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Executive Board Minutes: 04-27-16

 

Minutes of BERGEN COUNTY COOPERATIVE LIBRARY SYSTEM
Executive Board
Held at River Edge Public Library
April 27, 2016

PRESIDING:                 Len LoPinto                            Paramus

PRESENT:                   Marie Coughlin                       BCCLS

                                    Edna Ortega                            Demarest

                                    Daragh O'Connor                   River Edge

                                    David Franz                            Hillsdale

                                    Gina Webb-Metz                    Tenafly

                                    Kelly Fitzgerald                      Weehawken

                                    Tom Madru                             Park Ridge Trustee

                                    David Hinkley                        Montclair

                                    David Marks                          Haworth

ALSO PRESENT:          Lorna Petouvis, Recorder of Minutes

GUESTS:                     Stephanie Bellucci                  Cliffside Park

                                    Riti Grover                              Ramsey

                                    Peter Havel                             Oakland

                                    Kathleen McGrail                   Upper Saddle River

                                    Judah Hamer                           Rutherford

                                    Samantha McCoy                   West Caldwell

                                    Amy Babcock-Landry              Livingston

                                    Gretchen Kaser                       Ho-Ho-Kus

                                    Kristin Nelson                         Fairview

                                    Leo Bellino                             North Arlington

                                    Gerry McMahon                     Franklin Lakes

                                    Terrie McColl                          New Milford

                                    Jennifer Breuer                        Glen Ridge

  1. Minutes of the Meeting of March 3, 2016:
    Note was made that Lorna Petouvis be identified as Recorder of Minutes.
    There being no further additions or corrections to the minutes-
    It was MOVED BY:  David Franz  Seconded by:  Daragh O'Connor
    To approve the minutes as corrected. Motion carried.

  2. Public Portion:  No public present.

  3. Treasurer's Report:  Gina Webb-Metz presented the January 2016 P&L Reports.
    No questions. 

    January 2016
    Of the 2016 Budget of $ 3,417,500

    $ 2,290,661    has been received as of March 31, 2016
    Leaving a balance of                                                        - 1,126,838
    Total expenses                                                                  1,252,954
    Leaving a balance of                                                        - 2,164,546

    Checking Account Balance                                                     286,907
    NJ Cash Management                                                         1,001,421
    Scholarship                                                                             36,795

    It was MOVED BY:  Edna Ortega    Seconded by:  Kelly Fitzgerald
    To accept the Treasurer's Report for audit.
    Unanimously approved by voice vote. Motion carried.

    POST MEETING COMMENT:
    Dave Franz noted that the BCCLS Operating Checking Account balance of $286,907.00 exceeded the FDIC limit of $250,000.00.

  4. Correspondence: From Marie Coughlin to Arne Duncan, Secretary of Education, U.S. Department of Education, a letter in support of a grant for Bergen Community College dated March 31, 2016.

    From Marie Coughlin to Kristy Herrington, Woodcliff Lake Council an e-mail in response to Ms. Herrington's inquiry regarding Woodcliff Lake joining BCCLS and outlining what they would need to do in order to have BCCLS services provided dated March 31, 2016.

    Discussion took place regarding the background on Woodcliff Lake's request.

  5. President's Report:  Len LoPinto's attached report was previously distributed to Board members.  He emphasized the importance of holding a Master's in Library Science degree in order to be director of a library.

  6. Executive Director's Report:  Marie Coughlin's attached report was previously distributed to board members.  She gave an update on the following:

    Office Hiring - The interview process for the three open positions has begun.
    Ms. Coughlin commended the BCCLS staff for the efforts they have put forth during the past two months with the added responsibilities they have taken on.

    Conferences – PLA conference.  She was particularly pleased with her discussions with the e-content vendors.

    Allendale - Arlene Sahraie, Len LoPinto and Marie Coughlin met with representatives of the Lee Memorial Library to discuss their plans and assist them with their search for a new library director.

    Len LoPinto stated that it is up to the integrity of each library board to hire a competent director with a Master's in Library Science.  BCCLS can offer training, advice and encouragement.

