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03.15.18 - Special EB Meeting Minutes

 

SPECIAL EXECUTIVE BOARD MINUTES

BERGEN COUNTY COOPERATIVE LIBRARY SYSTEM

Old Tappan Public Library

March 15, 2018

 

PRESIDING:                 Kurt Hadeler                              Mahwah 

PRESENT:                    Cindy Czesak                            BCCLS

                                      Christine Hartigan                      East Rutherford

                                      Gerry McMahon                        Franklin Lakes

                                      Ruth Springer                            Garfield

                                      Jennifer Breuer                          Glen Ridge

                                      Mimi Hui                                   Hasbrouck Heights

                                      Matthew Latham                        Leonia

                                      Sai Rao                                    North Bergen

                                      Laura Rifkin                              Washington Township

                                      Samantha McCoy                      West Caldwell

 

NOT PRESENT:            Brian Donohue                          Roseland

 

ALSO PRESENT:         Darlene Swistock                      Recorder of Minutes

 

GUESTS:                      Holly Belli                                  Bloomfield

                                      Stephanie Bellucci                     Cliffside Park

                                      Monica Smith                            Hawthorne

                                      Dave Franz                               Hillsdale

                                      Terrie McColl                            New Milford

                                      Paul Shaver                              Northvale

                                      Susan Meeske                          Old Tappan

                                      Leonard LoPinto                       Paramus

                                      Riti Grover                                Ramsey

                                      Ann McCarthy                           River Vale

                                      Kathleen McGrail                       Upper Saddle River 

 

1.  Call to Order

Kurt Hadeler called the meeting to order at 9:37 am.  Initially the purpose of the meeting was to review the recommendation of the Executive Director Search Committee (EDSC), but other agenda items have been added:  Personnel Committee recommendation, eBCCLS Committee recommendation, Delivery Motion/Recommendation and Guttenberg full BCCLS services.  

 

2.  Public Portion

Dave Franz commented about Library Link NJ's invitation for their annual meeting being held at Forsgate Country Club.  He sent them a letter expressing his concerns about the way the message may be perceived:  LLNJ has money for delicious food at a country club, after bungling delivery. 

 

3.  BCCLS Executive Director Search Committee - Recommendation 

Kurt Hadeler explained that the EDSC arranged for the finalists to give individual presentations and a panel discussion on March 13.  BCCLS staff met with the candidates after, and the EDSC held the final round of interviews.  EDSC met on March 14 to review feedback provided by the directors and staff, and has reached a unanimous recommendation for the Executive Board.  The candidate will not be identified today. 

 

It was MOVED BY:  Gerry McMahon                               Seconded by:  Christine Hartigan

At 9:44 am to go into closed session to discuss the recommendation of the EDSC.

All in favor.

Motion carried.

 

The Executive Board returned to open session at 10:27 am and Kurt Hadeler summarized what was discussed during the closed session:  the Executive Director recommendation, compensation and benefits.  

It was MOVED BY:  Samantha McCoy                            Seconded by:  Laura Rifkin

To accept the EDSC recommendation and for Bradbury Miller Associates to negotiate with the selected candidate on behalf of BCCLS as outlined.  A voice vote was conducted and the motion passed unanimously.   

 

4.  Personnel Committee - Recommendation

Cindy Czesak previously met with the Personnel Committee about staffing needs for the BCCLS office.  They are recommending the following:

  • 2 part-time temporary (2-3 months) hires to assist with the e-content platform transition.  One will manage contact with the vendor and the other will manage purchases.
  • IT Support Technician – to replace Richard Woldan who is retiring at the end of the month.
  • Training & Digital Initiatives Librarian – a revised position to replace Daniel Lane who moved out of state earlier this month.

Cindy Czesak also mentioned that there will be a recommendation to System Council to revise the Table of Organization and present 2 other positions for the BCCLS office.  

It was MOVED BY:  Laura Rifkin                         Seconded by:  Christine Hartigan

To hire 2 part-time temporary hires to help with the e-content transition for 2-3 months, to post an open position for an IT Support Technician and to post an open position for a Training & Digital Initiatives Librarian. 

