06.06.19 – Special EB Meeting Minutes
SPECIAL EXECUTIVE BOARD MINUTES
BERGEN COUNTY COOPERATIVE LIBRARY SYSTEM
Wyckoff Public Library
June 6, 2019
PRESIDING: Kurt Hadeler Mahwah
PRESENT: Dave Hanson BCCLS
Stephanie Bellucci Cliffside Park
Gerry McMahon Franklin Lakes
Jennifer Breuer Glen Ridge
Mimi Hui Hasbrouck Heights
Sai Rao North Bergen
Matthew Latham Ramsey
Dave Marino Waldwick
Laura Leonard Wyckoff
NOT PRESENT: Ellen O’Keefe Glen Rock
Sally Diaz Norwood
ALSO PRESENT: Darlene Swistock Recorder of Minutes
GUESTS: Eric Lozauskas BCCLS
Ed Baltazar Dorfman, Abrams and Music, LLC
Catherine Dodwell Dumont
Amy Babcock-Landry Livingston
Thomas Madru Park Ridge
Lori Quinn Waldwick
Laura Rifkin Washington Township
Kurt Hadeler thanked everyone for coming to today’s special Executive Board meeting and reminded them to sign in on the sign-in sheet. He welcomed Ed Baltazar who will talk about the BCCLS audit. He advised that Sai Rao will be stepping down as Treasurer as she needs to devote her time to the opening of her new library branch/community center, and he thanked her for her efforts this year. Stephanie Bellucci will succeed her as Treasurer. He advised that there may be an Executive Session/Closed Session to discuss the BCCLS office staffing plan in further detail at the end of the meeting. Lastly, he thanked Laura Leonard for hosting today’s meeting.
1. Call to Order
Kurt Hadeler called the meeting to order at 9:43 am.
2. Public Portion
3. Review of the Draft Audit
Copies of the draft audit were distributed to the Executive Board prior to the meeting. Ed Baltazar, CPA, from Dorfman, Abrams and Music, LLC reviewed the draft of the audit in detail.
- The audit is similar to last year plus the addition of an ASU (Audit Standards Update).
- Prepaid expenses may seem high but they are a result of journal entries by management: some are standard and related to delivery, and others are one-time expenses (like prepaid rent) that should not occur again next year.
- For the Change in Net Assets, the reduction in Change of Net Assets is not actually a loss. The organization is healthy, revenue is consistent, and the reduction shows that funds are being utilized for the purpose intended.
- Regarding cash flow, BCCLS needs to determine its liquidity goal. For 60 days, $500,000 is adequate; for 90 days, BCCLS might consider having a line of credit available so less cash on hand is needed, but it is not a necessity. The Line of Credit would also provide flexibility if cash is needed for an emergency (e.g. if the office is destroyed).
- Within the next 2 years, reporting of the office lease will change from operating lease (liability not reflected on the Balance Sheet, but the commitment is disclosed) to capital lease (debt is reported on the Balance Sheet along with the offsetting asset of Right to Use of facility).
- Consider using funds in the scholarship account quicker and be ready to explain the lag in the 990 if there are any questions.
- Regarding journal entries, the suggested corrections were all made by management and complied with full accrual accounting perspective; they were all anticipated, and not expected to occur again.
- The types of possible deficiencies noted were standard and typical suggestions for small organizations and not specific to BCCLS: use of an audit firm rather than having a CPA on staff, awareness of FDIC limits, and if the current bank can spread the liability risk to comply with FDIC limits and consider increasing the capitalization levels from $1,000 to $2,500-$5,000. He also noted that files are secure.
Dave Hanson advised that the audit needs to be accepted by June 30 and that a 990 filing will be required this year because of the size BCCLS has become (greater than $500,000 in total revenue). This becomes a public document and is a standard reporting document used by organizations at a higher level; it will also be helpful in pursing grants and in other financial discussions.
There were no questions from the board about the audit.
It was MOVED BY: Stephanie Bellucci Seconded by: Matt Latham
To accept the audit. No further discussion. All in favor. Motion carried.
4. Review of BCCLS Staffing Plan
Dave Hanson distributed his proposed staffing plan to the Executive Board prior to the meeting. This was a result of consultations with the Personnel and Finance Committees. He is proposing a reorganization of the office staff:
- Exempt vs Non-Exempt
He is recommending that all full-time staff (except the delivery drivers) be moved from Non-Exempt to Exempt. This change will affect the IT Technicians, System Administrator, Web Development Coordinator and the Executive Assistant positions after he discusses this with a labor attorney. If these changes are not approved by the attorney, a budget line will need to be added for overtime or expectations for those positions will need to be reduced. Offering comp time creates a new set of administrative issues to consider.
- Financial Capacity for a Larger Institution
BCCLS does not currently prepare a monthly Balance Sheet and will need to consider the impact of delivery, payments, grant receptions, the possibility of advanced financial planning and group purchasing. A Business Manager will also provide more visibility and trust with the membership.
- ILS Capacity
BCCLS serves 1.3 million people in its footprint and is supported by one ILS person. He is recommending that .5 Cataloging be moved to .5 ILS Support to distribute the simpler reports and offer training. This would allow the System Administrator to focus more on customizable reports and free up some capacity for the System Administrator.
