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11.19.18 DTF Minutes (DRAFT)

BCCLS Delivery Task Force Meeting Minutes - DRAFT

Monday, November 19, 2018 - 10am

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


Call to Order:

The meeting was called to order at 10:09am by Stephanie Bellucci, Chair.



Present - Ellen O'Keefe, Glen Rock; Eric Lozauskas, BCCLS; Dave Hanson, BCCLS; Peter Coyl, Montclair; Gretchen Kaser, Ho-Ho-Kus; Kurt Hadeler, Mahwah; Terrie McColl, New Milford; Gerry McMahon, Franklin Lakes; Stephanie Bellucci, Cliffside Park

Absent - Adele Puccio, Fair Lawn; Judah Hamer, Rutherford; Sarah Lester, Maplewood


  1. Recap of System Council vote

    1. System Council voted to approve the implementation of an in-house BCCLS delivery service on October 25. Most “no” votes were regional. Dave stated there was no discussion of delivery at his regional director lunches.

    2. Some “yes” votes came with the caveat that the delivery billing formula be revisited in the future. Once we have hard data from the first year of delivery operations, we will revisit this.

  2. Next Steps

    1. Bins - Dave will reach out to the vendor recommended by RCLS. So far, Ellen has been trying to get in touch with them. Eric will work on pulling together a survey for libraries to indicate how many bins they typically use. This is vital in ensuring we purchase the correct number of bins.

    2. Applications have opened for the delivery manager position. Dave indicated that so far he has received 9. There will be a two-part interview process, tentatively scheduled for November 28 and December 4. If all unfolds as anticipated, an offer would ideally be extended in mid-December with a start date sometime in January, depending on the candidate's current job. The ad has been posted on the BCCLS want ads, as well as on Indeed, NJLA, and a state website for logistics jobs.

    3. Warehouse space - the BCCLS office is focusing on finalizing its own relocation to Fair Lawn. Once this is finalized, they will begin more aggressively pursuing a warehouse space. The same real estate firm will be used as was used for the office. The task force determined that space in Bergen County would be the priority due to the partial use of the Freeholder grant and the county's fuel depots. If nothing in Bergen County pans out, it is reasonable to look in other nearby counties, as long as they are not too far off the beaten path.

  3. Review of Charges

    1. The task force reviewed its 2018 charges. All of them have been met. It was unanimously agreed upon that it must remain in existence at least until June 30 to ensure the new system is put into place properly.

    2. New charges will be needed for 2019.

      1. One will be to work towards establishing procedures for delivery and packing going forward. Discussion ensued about collaborating with the Policies & Procedures Committee on this. Gerry pointed out that typically P&P has focused exclusively on ILS-related issues. Other procedures historically have been set forth by the BCCLS Office. It was also agreed upon that new procedures should be created and housed together in the Knowledge Base - they cannot be piecemeal. Dave suggested seeking input from circulation supervisors, since they are more involved in the day-to-day intricacies of packing and sorting than directors are.

      2. Dave asked the task force to weigh cost-containment vs. service. Members agreed that it is imperative to stick to the $9,000/library that was promised at System Council. There has to be a balance between keeping costs low and providing good service.

      3. Dave has already received a question from other system about whether BCCLS would consider including them in delivery. We absolutely cannot take on other libraries or groups until we get through the first year. Going forward, entities wanting to join BCCLS delivery really would have to follow the established procedure of joining BCCLS itself. The question of consulting was also raised. The task force determined it would be appropriate for the BCCLS Office to answer questions or give advice regarding delivery to other libraries/systems, but formal consulting work would be too much of a strain. Giving advice similar to how RCLS helped DTF is okay.

      4. A question was raised about ReBL usage. For non-BCCLS libraries, items would have to be shipped via JerseyCat, or limited to walk-in borrowing and returns only - non-BCCLS items cannot make their way into BCCLS delivery.

      5. Bergen County grant - this will be discussed in directors-only small group meetings in early 2019.


Adjournment: 11:28am


Next Meeting: TBD (early January - hopefully with BCCLS delivery manager in place). Report will be given at December 13 System Council.


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