05.23.18 - EB Meeting Minutes
EXECUTIVE BOARD MINUTES
PRESIDING: Kurt Hadeler Mahwah
Cindy Czesak BCCLS
NOT PRESENT: Laura Rifkin Washington Township
ALSO PRESENT: Darlene Swistock Recorder of Minutes
Eric Lozauskas BCCLS
Kurt Hadeler called the meeting to order at 9:40 am. He welcomed the guests and asked everyone to sign in and follow parliamentary procedures by waiting to be acknowledged before speaking.
1. Minutes of the Meeting on April 25, 2018
2. Public Portion
3. Treasurer's Report
2018 Budget $3,092,899
Account balances at month end were:
Kurt Hadeler pointed out that the check register includes an explanation in the memo section for all entries. Samantha McCoy noted that the audit was much improved over last year with just 4 major recommendations; the BCCLS office worked hard to respond to the recommendations in the prior year's audit. The recommendations are addressed in the Corrective Action Plan that was distributed prior to the meeting. A discussion followed. Can a CPA help prepare the reports for audit? (Spire will help clean-up records before the information goes to the auditor; in the past, the auditor cleaned up financial records before conducting the audit.) Are there any concerns about account overages? (eContent has been underspent and spending should resume shortly, and the resolutions for delivery need to be reflected in the budget. Previously someone had advised BCCLS that the county grant is not guaranteed so it should not be included in the revenue for the budget. If that is the case, the corresponding Net Plus Reimbursement expense should not be included either because that payment is covered by the grant. The BCCLS office will work with Spire to correct that.) Samantha McCoy asked about the life insurance expense and Cindy Czesak explained that the carrier did not charge BCCLS correctly for life insurance over the last 10 years. They will not bill us retroactively, but the quarterly payment will now be $1,000 higher going forward so there will be an overage this year. Personnel has been underspent since several positions have been open for a while.
It was MOVED BY: Christine Hartigan Seconded by: Jennifer Breuer
5. President's Report
6. Executive Director's Report
7. Committee Reports
a) BCCLS Executive Director Search Committee – Kurt Hadeler advised that Directors are welcome to attend the individual presentations and panel discussion with the Executive Director candidates on July 11 in Mahwah. Remote access will not be available this time.
b) Delivery Task Force – Stephanie Bellucci, chair, reported that 75 of the 77 libraries (including Rochelle Park) attended the 6 Small Group Meetings in May about delivery. At the first meeting, the discussion focused on the possibility of BCCLS hiring an outside vendor as a contingency in January in the event that state-provided delivery was not acceptable. After taking a straw poll at each meeting, the directors wanted to explore BCCLS-managed delivery regardless of the delivery provided by LLNJ as that is expected to change. It is anticipated that delivery start-up costs will be about $600,000 including start-up costs like bins and bags. Discussions will continue at the next Delivery Task Force meeting on June 5. Kurt Hadeler noted that one Director mentioned using the remaining funds in the Delivery expense line to purchase bins, bags and totes this year to lessen next year's impact. Small libraries are unable to purchase large collections because either they do not have the funds or the space to put their collections so the delivery expense could be considered part of their materials budget.
Kurt Hadeler outlined the next steps:
A discussion followed: Kurt Hadeler explained that BCCLS is unlikely to get any money for delivery from LLNJ, but it is a possibility from the State Library if BCCLS works with other consortia. He felt we are most likely to receive additional funding for delivery from the Bergen County freeholders, especially if we can market delivery as supported by the freeholders. Eric Lozauskas mentioned that NJLS, with a longer contract, would now buy/lease delivery trucks that could be branded "Delivery Brought to You by the Bergen County Freeholders". Stephanie Bellucci said that directors need to know how to sell this plan to their boards. Some directors felt their boards might say no if their BCCLS bills increased significantly last year. In order to pay for delivery for all libraries in NJ, LLNJ needs an additional $400,000 more than originally allocated and has asked the State Library for help. If BCCLS handles delivery on its own, will the contract allow the vendor to pull out? (Yes, but it will be a 2-way clause; since it was a short contract, 21 days termination notice was reasonable; for a longer contract, 3-4 months termination notice would be reasonable. BCCLS research also confirmed that the cost should be closer to $25 per stop rather than $14 per stop.) We need to educate our trustees on the value of delivery. (There will be one or two webinars for trustees after the June System Council and before the September System Council.) What happens if something goes wrong with the new vendor; we can't return to LLNJ. (NJLS has agreed to open their books and share their routes with BCCLS.) Non-Bergen libraries count on state-provided delivery for Jersey Cat. If LLNJ is able to provide 3-5 day delivery and if it is adequate for most libraries, why do we want to go on our own? (Delivery was 7+ days for some libraries with others averaging 10-14 days and we are losing patrons as we are competing with Amazon for next day delivery.) There was concern that BCCLS does not have the expertise to set up delivery routes and we might consider a transportation consultant that can provide some guidance. The DTF will check with other consortia who manage their own delivery for assistance.
c) Policy & Procedures Committee – Recommended Changes
A discussion followed. How do we manage the use of BCCLS name on social media sites? (Kurt Hadeler will discuss trademarking BCCLS and Bergen County Cooperative Library System with the attorney.) Does BCCLS have a social media policy of who comments about BCCLS on social media and what is appropriate to say? (The Personnel Committee will review the Personnel Manual about social media and Samantha McCoy will share her library's personnel manual with the Personnel Committee.)
It was MOVED BY: Samantha McCoy Seconded by: Matthew Latham to accept the recommendations and send the policy changes to System Council in June. All in favor. Motion carried.
d) BCCLS Scholarship Committee –John Trause, chair, provided a written update: On the morning of Thursday, May 3, 2018, we held the first meeting of the BCCLS Scholarship Committee at the BCCLS Office in Hackensack, NJ where we reviewed 19 applications. Decisions are still pending.
e) Personnel Committee - Mimi Hui spoke about possibly asking an HR firm to conduct an analysis of the BCCLS benefits package in comparison to other cooperatives as well as those in state plans and the average business in the private sector. The consultant's recommendations would be needed by the end of August/beginning of September in order to incorporate them into the budget. The quotes and proposals would be discussed at a special Executive Board meeting before the June System Council. Can funds from the Personnel expense line be used to pay the consultant? (Yes.) Can the Executive Board give the EDSC the authority to negotiate benefits (salary, vacation, health benefits and other items in the benefits package) for the Executive Director? (Yes, the EDSC will come up with thresholds to be reviewed at the special Executive Board meeting. Kurt Hadeler will ask Bradbury Miller Associates to look at the benefits package for the Executive Director and how it compares with other consortia.)
8. Old Business
9. New Business
10. Membership Hearing
11. Next Meeting Executive Board: Wed, 7/25/18 @ 9:30 am – New Milford
Kurt Hadeler advised that a special Executive Board meeting will take place before or after System Council on June 28 for the Personnel Committee to review staff benefits and for the Executive Director Search Committee to discuss the Executive Board's latitude to negotiate the Executive Director's benefit package.
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