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11.14.18 - EB Meeting Minutes

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EXECUTIVE BOARD MINUTES

BERGEN COUNTY COOPERATIVE LIBRARY SYSTEM

Leonia Public Library

November 14, 2018

 

  

PRESIDING:                 Jennifer Breuer                          Glen Ridge

 

PRESENT:                    David Hanson                           BCCLS

                                    Christine Hartigan                      East Rutherford

                                    Stephanie Bellucci                     Cliffside Park

Gerry McMahon                        Franklin Lakes

Ruth Springer                            Garfield

Mimi Hui                                   Hasbrouck Heights

Matthew Latham                        Leonia

Kurt Hadeler                              Mahwah

Sai Rao                                    North Bergen

Samantha McCoy                      West Caldwell

 

NOT PRESENT:            Judy Nelson                              Roseland

 

ALSO PRESENT:         Darlene Swistock                      Recorder of Minutes

 

GUESTS:                      Eric Lozauskas                          BCCLS

                                    Ellen O’Keefe                            Glen Rock

                                    Amy Babcock-Landry                Livingston

Laurence Bergmann                  Livingston

Peter Coyl                                Montclair

Terrie McColl                            New Milford

Sally Diaz                                 Norwood

Maria LaBadia                           Nutley

Susan Kumar                            Palisades Park

Leonard LoPinto                       Paramus

Thomas Madru                          Park Ridge

David Marino                             Waldwick

Marianne Willms                        Wallington

Laura Leonard                           Wyckoff

                                    

Jennifer Breuer called the meeting to order at 9:54 am.  She reminded everyone to sign in on the sign-in sheet.  She welcomed the newly elected 2019 Executive Board members:  Stephanie Bellucci who will continue for a full 3-year term after finishing the remaining term of Laura Rifkin who stepped down from the Executive Board in July, Ellen O’Keefe and Laura Leonard.  She also welcomed the trustees who will serve 1-year terms on the Executive Board:  Sally Diaz (President, Norwood) and David Marino (President, Waldwick).  Their libraries were selected to have trustee representation on the 2019 Executive Board through a drawing at System Council in October.  She thanked Christine Hartigan and Samantha McCoy who will be completing their 2-year terms at the end of the year.  She also thanked Ruth Springer (Garfield) and Judy Nelson (Roseland) for their participation as trustee representatives in 2018.  In an effort to follow parliamentary procedure, she asked guests to limit their comments to the Public Portion and Membership Hearing part of the meeting.  Finally, she thanked Matthew Latham for hosting today’s meeting.   

 

1.  Minutes of the Meeting on October 25, 2018

It was MOVED BY:  Samantha McCoy                Seconded by:  Gerry McMahon

to approve the minutes. 

All in favor. 

Motion carried.

 

 

2.  Public Portion

None

 

 

3.  Treasurer’s Report 

Samantha McCoy presented the October 2018 P & L Reports:

 

October 2018

Of the 2018 Budget

$3,289,906 has been received as of October 31, 2018 

Expenses for year:                                                                          $2,709,849 

Account balances at month end were:

•  Checking                                                                                   $65,751

•  NJ Cash Management                                                              $412,123

•  Payroll                                                                                      $12,000

•  Scholarship                                                                               $36,532

•  Credit Card Fine Payments (was previously titled Petty Cash)        $7,813

 

She explained that Auto Insurance (line 6202) appears to be “overspent” YTD but it is actually a timing issue when the new policy becomes effective and payment is due.  There were no questions about her report.

 

It was MOVED BY: Matthew Latham                   Seconded by:  Christine Hartigan

to accept the Treasurer’s Report.

All in favor.

Motion carried. 

 

4.  Correspondence

a.  Letters to Bergen County Executive and Freeholders – 2019 Grant Request

David Hanson explained that this year’s request represents an increase from last year as a result of the substantial change of the landscape of delivery within NJ and its impact in Bergen County.  The letters also included a copy of Cobalt to bring them up-to-date on happenings in BCCLS.  He hopes to meet with as many freeholders as possible before year-end.  There were some good conversations at the Friends Breakfast.

b.  Letters to Bergen County Executive and Freeholders – 2018 Friends Breakfast

Jennifer Breuer thanked Ellen O’Keefe, Darlene Swistock and the committee for their hard work hosting a wonderful breakfast. 

