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04.12.17 - EB Meeting Minutes

EXECUTIVE BOARD MINUTES

BERGEN COUNTY COOPERATIVE LIBRARY SYSTEM

Old Tappan Public Library

April 12, 2017 

___________________________________________________________________                                    _____

 

PRESIDING:                  Kurt Hadeler                              Mahwah

 

PRESENT:                     Marie Coughlin                         BCCLS

                                       Jennifer Breuer                         Glen Ridge

                                       Mimi Hui                                    Hasbrouck Heights

                                       Laurence Bergmann                 Livingston

                                       Susan Meeske                          Old Tappan

                                       Daragh O'Connor                      River Edge

                                       Laura Rifkin                              Washington Township

                                       Samantha McCoy                     West Caldwell

 

NOT PRESENT:            Christine Hartigan                     East Rutherford

                                      Tina DeLucia                             New Milford

                                      Gina Webb-Metz                       Tenafly

 

ALSO PRESENT:         Darlene Swistock                      Recorder of Minutes

 

GUESTS:                      Eric Lozauskas                          BCCLS

                                      Arthur Chagaris, Esq.                Beattie Padovano, LLC

                                      Mariya Gonor, Esq.                   Beattie Padovano, LLC

                                      Stephanie Bellucci                    Cliffside Park

                                      Gerry McMahon                        Franklin Lakes

                                      Ellen O'Keefe                            Glen Rock

                                      David Franz                              Hillsdale

                                      Amy Babcock-Landry               Livingston

                                      Terrie McColl                            New Milford

 

Kurt Hadeler welcomed everyone and called the meeting to order at 9:40 am. 

 

1.   Minutes of the Meeting on February 8, 2017

It was MOVED BY:  Laurence Bergmann                         Seconded by:  Daragh O'Connor

To approve the minutes. 

Motion carried. 

 

     Minutes of the Special Meeting on February 23, 2017

It was MOVED BY:  Daragh O'Connor                             Seconded by:  Mimi Hui

To approve the minutes. 

Motion carried. 

 

2.  Public Portion

Kurt Hadeler asked guests, Arthur Chagaris, Esq. and Mariya Gonor, Esq., from Beattie Padovano, LLC to introduce themselves.  No other members of the public were present. 

 

3.  Old Business

Rochelle Park Library Association – Compliance/Non-Compliance with BCCLS Bylaws

Kurt Hadeler advised that, as of today, the Rochelle Park Library had not submitted a plan to comply with BCCLS Bylaws and turn governance over to the library association or to municipalize.  The due date to submit a plan was February 2, 2017 and there has been no communication.  The next step is for the Executive Board to recommend termination of privileges.  No action can be taken until the injunction is resolved, but a vote can be taken.  He referenced Article 1, Section 5, Subsection 5 of the BCCLS Bylaws which states, “If the non-compliant library fails to present a plan … the Executive Board will make a recommendation to the System Council of either a reduction in privileges until such time as there has been compliance or termination of the membership of the non-compliance member library.”  The System Council voted to reduce privileges at its meeting on March 9 and can now vote to terminate privileges at its next meeting.  Laurence Bergmann asked if Rochelle Park paid their BCCLS bill (Yes, the first partial payment was received the day after the due date.)  Susan Meeske asked when is the next court date (April 28).  Samantha McCoy asked for a brief timeline of events. 

 

Kurt Hadeler summarized the timeline for Rochelle Park:

  • 11/2/16 – Rochelle Park Library Association Trustees sent BCCLS a letter indicating that they felt the library was not in compliance with BCCLS Bylaws as they were operating as neither a municipal or association library.
  • 12/14/16 – BCCLS held a special hearing to determine the validity of this charge.  After hearing from the attorneys for the Rochelle Park Library Association Board of Trustees and the Township of Rochelle Park, the Executive Board determined that Rochelle Park was not in compliance with Article 1, Section 3 (a) of the BCCLS Bylaws.
  • 12/19/16 – BCCLS sent a letter to Rochelle Park advising that they have 45 days to present a plan to comply with BCCLS Bylaws.
  • 2/2/17 – The deadline to submit a plan to comply.
  • 2/8/17 – At the Executive Board meeting, Rochelle Park was still in non-compliance and no plan had been submitted.  BCCLS Bylaws allow its Executive Board to make a recommendation to reduce privileges or terminate membership for non-compliance.  After much deliberation and thought, the Executive Board made a motion to recommend reducing Rochelle Park's BCCLS privileges rather than terminating them.  Their privileges have not yet been reduced due to the injunction that was granted on March 7. 

