07.25.18 – EB Meeting Minutes
EXECUTIVE BOARD MINUTES
BERGEN COUNTY COOPERATIVE LIBRARY SYSTEM
New Milford Public Library
July 25, 2018
PRESIDING: Kurt Hadeler Mahwah
PRESENT: Cindy Czesak BCCLS
Christine Hartigan East Rutherford
Gerry McMahon Franklin Lakes
Jennifer Breuer Glen Ridge
Mimi Hui Hasbrouck Heights
Matthew Latham Leonia
Sai Rao North Bergen
Judy Nelson Roseland
Laura Rifkin Washington Township
Samantha McCoy West Caldwell
NOT PRESENT: Ruth Springer Garfield
ALSO PRESENT: Darlene Swistock Recorder of Minutes
GUESTS: Patricia Durso Allendale
Eric Lozauskas BCCLS
Holly Belli Bloomfield
Stephanie Bellucci Cliffside Park
Ruth Rando Closter
Mary Jo Jennings Garfield
Monica Smith Hawthorne
David Franz Hillsdale
Amy Babcock-Landry Livingston
Laurence Bergmann Livingston (Trustee)
Peter Coyl Montclair
Terrie McColl New Milford
Susan Kumar Palisades Park
Leonard LoPinto Paramus
Daragh O’Connor River Edge
Kathleen McGrail Upper Saddle River
Kurt Hadeler called the meeting to order at 9:39 am. He welcomed Judy Nelson, Roseland Trustee, who took the place of Nancy Kirby, asked everyone to sign in and follow parliamentary procedures by waiting to be acknowledged before speaking and possibly limit comments to a few minutes during the public portion. Lastly, he thanked Terrie McColl for hosting the meeting today.
1. Minutes of the Meeting on May 23, 2018
It was MOVED BY: Jennifer Breuer Seconded by: Gerry McMahon
To approve the minutes.
All in favor with 2 abstentions (Laura Rifkin and Judy Nelson).
Minutes of the Special Meeting on June 7, 2018
It was MOVED BY: Sai Rao Seconded by: Laura Rifkin
To approve the minutes.
All in favor with 1 abstention (Judy Nelson).
Minutes of the Meeting on June 28, 2018
It was MOVED BY: Matthew Latham Seconded by: Jennifer Breuer
To approve the minutes.
All in favor with 1 abstention (Judy Nelson).
2. Public Portion
3. Treasurer’s Report
Samantha McCoy presented the June 2018 P & L Reports.
Funds Received $2,577,949
Current Expenses $1,547,432
Account balances at month end were:
- Checking $158,535
- Scholarship $38,607
- Payroll $10,873
- Petty Cash $1,155
- NJ Cash Management N/A
She also provided a written report which discussed allocations for committee requests, FY19 budget and cyber liability insurance (covering up to $2 million). Cindy Czesak noted that the Petty Cash account will be emptied and the account name changed as it will be used to handle the funds received for credit card revenues going forward. Payments will be made to libraries on a quarterly basis and reports will be available on demand.
It was MOVED BY: Christine Hartigan Seconded by: Sai Rao
To accept the Treasurer’s Report for audit.
All in favor.
Leonard LoPinto’s letter to the executive board will be discussed during the Reciprocity Task Force recommendation.
5. President’s Report
Kurt Hadeler’s report was previously distributed to the board members. It summarized his meetings with the committee chairs/co-chairs.
There were no questions from the membership about his report.
6. Executive Director’s Report
The report of Cindy Czesak, Interim Executive Director, was also previously distributed to the board members. She attended many committee meetings and advised that the BCCLS office is waiting for the lease agreement for the new office space which will then be reviewed by the BCCLS attorney. The BCCLS office is interviewing for the last open position, Web Product & Development Coordinator.
There were no questions from the membership about her report.
