09.27.18 – SC Meeting Minutes

09.27.18 – SC Meeting Minutes

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SYSTEM COUNCIL MINUTES

BERGEN COUNTY COOPERATIVE LIBRARY SYSTEM

Upper Saddle River Public Library

September 27, 2018

___________________________________________________________________                          _____

PRESIDING:                 Kurt Hadeler, Mahwah 

NOT PRESENT:            Bogota, East Rutherford                                   

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

1.  Call to Order

Before officially starting the meeting, Kurt Hadeler introduced David Hanson, BCCLS new Executive Director, who joined the meeting via Skype.  David Hanson will start on October 15, 2018.  Kurt Hadeler called the meeting to order at 9:41 am.  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 and so David Hanson will know who is speaking.  He asked everyone to follow parliamentary procedure and wait to be recognized before speaking and that comments may need to be limited to allow everyone a chance to speak.  Kurt Hadeler thanked directors for bringing re-gifts and baskets to be used to create gift baskets for the silent auction at the Friends of the Library breakfast on October 23.  Lastly, he thanked Kathleen McGrail for hosting today’s meeting. 

2.  Minutes of Previous Meeting – June 28, 2018

It was MOVED BY:  John Trause                              Seconded by:  Gerry McMahon

To approve the minutes

All in favor.

Motion carried. 

3.  Public Portion

None 

4.  Treasurer’s Report

Samantha McCoy presented the August 2018 P & L Reports.

August 2018

Of the 2018 Budget

$2,280,928 has been received as of August 31, 2018

Expenses for year:                                $2,081,462

Account balances at month end were:

•  Checking                                          $  79,318

•   NJ Cash Management                      $699,595

•   Citibank Payroll                                  $65.315

•   Scholarship                                       $28,907

•  Credit Card Fine Payments                    $9,816

Samantha McCoy thanked Cindy Czesak and Eric Lozauskas for their work on this year’s budget.  After budgeting the following special expenses:  security deposit at the new office location, furniture and moving, it is expected that there will be a surplus of about $300,000 at year-end.  The surplus is not really a surplus, but is needed as a cushion to cover an emergency or unexpected expenses.  She showed the sample BCCLS bill that Eric Lozauskas created which details the new billing components.  Peter Coyl noted that the deposits for the credit card payments of fines and fees need a description in the check register.  Holly Pizzuta asked about the Envisionware pass-through in the budget (libraries contract with BCCLS for Envisionware and BCCLS pays the Envisionware invoice on their behalf).  Mimi Hui asked where the surplus came from.  (Since the BCCLS office was so short staffed for most of the year, it is from personnel and the eBCCLS and BCCLS lines were underspent).  The membership was also appreciative of having an understandable budget vs actual report that could be shared with their boards. 

It was MOVED BY:  Susan Kumar                            Seconded by:  John Arthur

To accept the Treasurer’s Report

All in favor.

Motion carried. 

5.  President’s Report

Kurt Hadeler’s report was previously distributed to the membership.  He will discuss most of the items later in the meeting.  He mentioned that he and Cindy Czesak met with Kathy Schalk-Greene and Phillip Berg last month to discuss LLNJ, delivery and BCCLS’ impact on LLNJ if BCCLS decides to manage its own delivery.  They did not receive concrete answers to their questions.  He also reported that LLNJ sent an e-mail that they are seeing if the state can take over delivery.  There were no questions about his report. 

6.  Executive Director’s Report

The report from Cindy Czesak, Interim Executive Director, was also previously distributed to the membership.  She introduced the BCCLS office staff at the meeting.  The lease for the new office space is in attorney review and a special Executive Board meeting may be needed to approve the new lease.  This will be her last official System Council as Interim Executive Director and she will attend the October meeting, when the budget is voted on, as a guest.  There were no questions about her report. 

7.  Election – 2019 Executive Board

Lori Quinn, chair, advised that the membership will be voting for 3 new members of the Executive Board and asked the 7 candidates (Stephanie Bellucci, Peter Coyl, Susan Kumar, Laura Leonard, Susan Meeske, Ellen O’Keefe and Camille Valentino) to stand.  Directors will receive a personalized e-mail from Election Buddy with a link to the ballot; it cannot be forwarded to anyone else.  The election will run from September 27 to October 4.  She asked for 100% participation in this election.

8.  Committee Reports

Written quarterly committee reports were provided by:  Advocacy; LAMP and Scholarship.  There were no questions about these committee reports.

