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10.26.17 - EB Meeting - Minutes

EXECUTIVE BOARD MINUTES

BERGEN COUNTY COOPERATIVE LIBRARY SYSTEM

Maywood Public Library

October 26, 2017 

  

PRESIDING:                 Kurt Hadeler                              Mahwah

PRESENT:                    Marie Coughlin                          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

 

NOT PRESENT:            N/A

 

ALSO PRESENT:         Darlene Swistock                      Recorder of Minutes

 

GUESTS:                      Radwa Ali                                 Bogota

                                      Abby Sanner                             Engelwood

                                      Adele Puccio                            Fair Lawn

                                      Gerry McMahon                        Franklin Lakes

                                      Ellen O'Keefe                            Glen Rock

                                      Monica Smith                            Hawthorne

                                      Amy Fletcher                             Hawthorne

                                      Paul Shaver                              Northvale

                                      Laura Rios                                North Bergen

                                      Leonard LoPinto                       Paramus

                                      Margaret Mellett                        Wood-Ridge

                                      Laura Leonard                           Wyckoff

  

Kurt Hadeler called the meeting to order at 9:04 am.

 

1.   Minutes of the Meeting on June 2, 2017 

It was MOVED BY:  Laurence Bergmann             Seconded by:  Mimi Hui

To approve the minutes. 

All in favor.

Motion carried.

 

Minutes of the Meeting on August 9, 2017 

It was MOVED BY:  Daragh O'Connor                 Seconded by:  Matthew Latham

To approve the minutes. 

All in favor.

Motion carried.

 

Minutes of the Meeting on September 8, 2017

Daragh O'Connor requested that Leonard LoPinto be identified as the Director who indicated that it is proper to go through the Executive Director to communicate with her staff in the Membership Hearing section. 

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

To approve the minutes with the change requested. 

All in favor with 1 abstention. 

Motion carried.

 

2.  Public Portion

None

 

3.  Treasurer's Report 

Samantha McCoy presented the September 2017 P & L Reports.

 

September 2017

Of the 2017 Budget of $3,391,100

 

$3,346,874 has been received as of September 30, 2017

Leaving a balance of                                     $  44,226

 

Total expenses                                           $2,998,997

Leaving a balance of                                  $   392,103

 

As of September 30, 2017, the account balances were:

  • Checking                                            $40,246
  • NJ Cash Management                    $    515,436
  • Scholarship                                          $28,957

There was no written Treasurer's Report this month.  She stated that the BCCLS office has been working on the Spire Group's recommendations and looks forward to the progress updates next year.  

Kurt Hadeler asked if the Hoopla overage would be offset by underspending CloudLibrary (Yes).  Susan Meeske asked about the $49,500 budgeted for 6011 Computer Upgrades.  Marie Coughlin advised that it is a placeholder for upgrades planned for 2018. 

It was MOVED BY:  Laura Rifkin            Seconded by:  Daragh O'Connor

To accept the Treasurer's Report.

All in favor.

Motion carried.

 

4.  Correspondence

None

 

5.  President's Report 

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

He and Marie Coughlin recently conducted a meeting with BCCLS Committee Chairs to review the committee structure going forward and ask for their input.  The goal is to streamline committees (there are currently 19 committees), improve communication and reduce redundancy.  It is important to consider their impact on the BCCLS liaisons.  Some committees will be consolidated, some will remain as is while some will become larger (with sub committees).  The committee timeline will change to either September-August or April-March.  He will ask the committee chairs for their feedback in order to determine the structure going forward.  

He also thanked everyone who attended and supported the BCCLS Friends Breakfast on October 17.  He enjoyed the elected officials' presentation of the Bergen County grant and seeing all of the donated baskets for the silent auction.  Ellen O'Keefe, chair of the Friends Committee, stated that she reached out to the NJLA and LibraryLinkNJ to ensure there are no scheduling conflicts for next year's breakfast, is working on more gluten-free options and that the committee is still trying to secure the raffle license.  Daragh O'Connor asked how much was raised from the breakfast.  (About $6,800.)  Marie Coughlin was concerned that Seasons raised their price again and that only $5 from each ticket would go to the scholarship fund.  She thought the Friends Committee might consider another venue where we could earn more than $5 per ticket for the scholarship fund.  Daragh O'Connor commented that $10 would be even better.  

Kurt Hadeler also noted that we are working to combine the Bergen County Cooperative Library System and the Bergen County Cooperative Computer Consortium into 1 account.  The by-laws were merged, but the organizations were not and they asked the attorney for a recommendation to combine them.  Monica Smith asked why there were 2 accounts and Leonard LoPinto and Terrie McColl advised that they were 2 separate organizations:  BCCLS started in the early 1980s before computerization and the computerized organization was a separate organization.  Kurt Hadeler advised that the situation should be resolved this year or by early next year.  Laurence Bergmann asked if every member of BCCLS is a member of both organizations.  Gerry McMahon recalled that members were absorbed into BCCLS:  there was a vote at the Executive Board meeting, a vote at System Council and then officially adopted at System Council.  Leonard LoPinto suggested checking the System Council minutes around 1992-1993. 

There were no further questions from the membership about his report.

 

6.  Executive Director's Report

Marie Coughlin's report was also previously distributed to the board members.  

She thanked everyone and said this was the hardest job for her to leave. 

There were no questions from the membership about her report. 

