11.20.19 – EB Meeting Minutes

11.20.19 – EB Meeting Minutes

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EXECUTIVE BOARD MINUTES

BERGEN COUNTY COOPERATIVE LIBRARY SYSTEM

Waldwick Public Library

November 20, 2019

PRESIDING:                 Kurt Hadeler                              Mahwah 

PRESENT:                    Dave Hanson                            BCCLS

Stephanie Bellucci                     Cliffside Park

Gerry McMahon                        Franklin Lakes

Jennifer Breuer                          Glen Ridge

Ellen O’Keefe                            Glen Rock

Mimi Hui                                   Hasbrouck Heights

Matthew Latham                        Ramsey

Dave Marino                             Waldwick

Laura Leonard                           Wyckoff

NOT PRESENT:            Sai Rao                                    North Bergen

                                      Sally Diaz                                 Norwood

ALSO PRESENT:         Darlene Swistock                      Recorder of Minutes

GUESTS:                      Eric Lozauskas                          BCCLS

Christina Park                           BCCLS

Catherine Shaw                         Allendale

                                    Monica Smith                            Hawthorne

Gretchen Kaser                         Ho-Ho-Kus

Amy Babcock-Landry                Livingston

Larry Bergmann                         Livingston

Alexandra Bickel                       Mahwah

Terrie McColl                            New Milford

Tom Madru                               Park Ridge

Kathleen McGrail                       Upper Saddle River

Lori Quinn                                 Waldwick

Samantha McCoy                      West Caldwell

Kurt Hadeler called the meeting to order at 9:46 am.  

He reminded everyone to sign in on the sign-in sheet.  In an effort to follow parliamentary procedure, he asked guests to wait to be recognized and identify themselves before speaking.  He welcomed the newly elected 2020 Executive Board members:  Amy Babcock-Landry, Gretchen Kaser and Terrie McColl.  He also mentioned that Jennifer Breuer, Mimi Hui and he will complete their 3-year terms at the end of the year.  He also welcomed the trustees who will serve 1-year terms on the Executive Board:  Catherine Shaw (President, Allendale) and Paige Soltano (President, Fort Lee) who was unable to attend the meeting.  Their libraries were selected to have trustee representation on the 2020 Executive Board through a drawing at System Council in October.  He also thanked Sally Diaz (Norwood) and Dave Marino (Waldwick) for their participation as trustee representatives in 2019.  Finally, he thanked Lori Quinn and Dave Marino for hosting today’s meeting.  

1.  Minutes of the Meeting on October 17, 2019

It was MOVED BY:  Jennifer Breuer                    Seconded by:  Gerry McMahon

To approve the minutes.  All in favor.  Motion carried. 

2.  Public Portion

Kurt Hadeler welcomed Christina Park, new Business Manager at the BCCLS Office.

3.  Treasurer’s Report

The Budget vs Actual and Check Register were previously distributed to the membership.  Stephanie Bellucci met with Christina Park and will be rotating off as Treasurer.  Kathleen McGrail asked why the cost of background checks for delivery drivers was recorded as an office expense rather than as a delivery expense.  Since delivery was set up mid-year, there was not a separate line for this delivery expense; going forward it will be accounted for in a separate line in the delivery budget. 

It was MOVED BY:  Matthew Latham                  Seconded by:  Jennifer Breuer

To accept the Treasurer’s Report.  All in favor.  Motion carried.

4.  Correspondence

a)    Bergen County Grant Letter – a draft was shared with the Executive Board for their comments.  The request will be for $250,000 which is an increase over the last several year’s awards of $150,000.  Comments should be forwarded to Dave Hanson by the end of the week.

b)    Aviva Werner/Cliffside Park Patron Letter – she requested a reconfiguration of BCCLS hold policy because she is often unable to pick up materials within 4 days.  Kurt Hadeler advised that Polaris is configured to hold items for that time and asked if the Executive Board wanted to revisit the hold time.  The board felt it was not necessary to do so because homebound delivery is available to Cliffside Park patrons and patrons can control of the activation date for their holds.  Dave Hanson will respond to her letter.

c)     Center For Food Action Letter – thanked BCCLS for their donations to the school supply drive at the June System Council.  Stephanie Bellucci and Laura Leonard thanked Darlene Swistock for organizing the school supply drive.

