10.25.18 – SC Meeting Minutes
SYSTEM COUNCIL MINUTES
BERGEN COUNTY COOPERATIVE LIBRARY SYSTEM
Franklin Lakes Public Library
October 25, 2018
PRESIDING: Kurt Hadeler, Mahwah
NOT PRESENT: None
Sign-in sheet is attached to the minutes in the BCCLS office
1. Call to Order
Kurt Hadeler called the meeting to order at 9:45 am. He asked everyone, including guests, to pick up their name tags and sign in. Attendance is taken from the sign-in sheets and is also needed to determine the super majority. He reminded everyone to stand and introduce themselves when speaking so the minutes can be accurately recorded. He also 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. Lastly, he thanked Gerry McMahon for hosting today’s meeting.
2. Minutes of Previous Meeting – September 27, 2018
It was MOVED BY: Susan Meeske Seconded by: Alessandra Nicodemo
to approve the minutes
Susan Meeske asked that Section 10f be amended to include that Ruth Rando asked for a split vote for delivery: 1 vote for delivery and 1 vote for the funding.
Margaret Mellett asked that Section 10f also be amended to read that her comment was that the driver/sorter model will subject drivers to a greater risk of injury potentially increasing our liability.
All in favor to accept the minutes as amended.
3. Public Portion
Kurt Hadeler welcomed David Hanson, BCCLS new Executive Director. Mimi Hui also welcomed him and, on behalf of the membership, presented him with a profile book of our libraries. Kurt Hadeler also thanked Cindy Czesak, BCCLS Interim Executive Director, for her hard work during the past year. He congratulated Sharon Castanteen on her upcoming retirement and wished Maureen Cuschieri well in her return to public schools. Daragh O’Connor introduced Jennifer Kelemen as the new Director at Northvale.
4. Treasurer’s Report
Samantha McCoy presented the September 2018 P & L Reports.
Of the 2018 Budget
$2,803,104 has been received as of September 30, 2018
Expenses for year: $2,226,045
Account balances at month end were:
• Checking $ 44,726
• NJ Cash Management $612,123
• Payroll $75,370
• Scholarship $35,502
• Credit Card Fine Payments (was previously Petty Cash) $14,328
Samantha McCoy thanked Cindy Czesak, Eric Lozauskas, the BCCLS staff and Kurt Hadeler for their support. Checks for fine payments made via credit card will include the time period covered going forward.
It was MOVED BY: Peter Coyl Seconded by: Christie Hartigan
to accept the Treasurer’s Report
All in favor.
5. 2019 Executive Board – Election and Trustees
Kurt Hadeler announced the results of the election for the 2019 Executive Board: Stephanie Bellucci, Laura Leonard and Ellen O’Keefe were elected to 3-year terms. Lori Quinn reported that Kurt Hadeler was re-elected as BCCLS President.
In addition to the election of Directors to the Executive Board, 2 libraries, Norwood and Waldwick, were chosen at random to have one of their trustees participate on the BCCLS Executive Board in 2019. In the event they are each unable to send a representative in 2019, Millburn, Elmwood Park, Cresskill and Secaucus were chosen as alternates.
6. Old Business
Kurt Hadeler reminded everyone that all votes require a supermajority: two-thirds of the membership present or 52 votes.
It was MOVED BY: Kurt Hadeler Seconded by: Ellen O’Keefe
to limit discussion to 3 minutes per member per item until everyone has had a chance to speak. All in favor. None opposed. Motion carried.
Len LoPinto asked if attendees could speak more than once (Yes, once everyone else has had a chance to speak.)
a. By-Laws Committee – Recommended Changes – Article I: Section 4, 4.1; Article II: Section 2 (b)
It was MOVED BY: John Trause Seconded by: Judah Hamer
to approve these changes to the By-Laws Manual.
A discussion followed:
- Len LoPinto believes that the power to amend the budget should be in the hands of System Council, including defining what is an “emergency”.
- Dave Cubie felt that clarity is needed and an attorney should define what constitutes an emergency.
- Samantha McCoy asked if there is only 1 vote for all of the recommended by-laws changes (Yes).