7. Committee Reports
a) BCCLS Executive Director Search Committee – Kurt Hadeler advised that the EDSC successfully negotiated, via the search firm, with David Hanson to become the new BCCLS Executive Director. Kurt anticipates David will start in mid-October. Since the contract was within the parameters set by the Executive Board during the special meeting on June 7, Executive Board approval is not required. A transition team will be created to help the new ED ease into his role as BCCLS Executive Director. Kurt Hadeler would like to include the new ED in e-mail correspondence as well as extend an invitation to attend the August Executive Board meeting and the September System Council electronically, if it is not possible to attend in person. Lastly, he thanked the EDSC for their hard work during this lengthy process.
b) Personnel Committee – Recommendation – Laura Rifkin, chair, explained that the committee reviewed 3 proposals to review the BCCLS benefits package and recommended Results HR LLC for the project as their proposal was the most comprehensive. Kurt Hadeler explained that the consultant will compare BCCLS benefits to public and private companies. Funds to pay for this work will be transferred from the Personnel line to the Consultants line.
It was MOVED BY: Laura Rifkin Seconded by: Matthew Latham
To recommend the hiring of Results HR LLC to do the BCCLS benefits package analysis with the work not to exceed $2,500. All in favor. Motion carried.
c) Reciprocity Task Force – Recommendation – Mimi Hui, co-chair, discussed the yearly grant from the Bergen County Freeholders. Last year, the RTF recommended the entire grant be used for reciprocal borrowing to compensate libraries that lend more than they borrow. This year, the RTF is recommending that the grant be split: half would be given to net lenders in Bergen County and the other half would be shared equally among all 62 of the libraries in Bergen County. This would compensate them for providing programs and other services (including computer, copier, fax) that are used by visiting patrons and are not captured in statistical reports. Were other aspects of reciprocity considered? What could help level the playing field for other libraries? Should Circulation Managers be required to attend the Circ Meetings once a year? Should Sky River training be mandated once a year or the tool cannot be used? The state has minimal requirements for trustee education. The RTF focused only on the grant and did not entertain using the grant money to defray the cost of delivery. Kurt Hadeler explained that the motion would be to split the grant money or it would continue to be used in its entirety for reciprocal borrowing if no motion is made. Under the new proposal, 4 net lender libraries would receive less money, while the other Bergen libraries would receive more money. Regardless of the decision, he asked that the list of reciprocal reimbursement be shared with the membership going forward.
A discussion followed: Leonard LoPinto discussed the letter he sent to the Executive Board on behalf of Ruth Rando, Susan Kumar and himself. He stated that statistics show that it costs 45 cents to share an item, but the true cost is really higher when considering selecting, ordering, processing, linking, shelving and circulating; the freeholders have made this grant available for 30 years so that libraries do not have to take significant funds from their own budgets to fund the net reimbursement pot. Net lenders, who cannot afford to subsidize other libraries, may have to put restrictions on what is lent to non-residents. One director commented that her library spends 2-1/2 times more than the per capital average on materials and she would find it offensive if a library decides to restrict services to patrons from other libraries if it does not receive net reimbursement. One director felt there is not enough information to make a decision but does not like paying one another; another stated this is a large sum of money to make a hasty decision, libraries purchase their collections based on their patrons’ needs, sharing helps their circulation numbers, they invite the public to attend their events and suggests waiting for the new Executive Director to get an outside perspective. Some directors felt the grant should be split among all Bergen libraries and the percentage of items loaned in the collection should be used rather than the actual number of items loaned. Some directors felt that the grant should be used for other purposes like new initiatives and system-wide support while other directors felt that reimbursement is very important to net lenders; it is a very divisive topic. Another director asked if the formula reflected only Bergen libraries’ volume and materials in the grant calculation. (No.) One director mentioned that there are other grants available and suggested a Grant Task Force or asking the freeholders how they would like to see their grant used. Leonard LoPinto advised that Paramus lends 50% of its materials to non-residents and Terrie McColl noted that New Milford loans 53% of its collection to non-residents but is not considered a net lender. Dave Franz, co-chair, noted that this is the same conversation as 7 years ago, there is no perfect solution and the results from the SGMs will be the same as today. There will always be imbalances. One member of the RTF advised that they were divided in their vote and suggested that a larger conversation be facilitated by an outsider.
