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03.09.18 DTF Minutes (DRAFT)

BCCLS Delivery Task Force Meeting

Thursday, March 9, 2018 - 10am

Glen Rock Public Library, 315 Rock Road, Glen Rock, NJ 07452

 

Call to Order:

The meeting was called to order at 10:00am by Stephanie Bellucci, Chair.

 

Attendance:

Present - Kurt Hadeler, Mahwah/BCCLS President; Eric Lozauskas, BCCLS; Cindy Czesak, BCCLS; Gretchen Kaser, Ho-Ho-Kus; Gerry McMahon, Franklin Lakes; Ellen O'Keefe, Glen Rock; Stephanie Bellucci, Cliffside Park

Absent - Sarah Lester, Maplewood; Judah Hamer, Rutherford; Peter Coyl, Montclair; Terrie McColl, New Milford

 

  1. Approval of Minutes from February 22

Motion made by Gerry, seconded by Ellen. Approved unanimously.

 

II.  NJLS

  1. Eric has been in contact with Robert Pladek of NJLS to finalize BCCLS' short-term contract with them. The only remaining change that needs to be made is to eliminate NJLS' references to LLNJ's blue bins, as we have not yet received official permission to use them.

  2. NJLS will start with five routes, and they are willing to add more if necessary. Robert has elected to hire drivers as regular employees instead of using sub-contractors.

  3. One thing that still has to be done is to create new shipping labels; we cannot use the LLNJ logo or route numbers that are present on the “old” (pre-Expak) labels. The new labels will have both route numbers and stop numbers on them to assist with forward sorting. Because these are subject to change, especially early on in the contract, libraries must be cautioned not to print too many at once.

  4. Cindy stated that Mike Grgurev was able to run an in-transit report retroactive to BCCLS' time with T-Force. Based on this, it seems that average number of in-transit items from when delivery was running adequately wais around 41,000. This is useful information to provide to NJLS.

  5. A question was raised about BCCLS' use of Expak once NJLS is up and running, as BCCLS has traditionally paid extra for some libraries to receive 5-day delivery. Once NJLS starts, the only items being sent through Expak should be JerseyCat items. Cindy noted that BCCLS libraries use JerseyCat to varying degrees. For example, Essex County libraries send a lot of ReBL items this way. Gerry noted that Franklin Lakes rarely uses JerseyCat, and it was agreed that there are numerous BCCLS members in that position as well. Stephanie suggested surveying directors to see how heavily they use this service so Cindy can forward the information to LLNJ. Perhaps BCCLS could set up various hubs for these items, and Expak could pick up only from them. More work needs to be done on this before we have a clear answer.

 

III. Next Steps

  1. Cindy confirmed that BCCLS definitely does not have a seat on LLNJ's new RFP task force. She has been in communication with Luca Manna of PALS Plus, newly appointed to the LLNJ committee, to reiterate some of our concerns. Luca has extensively work experience in BCCLS, so at least he understands our problems. The committee consensus was that we understood the decision to exclude BCCLS, although we do not agree with it.

  2. LLNJ will accept claims for items lost in transit within 60 days. In order for BCCLS to get an accurate picture of what is really lost, the floating items must be sent home.

    1. DTF discussed having NJLS handle this at the start of their service. We would have to warn Robert that initial volume would be heavier than normal.

    2. If we did this, this would allow us to submit claims for items put in transit dating back to about February 1.

  3. A long-range plan is needed for how BCCLS can handle delivery in the event service with LLNJ falls through. This could mean either the complete absence of state-level delivery to BCCLS or state delivery only to hubs, such as what happens in other counties. Such a plan might include information about a completely internal BCCLS delivery service or contracting with a new vendor.

    1. This is something DTF needs to work on, fleshed out by members' research of how delivery is handled elsewhere.

    2. DTF elected to hold small group meetings for BCCLS directors to discuss this doomsday scenario, as well as present options for how delivery can be funded past July if necessary. The possibility exists that a mid-year assessment may be necessary if we reach that point. These meetings will take place in early-mid May - prior to NJLA - and will have self-registration. More details about an agenda and who is doing what will be worked out at DTF's next meeting.



Adjournment: 11:22am.



Next Meeting: Thursday, April 12 in Glen Rock - 10am

 

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