 

7.  Committee Reports

a)    Executive Director Search Committee (EDSC)

Kurt Hadeler explained that the EDSC is composed of the Personnel Committee (Jennifer Breuer, Mimi Hui, Laura Rifkin) and the past BCCLS Presidents who are still active Directors within BCCLS (Kurt Hadeler, Terrie McColl, Michael McCue and Leonard LoPinto; Judah Hamer declined to be on the committee) and himself as current BCCLS President. 

They interviewed 4 executive search firms and recommend Bradbury Miller Associates (BMA), recognized as the go-to organization for library recruitment and recommend a budget of $40,000.  Laurence Bergmann asked what happens if the Executive Director leaves and Kurt Hadeler advised if that happens before the first year; BMA would rerun the search without charging additional fees.  Susan Meeske asked what happens if BMA searches for 120 days, but does not find an Executive Director and asked about the reference to Maryland in the agreement.  Kurt advised that it was their standard agreement language.  Their fee is $24,000 and $16,000 would be for related expenses. 

It was MOVED BY:  Jenifer Breuer               Seconded by:  Mimi Hui to accept the EDSC's recommendation to hire Bradbury Miller Associates to conduct the search for the next Executive Director and setting a budget of $40,000 to conduct the search.  This includes Bradbury Miller Associates fees, incidental fees (transportation and lodging of remote candidates) and relocation if the ideal candidate lives outside the region.  All in favor.  Motion carried. 

Kurt Hadeler also spoke about the role of the Interim Executive Director (IED) which would be to manage the day-to-day operations, implement the Spire Group's recommendations and may help with the office relocation; the IED will not be a BCCLS liaison to the committees.  It is anticipated this position would last for about 6 months.  They interviewed 2 candidates and recommend Cindy Czesak as IED.  She is retiring as Director of the Paterson Public Library and was also Director at Clifton Public Library, past President of NJLA, was a Councilor-at-Large and is active in ALA committees.  She will work 3-1/2 days/week (about 25 hours/week) at a monthly salary of $12,500 as a 1099 contractor with no benefits.  Daragh O'Connor asked if our attorney can draw up a contract and Kurt Hadeler responded yes. 

It was MOVED BY:  Samantha McCoy                      Seconded by:  Matthew Latham to accept the EDSC's recommendation to appoint Cindy Czesak as the Interim Executive Director.  All in favor.  Motion carried.

 

 8.  Old Business

None

 

 9.  New Business

a)    Township of Rochelle Park – Settlement Agreement

Rochelle Park agreed to pay an exit fee of $2,500 and BCCLS would issue them a pro-rated refund of $937.82 which represents 4 days since their last day as a member was June 26 and their BCCLS bill was paid through June 30.  As of right now, no check has been received from Rochelle Park.  The BCCLS attorney provided 2 options at this point:  BCCLS can either go to court to enforce the settlement agreement or wait for the township referendum and payment of the exit fee could be part of the condition to rejoin BCCLS.  Since the settlement agreement has not been honored after all this time, Kurt Hadeler and Marie Coughlin determined that it will be necessary to go to court.  Laurence Bergmann asked if the referendum is successful, is Rochelle Park being reinstated or rejoining as a new member and subject to new-member fees?  Marie Coughlin advised that there are no fees for libraries in Bergen County towns. 

 

b)    Spire Group Proposal

Marie Coughlin advised that the Spire Group cleaned up QuickBooks and the chart of accounts.  They were asked for a proposal to clean-up accounts annually; this was something the auditor was previously doing.  The proposal is about $2,500-$3,500/year.  Kurt Hadeler advised that Mahwah uses the Spire Group as well for clean-up, end-of-year review and as a resource; this is money well spent. 

It was MOVED BY:  Laura Rifkin                  Seconded by:  Daragh O'Connor to accept the Spire Group's proposal for services.  All in favor.  Motion carried. 

 

c)    3-year Polaris Proposal

Previously the Executive Board had recommended quarterly billing to the membership. To implement this, BCCLS would need to pay our vendors monthly or quarterly rather than annually.  Polaris/III, the vendor for our largest invoice, would charge us an administrative fee (15% for monthly billing, 5% for quarterly billing or 3% for semi-annual billing) to do so.  If we sign a 3-year contract, they will waive the fee and limit the increase of our bill to 3-1/2% each year.  The increase would be 2-1/2% if we signed a 5-year contract and the increase is 5% each year for a 1-year contract.  Laurence Bergmann felt that a 3-year contract was a long time and asked if we could change the billing cycle.  Marie Coughlin advised that was possible, but we may need to add extra months to the contract to do so.  She also felt 3 years would be the minimum time it would take to migrate from Polaris.  Jennifer Breuer asked if libraries could still pay their BCCLS bills in full upfront rather than wait for their quarterly bills.  Marie Coughlin responded that they could and 2018 may need hybrid billing as an in-between step to get us to quarterly library billing.  Samantha McCoy asked about the BCCLS bill schedule.  For now, bills would be sent in January 2018 with Net 45-day terms.  The goal for quarterly billing is February, May, August and November. 

It was MOVED BY:  Daragh O'Connor                      Seconded by:  Jennifer Breuer to accept the recommendation and move to a 3-year contract with Polaris/III.

 

 10.  Membership Hearing 

  • Ellen O'Keefe wanted to make a comment about the settlement with Rochelle Park and was asked to speak during System Council instead. 

 

 11.  Next Meeting   Joint 2017/2018 Executive Board:  Wed 11/8/17 @ 9:30 am – River Edge

 

 12.  Adjournment   

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

To adjourn at 10:06 am

Unanimously approved.

 

  

 dms:  10/28/17

 

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