03.14.19 – SC Meeting Minutes

03.14.19 – SC Meeting Minutes

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SYSTEM COUNCIL MINUTES

BERGEN COUNTY COOPERATIVE LIBRARY SYSTEM

Maywood Public Library

March 14, 2019 

__________________________________________________________________________________________________________________

PRESIDING:                 Kurt Hadeler, Mahwah 

NOT PRESENT:           Garfield, Harrington Park, Oakland, Washington Township and Westwood                                   

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

1.     Call to Order

Kurt Hadeler called the meeting to order at 9:55 am.  He requested a moment of silence for Mary Witherell, former Director at Wyckoff and Englewood, who recently passed away.  He introduced Beth Vredenburg, new Director of Leonia, and Patty Durso, Acting Director of Allendale.  He asked everyone, including guests, to pick up their name tags and sign in.  Attendance is taken from the sign-in sheets.  He reminded everyone to stand and introduce themselves when speaking so the minutes can be accurately recorded.  He welcomed Sally Diaz, Norwood, and trustee representative for the BCCLS Executive Board.  Dave Marino, Waldwick, is the other trustee representative, but he was unable to attend the meeting.  He thanked Caitlin Hull for hosting today’s meeting.  Lastly, he reminded everyone that the state reports are due on March 15 and copies are due to Darlene Swistock at the BCCLS office within 7 days of filing. 

2.     Minutes of Previous Meeting – December 13, 2018

It was MOVED BY:  Gerry McMahon                         Seconded by:  Stephanie Bellucci

All in favor.

Motion carried.

3.     Public Portion

None.  Kurt Hadeler welcomed the trustees in attendance.

4.     Treasurer’s Report

Sai Rao’s report was previously shared with the membership.  She mentioned Dave Hanson’s new delivery report which will be provided monthly.  There were no questions about her report.

It was MOVED BY:  Samantha McCoy                      Seconded by:  Susan Meeske

to accept the Treasurer’s Report

All in favor.

Motion carried.

5.     President’s Report

Kurt Hadeler’s report was previously shared with the membership.  He thanked the 150+ volunteers that will be supporting BCCLS committees this year.  He attended 4 of the 5 Small Group Meetings held to discuss reimbursement for reciprocal lending and will meet with Dave Hanson at the end of the month to review the results of these meetings.  He asked the membership to participate in the Strategic Plan Focus Group meetings if possible.  There were no questions about his report.

6.     Executive Director’s Report

David Hanson’s report was previously shared with the membership.  The Strategic Plan Committee held 2 focus groups for staff and its first committee meeting.  There will also be an online survey for anyone unable to attend a meeting.  He visited all 77 member libraries and Weehawken was the final stop; he thanked the directors for taking the time to meet with him.  There were no questions about his report. 

7.     Committee Reports

a.     Committee Chairs/Co-Chairs Meeting

The committee chairs met on February 28 and committee meetings are underway. 

b.    Quarterly Committee Reports

Advocacy Committee – Judah Hamer, co-chair, talked about BCCLS upcoming Advocacy Day, Mission Impossible:  Communicating Your Library’s Value program on March 15 at the Rochelle Park Senior Center.  The panel will be composed of elected officials:   State Senator Weinberg, Freeholder Tracy Silna Zur, Assemblywoman Holly Schepisi, and former Assemblywoman Rose Heck.  Assemblyman Gordon Johnson is the keynote speaker.  The focus for this day is to help library supporters be comfortable in advocating for their libraries and to hear what legislators consider the most effective ways to advocate.  The top priority for NJLA this year is the restoration of per capita state aid.  This can help libraries fund the BCCLS delivery service at the local level.

Friends & Trustee Committee – Tom Madru, co-chair, talked about the follow-up program, Mission Accomplished:  Success Stories, on April 30 that will take place at the Maywood Public Library.  This program will focus on helping library supporters to work with their local government.

Scholarship Committee – applications for the BCCLS Scholarship are due to the BCCLS office and must be postmarked by March 15.

Strategic Plan Committee – Chelsea Dodd, chair, encouraged everyone to complete the on-line survey.  There will also be a separate survey for trustees.