- Susan Kumar would like to separate the vote for the line “Review the current budget and reallocate funds in the event of an emergency” from the vote for the remainder of the recommended changes to the by-laws.
- Margaret Mellett moved to amend the current motion to strike the line: “Review the current budget and reallocate funds in the event of an emergency”. Cindy Czesak advised that the person who made the motion would have to agree to amend the motion since it was not a friendly amendment.
- John Trause agreed to modify the motion so it is considered a friendly amendment.
It was MOVED BY: John Trause Seconded by: David Cubie
to accept the changes to the by-laws with the exception of Article II, Section 2 (b) “Review the current budget and reallocate funds in the event of an emergency.”
Another discussion followed:
- Sharon Castanteen felt that a special emergency System Council meeting could be called if needed.
- Peter Coyl asked if it is feasible to call an emergency meeting of the System Council since this is the first time that all 77 members have been present.
- Dave Franz called to make a motion.
- Kurt Hadeler stated the motion would be to remove Article II, Section 2 (b) from the recommended by-laws changes.
- Kathleen McGrail wanted to clarify that a YES vote on the amended motion removes the emergency provision.
- Dave Hanson confirmed that the vote is to amend the recommended by-laws by excluding Article II, Section 2 (b).
- Ellen O’Keefe asked about the text in italics. (This is part of the recommended changes and does not affect the amended motion.)
- Dave Franz noted that the membership voted for the Executive Board, they are just asking for the power to reallocate funds in the event of an emergency and they will be called to task if appropriate.
- Holly Belli questioned the need to call the System Council together when the Executive Board could make the decision.
- Gerry McMahon read a statement from State Statutory and Common Law, indicating the boards have a fiduciary responsibility to monitor cash flow to avoid becoming insolvent and to ensure that 1 line item is not overspent vs another line item.
- Kathleen McGrail reminded the membership that Executive Board meetings are open to the public and the agenda is posted in advance of the meeting. There is an opportunity to comment after discussion or action items.
- John Trause noted that the Executive Director may need to make emergency decisions but this will be discussed with the Executive Board and is part of their fiduciary responsibility.
- Kurt Hadeler restate the vote: a YES vote is to strike the emergency provision and a NO vote will leave it in and the recommendation remains unchanged.
A voice vote was taken and the motion to strike the emergency provision from the recommended changes to the by-laws did not pass: Yes (22), No (55), Abstain (0), Absent (0). The emergency provision remains in the proposed changes as presented.
A voice vote was taken and the by-laws are amended as originally presented: Yes (59), No (18), Abstain (0), Absent (0).
b. 2019 BCCLS Budget – requires super majority (52 votes) to pass
It was MOVED BY: Judah Hamer Seconded by: Gerry McMahon
to accept the 2019 BCCLS Budget as presented.
A discussion followed:
- Judy Heldman asked if the costs for delivery are part of the budget (The delivery costs in the budget represent the standard delivery assessment from LLNJ for 5th-day delivery).
- Len LoPinto asked when does World Language make their motion? (Dave Hanson replied that this is better as a standalone discussion. Kurt Hadeler stated that it is budget neutral and is a pass-through expense to libraries that use the service.)
- Catherine Dodwell asked about the definition of population served under core. 41% of her population has library cards vs 100% of the entire population. (Kurt Hadeler explained that the calculation cannot be changed now as the rates would change.) Catherine Dodwell clarified that the description in the budget should be changed from population served to per capita to reflect that that most libraries do not serve the entire population of their communities.
- Mary Jo Jennings considers eServices purchases part of a format purchase and would like the option to reduce eContent if she needs to reduce her budget.
A voice vote was taken and the 2019 Budget passed: Yes (73), No (4), Abstain (0), Absent (0).
c. World Language Task Force Subscription Service – requires super majority (52 votes) to pass
The World Language subscription service was removed from the budget, but directors expressed that this service is important to libraries and their communities. The World Language Task Force would like to recommend to the Executive Board that BCCLS world language subscription service continue for 2019. We do so with the following qualifications:
- That all aspect of the service be provided at no cost to non-subscribers;
- That subscriptions expand to include Spanish language materials and progressively more additional languages;
- That 2019 service be held off until such time a comprehensive collection development policy has been established.
