04.01.19 – Special EB Meeting Minutes

04.01.19 – Special EB Meeting Minutes

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EXECUTIVE BOARD MINUTES

BERGEN COUNTY COOPERATIVE LIBRARY SYSTEM

BCCLS Office

April 1, 2019

PRESIDING:                 Kurt Hadeler                              Mahwah

PRESENT:                    Dave Hanson                            BCCLS Office

Stephanie Bellucci                     Cliffside Park

Gerry McMahon                        Franklin Lakes

Jennifer Breuer                          Glen Ridge

Ellen O’Keefe                            Glen Rock

Mimi Hui                                   Hasbrouck Heights

Sai Rao                                    North Bergen

Sally Diaz                                 Norwood

Matthew Latham                        Ramsey

Dave Marino                             Waldwick

Laura Leonard                           Wyckoff

NOT PRESENT:            N/A

ALSO PRESENT:         Darlene Swistock                      Recorder of Minutes

GUESTS:                      Eric Lozauskas                          BCCLS Office

Christine Zeni                            BCCLS Office

1.             Call to Order

Kurt Hadeler called the meeting to order at 2:01 pm.  He reminded everyone that the sole action item on the agenda is the closed session to discuss negotiations for real estate for the warehouse. 

2.             Public Portion

None

3.             Closed Session to discuss negotiations for real estate related to delivery services

It was MOVED BY:  Stephanie Bellucci               Seconded by:  Jennifer Breuer

To go into closed session

The Executive Board went into closed session at 2:03 pm.

The Executive Board returned to open session at 2:47 pm.

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

To authorize the Executive Director to enter into lease negotiations for a warehouse in Fair Lawn as discussed in closed session.

All in favor.

Motion carried.

A discussion followed about the delivery service and Christine Zeni provided some updates:  Offers will be made to 5 drivers.  The response for part-time substitute drivers has been poor.  Will there be security cameras at the potential warehouse?   (Yes and the security plan will be adjusted based on the location.)  Will the workflow need to be redone based on the potential warehouse location?   (Yes and drivers will sort materials outside when the weather is nice since the vans will not be able to drive into the building; the vans will have awnings to cover staff and materials.)  How is parking?  (There are 12 spaces.)  When will there be a test run?  (Vans will be rented and the date of the test run will be determined based on the lease negotiations.)  What is the ETA for the vans?  (TBD, hoping for June.)  When will the bins arrive?  (End of April, beginning of May.)  There will be a soft launch starting with 1 route a week.  There will be 5 training sessions for staff (3 at the BCCLS office, 1 in Essex County and 1 in Hudson County) at the end of April.  The order of the stops and the routes have not been finalized and they may be adjusted for some time to come.  It is possible that supplemental deliveries, using a rented van, may be added to handle increased volume on busy days after holidays.  We are still working with LLNJ to coordinate deliveries outside the system.  LLNJ requires 7-10 days’ notice if stops are cancelled.  BCCLS plans to have 1 stop at the depot once a week; all in- and outbound ILLs will be routed through this stop.  LLNJ has not yet determined the cost sharing.  What is the cost for a depot stop in county systems?  (It is the same as our cost per stop). What is our fallback position if the cost per stop is prohibitive?  (Opt out of Jersey Cat?  Ask if another system would like to share a stop?  Dave is exploring options.)  This impacts approximately 8,000-10,000 items/year, mostly in Essex County.  Should REBL items need to be returned to their home library rather than be returned through delivery?  (This can be tweaked.) 

4.             Membership Hearing

None

5.             Date & Place of Next MeetingExecutive Board:  Wed, 4/17/19 @ 9:30 am – Glen Rock

System Council:   Thu, 6/27/19 @ 9:30 am – Hasbrouck Heights

6.             Adjournment

It was MOVED by:  Ellen O’Keefe                       Seconded by:  Mimi Hui

To adjourn at 3:10 pm

Unanimously approved.

dms:  4/5/19