06.28.18 – SC Meeting Minutes

06.28.18 – SC Meeting Minutes

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SYSTEM COUNCIL MINUTES

BERGEN COUNTY COOPERATIVE LIBRARY SYSTEM

Hasbrouck Heights Public Library

June 28, 2018 

___________________________________________________________________                                    _____

PRESIDING:                 Kurt Hadeler, Mahwah 

NOT PRESENT:            Montvale                                   

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

1.     Call to Order

Kurt Hadeler called the meeting to order at 9:50 am.  He reminded everyone, including guests, to sign in and pick up their name tags.  He asked everyone to stand and introduce themselves when speaking so the minutes can be accurately recorded.  He welcomed the winners of the BCCLS Scholarships, two new BCCLS directors:  John Arthur (Englewood) who started this week and Allen McGinley (Teaneck) who officially starts next week.  He also welcomed Kathryn Cannarozzi, the new Director of Rochelle Park.  Although she was unable to attend meeting, he congratulated Susan Ruttenber, Director of Montvale, who will be retiring; Paul Shaver, Director of Northvale, will become the new Director at Montvale.  Cindy Czesak welcomed 2 new members of the BCCLS office:  Brian Simoes (IT Support Technician) and Melody Townley (Training & Digital Initiatives Librarian).  Kirstin Fagerlund, from Dumont (Cataloger) will be joining the BCCLS office on July 9.  Lastly, Kurt Hadeler thanked everyone for their donations to the BCCLS school supply drive which will be given to the Center for Food Action in northern NJ.  He advised that, at the next System Council in September, we will be collecting re-gifts (new items) and baskets and containers that will be used to create gift baskets for the silent auction at the Friends of the Library breakfast on October 23.  Harlan Coben will be the speaker and tickets will be available soon.  

2.     Minutes of Previous Meeting – March 29, 2018

Judy Heldman asked that the minutes be amended to reflect that Harrington Park was present at the meeting.  John Trause asked that a grammar correction be made; a sentence was repeated in error.

It was MOVED BY:  Judy Heldman                           Seconded by:  Michael Banick

To approve the minutes with the changes requested. 

All in favor.

Motion carried. 

3.     Public Portion

None 

4.     BCCLS Scholarship Winners

John Trause, chair, thanked the Scholarship Awards Committee:  Adele Puccio (Fair Lawn), Wendy Hollis (Hawthorne), Becky Karpoff (Paramus), Melissa Singlevich (Hasbrouck Heights) Martin Gilbert (Tenafly Trustee) and Darlene Swistock (BCCLS liaison) for their hard work in selecting this year’s winners.  He presented 9 scholarship recipients with their awards: 

  • Erin Douglas (Upper Saddle River) – Robert W. White Memorial Scholarship
  • Deborah Fagnan (Ridgefield Park) – Anne McGill Memorial Scholarship
  • Thomas Hoesly (Montclair) – BCCLS Scholarship
  • Michelle Jurgensen (Cresskill) – Brian DeSantis Memorial Scholarship
  • Loren Klein (Rockland County Pride Center) – McGill/Michele Reutty Scholarship
  • Marcia Literati (Tenafly) – Mary Lou Abrams Memorial Scholarship
  • Elisabet Paredes (Hackensack) – Arlene Sahraie Scholarship
  • Cheryl Pavliv (Bloomfield) – Patricia Anne Loughnane Memorial Scholarship
  • Cara Scott (Ridgewood and Hawthorne) – BCCLS Trustee Scholarship 

Rita Browning, Sharon Castanteen, Peter Coyle, Nancy Greene, Lisa Hoffman, Omar Khan, Gretchen Kaser, Julie Marallo, Kathleen McGrail, Monica Smith and John Trause spoke about the recipients. 

Mary Joyce Doyle Scholarships are awarded to assist the winners in completing their library and information studies. 

5.     Treasurer’s Report

Samantha McCoy presented the May 2018 P & L Reports.

May 2018

Of the 2018 Budget

$3,092,900 has been received as of May 31, 2018

Expenses for year:                                $1,433,667 

Account balances at month end were:

•     Checking                                           $  79,999

•     NJ Cash Management                       $892,123

•     Citibank Payroll                                   $29,556

•     Scholarship                                         $38,482

•     Petty Cash                                            $1,165

She provided a narrative and also summarized the answers to the questions that Susan Meeske received from Eric Lozauskas in the BCCLS office.  The financials will be reformatted so they are easier to read.  Reporting has changed as a result of the shift from cash based to accrual accounting.  She will contact the Spire Group regarding posting of 403b expenditures; these were reported per the Spire Group’s recommendation.  As a follow up to the audit, updated budget numbers have been entered into the new chart of accounts.  The audit is complete and there were a few minor recommendations that were noted in the Corrective Action Plan which will be addressed.