8.     Old Business

a.     BCCLS Office Relocation

Dave Hanson advised that the BCCLS staff will be moving to its new location by the end of March.  He thanked Eric Lozauskas and Darlene Swistock for their hard work in setting up the new office and closing the old office.   Furniture that won’t be used in the new office will be passed along to other non-profit organizations.

b.    Delivery                                                                                                               

Dave Hanson introduced Christine Zeni, new Delivery Manager.  He indicated that the BCCLS office is interviewing drivers, ordering capital items, looking for warehouse space, purchasing bins (the original bins are no longer feasible and the new bins will nest and stack) and finalizing the routes.  The new delivery report will be provided each month so the membership can see what has been spent on an ongoing basis.  Susan Meeske asked how the contents of the bins will be kept dry if the bins do not have covers (an empty bin will be used to cover the contents).

9.     New Business

a.     Policies & Procedures – Recommended Changes

Jennifer Breuer, co-chair, introduced Amanda Eigen, co-chair.  She introduced the proposed changes and explained that this will be a working document and subject to change.  It will be approved when BCCLS handles its own delivery.   

  • Lend & Send > Delivery
  • Delivery Service
  • Sending Materials via Delivery
  • Materials via Delivery 

Kurt Hadeler noted that the changes to the P&P Manual focus on BCCLS delivery rather than statewide delivery.  Christine Zeni advised that libraries will presort outgoing materials by routes.  Kurt Hadeler encouraged libraries to allow the BCCLS drivers early access into their buildings.  This would help to alleviate traffic and save fuel.  There were some questions from the membership:  what is the latest delivery time (the drivers will be on the route between 6 am – 2 pm).  Will patron notification change; it is currently 12 pm (it may).  Will the drivers sort in the van (yes, in the Sprinter vans).  What color are the new vans (silver).  What is the anticipated delivery turnaround (less that 3 days).  How many libraries have not granted early access (not many).  What about consistency of terms in the P&P Manual (that is being addressed and specific vendor and company names will not be used).  What about current day loans (should be same or next day delivery). 

A discussion followed: 

  • Kathleen McGrail wanted to clarify if the vote was for future changes or just to introduce them (Kurt Hadeler explained that it is important to have something in place when delivery starts).
  • Ellen O’Keefe suggested that “effective when BCCLS launches delivery” be added to the motion.
  • Peter Coyl suggested adopting these changes when BCCLS has its delivery vans and bins. 

It was MOVED BY:  Peter Coyl                           Seconded by:  Holly Belli

to adopt the recommendation of the Policies & Procedures Committee as presented pending the adoption of BCCLS delivery.

All in favor.

Motion carried.

10.  Membership Hearing

  • Samantha McCoy, West Caldwell, stated that her library received a PLA internship diversity stipend for a high school intern.  She is also running for ALA Councilor Liaison on the NJLA Board.
  • Len LoPinto, Paramus, brought New Jersey Governor’s pamphlets for each library.
  • Jen Breuer, Glen Ridge, was excited to announce that her library and town will be hosting Selected Shorts on their own at the Women’s Club on May 16.  Tickets are $20 and will go on sale on April 1.
  • Gerry McMahon, Franklin Lakes, shared that her library will be hosting Bridget Moynahan (Blue Bloods and Sex in the City) on May 8. 
  • Amanda Eigen, Maplewood, reported that they will be hosting the Ideas Festival (March 23 – April 6).
  • John Arthur, Englewood, said his Friends will be hosting an ice skating fundraiser on March 14.
  • Kathy Cannarozzi, Rochelle Park, mentioned there will be an overflow parking lot next to the Rochelle Park Library/Senior Center for the Advocacy Day program on March 15.
  • Patty Durso, Allendale, announced that they will be hosting the Hudson Valley Shakespeare Festival performing Julius Caesar on July 10; it is open to all.
  • Peter Coyl, Montclair, reminded everyone of the upcoming ALA election and that he is running.
  • Mimi Hui, Hasbrouck Heights, also reminded everyone that the NJLA scholarship application deadline is March 15.  There is a new scholarship for new NJLA members (new within the past 12 months) to attend the conference.
  • Amy Babcock-Landry reported that the NJLA Conference registration is now open.

11.  Next MeetingSystem Council:  Thursday, 6/27/19 at 9:30 am – Hasbrouck Heights

12.  Adjournment

It was MOVED by:   John Trause                              Seconded by:  Ruth Rando

to adjourn at 10:46 am.  All in favor.

dms:  3/17/19