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08.09.17 - EB Meeting Minutes

 EXECUTIVE BOARD MINUTES

BERGEN COUNTY COOPERATIVE LIBRARY SYSTEM

West Caldwell Public Library

August 9, 2017

 

PRESIDING:                 Kurt Hadeler                               Mahwah

PRESENT:                    Eric Lozauskas                          BCCLS
                                      Christine Hartigan                      East Rutherford
                                      Jennifer Breuer                          Glen Ridge
                                      Mimi Hui                                    Hasbrouck Heights
                                      Matthew Latham                        Leonia
                                      Laurence Bergmann                  Livingston
                                      Tina DeLucia                             New Milford
                                      Susan Meeske                          Old Tappan
                                      Daragh O'Connor                      River Edge
                                      Laura Rifkin                              Washington Township
                                      Samantha McCoy                     West Caldwell
 
ALSO PRESENT:         Darlene Swistock                      Recorder of Minutes
 
GUESTS:                      Holly Belli                                  Bloomfield
                                      Radwa Ali                                 Bogota
                                      Stephanie Bellucci                    Cliffside Park
                                      Gerry McMahon                        Franklin Lakes
                                      Amy Babcock-Landry                Livingston
                                      Michael Banick                          Millburn
                                      Leonard LoPinto                        Paramus
                                      Kathleen McGrail                       Upper Saddle River
                                      David Cubie                               West Orange
 

 Kurt Hadeler called the meeting to order at 9:35 am. 

 

1.     Minutes of the Meeting on May 10, 2017

It was MOVED BY:  Mimi Hui                 Seconded by:  Tina DeLucia

To approve the minutes. 

All in favor.

Motion carried.

 

 2.     Public Portion 

David Cubie explained that he would be voting No on the Billing Task Force recommendation for the new billing formula due to the proposed increase of 37% to his library.  He stated that some libraries shoulder a bigger burden than others, we need to reconsider the services provided and perhaps a la carte services could be a viable option as we review the budget and services provided.  Kurt Hadeler advised that the budget will be discussed later in the meeting.  The budget will be presented to System Council in September and every library has the opportunity to vote the budget up or down in October. 

 

3.     Treasurer's Report 

Samantha McCoy presented the July 2017 P & L Reports.

 

July 2017

Of the 2017 Budget of $3,391,100

 

$3,187,739 has been received as of July 31, 2017

Leaving a balance of                                     $203,361 

Total expenses                                           $2,542,829

Leaving a balance of                                  $   848,271

 

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

  • Checking                                             $74,671
  • NJ Cash Management                   $1,035,778
  • Scholarship                                         $28,907

 

There were questions from the Executive Board about the budget: 

  • Hoopla - Has Hoopla exceeded its budget for the entire year?  Yes.  The Finance Committee has talked about possible ways to control the cost for the remainder of the year.  Options include lowering the number of circs per month and limiting available services.  Most of the increased volume is as a result of new users who request 5-10 titles a month so limiting the number of titles would not make a significant impact on the cost.  Libraries could also handle overages directly with Hoopla. 

 It was MOVED BY:  Jennifer Breuer        Seconded by:  Christine Hartigan

To empower eBCCLS and the Finance Committee to work together to review Hoopla's usage and make a recommendation to control its cost.  All in favor. Motion carried. 

 

  • Bank charges - $528 year-to-date.  Some directors mentioned that they are not assessed bank fees.  The Executive Director will continue to research other banking options.
  • Capital Improvement Account - is there a separate account? No.  This will be a charge of the Finance Committee.  Kurt Hadeler advised that there should also be a Capital Improvement Plan. 
  • High Street payment of $7,000 - this is the first of 3 payments for consulting.  There was also an on-site visit in July; they assisted in determining the proper specifications for the new servers, designed a solution, installed the servers and SAN storage solution, and set up the VMs with Windows Server 2016. In using HighStreet, we have a company that is accountable for the solution being compatible with Innovative and Polaris. 
  • Any additional capital expenditures?  No.  The server project was not budgeted separately.

 

It was MOVED BY:  Christine Hartigan                Seconded by:  Jennifer Breuer

To accept the Treasurer's Report.

All in favor.

Motion carried.