9.  Old Business

None

10.  New Business

a.   BCCLS Annual Technology Update/Technology Plan

Eric Lozauskas, Director of Technology, gave a detailed presentation of the Technology Update 2018 and the Technology Plan (2019/2020/2021) for BCCLS.  Topics were:  Maintaining Existing Equipment, New Services and Products, Technological Solutions, Goals of the Strategic Plan and Ensuring High Availability and Security.  New products and services were covered including licensing of Cisco Umbrella malware protection for the organization, Faronics Cloud with 3rd party software updater, and features coming in the next release of Leap version 6.1.  Michael Grgurev has been working on redesigning the salary survey and Joseph Palmer has been working on creating an online submission form to replace the printed computer calendars.  Screenshots of the new online calendar form were shown.  He also showed ways the technology plan is satisfying goals of the strategic plan, including optimization of delivery procedures with the potential for routes and stops printed on the in-transit slips.  He finished by covering the 3 upcoming capital projects included in the 2019 budget.  

A copy of his presentation is available at https://tinyurl.com/sctech18.  He mentioned that we are now accepting online credit card payments and that some patrons have contested fines that they have paid with their credit cards and the credit card companies have reversed the charges.  He explained that the fines will need to be put back manually and the $10 charge from the credit card company will also need to be passed back to the patrons’ accounts.

  • John Trause asked if libraries should wait until they receive their checks from BCCLS before reporting the expected revenue from fine payments as income (yes or they should be aware that a fine payment could be reversed). 
  • Nancy Greene thanked Eric Lozauskas for his terrific presentation. 
  • Mary Kirsch asked if the clean-up reports will have the bar codes (yes). 
  • Lina Podles asked if there is a budget for the technology plan (it is detailed at the end of the presentation and is already included in the 2019 budget). 
  • Judy Heldman asked how BCCLS is identified on the credit card charge (Bergen County Cooperative Lib, Hackensack, NJ). 
  • John Arthur asked how much BCCLS office staff time was spent on contesting these chargebacks (the first 4 took a full day; it should be easier going forward). 
  • Jennifer Breuer asked when the surcharge is recouped, where does it go (if it is paid with a credit card, it goes into the Credit Card Fine Payments Account) and is BCCLS penalized for these disputes (Eric Lozauskas will check into this further). 
  • Kathleen McGrail pointed out that the credit card payment screen indicates that this charge will appear as “Bergen County Cooperative Lib, Hackensack, NJ” in multiple languages.  (This was added after the first chargeback to eliminate any confusion for patrons who might not recognize the vendor name.)
  • Ellen O’Keefe asked about handling malvertisements (it is best to close the web browser via Task Manager (CTRL/ALT/DELETE) and not clicking on an “X” as the “X” could lead to more malware). 
  • Dave Cubie asked what happens if a charge is cancelled (it needs to be put back on the patron’s account manually along with the $10 charge from the credit card company). 
  • Margaret Mellett asked about the Leap cutover (that will happen during the Windows 10 rollout in January-December 2019 and only Leap will be put back.  Open Office is now Libra Office).  She also asked about transferring the surplus of $300,000 to this capital fund (Samantha McCoy explained that the surplus is for emergencies and the technology plan is included in the budget). 
  • Margaret O’Keefe asked if Leap 6.1 will have item templates (yes).

b.  Technology Committee – Budget Addendum Recommendation

Matthew Latham and Morgan Taylor, co-chairs, explained the committee’s recommendation of calendar software, LibCal.  The written recommendation/summary was sent to Directors separately from the meeting packet.  Directors can view a demo of this product as a customized BCCLS product as well.  This systemwide calendar software is an improvement over Evanced and the annual cost is $4,295 or $55.78 per library per year.  It includes calendar software for each library, widgets, customizable registration forms, waitlist management, API, room reservations and more.  LibCal can be upgraded to include equipment reservation software at an additional cost.  He and Morgan Taylor showed various examples and views.

  • Ellen O’Keefe asked if the view is a month-at-a-glance or Twitter feed (once all of the events are set up, patrons will be able to see a systemwide calendar).  Does this coordinate with Burbio (yes).
  • Daragh O’Connor thanked the committee for their work and stated that this is the best calendar product by far.  Morgan Taylor noted that it can be synced with Google calendars. 
  • Dave Cubie asked if libraries can customize the look for their libraries (yes). 
  • John Arthur said he was a late addition to the Technology Committee and noted that they looked at 6 products and this software may help to bring in patrons from other libraries. 
  • Susan Kumar asked if the calendar is updated continuously (yes and it can accommodate recurring events, but is not printable). 
  • Katie Piano asked about the cost for Museum Pass Reservation (Morgan Taylor will find out; currently, it is not cost effective). 
  • Daragh O’Connor asked about the cost if libraries purchased this software on their own ($500). 
  • Matthew Latham will send out the information for a demo trial. 
  • Mary Kirsch asked if calendar access could be limited to patrons of that library (not with this level of LibCal). 