5.  President’s Report

Kurt Hadeler’s report was previously distributed to the board members and the membership. He met with Jennifer Breuer, Amanda Eigen and Stephanie Bellucci to discuss items damaged while in delivery.  Jennifer Breuer pointed out that opinions of wear-and-tear vs damage are subjective and vary from library to library.  System Council will need to decide if they prefer fast delivery at the expense of wear and tear on items or if they prefer slower delivery to preserve the materials.  If it is the latter, all items may need to be returned to their home libraries for inspection every time they are lent.  If there is no agreement at System Council, this may be a topic for Small Group Meetings early next year.  

Kurt Hadeler also mentioned that a director was instructed by their board to explore the cost to withdraw from BCCLS.  The board is not happy with the cost of BCCLS, the loss of the net lending check from reciprocal borrowing and that BCCLS is handing delivery in-house.  He asked the BCCLS Friends & Trustees Committee to compile a cost-benefit analysis (including cataloging, tech support, ILS, reciprocal borrowing and professional development opportunities) of being in BCCLS within the next few weeks.  There were no questions from the membership about his report.

6.  Executive Director’s Report

Dave Hanson’s report was previously distributed to the board members and the membership.  He advised that the BCCLS office reorganization is on pace.  LLNJ is conducting their search for a new Executive Director after writing their new Strategic Plan.  There were no questions from the membership about his report.

7.  Committee Reports

a)  Scholarship Committee – Proposed Changes

The Scholarship Committee proposed changes to the BCCLS Scholarship Criteria.  The Executive Board had some concerns about stating the parameters of the committee’s composition and that the committee members do not change. They also talked about adding someone from Friends, the Finance Committee and the Treasurer or past Treasurer of the Executive Board to ensure the money is well spent.  Ellen O’Keefe explained that because these funds are in a separate account, it does not require oversight from the Executive Board.  The Executive Board felt that items 1 and 2 were criteria and the list should be renamed as guidelines.  They also questioned the timetable and Kurt Hadeler mentioned moving the scholarship awards out of the June System Council.  He asked that the Scholarship Committee discuss the proposed changes further. 

b)  Delivery Task Force

Stephanie Bellucci, chair, shared the minutes of the last Delivery Task Force meeting.  They discussed options to protect the contents from water.  Several ideas were presented and are being explored. The purchase of a 6th van was also discussed; ordering a 6th diesel van could be a 6-month wait.  Deliveries were made on Election Day and Veteran’s Day; including libraries that were closed if the drivers had keys and alarm codes.  BCCLS delivery will operate on the same holiday schedule as the BCCLS office. 

c)  eBCCLS Committee – Recommendation

Alexandra Bickel, co-chair, reviewed the committee’s recommendation, press release, talking points and sub-imprint list.  The boycott is only for ebooks; eaudio and print are not affected and the committee is recommending that they money that would have been spent on ebooks from Macmillan be spent on books from other publishers.  The boycott includes sub-imprints and would be re-evaluated by the committee after 6 months.  Overdrive has put a notation on the purchasers’ end advising that Macmillan’s new policy allows only 1 copy to be purchased within the first 8 weeks of a new release.  Dave Hanson suggested that Overdrive put a banner that links to the press release and Alexandra Bickel said we need to encourage patrons and staff to sign the ALA petition.  A discussion followed if the boycott would be immediate (yes) and if BCCLS was mandating what individual libraries purchase (BCCLS is not dictating individual libraries’ actions or their collection and development policies).  There was concern if the boycott was in conflict with serving the local communities and restrictions make maintaining a centralized collection difficult for a consortium with so many members.  Some directors feel the boycott is a collection and development issue and some feel that it is a decision for System Council to make.  Since BCCLS needs to act now, several directors suggested that the Executive Board make a temporary decision today and then conduct a formal vote at System Council in December. If approved today, a press release would go out immediately. 

It was MOVED BY:  Mimi Hui                                   Seconded by:  Jennifer Breuer

To accept the recommendation of the eBCCLS Committee to begin a boycott immediately, subject to ratification by System Council in December.  All in favor.  Motion carried. 

Laura Leonard asked if the eBCCLS Committee could send a survey to Advantage Plus libraries to see if they will  participate in the boycott.  Gerry McMahon will share the bookmarks that her library created for patrons which explain the rationale for the boycott. 