 

Samantha McCoy also presented the Treasurer's Report:

  • Spire Group - recommendations included approving of payroll and bills, changing from cash to accrual basis, providing additional check details, removing duplicate vendor accounts, implementing purchase cards, eliminating the petty cash checking account, creating a PO system, implementing quarterly billing and creating core competencies for the Bookkeeper.

 

It was MOVED BY:  Laurence Bergmann             Seconded by:  Matthew Latham

To accept the Spire Group's recommendations.  All in favor. Motion carried.

 

  • American Express - recommended that certain charges (ADT Security and Office Depot, for example) be invoiced rather than paid directly via AmEx, and set up a business account with Amazon to be invoiced rather than paid directly via AmEx. Eric mentioned that he has already moved ADT to monthly billing going forward and has started working on the others.

 

  • Refreshments and Travel – There was concern over the increase in expenditures for refreshments for Committee meetings.  Kurt Hadeler asked the Finance Committee to meet with the committee chairs and the BCCLS office prior to the Executive Board meeting on October 12 to make recommendations for the levels of support for System Council, Executive Board meetings, committee meetings, committee events and staff events.  Going forward, reimbursement may be routed through libraries to avoid possible duplicate reimbursement from the library and BCCLS office.  Implementing a per diem for travel meals, attaching the EZ pass statement for tolls, and mileage reimbursement to BCCLS staff was also discussed. 

 

4.     Correspondence

The letter from Marie Coughlin dated July 18, 2017 confirmed her intention to return to work on August 21, 2017.

 

5.     President's Report 

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

In addition, he advised that he still has not heard from the Attorney General regarding Rochelle Park's library status and their legal situation will be discussed in closed session later in the meeting.

There were no questions from the membership about his report.

 

6.     Executive Director's Report

Acting Executive Director Eric Lozauskas's report was also previously distributed to the board members. 

He noted that the BCCLS office is currently down 4 people (maternity leave, retirement, transfer and disability) and will look to hire the Staff Development & Engagement Coordinator replacement when Marie Coughlin returns from her maternity leave.  He also advised that the Private Cloud accounts have been closed and refunds were issued to those beta-tester libraries, the replacement server project is going well, BCCLSCon has been delayed to Fall 2018 due to the difficulty in securing a venue.  Hoboken will maintain their pop-up location as a branch and will accept in-person credit card payments; they will be billed directly and handle PCI compliance so no BCCLS office support is required.  Computer calendars for 2018 will be discussed later and he advised that the “Ask Us” undelivered e-mail was due to a code glitch and it did not trigger an undelivered error message to the sender.  The issue has been resolved and he would like to route these e-mails through ZenDesk in the future. 

There were no questions from the membership about his report.

 

7.     Committee Reports

a)    Finance Committee - see Treasurer's Report. 

 

b)    Personnel Committee - to be discussed in closed session. 

 

c)     Billing Task Force – Kurt Hadeler spoke on behalf of Dave Franz, chair.  The BTF met on July 13 to review the comments made at System Council on June 15 and other feedback.    BTF is concerned that libraries dropping shares mid-year results in a budget deficit that must be filled using reserves.  BTF recommends that the addition and subtraction of shares be declared before September 1.  Changes declared before September 1 of each year will be incorporated into the following year's budget, changes declared after September 1 will go into effect starting the subsequent year.  For example, requests to changes shares received by August 31, 2017 would go into effect with the 2018 bill but changes received after September 1 would go into effect with the 2019 bill. 

It was MOVED BY:  Daragh O'Connor                      Seconded by:  Matthew Latham to accept this recommendation.  All in favor.  Motion carried.

 

d)    By-Laws Committee - Gerry McMahon, chair, reviewed the recommended changes to Articles I, II and V:  full BCCLS services, restricted BCCLS services, membership qualifications and obligations, conforming to by-laws and policies, and elections. 

It was MOVED BY:  Laura Rifkin                  Seconded by:  Mimi Hui to accept these recommendations for presentation to the System Council. All in favor.  Motion carried.

 

e)    Policies & Procedures – Jennifer Breuer, chair, thanked the Tech Committee for their assistance with the credit and debit card payment policy.  Recommended policy changes include credit and debit card payments, refunds, and replacement costs.  There is no minimum charge and there is a 50-cent convenience fee regardless of the amount.  If a patron pays for multiple fines at one time, there is only one convenience fee charge.   