The service would be cost neutral for the cooperative and all costs absorbed by subscribers. It would be a true pass-through expense.
- Daragh O’Connor noted that the BCCLS office reconciles the billing from the vendors as well as billing to the applicable libraries. Cataloging for world language subscriptions would not be an additional charge.
It was MOVED BY: Paul Shaver Seconded by: Mike Banick
to accept the motion the world language subscription service be cost neutral for the cooperative and all costs absorbed by subscribers.
A discussion followed:
- Daragh O’Connor asked for a spreadsheet showing usage by all libraries as so many populations benefit from these collections. Cindy Czesak advised that there are many materials from these collections that are uncatalogued.
- Len LoPinto commented that some collections are not linked properly and that many out-of-town patrons use foreign language collections at other libraries. They will work to clear up the statistics.
- Kurt Hadeler asked if we can differentiate world language subscription materials and materials purchased by individual libraries. (No.)
- Dave Cubie noted that it would be very generous to just charge the subscribers for this service when all libraries and their patrons benefit. Maybe it would be fair to share the cost among all libraries.
- Nancy Greene commented that 39.5% percent of the Bergen County population does not speak English at home.
- Kurt Hadeler pointed out that many libraries purchase foreign language materials outside of the subscription service. The BCCLS service gives libraries the option to use the BCCLS office for collection development service rather than working directly with vendors.
- Judah Hamer noted this service gives the membership the option to outsource collection development to the BCCLS office and pay for it.
- John Trause commented that, in the past, the BCCLS office and some directors worked together to review materials to purchase and asked if purchases are reviewed each year.
- Paul Shaver replied that the committee reviews the demographics data and determines what to purchase based on populations that need to be served.
- Peter Coyl asked how this is different than offering a la carte services which BCCLS does not offer so he will be voting no.
- John Arthur suggested that the world language service be tried as an a la carte service this year and looked at again next year as something that everyone supports to make it a better collection for everyone.
- Nancy Greene asked if world language materials purchased by individual libraries can go into the database (Yes).
- Kurt Hadeler commented that the BCCLS office has a third full-time cataloger so staff can be dedicated to maintaining world language and electronic resource collections.
- Ruth Rando commented that her library has in-house Korean and Hebrew materials and she has no trouble getting them cataloged.
- Judah Hamer thought this may be a way to see how a la carte services worked and may be helpful in evaluating other a la carte services in the future.
- Ellen O’Keefe said she did not have a good experience with the world language subscription service while in Northvale. She currently orders Hindi for Glen Rock and feels this is a good diplomatic compromise and will hopefully allow us to grow and be reborn into a better service for all.
- Margaret Mellett asked if the world language subscription coordinator would still be a P/T position. (Yes. Kurt Hadeler advised that the salary is a pass-through expense to the libraries that use this service and Cindy Czesak advised that BCCLS may need another selector if Spanish is selected.)
- Daragh O’Connor pointed out there are thousands of items in the catalog; patrons can enter a language and key terms and all of the related cataloged items will appear.
A voice vote was taken and the World Language Task Force recommendation to include the subscription service as a pass-through expense for 2019 passed: Yes (75), No (1), Abstain (1), Absent (0).
d. Addendum #1 – Technology Recommendation – requires super majority (52 votes) to pass
It was MOVED BY: John Arthur Seconded by: Chris Hartigan
to accept the Technology Committee’s recommendation to subscribe to LibCal and add it to the budget at $4,295 for the entire membership (or $55.78 per library).
A discussion followed:
- Susan Kumar asked if it was now possible to print paper copies of the calendar (Yes).
- Kurt Hadeler questioned how this service is shown in the proposed 2019 bill. Per past practice, this expense should be included in the eServices bucket (where evanced was previously located) and pointed out that the amount may fluctuate slightly from the $55.78 shown on the proposed bill.
- John Arthur wanted to confirm that the amount would only fluctuate about $5-10 (Yes).
- Terrie McColl explained that her library already partners with Burbio and asked if LibCal will sync with Burbio (Yes).
