged everyone to sign up for NJLA (April 24-26).  Please contact Lori Quinn regarding any NJLA questions.
  • Arlene Sahraie, BCCLS Office, let everyone know that the Health Department provided a supply of “The Conversation” which are end-of-life care books if libraries would like to add them to their collections.
  • Radwa Ali, Bogota, advised that they will be hosting a Memorial Service for Children’s Librarian Nikki Spiegel on May 6.
  • Lina Podles, Hoboken, said their renovation should be finished in about a month.  The library was damaged by Superstorm Sandy in October 2012.

12.  Next MeetingSystem Council:  Thursday, 6/15/17 at 9:30 am – Hasbrouck Heights

13.  Adjournment

It was MOVED by:  Kurt Hadeler             Seconded by:  Terrie McColl

to adjourn at 11:15 am.  Unanimously approved.

dms:  3/21/17