It was MOVED BY:  Daragh O'Connor          Seconded by:  Tina DeLucia to approve these recommendations for presentation to the System Council.  All in favor.  Motion carried.

 

f)      Reciprocity Task Force - Mimi Hui, chair, reviewed the RTF recommendations to waive the high net borrowing penalty and remove the reciprocal borrowing fee. Net lenders in Bergen County will continue to receive funding from the Bergen County grant.  Will there be a requirement for libraries to use these funds to add to their collections?  Not at this time, but the RTF will review the reports for next year.  They also outlined other recommendations for future consideration:  continuing education, Circ Meetings, Tech Services Meetings, CD&R education programs and handling of minor infractions.   

It was MOVED BY:  Laurence Bergmann       Seconded by:  Christine Hartigan to approve these recommendations.  All in favor. Motion carried.

 

g)    Technology Committee - Radwa Ali, co-chair, reviewed the proposal to implement online credit card acceptance.  Funds for the first year were already budgeted and billed for in 2017 and will be applied to the 2018 project, therefore, the $16,000 renewal cost won't appear until the 2019 budget/bill. 

It was MOVED BY:  Laura Rifkin                  Seconded by:  Jennifer Breuer to approve this recommendation for presentation to System Council.  All in favor. Motion carried.

 

h)    Committee Updates - Events:  Adult Services Task Force, Friends Committee, Professional Development Committee and Trustee Development Committee all provided updates on recently held events or upcoming events.  Daragh O'Connor asked for support for the Friends Breakfast which raises money for the BCCLS scholarship fund.  David Cubie advised everyone that the Trustee Development Committee has arranged for Libby Post to conduct 2 advocacy seminars for trustees in October.

 

i)      Adult Services Task Force - Ignite Your Programming with Sparks – Evaluation

This was a very successful event held in Wyckoff.

 

j)      Professional Development Committee - Transform Your Library on a Shoestring Budget - Evaluation.  This was a very successful event also held in Wyckoff.

 

k)     Special Populations Task Force - Serving our Diverse Populations - Evaluation

Another very successful event hosted by Paramus.

 

l)      Transform Your Stacks to Drive Circulation – Evaluation

Washington Township hosted this very well-attended event. 

 

m)   Transform Your Stacks to Drive Circulation - On-Site On-Demand - Evaluation

 

8.     Old Business

None

 

9.     New Business

a)    2018 BCCLS Budget - Marie Coughlin prepared two versions of the 2018 budget:  One set under the proposed new billing formula and a second set under the current billing structure in the event the new billing structure is not approved.  If libraries continue to drop Polaris shares, the cost for Polaris shares for other libraries will increase.  As discussed earlier, Hoopla usage has already exceeded its budget for the entire year and Zinio is heavily used so those funds cannot be reallocated.  Kurt Hadeler asked where do we go from here?  We can increase the bills to the membership to maintain premium services offered or scale back services as the shortfall needs to come from somewhere.  The Finance Committee compiled a list of items that may be cut from the budget to reduce the increase to the 2018 budget:  

REDUCTION

ITEM

ACTION

$16,000

DELIVERY

Reduce delivery.  These additional funds ensure that all libraries receive delivery 5 days a week as state funding only provides 3-4 day delivery to certain libraries.

$16,000

ONLINE CREDIT CARD PAYMENT RENWAL

Since the implementation for online credit card acceptance has been paid in the 2017 bills but won't be implemented until 2018, the annual maintenance won't be charged until the 2019 bills.

$6,200

EVANCED

Cancel - 47 libraries use it.

$6,500

LYNDA PRO

Cancel – used by staff and patrons.  Every month 20 users sign up and there is often a waiting list since there is not enough access available. 

$38,000

COLLECTION HQ

Cancel - 55 libraries use it on average monthly.

$25,000

INNOVATION FUND

Remove funds allocated to support innovative ideas in libraries.

$10,000

MEETINGS

Reduce support for committees and meetings.

$10,000

OFFICE

Reduce general office expenses.

$91,000

STAFF DEV & ENGAGEMENT COORDINATOR

Delay hiring for this replacement position of the previous Library Services Director in the BCCLS office. 

$40,000

CAPITAL PLAN

Remove funds allocated for the potential relocation of the BCCLS office in 2019.

