10.17.19 – SC Meeting Minutes

10.17.19 – SC Meeting Minutes

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SYSTEM COUNCIL MINUTES

BERGEN COUNTY COOPERATIVE LIBRARY SYSTEM

Mahwah Public Library

October 17, 2019  

___________________________________________________________________                                          _____ 

PRESIDING:                  Kurt Hadeler, Mahwah 

NOT PRESENT:            Bloomfield, Cresskill, Demarest, North Bergen and Weehawken                                   

                                      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 asked everyone, including guests, to sign in and pick up their name tags.  The new reusable magnetic name tags should be returned at the end of the meeting.  Attendance is taken from the sign-in sheet.  In an effort to follow parliamentary procedure, he reminded everyone to wait to be recognized before speaking, then to stand and introduce themselves when speaking so the minutes can be accurately recorded.  Ellen O’Keefe, co-chair of the Friends & Trustees Committee, asked directors whose libraries are donating gift baskets for the Friends Breakfast to make arrangements to drop them off at the BCCLS office rather than bringing them to Seasons the morning of the breakfast and she asked libraries to car pool when possible.

2.     Minutes of Previous Meeting – September 19, 2019

It was MOVED BY:  Peter Coyl                                 Seconded by:  Mike Banick

to approve the minutes.

All in favor.  Motion carried.

3.     Public Portion

None. 

4.     Treasurer’s Report

Stephanie Bellucci’s report was previously shared with the membership.  The Business Manager is scheduled to start on October 28 and Stephanie Bellucci will meet with her prior to the December System Council.  She noted that the projected amount for delivery was not spent in 2019 and it is not expected to be spent in 2020 either.  Most libraries will see a reduction in their BCCLS bills for 2020.  Office Expenses (6207) were higher than budgeted as a result of having 2 office spaces.  Finance goals include creating a formal resolution for the Scholarship Account’s function, reviewing the RFP for an audit firm for the annual audit and exploring P-Cards for BCCLS employee use.  

Margaret Mellett noted that Capital Expenses (7001) were overspent by 22% YTD and that some delivery expenses were taken out of the capital expense account rather than from the delivery capital budget. 

It was MOVED BY:  Margaret Mellett            Seconded by:  Susan Kumar

to transfer $32,000 from the delivery surplus budget to the delivery capital budget to offset the initial expense of purchasing the bins.

A discussion followed. 

  • Margaret Mellett pointed out that libraries would be billed $416.50 as a result of this motion.
  • Christine Hartigan wanted to clarify the motion and asked if the money would be moved from the delivery budget to the capital budget at a cost of $416.50 to each library.  (Yes).
  • Shinae Hyun asked about warehouse line expenses.  Dave Hanson explained that van insurance was recorded under Miscellaneous Expense since the vans arrived later in the budget year. The drivers receive an allowance of $15.00 a month for their cell phones as they are used as GPS devices.  The total of $193,000 reflects the purchase of the 5 delivery vans (about $150,000).  Dave Hanson explained that Auto Van Insurance (6202) is for the IT service technicians’ vans and insurance for the delivery vans is now recorded separately. 
  • Stephanie Bellucci reminded everyone that the delivery costs for 2019 were projections.
  • Paul Shaver thanked Christine Hartigan for clarifying the motion and said he was not ready for a last-minute motion; hopefully there is a better way to handle similar situations the next time, perhaps via an e-mail discussion.
  • Margaret Mellett replied that she was using the report that was just recently received and sunshine laws prevent these discussions from happening via e-mail.
  • Kathleen McGrail pointed out that this motion is asking the membership to change the budget that was already approved last fall and this would be a mid-year reassessment. The return of delivery funds was a separate item. 

A voice voted followed:  Yes (1), No (63), Abstain (6).  The motion did not pass. 

There were no further questions about her report.

It was MOVED BY:  Terrie McColl                Seconded by:  Christine Hartigan

to accept the Treasurer’s Report for audit.  All in favor with 1 opposed.  Motion carried.

5.     President’s Report

Kurt Hadeler’s report was previously shared with the membership.  He thanked everyone who ran for the Executive Board and thanked the Election Committee for their work on the election.  He congratulated Stephanie Bellucci for becoming the next President; she ran unopposed.  MacMillan Publishing will be discussed at the Executive Board meeting immediately following System Council.  There were no questions about his report.