Since there has been no progress shown in complying with the BCCLS Bylaws, it was MOVED BY:  Samantha McCoy and Seconded by:  Laura Rifkin to recommend termination of privileges to the membership at its next System Council.  A voice vote was taken:  Yes (6), No (0) and Abstain (1); the motion passed and will be introduced at the next System Council meeting. 

 

Rochelle Park Library Association – Litigation – CLOSED SESSION

It was MOVED BY:  Laura Rifkin and Seconded by:  Mimi Hui to move to closed session at 9:53 am. 

It was MOVED BY:  Jennifer Breuer and Seconded by:  Laurence Bergmann to come out of closed session at 10:45 am

 

Kurt Hadeler advised that there is a resolution that describes and outlines the events and the vote at System Council on March 9.  It will be used in the legal proceedings.  It was MOVED BY:  Laurence Bergmann and Seconded by:  Mimi Hui to accept the resolution as amended.  There were no abstentions.  Motion carried. 

 

4.  Treasurer's Report 

Samantha McCoy presented the March 2017 P & L Reports. 

January 2017

Of the 2017 Budget of $3,391,100 

$3,155,520 has been received as of March 31, 2017 

Leaving a balance of                        $235,580 

Total expenses                              $1,447,779

Leaving a balance of                      $1,943,321 

As of March 31, 2017, the account balances were:

Checking Account Balance               $148,880

NJ Cash Management                  $1,281,703

Scholarship                                       $40,817 

It was MOVED BY:  Laura Rifkin                        Seconded by:  Susan Meeske

No further discussion.  All in favor to accept the Treasurer's Report for audit and accept the bills for payment. 

Motion carried

Marie Coughlin advised that the Audit report will be available and shared at the Executive Board meeting in May. 

 

5.  Correspondence

A letter was sent to the Rochelle Park Library Association on February 10, 2017 advising that since the Rochelle Park Library Association remains in non-compliance of Article I, Section 3 (a) of the BCCLS Bylaws, the Executive Board recommended a reduction of privileges to Rochelle Park Library patrons. 

 

6.  President's Report 

Kurt Hadeler's report was previously distributed to the board members.

  • Billing Task Force – 4 of 7 Small Group Meetings have been held to discuss billing and the Strategic Plan with good discussions at each.
  • Strategic Plan – Dave Franz will discuss later.  Kurt Hadeler thanked the task force for their hard work.
  • Finance Committee – BCCLS is financially sound and there will be recommendations to help improve its financial controls, recordkeeping and reporting. 
  • Personnel Committee – had a good meeting regarding office staffing and responsibilities.
  • Professional Development Committee – the 9-month Supervisory Training program was a wonderful program and he hopes that it continues.
  • NJ Library Construction Bond Act Breakfast – Kurt Hadeler thanked Riti Grover and the Government Relations & Public Policy Committee for their great effort hosting this event on April 7.  

There were no questions from the membership about his report. 

 

7.  Executive Director's Report:

Marie Coughlin's report was also previously distributed to the Board Members. 

  • She advised that her maternity leave will begin about June 2 and she plans to return to work on August 21.  Arlene Sahraie will be Acting Executive Director until her retirement on June 30 and then Eric Lozauskas will be in charge until her return.  He will work closely with Darlene Swistock to ensure the office continues to run smoothly during that time. 
  • As part of the Delivery Services Task Force for LibraryLinkNJ, a consultant was hired to assess the service and operations of the library deliveries.  She advised that he will stay on to oversee the RFQ for a new vendor.  He did indicate that Dynamex is very cost-effective and there are other factors to consider.  The first proposal recommended consortia paying more for services, since they use delivery more than other libraries.  Consortia Executive Directors unanimously opposed this and the proposal will be changed.  Cuts to IMLS funding may also have an impact on delivery funding from LibraryLinkNJ. 
  • Kurt Hadeler also mentioned that the Elections Committee is requesting self-nominations, through April 24, to replace Gina Webb-Metz who will be moving to a non-director position in June.  Her last day as a board member will be April 28.  The election will run from May 1-15, 2017.