Kurt Hadeler reminded everyone that this recommendation will be a formal addendum to the 2019 Budget and requires a 2/3 super majority vote of those present at System Council in October. 

c.  By-Laws Committee – Recommended Changes

Gerry McMahon, chair, introduced the recommended changes to the by-laws that would be voted on at the next System Council on October 25.

  • Article I:  Organization & Membership, Section 4. and Section 4.1
  • Article II:  Governance, Section 2(b)

The committee also asked for approval to correct scrivener errors (i.e. punctuation, number of sections with alpha/numeric formats, etc.).  David Cubie asked for the definition of “emergency” (it would be defined by the Executive Director, the Finance Committee and the Executive Board and approved by the Executive Board; for example, Hoopla was an emergency last year).  Kurt Hadeler reminded everyone that changes to the by-laws are a 2-touch process:  introduction at this meeting followed by a vote at next month’s meeting.

d.  Policies & Procedures Committee – Recommended Changes

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

  • Patrons > Registration > Uniform Manner of Entry
  • Patrons > Residency > Restricted Card Requirements
  • Collection Development > Catalog Submissions > Submissions Requisites for all Accepted Formats
  • Lend & Send >> Claims Returned/Claims Never Had >> Compensation
  • Revised Salmon Slip

It was MOVED BY:  Michael Banick                                Seconded by:  MaryJo Jennings

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

e.  2019 BCCLS Budget

Cindy Czesak presented the 2019 BCCLS Budget.  She thanked Eric Lozauskas and the Finance Committee for their assistance in understanding the buckets in the budget.  She noted that the budget reflects a decrease of $88,898 and the capital expenses for technology and the upcoming move are already in the budget; they will not be an additional expense to the membership.  She explained that Subscription Collections will not be a pass-through service going forward since many libraries have been purchasing foreign language materials on their own; the office is finally fully staffed now and LibCal, a new systemwide product, will be voted on as an addendum.  

Kathleen McGrail noted that the eContent line was reduced by $50,000 and Cindy Czesak explained that was a reduction from the projection.  Kathleen McGrail was concerned about the reduction to the central collection and that Advantage libraries are supporting the membership, rather than enhancing the central collection.

It was MOVED BY:  Kathleen McGrail                             Seconded by:  Judah Hamer

To revise the 2019 budget and increase the eContent line by $50,000 in the budget.  

A discussion followed: 

  • Samantha McCoy commented that some of the Overdrive Advantage beta libraries do not seem to have the full grasp of the ordering philosophy and they may need additional training. 
  • Kathleen McGrail noted that during a 2-month span, no ordering was done for the central collection; the only purchasing was done by the beta and Advantage libraries (Cindy advised that collection development issues will be discussed with the Adult and Youth Services Committees). 
  • Dave Franz commented about the time libraries spend on developing their eContent collections and there is still a need for a strong and robust central collection. 
  • John Arthur asked for clarification about the collections purchased by Advantage libraries (Kathleen McGrail explained that libraries purchase material based on the needs of their patrons and share content with other libraries, similar to their physical collections.  If a patron from the owning library places a hold, that patron jumps to the top of the hold list. 
  • Laura Leonard asked for clarification of the restoration of $50,000 (funding for eContent will be increased to $300,000). 
  • Susan Meeske asked about eContent with zero or one circs and why they were purchased (the BCCLS office will research that).  
  • John Arthur asked if the restoration of $50,000 to eContent will increase the budget assessment to all libraries (yes, now the 2019 budget will be about $30,000 below the 2018 budget). 
  • Kathleen McGrail asked if eBCCLS purchases are primarily best sellers, responses to holds, replacing metered access (Cindy Czesak explained that there are aggregators in the libraries who make recommendations and submit their carts to the Digital Initiatives Librarian for approval). 
  • Kathleen McGrail talked about digital dirt; items not currently circulating may have met a previous need, but there is no way to remove/weed them.
  • Peter Coyl requested a roll call to determine the membership’s interest in restoring $50,000 to the eContent line in the budget:  Yes (72), No (2) and Abstain (1).  Three directors were not present for the roll call.  