It was MOVED BY:  Peter Coyl                                 Seconded by:  Jennifer Breuer

To accept the Treasurer’s Report.

All in favor.

Motion carried. 

6.     President’s Report

Kurt Hadeler’s report was previously distributed to the membership.  He will discuss some of the items later in the meeting.  He was very concerned about the ALA article and Mary Chute’s comments about the financial crisis of LLNJ.  Although the budget passed, this appears to be a temporary patch and does not guarantee delivery and their success beyond FY19.  There were no questions about his report. 

7.     Executive Director’s Report

The report from Cindy Czesak, Interim Executive Director, was also previously distributed to the membership.  She did not talk about delivery as it would be discussed later.  She also introduced the other members of the BCCLS office that were present at today’s System Council:  Michael Grgurev (System Administrator), Eric Lozauskas (Director of IT) Margaret Rose O’Keefe (Cataloging and Collection Development) and Darlene Swistock (Executive Assistant). She was happy to attend 2 feel good events:  the grand re-opening of Rochelle Park and their return to BCCLS and the Project Literacy Awards where 4 libraries honored their tutors.  The transition from Cloud Library to Overdrive is moving along and she thanked Eric Lozauskas, Margaret Rose O’Keefe and Michael Grgurev for their hard work.  Lastly, she mentioned that the Executive Board will be meeting after System Council to discuss the BCCLS office relocation.  There were no questions about her report.  

8.     Committee Reports

Written quarterly committee reports were provided by:  Advocacy; Adult Services; Delivery; Diverse and Underserved Populations; eBCCLS; Library Administration, Management & Personnel; Technology and Youth Services.  Lori Quinn, chair of Elections, advised that the Elections Committee will be sending an e-mail asking for self-nominations to the BCCLS Executive Board.  There are 3 positions with 3-year terms open and the deadline to self-nominate is September 4.  Riti Grover and Jenifer May, co-chairs of Advocacy, were unable to attend the meeting so Kurt Hadeler explained that library staff who advocated with their elected officials and completed a brief survey by May 31, were eligible to win a Starbucks gift card.  He drew the winning names:  Chris Doto (Park Ridge), Patricia Durso (Allendale), Samantha McCoy (West Caldwell) and Janine Tuttle (Glen Rock), 

9.     Old Business

a.     BCCLS Executive Director Search Committee Update

Kurt Hadeler advised that the EDSC received applications from 21 diverse candidates.  Skype interviews with the 5 semi-finalists are scheduled for June 29.  Individual presentations and a panel discussion with the 3 finalists will take place in the morning in Mahwah on July 11.  This will be followed by meetings with the EDSC and the BCCLS office staff in the afternoon.  Remote access to view the meeting in Mahwah may be possible.  Once the EDSC selects the candidate, Bradbury Miller Associates will extend the offer and ideally the new Executive Director will start in early September.

b.    Delivery Task Force

Stephanie Bellucci, chair, and Ellen O’Keefe introduced and thanked the members of the Delivery Task Force:  Gretchen Kaser, Peter Coyl, Judah Hamer, Gerry McMahon, Terrie McColl, Adele Puccio, Sarah Lester, Eric Lozauskas, Cindy Czesak, and Kurt Hadeler.  They provided a recap of the status of delivery within BCCLS.  Kurt Hadeler assembled the Task Force in February to address the issues with the LLNJ delivery vendor, Expak, and they were asked to recommend a plan to the Executive Board.  BCCLS hired NJLS for a short-term contract when Expak suddenly terminated their agreement with LLNJ.  The Task Force hosted 6 Small Group Meetings so directors could discuss delivery in a smaller setting; almost every library was represented at these meetings.  Members of the Task Force felt that excellent delivery is the cornerstone key service for BCCLS and it is important for BCCLS to be able to control its own delivery; it is a fantastic opportunity to remain relevant and improve customer service.  Circulation is down due to issues directly related to delivery:  delays and the limits BCCLS imposed on items to try to alleviate the backlog.  Delivery is an integral function that BCCLS does not directly control; if BCCLS manages its own delivery, BCCLS is able to hold the vendor accountable.  The Task Force will ask the Executive Board for an addendum to the budget to contract with a vendor to provide delivery to BCCLS’ libraries.  It will be introduced at System Council in September and voted on in October.  The addendum would require a 2/3 super majority vote.  In addition, the Task Force will be visiting the Ramapo-Catskill Library System (Middletown, NY) in August to study how they manage delivery in-house in the event BCCLS eventually considers handling delivery in-house. 

