10.26.17 – SC Meeting Minutes

10.26.17 – SC Meeting Minutes

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SYSTEM COUNCIL MINUTES

BERGEN COUNTY COOPERATIVE LIBRARY SYSTEM

Maywood Public Library

October 26, 2017

___________________________________________________________________                                          _____

PRESIDING:                 Kurt Hadeler, Mahwah 

NOT PRESENT:            Emerson                                   

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

 1.  Call to Order

Kurt Hadeler called the meeting to order at 10:35 am.

He asked the library directors to identify themselves when speaking so the minutes can be accurately recorded and asked everyone, including guests, to sign in. 

 2.  Public Portion

No members of the public spoke.

 3.  Treasurer’s Report

Samantha McCoy presented the September 2017 P & L Reports.

September 2017

Of the 2017 Budget of $3,391,100 

$3,346,874 has been received as of September 30, 2017

Leaving a balance of                               $  44,226 

Total expenses                                     $2,998,997

Leaving a balance of                            $   392,103

As of September 30, 2017, the account balances were:

• Checking                                            $40,246

• NJ Cash Management                       $515,436

• Scholarship                                         $28,957 

There was no written Treasurer’s Report this month.  She stated that the BCCLS office has been working on the Spire Group’s recommendations.  

The Treasurer’s Report was approved for audit at the Executive Board meeting which was held prior to this meeting.

 4.  Election – 2018 Executive Board

Kurt Hadeler was unopposed in running for President of BCCLS. 

It was MOVED BY:  Lori Quinn and Seconded by:  Peter Coyl to conduct an oral vote for BCCLS President rather than using a written ballot since it is an uncontested election.  All in favor.  None opposed.  Motion carried.  No further discussion. 

It was MOVED BY:  Lori Quinn and Seconded by:  Nancy Greene to vote for Kurt Hadeler for President of the BCCLS Executive Board.  All in favor.  None opposed.  Motion carried.  No further discussion.

In addition to the election of Directors to the Executive Board, 2 libraries, Garfield and Roseland, were chosen at random to have one of their trustees participate on the BCCLS Executive Board in 2018.  In the event they are each unable to send a representative in 2018, Allendale, Bogota, Millburn, Bloomfield, Elmwood Park and Dumont were chosen as alternates. 

5.  Old Business

a.     Bylaws Committee – Recommended Proposed Changes – Article I, Section 2, 3, 4, 4.1, 5 & 6; Article II, Section 2; Article V

It was MOVED BY:  Gerry McMahon and Seconded by:  Laura Rifkin to accept the proposed changes to the Bylaws as presented.  A discussion followed.

Terrie McColl asked why Article 1 Section 2 was significantly altered and if by doing so we were no longer promoting resource sharing among NJ libraries..  Gerry McMahon and Judah Hamer advised that since BCCLS has members from other counties, we needed to remove the reference to Bergen County and that all libraries participate in the NJ Library Network.  Mike Banick asked if cooperating within the NJ network was part of BCCLS or up to individual libraries.  Gerry McMahon advised that all libraries are a part and are covered under the by-laws.  Kurt Hadeler noted the website and Knowledge Base should be updated:  courtesy and pay cards as well as the changes approved at System Council in September. 

All in favor.  None opposed.  Motion carried.  No further discussion.

 b.  2018 BCCLS Budget

1.  The Billing Task Force-proposed new billing formula (supermajority approval required:  50 votes)

2.  2018 BCCLS budget if (2) is approved, OR 2018 BCCLS budget using current billing model (simple majority required:  38 votes)

The items below will only come to a vote if the 2018 budget is approved. If it is not approved at all (regardless of billing model used), an austerity budget will automatically go into effect for 2018.]

3.  Budget Addendum #1 – $100,000 for personnel expenses (supermajority approval required)

4.  Budget Addendum #2 if (4) is approved – $38,000 for collectionHQ (supermajority approval required)

5.  Budget Addendum #3 if (4) is approved – $29,000 for the implementation of credit card payment software (supermajority approval required; this money has already been expended with 2017 money, and a rejection will mean libraries will receive a credit for their share of this software cost to be expended sometime in 2018)

1.  New Billing Formula Vote – requires super majority (50 vote) to pass

The new billing formula was developed over many months and tweaked over the summer based on the input from the membership.