 There were no other questions from the membership about her report.

 

8.  Committee Reports

a)  Bylaws Committee Recommended Changes

Gerry McMahon, chair, advised that the recommended changes to Paycards are pending attorney review.  She also discussed the recommended changes to Articles I, III, V and XI:  omitting minimum space requirements, allowing one excused absence at System Council (or send a representative), and cleaning up the standing committees. 

It was MOVED BY:  Laura Rifkin and Seconded by:  Jennifer Breuer to send the Bylaws Recommendations to System Council for an introduction in June.   No further discussion.  All in favor.  Motion carried.

b)  Collection Development & Reference Committee – Travel Guides

The CD&R Committee has reviewed the recommendations of the BCCLS office and agrees with the BCCLS catalogers and recommends the change of travel guide cataloging practice from serial cataloging to monograph cataloging.  Since this is a change in practice, no vote was needed.  

c)  Collection Development & Reference Committee – Collection HQ Training Evaluation

This was a very successful and well-attended event.

d)  Friends of the Library Committee – Fundraisers & Friendsmakers Evaluation

This was another very successful and well-attended event. 

 

9.  New Business

a)  Summer Internship Proposal

Marie Coughlin advised that this position will be responsible for short-term, one-off projects that require minimal training.  Degree credits will be offered as compensation.  She will post the position to the websites for BCCLS and Rutgers.

b)  Accounting Services – Request for Quote

Spire Group responded to the BCCLS RFQ and anticipates their fee will be between $3,500-5,000, but is expected to be at the lower range for the summer clean-up project:  chart of accounts, QuickBooks, financials and to address the concerns of the Finance Committee. 

It was MOVED BY:  Samantha McCoy and Seconded by:  Mimi Hui to move forward with Spire Group.  No further discussion.  All in favor.  Motion carried.

c)  Executive Director Contract – Maternity Leave

It was MOVED BY:  Laurence Bergmann and Seconded by:  Jennifer Breuer to accept the resolution reviewed by the attorney.  No further discussion.  All in favor.  Motion carried.

e)  Trevor Diamond – Resignation – effective April 28.

f)   Arlene Sahraie – Resignation – effective June 30.

g)  Job Postings – Marie Coughlin advised that she is taking the opportunity to restructure the positions that will be open as a result of the recent resignations.  She anticipates posting the System Administrator and Staff Development & Engagement Coordinator positions this week and will revisit the Cataloging Librarian posting when she returns from maternity leave in August.  Susan Meeske asked if Sky River has reduced the catalogers' workload.  Marie Coughlin advised that the paperwork has decreased and records appear quicker in the catalog, but the time spent fixing records has increased significantly. 

h)  Strategic Plan –Dave Franz thanked everyone for letting him chair the Strategic Plan and Billing Task Forces and thanked Amy Babcock-Landry, Jennifer Breuer, Marie Coughlin, Terrie McColl and Samantha McCoy for their hard work over the last year and a half.  Highlights include:  the task force focused on the mission and shared values are very important.  This is a 3-year strategic plan; there will be another one in 2019.  The Education and Marketing components were a challenge.  Eric Lozauskas's presentation at System Council last September was very helpful for the Technology component; directors appreciated the insight and the Tech Committee is already researching products.  Amy Babcock-Landry noted there was across-the-board financial support for the Innovation Fund.  Marie Coughlin shared that there was no strategic plan in place when she arrived in 2016 so the task force had to start from the beginning to develop the strategic plan; she thanked everyone for their help and feedback.  Kurt Hadeler asked about growth; the Infrastructure component addresses the evolution of the membership.  Marie Coughlin will post the Strategic Plan to the Knowledge Base.

It was MOVED BY:  Mimi Hui and Seconded by:  Daragh O'Connor to recommend the Strategic Plan be presented to System Council at its next meeting.

No further discussion.  All in favor.  Motion carried. 

 

10.  Membership Hearing 

None 

 

11.  Next Meeting   Executive Board:  Wednesday, 5/10/17 at 9:30 am – New Milford (LOCATION CHANGE)

 

12.  Adjournment   

It was MOVED by:  Susan Meeske                     Seconded by:  Laurence Bergmann

To adjourn at 11:54 am

Unanimously approved. 

 

dms:  4/18/17

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