A discussion followed:  directors of small libraries felt the need to control delivery and said they would make it a priority to find the additional money somewhere in their budget; they felt so strongly about the value of delivery since they can’t afford to purchase large collections and do not have the room for larger collections.  The anticipated delivery cost is about $25 per stop per day or about $6,250 per library per year.  Other directors were concerned about getting their board to support BCCLS delivery when delivery is provided by the state.  One director replied that the benefit of paying for BCCLS delivery needs to be explained that the ROI comes back three-fold and presented to their boards that way.  In addition to the impact of small libraries not being able to borrow items for their patrons on a timely basis which lowers circulation, large libraries are also negatively impacted because the delivery delays reduce the number of times they can loan their collections.  There was concern that delivery, in its current state, may not continue.  If the state drops delivery, BCCLS needs to be prepared.  Some directors see this cost as inevitable and an opportunity to get ahead of the situation.  Reducing the number of delivery days would not save money as the cost for reduced delivery is almost the same for 5-day delivery because the volume of items does not decrease.  In addition, if the number of delivery days is reduced by some libraries in an effort to save money, that will increase the number of days for items to arrive at other libraries.  One director suggested hiring a consultant to help BCCLS decide to outsource delivery or handle it on its own.  Another director stated that library staff need to advocate for funding from the county and state either to support statewide delivery or if BCCLS decides to handle it internally.  If the county freeholders or state support the delivery service, this is a good PR opportunity for them:  7-8 giant vans branded with “BCCLS Delivery Provided By …”.  Perhaps a postcard mailing could go to patrons asking for their help in advocating for funds as well.  (Possibly coordinated by the Advocacy Committee?)  Kurt Hadeler indicated that delivery will most likely need to be self-funded for the first year.  Can the delivery charge assessed to libraries be determined by volume?  (Most delivery companies do not consider volume; the charge is per stop.)  Some libraries may need to reduce their collection budgets to pay for delivery.  Another director agreed with the suggestion to hire a consultant since it is a major shift and there will be many questions why BCCLS is paying for delivery when the state provides it.  If BCCLS is investing a significant amount of money in delivery, it needs to ensure the process is solid.  It is also important to determine priorities when advocating for funding:  should the request be for the State Library to fund LLNJ delivery?  Restore the per capita funding that was cut years ago?  Advocate for individual library funding?  The straw poll determined there was interest for BCCLS to move forward:  develop an RFQ, interview vendors, get pricing and make a recommendation to the Executive Board.  There will be a formal RFQ process to evaluate possible vendors based on a rubric. 

c.     Statewide Delivery

There is nothing further to discuss.

10.  New Business

a.     By-Laws Committee – Recommended Changes

Gerry McMahon, chair, did not receive any further questions about the recommended changes to the by-laws 

It was MOVED BY:  Gerry McMahon                              Seconded by:  Jennifer Breuer to approve these changes to the by-laws as presented.

A discussion followed about the references to LLNJ (there will be another round of updates) and the role of the Executive Board and System Council.  If the Executive Board makes a recommendation (for example, about the budget, policies, procedures) to System Council and then there are substantial changes (for example, how Beanstack funds are used or moving money from the personnel line to the delivery line), these changes should come back to System Council for a vote since the Executive Board does not have emergency power.