Friends Breakfast

Ellen O’Keefe, Friends/Advocacy Committee, reminded everyone about the upcoming Friends Breakfast.  As of this morning, 250 attendees had already paid and 50 checks were in the mail.  Harlan Coben will be the guest speaker.  Guaranteed seating by October 1.  She also thanked the directors for bringing re-gifts and baskets to the meeting; these will be used to create gift baskets for the silent auction. 

f.  Delivery Task Force

It was MOVED BY:  Kurt Hadeler                                    Seconded by:  Paul Shaver

to limit comments to 3 minutes per person, until everyone has had a chance to speak, during the discussion about delivery.  All in favor.  None opposed.  Motion carried.  No further discussion.

Stephanie Bellucci, chair, thanked the 11 members of the Delivery Task Force for their hard work on behalf of the consortia and asked the membership to keep the discussion polite.  She provided a recap of the status of delivery within BCCLS:  a straw poll was conducted at System Council in June to determine interest in creating an RFP for delivery.  The LLNJ RFP was used as a guide and it was posted on the BCCLS website and in The Record.  BCCLS was not required to follow the rules for municipalities.  There was a mandatory bidders conference call with 6 vendors participating; 3 vendors submitted bids and a 4th bid was submitted late and disqualified.  The Delivery Task Force also visited the Ramapo-Catskill Library System (RCLS) to observe how they handle delivery in-house.  After reviewing the vendor bids and visiting RCLS, the task force felt in-house delivery would be the best option for BCCLS.  Stephanie Bellucci noted that BCCLS can use delivery through LLNJ until June 30, 2019 and some of the surplus funds in the 2018 budget can be used for delivery-related expenses this year. 

A discussion followed: 