A discussion followed:

  • Lori Quinn read a statement from her board requesting that BCCLS bills be determined by the library’s ability to pay and suggested using a different formula of $10,000 (standard base) + 2.8% of its 1/3 mill.
  • MaryJo Jennings was concerned about waiting 3 years for the chance to tweak the billing formula as she thought it could be done starting next year.  Kurt Hadeler advised that it was his suggestion, not the Executive Board, to give the new billing formula a chance after the 3-year phase-in before tweaking it.  System Council can decide if they wish to revisit it sooner.
  • Karyn Gost was also concerned about waiting 3 years and will be voting no per her board.
  • Peter Coyl thanked the Billing Task Force (BTF) for their hard work.  He tried running the numbers on his own and noted there will be winners and losers.  This is the way to go for the benefit of BCCLS and he will be voting yes.
  • Samantha McCoy suggested that if members want to tweak the billing formula next year, they should join the BTF.
  • Kathleen McGrail advised that we need stability and cannot force other libraries to take action on unknown numbers.
  • Holly Belli thanked the BTF and stated that the numbers are not emotional and it is not a personal attack on anyone.  Kurt Hadeler restated that it’s math and not a personal attack.  Leonard LoPinto said he is voting yes for the billing formula as we need a stable billing formula.  He sees this as a temporary solution and we need a billing formula that does not fluctuate; he agrees with others that the e-formula does not work as proposed and we need one that does not fluctuate.  He indicated that we need a vendor who can work with us to develop our own collections and follow our policies.  He wants to change the billing formula for the next budget and would like a government accountant or specialist to review our billing with us.
  • Catherine Dodwell objected to the population component for the billing as Dumont has 2 pending projects that will increase their population significantly and commented that we are in the service industry and not in business to make money.  Kathleen McGrail asked her to clarify her comment about not in business to make money; Catherine explained that vendors bill BCCLS based on population and BCCLS is doing that as well.
  • Dave Franz advised that MAIN bases their bills as a percentage of 1/3 mill and the BTF considered all of the options to try to even out the swings.  This is the best option now.
  • Kurt Hadeler, speaking as Director of Mahwah and not BCCLS President, stated that we need to find vendors who offer options to better fit our needs for e-content that will allow libraries to buy and share their digital collections.
  • Nancy Greene shared that her bill will go up $12,500 and she has no objection with that.  She noted the billing formula looks at what libraries draw out of the system and would like it to look at what libraries put into the system as well. 
  • Kurt Hadeler noted that reciprocity is more difficult to quantify than billing.  Some patrons visit libraries based on their location and/or parking rather than their collections.
  • Mary Disanza pointed out that each town’s 1/3 mill will increase if their populations increase.  Marie Coughlin advised that population figures for 1/3 mill will not change again until 2022 based on the census.  Kurt Hadeler said the billing formula metrics are relatively stable and population figures are stable for 10 years.

It was MOVED BY:  Judah Hamer and Seconded by:  Holli Belli to call the question.  All in favor.  None opposed.  Motion carried.  No further discussion. 

It was MOVED BY:  Amy Babcock-Landry and Seconded by:  Jennifer Breuer to accept the new billing formula.  All in favor.  None opposed.  Motion carried.  No further discussion.

A voice vote was taken and the new billing formula passed:  Yes (69), No (6), Abstain (0) Absent (1).

 2.  Budget Vote (based on new billing formula) – requires simple majority (38 vote) to pass

It was MOVED BY:  MaryJo Jennings and Seconded by:  Mimi Hui to accept the 2018 budget formula.  All in favor.  None opposed.  Motion carried.  No further discussion.

A voice vote was taken and the 2018 budget passed:  Yes (75), No (0), Abstain (0) Absent (1).

 3.  Addendum #1 – $100,000 for personnel – requires super majority (50 vote) to pass

This adds $100,000 to the budget and is position control to be used by the next Executive Director to fill needs and so the BCCLS office can finish projects (e.g. cataloging, training, electronic services) and continue to go above and beyond. 

A discussion followed:

  • Peter Coyl asked why this is in the 2018 budget if it will be 6 months before the Executive Director position is filled.  Kurt Hadeler hopes to have a new Executive Director in place by May 1 so these funds will be available and the Interim Executive Director will also have input about positions, roles needed and projects.
  • Laura Rifkin asked how many libraries regularly use cHQ (55-60 libraries) and if the office needs to manage it or are their other resources that can help?  Are there onboarding fees if we drop it and then want to resubscribe at a later time?  Marie Coughlin advised that there is a set-up fee.
  • Kathleen McGrail wanted to clarify that the $100,000 for personnel needs to be approved first and then there would be a vote for cHQ.
  • Dave Franz said he will vote no for cHQ and credit cards, but yes for personnel so we do not need to do this in May or June.  We need to replenish our reserves, which were depleted by the Hoopla overage, and can always move the money into reserves if it is not used for personnel.
  • Margaret O’Keefe explained that many Directors do not use cHQ, but their staff do.  It is not just Simply Reports, but much more.  Libraries need to complete Part 1 (weeding) before going to Part 2, but have not completed Part 1 yet.  cHQ and Simply Reports were not designed for one to replace the other.
  • Terrie McColl noted that the budget has already been cut by more than $250,000 ($300,000 per Marie Coughlin) and we would be staying level if the addenda for $100,000 is approved.
  • Patty Durso asked if approved, would the $138,000 (for personnel and cHQ costs) be divided equally among all 76 libraries.  Marie Coughlin responded that it is not a flat fee and would be incorporated into the new billing formula:  $100,000 into the personnel bucket and $38,000 into the catalog bucket.
  • Peter Havel stated that voting yes to the addenda increases libraries’ bills and feels the new Executive Director should decide what is needed.
  • Radwa Ali explained that if the $100,000 vote for personnel does not pass, there will not be a vote for credit cards.
  • Daragh O’Connor pointed out that the 2018 budget presented is substantially less than the 2017 budget which was approved even if the addenda are approved.
  • Peter Coyl asked about the timing of credit cards and when they would be implemented. (January 1)  What portion of the $100,000 for personnel would be allocated to credit cards.  About $10,000 per Marie Coughlin.
  • Judah Hamer asked if the part-time bookkeeper would need to become full-time.  At this time, it would not be needed advised Marie Coughlin.
  • Ann McCarthy asked if some of the $100,000 would be used in January for staff for credit cards.  Yes, per Marie Coughlin.
  • Margaret O’Keefe asked if libraries could use cHQ on their own.  Kurt Hadeler answered that it cannot be done.
  • Ellen O’Keefe stated that she will be voting yes for the $100,000 to give the next Executive Director a buffer to hire a full-time person. 
  • Daragh O’Connor asked if that includes salary + benefits.  (Yes)
  • Kurt Hadeler said that it could be used to hire 1 full-time person, part-timers, or contractors to help with special projects.
  • Dave Franz stated that the BCCLS staff is the glue that holds us together, works so hard and makes the cooperative stronger.  We need to make an investment in its future long-term stability.  

It was MOVED BY:  Laura Rifkin and Seconded by:  Ruth Rando for Addendum #1 – $100,000 for Personnel position control.  All in favor.  None opposed.  Motion carried.  No further discussion.

A voice vote was taken and Addenda #1 passed:  Yes (72), No (3), Abstain (0), Absent (1).

 4.      Addendum #2 – $38,000 for collectionHQ – requires super majority (50 vote) to pass 

It was MOVED BY:  Edna Ortega and Seconded by:  Adele Puccio to approve Addendum #2 – $38,000 for collectionHQ. 

A discussion followed:

  • John Trause asked if the cHQ contract expires on May 31 and if we could ask for an enhancement to reporting services.
  • Ruth Rando asked if the new Executive Director can discuss this after May 31 rather than include it in the budget now.
  • Jennifer Breuer asked what is the percentage of time cHQ takes away from cataloging.  Margaret O’Keefe answered that it varies.  If there are no questions or they are not time consuming, it may be a few hours each week, but she also has no time to train library staff.
  • Marie Coughlin pointed out that it is not just responding to support tickets.  Our rep offers quarterly training to the BCCLS office and then we need to train library staff.  This takes up about ¼ of a cataloger’s time.
  • Jennifer Breuer asked if the time may be better spent elsewhere rather than on cHQ.
  • Ellen O’Keefe felt we could use a cHQ expert, but we do not have the resource for that right now.
  • Daragh O’Connor commented that Margaret O’Keefe provided tremendous service with cHQ.
  • Leonard LoPinto asked if the contract ended on May 31 and if there is penalty to break it.  Marie advised that it has already been paid through May 31 and there probably would be a penalty and we need to still provide support until then.
  • Chris Doto asked if the vendor provides any training to the libraries.  Margaret O’Keefe responded that our rep provided great training to the BCCLS office and she also provided dedicated staff training to the Englewood Library in the BCCLS training room at no charge.
  • Terrie McColl asked if this training could be offered to all libraries.  Marie Coughlin replied that timing for 76 libraries is a challenge and what if the rep is not there.  In addition, The BCCLS office has had to suggest revisions to training for libraries after completing their own training.
  • Catherine Dodwell asked about reallocating unused funds in May.  Kurt Hadeler advised that the reserves have been depleted and there are no unused funds to reallocate.
  • Dave Franz asked who is passionate about cHQ.  He commented that it does not produce the reports that he needs to manage his collection.  He uses Simply Reports.
  • Amy Babcock-Landry asked if we could call the question. 