Another discussion followed about the BCCLS central collection and that purchasing by Advantage Plus libraries is not always commensurate with demand.  Kurt Hadeler provided a summary of how the central collection evolved from a small group of libraries that banded together to purchase eBooks and eAudio.  He asked the eBCCLS Committee to review the current arrangement of a central collection and some Advantage Plus libraries.  Is this this best long-term arrangement?  Because of the finite nature of econtent, he asked the eBCCLS Committee and the BCCLS Office to continue to push Overdrive for improvements in the  cost per circ model.  Perhaps Overdrive can provide a hybrid option where a copy may be purchased for the central collection and Advantage Plus libraries can use cost per circ pricing to meet local demand.  Ellen O’Keefe thanked the eBCCLS Committee for the impressive documents they prepared.   

eBCCLS & You – eBCCLS Committee Event Evaluation – the committee will offer another program if there is interest.

d)    Mo’ Money, Mo’ Problems:  Budgeting Essentials for Directors – LAMP Committee Event Evaluation

      e)   Dancing with Data – Tech & Digital Services Committee – Event Evaluation

      f)    Access for All: Solving Accessibility Challenges for our Patrons – DUP Committee

             Event Evaluation

   g)   Just Weed It! – ASC Event Evaluation

   h)   Serving Your World Language Population – WLC Event Evaluation

8.  Old Business

a)    Delivery

This was previously discussed under Committee Reports.  BCCLS is looking for substitute part-time drivers.  Stephanie Bellucci asked that their photos be added to MyBCCLS.

9.  New Business

a)   BCCLS Office – Holiday Schedule

Dave Hanson explained that it is not possible to deliver all of the libraries’ materials in a shortened day.  The BCCLS office closes early on New Year’s Eve day and the delivery schedule aligns with the office schedule.  He recommended that the BCCLS office be closed all day and there would be no delivery. 

It was MOVED BY:  Jennifer Breuer                          Seconded by:  Mimi Hui

To amend the BCCLS Office holiday schedule to include a full day closure on New Year’s Eve day.  All in favor.  Motion carried.

b)   BCCLS Committee Minutes – Retention Schedule in the KB/MyBCCLS

Kurt Hadeler asked the Executive Board for their thoughts regarding retention of Executive Board, System Council and Committee minutes in the KB/MyBCCLS.  Ellen O’Keefe suggested 5 years of minutes be available for forward facing access and minutes older than 5 years be archived.  Terrie McColl asked when everyone will have access to MyBCCLS.  Stephanie Bellucci asked that Joseph Palmer resend the link to directors.

BCCLS Salary Survey

Kurt Hadeler discussed the BCCLS Salary Survey and the problems caused when directors do not complete the survey on time.  It is required by BCCLS bylaws and directors are given a month to complete it.  Catherine Shaw asked why this is required and Kurt Hadeler explained that it compares positions, benefits, union/civil service, etc. and allows libraries to be competitive. BCCLS Bylaws requires that the salary survey be completed timely and, going forward, trustees will be notified of any violations.  The membership will be reminded of the bylaws and the consequences of non-compliance at the next System Council.

It was MOVED BY:  Kurt Hadeler                                    Seconded by:  Ellen O’Keefe

To move into closed session to discuss the process and format for the annual evaluation of the Executive Director and the FSLA positions.  All in favor.  Motion carried.

The Executive Board went into closed session at 11:40 am.

10.  Executive Session

The Executive Board returned to open session at 12:14 pm.

a)   Executive Director – Annual Evaluation and FSLA Exempt Status

It was MOVED BY:  Gerry McMahon             Seconded by:  Matthew Latham

To proceed with the evaluation for the Executive Director and accept the Executive Director’s recommendation to move the 4 IT positions to exempt status.  All in favor.  Motion carried.

11.  Membership Hearing

  • Mimi Hui congratulated Kurt Hadeler for Mahwah’s successful vote to increase their millage under the Johnson Legislation.  Kurt Hadeler mentioned that he will be speaking about this at the BCCLS’ Hot Topics for Trustees event and possibly a pre-conference at NJLA.
  • Dave Marino thanked everyone for the opportunity to serve on the Executive Board this year.

Next MeetingSystem Council:   Thu 12/19/19 @ 9:30 am – Washington Township

                                     Executive Board:  TBD

13.  Adjournment

It was MOVED by:  Dave Marino                                     Seconded by:  Laura Leonard

To adjourn at 12:17 pm

Unanimously approved.

dms:  11/22/19