  • At the last System Council, Kurt Hadeler said he felt that contracting with a vendor to provide delivery was the best way to go, but he no longer felt that way.  In-house delivery is preferable for many reasons and the cost difference was not that significant. 
  • John Trause asked if vendors will contract for fixed pricing for 3 years and what is the agreement with LLNJ (no, they offered a quote for the first year and the cost for the subsequent years will be open-ended based on the volume of the previous year and fuel surcharges; LLNJ is also assessing fuel surcharges and has not shared the cost estimate after the first year). 
  • The task force was concerned that vendors did not understand library delivery and the differences between pick-up and drop-off volumes. 
  • Ruth Rando liked in-house delivery, but feels that an equitable billing formula is needed.  She asked for a split vote for delivery:  1 vote for delivery and 1 vote for the funding.
  • Mary Jo Jennings also liked in-house delivery, but her board is undecided; she is still waiting for equity billing for eContent. 
  • Kathy Elwell asked for a breakout for the initial costs (in the meeting packet) and projected budget for the next 3-4 years.  She was part of RCLS and said delivery worked beautifully there. 
  • Lina Podles said she trusted the task force, but she needed more information (in the meeting packet).  She felt the formula should be proportional based on the service received and we need to evaluate how to pay for it.  She asked what the new Executive Director thought of the situation and do we have his buy-in on the recommendation (Dave Hanson replied that he has confidence in the committee and if BCCLS decides to handle delivery in-house, it is better to act sooner so there is enough time to do this correctly).
  • Susan Meeske asked about the projected cost increase for self-delivery in 2020 and why diesel vans are recommended when the cost is 20 cents more per gallon than regular gas. (The estimated costs are at the high end for salary, health insurance, annual raises, etc.; the costs may be lower next year.  Vendors are using the volume in 2019 to determine their costs for 2020 and prices may go up.  Fuel economy for diesel vans is better:  20-25 mpg vs 10 mpg for gas, in addition to county pricing discount for diesel.)
  • Susan Kumar is concerned that the estimated costs are increasing and there is no business plan.  She would like a written statement that she can present her board.
  • Sharon Castanteen asked if any savings would be applied to next year’s delivery expense or applied to the capital account.  It would be helpful to be able to present this information to her board.
  • Kathryn Cannarozzi commented that her board is concerned about the cost of delivery and that it is a significant portion of her 1/3 mill.  She needs to be able to reassure them that this is the high-end estimate.
  • Martha Urbiel said she has no problems with delivery and TForce has been ok.  She asked how many directors have experienced delivery problems and a small number of directors raised their hands.
  • Ellen O’Keefe stated that the task force thought the bid from TForce was too low.  BCCLS can control in-house delivery and libraries may feel comfortable letting drivers (as BCCLS employees) in early if directors wish to ease the rush of deliveries.  It is important to remain relevant to the community.
  • Dave Cubie commented that if delivery falls through on the state level, in-house is the way to go.
  • Kurt Hadeler shared that many observers feel that delivery is not a priority to the State Library. 
  • Camille Valentino asked how prepared is BCCLS to start its own delivery and how do small libraries with a budget of $300,000 come up with $9,000 to pay for delivery.  She also asked what happens if the first library gives a key to its driver to allow for early delivery in the building, but the next library does not.
  • Shinae Hyun explained that after she receives her allocation from the town and pays her fixed expenses, she has $2,000 remaining and she will need to cut staff to pay for delivery.  She feels we need to move forward and not leave the smaller libraries behind.
  • Dave Franz said the fundamental issue is that BCCLS is not a county system with one central pot of money to be allocated among its branches.  All of the county systems would not handle delivery in-house if it was not cost effective.  Billing is the real issue. 
  • Judy Heldman echoed Shinae Hyun’s concerns about small libraries not being able to afford to pay for delivery.  She likes in-house delivery, but cannot afford it on her $20,000 book budget. 
  • Amy Babcock-Landry suggested directors look at what will be lost when delivery falls apart and the impact on their communities.
  • Holly Belli shared that, although she has a large budget, after all expenses, she has $77,000 for collection development for her relatively large population and is struggling just like the small libraries.
  • Linda Corona asked about using the Bergen County grant money to help libraries with budgets under $500,000 in the first year.  She asked if the delivery cost will be $9,000 plus start-up fees (it is expected to be $9,000 or less in the first year and start-up costs will come out of the 2018 budget).
  • Catherine Dodwell was concerned about driver integrity in light of the recent problems with school bus drivers and how to retain them long-term (RCLS has 5 long-term direct employee drivers who are full-time employees with benefits, are invested in their routes and the organization’s success rather than being hired as contractors and sub-contractors).
  • Paul Shaver suggested taking a straw poll how to proceed and about using the county grant as Linda Corona suggested. 
  • Mike Banick asked if the membership if they think delivery will disappear as we know it.   Most raised their hands and he commented that we will face a big delivery bill next year.  This is an investment in ourselves. 
  • John Arthur liked in-house delivery and said we need to look at per capita funding.
  • Margaret Mellett has concerns that the driver/sorter model will subject drivers to a greater risk of injury potentially increasing our liability.  She asked about the salary schedule (the salaries are projected in a salary schedule modeled after RCLS).
  • Holly Pizzuta asked if the state would help fund delivery for BCCLS if BCCLS is not receiving delivery through LLNJ.  (Judah Hamer explained that the LLNJ advocacy efforts are competing with the state which is trying to restore per capita state aid.  If NJLA’s efforts are successful, libraries would receive double or triple what they are receiving now which would help them pay for delivery.  We need a unified voice from libraries and it is best not to approach them to help fund delivery at this time.)
  • Mimi Hui mentioned that Kathy Schalk-Greene asked her to join the LLNJ Advocacy Task Force and noted that 93% of the survey respondents indicated that LLNJ is a priority, they depend on it for continuing education and other services, and they want it to continue to exist. 
  • Kathleen McGrail pointed out that LLNJ is waiting for libraries to return their letters indicating their intent to continue to receive delivery through them and to see if BCCLS will take the financial burden off them.  We need to take control of our delivery and act for ourselves.
  • Ann McCarthy asked when the updated formula will be presented (the task force will address the updated billing formula, along with other pertinent questions posed during System Council, when they meet after today’s System Council.  Information that can be shared with boards about delivery and the billing formula will be sent out next week). 
  • Susan Kumar indicated that her board is ok with in-house delivery, but is concerned about continuing to equally serve libraries that cannot afford to pay for delivery.
  • Kurt Hadeler reminded everyone that the Executive Board previously talked about conducting Small Group Meetings in the spring to discuss the history and the use of the Bergen County grant. 

11.  Membership Hearing

  • John Trause thanked Stephanie Bellucci and the Delivery Task Force for their work.  He did not initially believe in in-house delivery, but is a believer after the recent LLNJ town hall meeting.  He is concerned about funding delivery and suggests a standing committee to guide and steer delivery in the future. 
  • Peter Havel was happy to report that the renovation of the Oakland Public Library is finally finished and he invited everyone to come to the grand opening on Saturday, October 13.

12.  Next MeetingSystem Council:  Thursday, 10/25/28 at 9:30 am – Franklin Lakes Public Library 

13.  Adjournment

It was MOVED by:   Kurt Hadeler                             Seconded by:  John Arthur

to adjourn at 1:17 pm.  All in favor.

dms:  9/30/18