- Peter Coyl questioned providing this service to the membership when all libraries would not be using it and moved to assess the charge to only those libraries using LibCal service.
- Kurt Hadeler advised that a friendly amendment would be required.
- It was moved by Peter Coyl and seconded by Peter Havel to amend the motion.
- John Arthur noted that this would change the cost per library and he did not accept the friendly amendment.
- Peter Coyl withdrew his motion for a friendly amendment.
- Margaret Mellett noted that SignUp works well, her library receives only a few phone calls for program sign-ups and she does not see the advantage of the new LibCal software.
A voice vote was taken and the motion passed: Yes (66), No (6), Abstain (5) Absent (0).
e. Delivery Task Force – Resolution – requires super majority (52 votes) to pass
This adds $693,000 (or $9,000 per library) to the budget.
Kurt Hadeler read the Delivery Task Force resolution. He provided some background: Before the State provided delivery, BCCLS had its own delivery service as it needed to share its resources quickly and easily. Some libraries were satisfied with the current state-provided delivery service and some were greatly underserved. The plans of the State and LLNJ are not clear. The State plans to conduct a study to determine how libraries around the state use different LLNJ services which include delivery, Jersey Clicks (statewide databases), Jersey Connect (statewide networking services, wireless access points, e-mail) and Jersey Cat (statewide interlibrary loan program) to libraries statewide. BCCLS relies on delivery, but has its own comprehensive network services and continuing education. LLNJ did not start to address their budget gap until recently. It seemed as if they were waiting for BCCLS to make its decision and then LLNJ would decide on their plan. If BCCLS provides delivery on its own, it removes a $500,000-$700,000 burden from the state. If BCCLS continues to receive delivery through the state, LLNJ may collapse.
Cindy Czesak noted that Kathy Schalk-Greene, Executive Director of LibraryLinkNJ, stated the LLNJ delivery contract could be reassigned to another agency, but State Librarian Mary Chute has significant concerns if it could be assigned to the state. BCCLS is a major user of delivery; no one else has nearly the volume (other consortia have about 1/10th of the volume of BCCLS). Even if the contract is transferred, it will not be the same as its current state. There may be depot delivery to 3 locations within the county or 3-day deliveries to libraries. Cindy Czesak commented that the Delivery Task Force has done an amazing job with their due diligence.
Dave Hanson questioned what the state will do. LLNJ said they do not want to provide only one service (delivery) and are committed to providing all services they currently offer. They have a $370,000 deficit. Their only plan is to ask the state for more funding.
Kurt Hadeler noted that LLNJ has been flat funded since 2010 and have been operating using the surplus from other regions that were combined into LLNJ. They knew that delivery costs would increase by 45% and if they receive funding to close the gap of $370,000 it only gives them another year; they would need additional funding the following year. The State Library confirmed the delivery contract could be assigned, but they were not sure if the State could legally take it on and delivery may look very different (3-4 locations per county). If the State took it on, the contract may need to be rebid on July 1, 2019. Originally, he thought that using an outside vendor was the best way to go, but after seeing how well the Ramapo-Catskill Library System (RCLS) handles delivery, he felt that in-house delivery is the better option. Although the initial costs are higher, BCCLS would have the ability to control costs and would not be subject to vendors increasing their fees based on volume and fuel surcharges. All of the estimated in-house delivery costs (salary, insurance, etc.) are on the high-end and any surplus at year-end would be returned to the membership. BCCLS would still receive state-supported delivery through June 30, 2019 which would allow it to transition smoothly to its own in-house delivery by July 1, 2019. Libraries who are not in favor of in-house delivery need to consider what would happen if delivery stopped on July 1, 2019. He also reassured the small libraries that their financial concerns were heard; the cost of delivery is the cost of the driver, benefits, van, gas, insurance and other related expenses whether 1 or 10 packages are delivered.