All in favor.

Motion carried. 

 

5.  eBCCLS Committee - Recommendation

Kathleen McGrail, chair, advised that it is the committee's recommendation that BCCLS  contract with OverDrive as its e-content provider.  They changed their platform to what BCCLS asked for last year:  libraries will be able to purchase content and share it with member libraries and priority will be given to patrons of the owning library.  It may be possible to share content with neighboring consortium in the future.  Cindy Czesak, Kathleen McGrail and Samantha McCoy reviewed a brief timeline and highlights:  OverDrive will conduct training for purchasing (“train the trainer”), there will be beta test libraries (Advantage Plus Libraries), Kindle users will be happy with the return to OverDrive since Kindles were not compatible with CloudLibrary, the web app is very easy to use, patron issues should be addressed first at the library since the BCCLS office can provide limited help, there will be front-line tech support for 3 years, the minimum spend will be a combination of spending at the BCCLS level and member library level, there are no platform fees and the BCCLS office will notify CloudLibrary.   Jennifer Breuer thanked Samantha McCoy and Kathleen McGrail for their hard work and negotiation on behalf of BCCLS. 

 

It was MOVED BY:  Samantha McCoy                            Seconded by:  Matthew Latham

To accept the eBCCLS Committee recommendation to enter into a contract with OverDrive.

All in favor.

Motion carried. 

 

6.  Delivery - Motion/Recommendation

Samantha McCoy wanted to memorialize the discussion and recommendation to fund delivery which was made at the Executive Board meeting on February 28. 

It was MOVED BY:  Samantha McCoy                            Seconded by:  Jennifer Breuer

To transfer $50,000 from the salary line and $30,000 from e-content into the delivery line plus the $16,000 already in the delivery line (total of $96,000) to pay for BCCLS supplemental delivery rather than relying on Expak

All in favor.

Motion carried. 

Cindy Czesak is waiting for LLNJ to let her know if BCCLS can use the blue bins and plastic bags on a temporary basis.  She will be attending LLNJ's monthly meeting this afternoon and they will be announcing the winner of the state's delivery contract which was rebid when the current vendor, Expak terminated their agreement effective May 29, 2018.  Expak will be used to return floating collections back to their owning libraries.

  

7.  Guttenberg - Full BCCLS Services

Kurt Hadeler explained that Guttenberg contracted with North Bergen at 1/3 mill and received full BCCLS services until about 2012.  Since then, due to financial reasons, they have not been paying 1/3 mill and received limited service from North Bergen.  The new mayor would like to resume full-BCCLS services by increasing their appropriation by 15% each year.  Kurt Hadeler asked the BCCLS attorney to review what is permitted under BCCLS by-laws and state statute.  The attorney advised that both statutes NJ 40.54-8 and NJ 40.54-8.1 must be read together with regard to funding and, therefore, the minimum funding is still 1/3 mill.  Under BCCLS by-laws which cite the NJ statue, it was determined that Guttenberg is not eligible to receive full BCCLS services at this time. 

 

8.  Membership Hearing 

Ann McCarthy asked about the transition to OverDrive (the contract will be signed tomorrow, there will be a soft transition in mid-May and holds cannot be transferred).  With the new delivery system, patrons will eventually be able to borrow more than 3 items.  Cindy Czesak also advised that libraries will be asked to look for “in transit” items that may be on their shelves and return them to the owning libraries.  BCCLS normally has about 40,000 items in transit and there are 50,000 items in floating collections.  The BCCLS office will host a webinar on Friday with further details; it will also be recorded. 

 

9.  Next Meeting               Executive Board:  Wed 4/25/18 @ 9:30 am - Roseland

                                           System Council:   Thu 3/29/18 @ 9:30 am - Mahwah 

 

10.   Adjournment   

It was MOVED by:  Kurt Hadeler                         Seconded by:  Mimi Hui

To adjourn at 11:14 am.

Unanimously approved.

 

 

 

dms:  3/16/18

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