One opposed and one abstained.  Motion carried.  No further discussion.

b.    Policies & Procedures Committee – Recommended Changes

Jennifer Breuer, Chair, reviewed the recommended changes to the Policies & Procedures Manual: 

  • Collection Development >> Replacement Cost
  • Collection Development >> New Formats and Material Types >> Adding New Formats to the Catalog Policy
  • Policies & Procedures >> Communication >> Social Media
  • Collection Development >> Catalog Submissions >> Submissions Requisites for all Accepted Formats
  • Collection Development >> Catalog Submissions >> Submissions Requisites for all Accepted Formats >> Information Required to submit Materials for Cataloging 

It was MOVED BY:  Christine Hartigan                           Seconded by:  Gerry McMahon

to approve these changes to the Policies & Procedures Manual as presented.  All in favor.  None opposed.  Motion carried.  No further discussion.

c.     Personnel Committee – Recommendation

Laura Rifkin recommended that this item be tabled for now. The Personnel Committee will be reviewing the 3 quotes they received from HR consultants to review the benefits package for the Executive Director and the BCCLS office.  They are meeting on July 13 and will have a recommendation at System Council in September.  Is there a line item for Consultants in the budget?  (No.) 

d.    eContent Billing Formula

Kurt Hadeler raised the issue of the eContent bill under the new billing formula.  When the new billing formula was passed in October of 2017, many libraries voiced concern that the bill for eContent was based on population served, rather than cardholders, and asked for this to be reviewed.  On his own, he compared the eContent billing structure based on population served and active card holders for libraries purchasing and sharing content.  The Billing Task Force originally based it on population served because that is how most vendors bill.  Subsequent discussions indicated that billing based on current card holders might be a better metric.  He also raised the idea that libraries have the option to purchase their own local eContent for sharing that would reduce their eContent bill.  It would offset their purchasing commitment to the central eContent collection.  A discussion followed:  One director felt eServices should be billed based on usage rather than population, bills reflect actual costs and there is hesitancy to bill libraries based on usage if vendors do not bill that way.  Another director thought that libraries should be credited for a percentage of the purchasing cost, not a dollar-for-dollar reduction while another director thought there was not enough data to decide to bill based on usage rather than population served.  The option to purchase local eContent and share it may provide a good mix if some libraries like having a BCCLS central collection while other libraries like purchasing their own collections.   Some libraries do not have the staff to make selections.  BCCLS did not want to manage a central collection but had to because there were no other options after acquiring the BeAT eContent in 2013.  Some patrons were frustrated that they did not have access to all items under BeAT.  Locally purchased eContent could offset eContent on the BCCLS bill.  At another consortium, about 90% of funding for eContent resides with the individual libraries while 10% is contributed to the central collection.  Patrons of libraries that are not Advantage libraries or do not own materials, fall to the bottom of the holds list.  Is there a platform fee?  (No, but there is a minimum commitment fee each year.)  A straw poll was taken and there was no overwhelming wish to change the billing formula from usage to card holders, but there was interest in allowing libraries to have the option to purchase local eContent and share their collections to reduce their eServices bill. 

11.  Membership Hearing

  • Catherine Dodwell asked about the status of accepting credit cards for payment.  There will be a soft launch in about 2 days.  Patrons will log into their accounts to pay fines through Polaris via Comprise.  Reports that track fines will be available to libraries monthly and the BCCLS office will review the reports and remit funds to the item-owning library on a quarterly basis.  There will be a 50-cent convenience fee, per transaction, charged to patrons so libraries will receive the full amount of the fine.  PR and training will be coming soon.  Patrons can pay their fines at home, remotely or using a computer at the library.  Libraries should not designate specific computers for payment of fines and staff should not pay fines on behalf of patrons.  After payment, fines are removed immediately from accounts.  Credit card information is not saved anywhere.  An e-mail with instructions will be sent to the membership.  There is no minimum charge for a credit card payment.  If libraries do not want to accept credit card payments, this cannot be turned off.  Matthew Latham, co-chair of the Technology Committee, asked that reporting questions be sent to him.  He will send out a refresher about credit cards payments and they are also working on Phase 2 – in-person credit card payments.  Jennifer Breuer advised that this is also included in the Policies & Procedures Manual.
  • Mimi Hui wanted everyone to know that Donna Perkosky of Paramus dropped off postcards that explain that there is a hotline for homeless veterans and their families who need assistance.  Directors were asked to take some postcards back to their libraries. 
  • Kurt Hadeler reminded everyone that re-gifts (new gifts) and baskets/containers will be collected at System Council in September.  They will be used to create gift baskets for the silent auction at the Friends Breakfast in October.  

12.  Next MeetingSystem Council:  Thursday, 9/27/28 at 9:30 am – Washington Township Public Library 

13.  Adjournment

It was MOVED by:   Samantha McCoy                                  Seconded by:  Nancy Greene

to adjourn at 12:37 am.  All in favor.

dms:  7/1/18