A voice vote was taken and Addenda #2 did not pass:  Yes (18), No (55), Abstain (2), Absent (1). 

  • Peter Coyl asked if BCCLS could offered cHQ a la carte to those libraries interested.  Marie Coughlin said it could be entertained and Kurt Hadeler suggested starting a discussion via ListServ, but noted that if support cHQ involves BCCLS staff, it cannot be a la carte

 5.  Addendum #3 – $29,000 for Credit Card Payment Software – requires super majority (50 vote) to pass

Funds for the credit card payment software were part of the 2017 Budget and have already been collected, but not yet paid to the vendor.  

It was MOVED BY:  Lina Podles and Seconded by:  Matthew Latham to approve Addendum #3 – $29,000 for Credit Card Payment Software. 

A discussion followed:

  • Karyn Gost asked if this will have an effect on the 2018 bill.  Marie Coughlin replied that the annual fee will be $16,000.
  • John Trause pointed out that these funds were earmarked for credit cards in the 2017 Budget.
  • Radwa Ali pointed out this directly affects patrons who are surprised that we do not have credit card acceptance software and contributes to the perception that libraries are backwards.
  • Mathew Latham advised that we are ready to go immediately and P&P has already done their work.
  • Samantha McCoy asked who would handle the credit card payments.  Marie Coughlin advised that there would be 2 staff handling them:  1 who handles the reporting and 1 who cuts the checks.
  • Ann McCarthy asked if we would need to hire more staff based on the additional duties.  Marie Coughlin replied no, but it would require additional personnel time.
  • Paul Shaver asked about the number of hours.  Marie Coughlin advised that the existing staff can handle the credit card payments and the cost would be less than $10,000.  Kurt Hadeler stated that this may be handled by the accountant.
  • Chris Doto asked if the fines and fees will go into a separate account.  Marie Coughlin replied that it would be a non-interest-bearing checking account.
  • Jennifer Breuer stated that the P&P policy is ready to go and the answers are outlined in it.
  • Kathleen McGrail commented that if fines are paid in January, libraries will receive the money in April as there will be quarterly payments.  Monthly reports will be generated showing the expected amounts and Kurt Hadeler suggested that libraries can record this as Accounts Receivable if they wish. 

A voice vote was taken and Addenda #3 passed:  Yes (62), No (8), Abstain (3), Absent (3). 

6.  Policies & Procedures Committee – Recommended Changes

It was MOVED BY:  Gerry McMahon and Seconded by:  Ruth Rando to approve these changes to the Policies & Procedures Manual.  All in favor.  None opposed.  Motion carried.  No further discussion.

 7.  New Business

a). Executive Director Search Committee (EDSC) Report

Kurt Hadeler advised that the EDSC met with 4 search firms and 2 possible Interim Executive Directors.  They recommended that the Executive Board engage Bradbury Miller to conduct the search for a new Executive director with a budget of $40,000 and hire Cindy Czesak, retiring Director of the Paterson Public Library, as Interim Executive Director starting November 1.

8.  Membership Hearing

  • Ellen O’Keefe suggested holding off taking legal action against Rochelle Park to collect the $2,500 owed to BCCLS under the settlement agreement until after their referendum. 
  • Leonard LoPinto noted that legal action may skew the referendum vote.
  • Linda Corona pointed out the cost of court fees vs the amount owed.
  • Kathleen McGrail noted that the Attorney General has not given their opinion yet and is also waiting for the referendum.
  • Marie Coughlin clarified that BCCLS would still look to collect the outstanding $2,500 before Rochelle Park rejoins BCCLS and the membership was all in agreement.
  • Terrie McColl and Riti Grover reminded everyone that the Construction Bond vote signs given out at the Directors Summit cannot be placed on libraries’ or trustees’ lawns, but can be placed on personal property of library staff.
  • Leonard LoPinto thanked Marie Coughlin for her efforts and wished her good luck.
  • Kurt Hadeler also thanked Marie Coughlin for all of the work that she has done and presented her with flowers on behalf of the membership.  He remarked that the strategic plan and new billing formula are a great legacy. 
  • Marie Coughlin thanked everyone, truly wants the organization to succeed, was impressed with the number of hours people volunteered on BCCLS committees, hopes the BCCLS office gets the support it needs, the relationship between the Executive Board and Executive Director can be repaired and the next Executive Director is given a chance. 

 9.  Next MeetingSystem Council:  Thursday, 12/7/17 at 9:30 am – Franklin Lakes Public Library

 10.  Adjournment

It was MOVED by:  Kurt Hadeler                   Seconded by:  Holly Belli

to adjourn at 12:42 pm.  All in favor.

dms:  10/28/17