It was MOVED BY: Stephanie Bellucci Seconded by: Terrie McColl
to accept the Delivery Task Force’s Resolution to begin and fund BCCLS internal delivery services:
RESOLUTION TO BEGIN AND FUND BCCLS INTERNAL DELIVERY SERVICES
OCTOBER 25, 2019
– Stephanie Bellucci moved that BCCLS begin an internal Delivery Service as recommended by the Delivery Task Force; and,
– That Delivery Services be fully operational no later than June 30, 2019; and
– That no more than $148,000 be expended from current surplus funds to pay for certain startup costs including but not limited to hiring delivery personnel, financing vehicles and purchasing delivery bins; and
– That the BCCLS 2019 budget be increased by $693,000 to pay for ongoing Delivery Services; and,
– That the cost of Delivery Services be divided equally among all Member Libraries and billed quarterly; and,
– That in September 2019, BCCLS provide the Member Libraries a full and accurate accounting of all funds spent or anticipated to be spent on Delivery Services; and,
– That any funds not spent or anticipated to be spent on Delivery Services by December 31, 2019 be returned to Member Libraries in the form of a credit applied to the fourth quarter BCCLS bill with the credit being divided equally among all Member Libraries; and,
– That the actual cost of the Delivery Service in 2019 be used to determine the budget for running such services in 2020; and,
– That the 2019 Bergen County Grant be used to provide a subsidy of not less than one thousand dollars ($1,000) for each Member Library in Bergen County; and,
– That Essex, Hudson and Passaic Counties be encouraged to provide a comparable grant to support Delivery Services for Member Libraries in those counties.
A discussion followed:
- Ruth Rando suggested splitting the vote for delivery and another vote for the cost. She also pointed out that the use of the county grant was supposed to be discussed at Small Group Meetings in the spring. Kurt Hadeler explained that BCCLS needs to start delivery and fund it simultaneously. Ruth Rando asked about using volume to determine the delivery charge to each library.
- Ellen O’Keefe explained that the main cost is to get to each library’s driveway and there are behind-the-scenes costs; vendors employ flat-stop pricing.
- Terrie McColl noted that with 77 libraries, more drivers are needed to serve all of the libraries.
- Dave Cubie asked how RCLS funds its delivery and Kurt Hadeler explained that NY state funds its library systems differently than NJ. Delivery is not a cost to the membership; it is funded by NY State. Dave Cubie replied that his library cannot exist without BCCLS and thanked the Delivery Task Force for their work. BCCLS cannot wait to act and be caught flat footed. He asked about a contingent contract with TForce until BCCLS has delivery in place. Kurt Hadeler replied that TForce and other vendors are looking for a year-term contracts and not short-term contracts. It would also be financially difficult to pay a vendor while trying to start up in-house delivery simultaneously.
- John Trause said he was a late supporter of in-house delivery and is concerned about the funding. Perhaps it could be allocated differently like a membership service.
- Kurt Hadeler explained that the task force looked at slotting delivery in the core bucket based on population; the delivery charge for some libraries would have jumped from $9,000 to $25,000, $30,000 and $40,000 which is not equitable.
- Len LoPinto commented that libraries with larger circulations will use delivery more and we need to look at usage. A $9,000 delivery charge can be 4% of the budget for smaller libraries. He asked if libraries could set aside $9,000 as a contingency and the formula could be revisited.
- Alessandra Nicodemo mentioned there is a correction between libraries with larger collections and delivery use.
- Peter Havel felt that consistency is important and that the same charge for all libraries is the fairer option.
- Amy Babcock-Landry reminded everyone about the trouble with Polaris shares (use-based cost-share model). She also commented that delivery model will not remain the same and that Mary Chute mentioned equity in delivery.
- Stephanie Bellucci noted that eContent vendors also calculate their pricing based on population.
- Laura Rifkin asked if LLNJ is using a per-stop formula (yes) and commented BCCLS may still need to subsidize delivery regardless of who holds the contract for statewide delivery if LLNJ dissolves. She also suggested considering giving libraries the option of a la carte services, including delivery, and consider changing the billing structure going forward.
- Susan Meeske felt the membership should discuss the grant money and usage. She noted that a lot of her new books are requested by patrons of larger libraries. $9,000 is a big impact on smaller libraries’ budgets and it may price them out of the system if all libraries pay the same amount regardless of their budget. She suggested trying a flat fee this year and changing it next year.
