Executive Board Minutes: 10-20-16
BERGEN COUNTY COOPERATIVE LIBRARY SYSTEM
Held at Upper Saddle River Public Library
October 20, 2016
PRESIDING: Len LoPinto Paramus
PRESENT: Marie Coughlin BCCLS
Daragh O’Connor River Edge
Dave Franz Hillsdale
Kelly Fitzgerald Weehawken
Edna Ortega Demarest
Tom Madru Park Ridge
Gina Webb-Metz Tenafly
ALSO PRESENT: Darlene Swistock, Recorder of Minutes
GUESTS: Rita Browning Cresskill
Mary Witherell Englewood
Gerry McMahon Franklin Lakes
Jennifer Breuer Glen Ridge
Kurt Hadeler Mahwah
Riti Grover Ramsey
Judah Hamer Rutherford
Laura Rifkin Washington Township
Samantha McCoy West Caldwell
1. Minutes of the Meeting on August 24, 2016:
It was MOVED BY: Tom Madru Seconded by: Edna Ortega
To approve the minutes. Motion carried.
2. Public Portion:
No members of the public were at the meeting.
Laura Rifkin thanked Len for his service as BCCLS President and Judah Hamer concurred.
3. Treasurer’s Report:
Gina Webb-Metz presented the September 2016 P & L Reports.
Of the 2016 Budget of $3,417,500
$3,321,408 has been received as of September 30, 2016
Leaving a balance of – $ 96,092
Total expenses $2,468,497
Leaving a balance of – $ 949,003
Checking Account Balance $49,899
NJ Cash Management $1,060,530
It was MOVED BY: Kelly Fitzgerald Seconded by: Tom Madru
To accept the Treasurer’s Report for audit.
a) Lee Memorial Library – a letter was received from the Allendale Board of Trustees in response to Marie’s letter advising that Allendale needed to have an MLS-certified Director by September 28 to comply with BCCLS’s bylaws. Alessandra Nicodemo was promoted to Director on September 26 so they are now in compliance.
b) Beattie Padavano, LLC – A key point in their memorandum is what constitutes BCCLS’ services. The Bylaws Committee is still reviewing the situation of Englewood Cliffs entering into an agreement with Fort Lee while still in negotiation with Englewood. Mary Witherell commented that Englewood Cliffs’ residents have been borrowing Fort Lee library cards from their friends in order to use the Englewood library. As a result, they are asking for photo ID. Gina Webb-Metz has also experienced borrowed cards in Tenafly and noted that Fort Lee is doing their best to prevent fraudulent use of their cards by Englewood Cliffs’ residents. The Bylaws Committee will discuss this further at their meeting on October 27.
c) Woodcliff Lake – another resident asked how residents of Woodcliff Lake could gain access to BCCLS services.
d) Fairview Free Public Library – Marie sent a letter congratulating them on their grand re-opening.
e) County Executive and Freeholders – Marie sent invitation letters to the Friends’ Breakfast on October 25.
5. President’s Report:
Len LoPinto’s attached report was previously distributed to the Board Members. Len thanked the Executive Board for making it easy for him to be President. There were no questions from the membership about his report.
6. Executive Director’s Report:
Marie Coughlin’s attached report was previously distributed to the Board Members. There were no questions from the membership about her report.
7. Committee Reports:
Policy & Administration – The Progressive Discipline Workshops, held in Hasbrouck Heights on September 30, were very well received and Marie thanked Laura Rifkin and the committee for their efforts. As a follow-up item, Marie is checking into some type of “HR on Call” option for next year.
Youth Services – Everyone loved the Boot Camp held on September 9 in Ridgewood.
8. Old Business:
a) 2017 BCCLS Budget
The budget passed at System Council held prior to the Executive Board meeting. It will be the same billing structure for January and April; nothing is changing. Bills are being prepared; if anyone needs an estimate, let the BCCLS’ office know.
b) Executive Director – Annual Evaluation
Dave Franz made a motion to move to closed session to discuss the Executive Director’s contract. It was seconded by Daragh O’Connor. Motion passed.
Tom Madru made a motion to return to open session and it was seconded by Kelly Fitzgerald. Motion passed.
Len will review the evaluation with Marie and formalize it at the next Executive Board meeting. They will also go into closed session with Marie at the next meeting to negotiate her contract.
9. New Business:
a) 2017 County Grant Letter draft – Marie and Len met with the County Executive and freeholders to see what we need to do to receive a grant in the $350,000 range which is what was given in 2008. Marie asked the board for their input where they would like to see these funds allocated. Technology and e-content was favored. Marie will remove the request for a donated van as the County office is trying to locate a van that can be donated to the BCCLS office. If they are unable to donate a van, the office will consider leasing a smaller van. Marie will refine the letter and share it with the board, and then send it to the county by month-end.
b) Executive Director – Contract
This was also discussed in closed session and it will be formalized in closed session at the next Executive Board meeting.
10. Membership Hearing:
11. Next Meeting: Executive Board –11/16 at 9:30 am – Hillsdale
It was MOVED by: Dave Franz Seconded by: Tom Madru
To adjourn at 12:37 pm