He is not recommending to add personnel to address volume, but is looking to find capacity through including intra agreements with those who have world language capacity and through technology solutions.
- Association Support
He would like to reconfigure the Executive Assistant position to provide more support to the association; current support is provided through professional development, committees, Friends Breakfast, etc. which requires administrative support from the BCCLS office and having one point person is helpful. It is also important to be able to track committee budgets and spending. The Web Development Coordinator would focus more on supporting the membership including platform support, the way information is posted and shared within the membership and working with the Technology Committee evaluating/testing a replacement for the KB.
Training would focus on ongoing ILS support at different levels as well as platform level training.
The Executive Director would take over eBCCLS temporary since there is a staff shortage in the office. There have been some questions about ongoing central management and if eBCCLS goes away, it would not be a significant part of a FTE position.
- Mission Creep in Positions
There is a need to refocus to allow staff to grow in more specialized ways to benefit the membership. There are opportunities to move from less administrative tasks to improve platforms we share.
A discussion followed:
- Dave Marino thanked Dave Hanson for this plan, it is important and vital, and is a good start.
- Jennifer Breuer asked what the Executive Director’s role will be in eBCCLS (it is a lot of facilitation: the hold ratio purchase, aggregators now make selections and get dollar allocations to spend, the one-time review with RB Digital and the Youth Services Committee, Adult Services Committee and the World Language Task Force to get their purchasing recommendations.)
- Laura Leonard noted that a back-up for the ILS is crucial and this is a great refocus.
- Matt Latham advised that the Tech Committee also looked at options for the Catalog and ILS which included hiring more staff, allocating more staff time and outsourcing. He liked the flexibility of moving employees to Exempt status and asked what the staff’s reaction would be. (Dave Hanson noted the staff would appreciate the flexibility and talked about staff having the ability to run an upgrade overnight.)
- Stephanie Bellucci and Kurt Hadeler asked if the staff is currently functioning as Exempt but still completing time sheets (yes). Dave Hanson looked at the exempt criteria for various positions and some would be easier to reclassify as Exempt than others.
- Stephanie Bellucci asked about the drivers and overtime, and if overtime was in the budget for them. Dave Hanson replied yes for the drivers, but not for administration.
- Jennifer Breuer asked about ILS support and the .5 shift. (Dave Hanson replied that it is a shift in hours.)
- Stephanie Bellucci asked about the timing for the change from Non-Exempt to Exempt. (Dave Hanson replied that it would be at the beginning of 2020.) She asked if there would be any salary adjustments. (Probably not needed per Dave Hanson.)
- Matt Latham would be interested in the possibility of cataloging with other consortia. (Dave Hanson advised that a third party has capacity except for Korean cataloging.)
- Laura Leonard asked about shifts in cataloging. (Dave Hanson talked about Baker & Taylor and IUG and the discovery layer for staff and patrons.)
It was MOVED BY: Matt Latham Seconded by: Mimi Hui
To accept the staffing plan presented by the Executive Director. No further discussion. All in favor.
A discussion followed about summer hours for the BCCLS office staff:
- Kurt Hadeler noted this is not codified in the BCCLS Personnel Manual.
- Matt Latham asked if this was discussed with the Personnel Committee. Kurt Hadeler replied that the Personnel Committee met before the e-mail was sent.
- Laura Leonard mentioned that she worked in a corporate office that had summer hours and it was documented in their Personnel Manual.
- Jennifer Breuer agreed that it should be documented in the Personnel Manual.
- Matt Latham suggested that it be codified in the manual or via a council resolution.
- Jennifer Breuer asked about the impact on the drivers.
- Dave Hanson pointed out that although libraries are busier in the summer and delivery is at its peak, the administrative side of the office tends to be quieter.
- Kurt Hadeler commented that the Personnel Manual was last updated 7 years ago and tasked the Executive Director and the Personnel Committee to revise the manual, and include Summer Fridays, for introduction at System Council in December. Summer Friday will proceed as is this year.
5. Policies & Procedures Committee – Recommendation
Jennifer Breuer, co-chair, reviewed the recommendation to add two shelf locations: mobile and oversized.
It was MOVED BY: Matt Latham Seconded by: Mimi Hui
To accept the committee’s recommendation, sans hyphen in oversized, as presented. No further discussion. All in favor. Motion carried.
6. Membership Hearing
Kurt Hadeler advised that Mahwah will be opening its newly renovated Children’s Room on June 8 at noon. The theme is Enchanted Forest.
7. Executive Session – Review of BCCLS Staffing Plan
It was MOVED BY: Mimi Hui Seconded by: Sai Rao
To go into closed session to discuss the BCCLS Staffing Plan in further detail. No further discussion.
All in favor. Motion carried.
The Executive Board went into closed session at 11:23 am.
The Executive Board returned to open session at 11:45 am.
It was MOVED BY: Laura Leonard Seconded by: Mimi Hui
To accept the BCCLS Staffing Plan presented by Executive Director Dave Hanson as presented during the closed session. All in favor. Motion carried.
8. Next MeetingExecutive Board: Wed, 7/17/19 @ 9:30 am – Norwood
System Council: Thu, 6/27/19 @ 9:30 am – Hasbrouck Heights
It was MOVED by: Jennifer Breuer Seconded by: Gerry McMahon
To adjourn at 11:55 am