- Chelsea Coleman said that delivery is important to her and she will find the money this year; perhaps the funding could be addressed next year.
- Ann McCarthy asked what PALS and MAIN are doing. (Kurt Hadeler advised that they are waiting to see what happens, but their volume is nowhere near the volume of BCCLS. Cindy Czesak advised that the state put in a separate bill for funding for LLNJ. They are hoping that LLNJ will receive funding and that delivery will continue.)
- Peter Coyl commented that if the State Librarian secured additional funding, there is no guarantee it will go to LLNJ. The State Library has also been flat funded for the last decade. Cindy Czesak pointed out that the State fiscal year starts July 1, so even if funds are approved, they would not be released right away.
- Judy Heldman commented that her book budget is $20,000 and to have all libraries pay $9,000, regardless of volume, is not the BCCLS way.
- Adele Puccio pointed out that two-thirds of the state does not rely on delivery and they do not care what happens. Their focus is on technology and the State Library will not keep delivery in its current format.
- Jennifer Breuer wants to get delivery going, serve our patrons and re-evaluate the funding next year. Delivery is very valuable for her patrons.
- Mary Jo Jennings feels that delivery is needed or we are dead; she will find the money this year and suggests that the formula be tweaked next year.
- Judy Heldman commented that a larger library told her the $9,000 delivery charge will reduce her collection development costs and she asked how that will have a positive impact. She is concerned that small libraries will just become a depot.
- Margaret Mellett agrees that delivery is needed, but how. The driver sort plan is not sustainable, currently they sort all day long in the warehouse and she is not comfortable asking our drivers to sort in a confined space. The membership should explore using the grant money in Small Group Meetings. When was it decided to use the grant money for delivery?
- Terrie McColl explained that Linda Corona had suggested using the grant money at the last System Council.
- Judah Hamer pointed out that the forward sorting model significantly reduces sorting time at the warehouse. Libraries would forward sort in their libraries; it is not all on the drivers.
- Martha Urbiel mentioned that when she asked how many libraries had problems with the current vendor at last month’s System Council, only a few directors raised their hands. She commented that TForce is familiar with BCCLS deliveries and why not contract with an outside vendor first since in-house delivery is a lot to take on in the first year.
- Samantha McCoy asked if we want to get this going or be an a la carte service. We cannot tell patrons that their library cannot pay for delivery.
- Linda Corona explained her comment at the last System Council. Using the 1/3 mill, she suggested giving $1,000 from the grant money to libraries with budgets under $500,000 to help them fund delivery as we need to keep the resource sharing going. The parameters need to be defined better.
- Susan Kumar wants to wait until the delivery proposal is in its final form to approve it and budgetary appropriate for everyone in the cooperative.
- John Arthur suggested that the membership approve delivery as it stands now and that a new task force be created to re-assess the delivery funding formula next year.
- Paul Shaver asked to call the vote and noted that everyone had plenty of time to review the information and make their concerns known.
It was MOVED BY: Paul Shaver Seconded by: Judah Hamer
to call the vote. All in favor, 1 opposed.
- Peter Coyl was concerned about the quorum and the number of votes required for super majority. Kurt Hadeler conducted a role call: Present (75), Absent (2 – Ridgewood and Wallington). The supermajority is two-thirds (50) of the members present (75). Abstentions count as nay votes.
A voice vote was taken and the resolution passed: Yes (57), No (16), Abstain (2), Absent (2).
7. New Business
8. Membership Hearing
- Ellen O’Keefe was pleased to report on the success of the Friends Breakfast. Her Friends’ President, Georgene Betterbed secured Harlan Coben and the breakfast was sold out for the first time. She is working on the speaker for the 2019 breakfast. She noted that the Friends Group spent about $515 and generated revenues of about $11,000 from ticket sales and proceeds from the silent auction gift baskets.
9. Next MeetingSystem Council: Thursday, 12/13/18 at 9:30 am – Maywood Public Library
It was MOVED by: Kurt Hadeler Seconded by: Dave Franz
to adjourn at 1:11 pm. All in favor.