    Discussion followed on adhering to BCCLS bylaws and the procedure for terminating a library.

  7. Committee Reports:

    1. Policies & Procedures

      1. The committee submitted a recommendation to make certain modifications to the Lend and Send – Requests – Restricted Cards policy for submission to System Council.
        It was MOVED BY:  Gina Webb-Metz         Seconded by:  Edna Ortega
        To approve the recommendation for submission to System Council.
        Unanimously approved by voice vote. Motion carried.

      2. The committee submitted a recommendation to make certain modifications to the Patrons-Residency-Restricted Card Requirements-Courtesy Cards.
        It was MOVED BY: Daragh O'Connor Seconded by:  Kelly Fitzgerald
        To approve the recommendation for submission to System Council.
        Unanimously approved by voice vote. Motion carried.

      3. The committee submitted a recommendation to make certain modifications to the Patrons-Residency-Pay Cards. 
        It was MOVED BY: Tom Madru      Seconded by:  Gina Webb-Metz
        To approve the recommendation for submission to System Council.
        Unanimously approved by voice vote. Motion carried.

      4. The committee submitted a recommendation to make certain modifications to the Patrons-Residency-Institutional Cards.
        It was MOVED BY: Kelly Fitzgerald Seconded by:  Gina Webb-Metz
        To approve the recommendation for submission to System Council.
        Unanimously approved by voice vote. Motion carried.

      5. The committee submitted a recommendation to make certain modifications to the Patrons-Residency-Resource Sharing. After discussion:
        It was MOVED BY: Tom Madru      Seconded by:  Kelly Fitzgerald
        To approve the recommendation for submission to System Council.
        Unanimously approved by voice vote. Motion carried.

      6. The committee submitted a recommendation to make certain modifications to the Catalog Submissions –Criteria for Submission-World Languages.
        After discussion:
        It was MOVED BY: Tom Madru      Seconded by:  David Franz
        To approve the recommendation for submission to System Council.
        Unanimously approved by voice vote. Motion carried.

    2. By-Laws

      1. Judah Hamer, Chairperson of the By-Laws Committee presented proposed revisions to Article II: Governance regarding election and terms for the Executive Board.    After discussion:
        It was MOVED BY: Edna Ortega     Seconded by:  Daragh O'Connor
        To approve the recommendation for submission to System Council.
        Unanimously approved. Motion carried.

    3. Scholarship

      1. The list of 2016 Scholarship Award winners was previously distributed to board members.
        It was MOVED BY:  Tom Madru     Seconded by: David Marks
        To approve the scholarship award winners and the expenditures for 2016 scholarship awards.
        Unanimously approved by voice vote.  Motion carried. 

  8. Old Business:  No old business.

  9. New Business:

    Construction Grant – At an inquiry by Amy Babcock-Landry it was decided that the BCCLS Executive Board will pass a resolution supporting the Library Construction Bill.

    Peter Havel asked if the reciprocity committee is going to address billing.  Marie Coughlin said the committee plans to meet by the end of May.  Marie will bring proposals to the committee for discussion.

    Len LoPinto announced he and Marie Coughlin, along with other directors, will attend the freeholders meeting on May 3rd.  They will            present the freeholders with reproductions of covers of popular children's books in honor of children's book week and the freeholders continued support of libraries.  Bookplates were distributed to directors to affix in those books in their libraries.

    Samantha McCoy thanked Marie Coughlin, Arlene Sahraie and Len LoPinto for addressing the issues concerning Allendale and compliance with the by-laws.  She urged the executive board to continue their work on this issue.

    Len LoPinto noted he is planning to change the system council meeting scheduled for September 15 to September 22nd at Millburn to allow additional time for small group meetings to discuss the budget.

  10. Membership Hearing:  None

  11. Next Meetings:  System Council Meeting 5/12 at Hasbrouck Heights 9:30am.
    Executive Board 6/22 at TBD 9:30am

  12. Adjournment:
    It was MOVED BY:  David Franz    Seconded by: Gina Webb-Metz
    To adjourn at 11:10am
    Unanimously approved

 

MC/LL/lp  5/2/16

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