 

5.  President’s Report 

None 

 

6.  Executive Director’s Report

David Hanson’s report was previously distributed to the board members.  It discussed his priorities:  short term (the new lease, the World Language Subscription pass through and eBCCLS); medium term (delivery) and long term (strategic planning and the office move).  Christine Hartigan asked about responses to the posting for Delivery Manager (about 5 replies to date) and drivers (position not yet posted).  Four regional lunches for directors will be completed by November 15 and he is planning to visit and meet with the Directors of all 77 libraries.  

 

7.  Committee Reports

a.  Committee Chairs/Co-Chairs Meeting

Jennifer Breuer summarized the Committee Chairs/Co-Chairs meeting which was held in Wyckoff on November 1.  Discussion items included the restructuring/merging of several committees, the committee timeline change from April-March to March-February and co-chairs for all committees.  Notes from the meeting will be included in the packet for System Council in December.  She thanked Laura Leonard for hosting the meeting.

 

b.  Policies & Procedures Committee – Recommendation

Jennifer Breuer, chair, started the discussion about counterfeit materials and what constitutes proof of authenticity.  It is a letter from the vendor?  A certificate?  A discussion followed about obtaining an opinion (a list of guidelines) from an intellectual property attorney, determining BCCLS liability, limiting purchases from non-Amazon vendors, understanding street dates, interpreting first use from international distributors, considering ethical and moral issues, asking NYPL for guidance since their attorney reviews their collection, determining if the onus for authentication is on the consortia or purchasing library (Jennifer Breuer advised that the purchasing library has the burden of proof and can challenge it and bring it to the Executive Director for final determination), adding materials not reviewed and instructing member libraries to research items (if there is an issue, the library is notified, the item is removed from catalog and patron holds are removed).  Several board members felt that a legal opinion would be helpful. 

It was MOVED BY:  Mimi Hui                       Seconded by:  Samantha McCoy

to authorize the Executive Board to look into hiring an attorney to provide assistance with library purchasing guidelines and determining authenticity.  All in favor.  Motion carried. 

 

Jennifer Breuer then reviewed the recommended changes to the Policies & Procedures Manual: 

  • Fines & Bills > Lost Items and Paid > Accepting Payment Policy
  • Fines & Bills > Lost Items and Paid > Refunds Policy
  • Collection Development > Damaged, Incomplete, and/or Mislinked Materials Procedures
  • Collection Development > Linking Items > Street Dates
  • Collection Development > Catalog Submissions > Information Required to Submit Materials for Cataloging
  • Patrons > Residency > Standard Card Requirements

 

It was MOVED BY:  Stephanie Bellucci         Seconded by:  Sai Rao

to accept the recommendations and send the policy changes to System Council in December.  All in favor.  Motion carried.

 

8.  Old Business

a.  BCCLS Office Relocation – David Hanson advised that the BCCLS office is waiting for a work letter from the new landlord and hopes to have the lease by the end of the week.  BCCLS will also need to give notice to the current landlord.  

 

9.  New Business

None 

 

10.  Membership Hearing 

  • Len LoPinto talked about the criteria used to determine the selection of Korean language materials:  Is it on the best seller list in Korea?  Is the vendor reputable?  Is it in the Korean catalog?  Is it in NYPL?  He is concerned that BCCLS orders about 70,000 items while NYPL orders about 15,000-20,000 items, and the difference does not circulate.  He feels it is important to have strong guidelines of what is allowed into the catalog and it would be good to have an attorney help with the guidelines.
  • Mimi Hui reminded everyone about the sunshine laws that all conversations are discoverable and all discussions should be brought to the membership.  

 

11.  Next Meeting               Executive Board:  TBD

System Council:   Thu 12/13/18 @ 9:30 am – Maywood 

 

12.  Adjournment   

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

To adjourn at 10:43 am.

Unanimously approved.

 

 

 

dms:  11/18/18

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