$258,700

TOTAL

 

 

If the above budget cuts are made, Polaris shares are expected to increase by 6% to $3,200.  The exact number of Polaris shares for 2018 will be known by September 1, 2017. 

 

The discussion continued about the recommended budget cuts and other alternatives.  Some Beanstack services are available through the Region, but we cannot cancel because we are in the middle of a 3-year contract.  Limit the number of Polaris shares that can be dropped.  Freeze the percentages (of total operating expenses) that libraries are paying now for services received from BCCLS.  Individual libraries can re-subscribe to CollectionHQ on their own, but they won't have comparison statistics with other BCCLS libraries.  Training would be arranged by the committees themselves and they would have a line item in the budget.  There will be a new way that Leap bills us.  We still need to cut items and find funds to support e-content, but there will not be as much impact on the new billing formula.  Major additions and renewals should be voted as a line item in the budget.  How can the costs for Hoopla be controlled:  reduce number of circs available each month?  Library caps?  Turn off some formats or limit items by unit cost?  Let libraries pay overages?  Let libraries handle their Hoopla subscription directly with Hoopla?  There is no platform fee and no discount for the consortia.  Samantha McCoy will ask for a report showing each library's usage.  Cloud Library is still working to address the issue of who owns the collection.  Axis360 came back to BCCLS and said they are also trying to resolve the issue of who owns the collection.  Should libraries have a set minimum for e-content purchases?  Patrons seem to visit other libraries based on their collection rather than geography.  In conclusion, the Finance Committee recommends cutting the above items from both versions of the budget and provide explanations.

 

It was MOVED by:  Samantha McCoy           Seconded by:  Laurence Bergmann

To task the Executive Director with applying the cuts to the new and current billing budgets which will be presented at System Council in September. All in favor.  Motion passed.

 

b)    Annual Computer Calendar - Currently the process to update the computer calendar for the membership involves 3 people in the BCCLS office.  The information compiled is needed so the computer can calculate fines accurately and set due dates correctly, and update the Libraries' Holiday Closings List.   It was recommended that additional hours be approved for a part-time office employee to complete the project at a cost of less than $500. 

It was MOVED BY:  Laura Rifkin                  Seconded by:  Christine Hartigan to approve this recommendation.  All in favor.  Motion passed.

 

c)    Executive Director - Annual Evaluation – The evaluation form has been in place for the last 10 years; items 23 and 24 were added this year.  The members of the Executive Board should return their completed evaluations to the Evaluation Committee prior to the Executive Board Meeting on October 12.  It will be discussed at the Executive Board meeting on November 2.  The Personnel Committee will be the Evaluation Committee. 

  

10.     Membership Hearing 

  • Leonard LoPinto stated that if Net Lender Reimbursement is eliminated, it may force the governing bodies of the impacted libraries to limit borrowing to patrons of other libraries. 
  • Amy Babcock-Landry urged BCCLS to push Cloud Library for private clouds, or another platform that would allow individual libraries to purchase and share eContent.

 

CLOSED SESSION:

The Executive Board went into closed session immediately after the open session ended at 12:30pm.  There were two items discussed:

  • The status of the legal settlement with Rochelle Park was reviewed.  As of yesterday, this case is not settled.
  • The Personnel Committee summarized the process it went through to conduct exit interviews with staff who left BCCLS employment this year, and outlined some common threads that were identified.  The Personnel Committee will meet with the Executive Director in September to review the process and issues in detail, and will present its findings and recommendations to the Executive Board in September.

The Executive Board came out of closed session at 1:25 pm.  No action was taken in closed session.  The Executive Board agreed to meet briefly after the System Council meeting on 9/14 to review the Personnel Committee's recommendations.

 

11.     Next Meeting              System Council:                   Thursday, 09/14/17 at 9:30 am  –  Maywood

                                              Special Executive Board:      Thursday, 09/14/17 after SC     –  Maywood

                                              System Council:                   Thursday, 10/12/17 at 9:30 am  –  Livingston

                                              Executive Board:                  Thursday, 10/12/17 after SC     –  Livingston

 

12.     Adjournment   

It was MOVED by:  Laurence Bergmann             Seconded by:  Christine Hartigan

To adjourn at 1:30 pm

Unanimously approved.

 

dms:  8/18/17

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