6.     Executive Director’s Report

Dave Hanson’s report was previously shared with the membership.  He talked about the advanced bib record project and the quality of the records for the overlay.  He also advised that new library apps are available that can allow patrons to self-checkout using their phones.  There were no questions about his report.

7.     2020 Executive Board – Election and Trustees

Kurt Hadeler congratulated Gretchen Kaser, Amy Babcock-Landry and Terrie McColl who were elected to 3-year terms.  In addition to the election of Directors to the Executive Board, 2 libraries, Bloomfield and Allendale, were chosen at random to have one of their trustees participate on the BCCLS Executive Board in 2020.  In the event they are each unable to send a trustee representative in 2020, Fort Lee, Dumont, Millburn and Hasbrouck Heights were chosen as alternates.

8.     Old Business

a.     Delivery

Dave Hanson’s YTD Delivery Report was previously distributed to the membership.  He advised that the 6th delivery route was codified and it will help to maximize efficiency of the routes.  Delivery instructions will be coming when the routes change at the end of the month.  85% of libraries will have a new stop while 15% will change routes to help balance loads.   Some items may be in transit for an extra day during the transition but will re-routed to their correct destination at the next check-in.  There were no questions about delivery.  Any questions should be directed to Dave Hanson. 

b.    Policies & Procedures – Recommended Changes     (VOTE)

Since the recommended changes were previously introduced and discussed in detail at System Council in June and September, they were not explained again. 

It was MOVED BY:  Matthew Latham                             Seconded by:  Christine Hartigan

to accept the changes to the policies and procedures for unified loans and auto renewals as presented.

It was MOVED BY:  Lori Quinn                                       Seconded by:  Mimi Hui

to separate the votes for unified loans and auto renewals.

A show of hands was taken:  Yes (23), No (40), Abstain (6).  The motion did not pass. 

A show of hands was taken to accept the recommendation to the policies and procedures for both unified loans and auto renewals:  Yes (52), No (13), Abstain (1).  Motion carried. 

Kurt Hadeler thanked the committee for their years of hard work.

c.     Bylaws Committee – Recommended Change     (VOTE)

Kurt Hadeler explained that the change to bylaws regarding the election if a candidate for President runs unopposed would become effective in 2020 for the 2021 Executive Board President. 

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

to accept the recommended change to the bylaws as presented.  All in favor.  Motion carried.

d.    2020 BCCLS Budget     (VOTE)

Dave Hanson advised that the budget was adjusted based on feedback at System Council in September.  Three lines changed:  Consultant Expenses (6206) increased from $5,000 to $10,000 to cover the preliminary cost of a marketing consultant as a result of the Strategic Plan approval; Vehicle Financing (6721.1) decreased to -0- after the Delivery Task Force decided to purchase the delivery vans, rather than finance them, which will result in a savings of $30,000; Fuel Expense increased by $8,000 to $24,000 in response to the uncertainty in oil producing areas. 

It was MOVED BY:  Samantha McCoy                            Seconded by:  Stephanie Bellucci

to accept the 2020 BCCLS Budget as presented.

A voice vote was taken to approve the 2020 BCCLS Budget:  Yes (70), No (3), Abstain (0), Not Present (4).  Motion carried.

9.     New Business

a.     Committees

A list of upcoming BCCLS committee events was included in the meeting packet:

10/22 – Friends Breakfast at Seasons, Washington Township

10/25 – Access for All:  Solving Accessibility Challenges for Our Patrons at Hasbrouck Heights

12/05 – Hot Topics for Trustees:  Community Relations, Legislation and More at Mahwah

10.  Membership Hearing

None

11.  Next MeetingSystem Council:  Thursday, 12/19/19 at 9:30 am – Washington Township

Kurt Hadeler reminded everyone that these meetings start at 9:30 am; please come early to socialize.

12.   Adjournment

It was MOVED by:   Mary Jo Jennings                                  Seconded by:  Ruth Rando

To adjourn at 10:42 am.  All in favor.

dms:  10/19/19