Kurt Hadeler asked for a motion to accept the RTF recommendation. No motion was made and the recommendation was tabled for future discussion. Kurt Hadeler thanked the RTF for their hard work and stated that their task has been completed. Kurt Hadeler felt the best way to build consensus around the issue is through facilitated small group meetings in the spring when the new Executive Director can be an active participant.
d) Delivery Task Force – Stephanie Bellucci, chair, advised that the task force is creating an RFP for a vendor to contract to provide delivery to BCCLS libraries. They used the LLNJ RFP as an example and are making extensive changes to reflect BCCLS’ specific requirements. It will be reviewed by the BCCLS attorney before it is distributed to potential vendors. The anticipated timeline is:
- 8/13 – RFP will go public via the BCCLS website and notifying vendors
- 8/21 – Task Force conference call to answer bidders’ questions at the BCCLS office
- 8/22 – provide summary at Executive Board meeting
- 9/05 – bids due
- 9/06 – bids opened at BCCLS office
- 9/12 – possible Special Executive Board meeting to review recommendation
- 9/27 – possible addendum to budget introduced at System Council
- 10/25 – possible vote on addendum to budget at System Council
A discussion followed: Cindy Czesak pointed out that the LLNJ cost-share model will be more than $500 per library as it includes a fuel surcharge and other factors, libraries may not receive delivery 5 days/week and may need to pay extra to ensure 5-day delivery. LLNJ bills will be sent in August. The $500 charge is for Jan-June 2019 and could change after that. What happens if the BCCLS libraries withdraw from LLNJ and how much notice is required? Cindy Czesak advised that she will negotiate with LLNJ regarding the payment due date.
e) Tech Committee – Recommended Changes – Matthew Latham, chair, advised that the committee needs more time to review alternate calendar software as the contract with Evanced expires at the end of the year. He hopes to have a report or recommendation at the next Executive Board meeting.
f) Advocacy Committee – Friends Build Your Capital Campaign – Event Evaluation – This was a very successful and well-attended workshop held at the Maywood Public Library.
8. Old Business
a) BCCLS Office Relocation – Cindy Czesak advised that the BCCLS office is waiting for the lease and hopes to make a recommendation to the Executive Board in August. A director asked if the new space can accommodate in-house delivery. It can serve as a depot for delivery from LLNJ, but warehouse space would be needed to manage in-house delivery and it would be at a lower cost than office space.
9. New Business
a) Succession Planning – Executive Director – Kurt Hadeler discussed in the EDSC Report.
b) Executive Board Change – Kurt Hadeler advised that Laura Rifkin will be rotating off the Executive Board after this meeting. A special election will be held for the duration of her term and he will discuss that with Lori Quinn, chair of the Election Committee.
10. Membership Hearing
- Sai Rao invited everyone to the ribbon cutting for the Guttenberg Resource Center on 7/31 at 4:00 pm. Daragh O’Connor asked if they met the requirements for full BCCLS’ services. (Yes.)
- Leonard LoPinto wanted to assure everyone that Paramus is not circulating pirated videos and other materials, and the vendor can provide documentation to confirm this.
- Jennifer Breuer commented that Policies & Procedures is looking into potentially bootlegged items. Libraries need to carefully check when they buy from third party sellers on Amazon, if Amazon is not the seller. If BCCLS catalogers have concerns, they will flag them and send them back to the libraries for further documentation, similar to how local history items are now handled.
- Kathleen McGrail invited everyone to the Due South concert at the Upper Saddle River Library on 7/26 at 7:00 pm.
- Terrie McColl has extra blue delivery bins and offered them to anyone who needs them.
- Jennifer Breuer asked about a formal announcement for the next Executive Director. Kurt Hadeler will discuss this and coordinate the timing with the new Executive Director.
- Christine Hartigan liked the idea to discuss reciprocity at Small Group Meetings. Kurt Hadeler felt that limiting the conversation to reimbursement may help build consensus.
11. Next MeetingExecutive Board: Wed, 8/22/18 @ 9:30 am – North Bergen
System Council: Thu, 9/27/18 @ 9:30 am – Washington Township
It was MOVED by: Samantha McCoy Seconded by: Mimi Hui
To adjourn at 11:14 am.