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Executive Board Minutes: 10-20-16

Minutes of

BERGEN COUNTY COOPERATIVE LIBRARY SYSTEM

Executive Board

Held at Upper Saddle River Public Library

October 20, 2016

 

 

PRESIDING:                 Len LoPinto                              Paramus

PRESENT:                    Marie Coughlin                          BCCLS

                                      Daragh O’Connor                      River Edge

                                      Dave Franz                               Hillsdale

                                      Kelly Fitzgerald                         Weehawken

                                      Edna Ortega                             Demarest

                                     Tom Madru                               Park Ridge

                                     Gina Webb-Metz                       Tenafly

 

ALSO PRESENT:         Darlene Swistock, Recorder of Minutes

 

GUESTS:                      Rita Browning                           Cresskill

                                     Mary Witherell                           Englewood

                                     Gerry McMahon                        Franklin Lakes

                                     Jennifer Breuer                         Glen Ridge

                                     Kurt Hadeler                              Mahwah

                                     Riti Grover                                 Ramsey

                                     Judah Hamer                             Rutherford

                                     Laura Rifkin                               Washington Township

                                     Samantha McCoy                      West Caldwell 

 

1.  Minutes of the Meeting on August 24, 2016:

It was MOVED BY:  Tom Madru             Seconded by:  Edna Ortega

To approve the minutes.  Motion carried. 

 

2.  Public Portion

No members of the public were at the meeting.

Laura Rifkin thanked Len for his service as BCCLS President and Judah Hamer concurred. 

 

3.  Treasurer’s Report

Gina Webb-Metz presented the September 2016 P & L Reports.

 

September 2016

Of the 2016 Budget of $3,417,500 

$3,321,408 has been received as of September 30, 2016

Leaving a balance of                   - $   96,092 

Total expenses                            $2,468,497

Leaving a balance of                - $    949,003 

Checking Account Balance               $49,899

NJ Cash Management                 $1,060,530

Scholarship                                       $23,625 

It was MOVED BY:  Kelly Fitzgerald                   Seconded by:  Tom Madru

To accept the Treasurer’s Report for audit. 

 

4.  Correspondence:

a)    Lee Memorial Library – a letter was received from the Allendale Board of Trustees in response to Marie’s letter advising that Allendale needed to have an MLS-certified Director by September 28 to comply with BCCLS’s bylaws.  Alessandra Nicodemo was promoted to Director on September 26 so they are now in compliance.

b)    Beattie Padavano, LLC – A key point in their memorandum is what constitutes BCCLS’ services.  The Bylaws Committee is still reviewing the situation of Englewood Cliffs entering into an agreement with Fort Lee while still in negotiation with Englewood.  Mary Witherell commented that Englewood Cliffs’ residents have been borrowing Fort Lee library cards from their friends in order to use the Englewood library.  As a result, they are asking for photo ID.  Gina Webb-Metz has also experienced borrowed cards in Tenafly and noted that Fort Lee is doing their best to prevent fraudulent use of their cards by Englewood Cliffs’ residents.  The Bylaws Committee will discuss this further at their meeting on October 27.

c)     Woodcliff Lake – another resident asked how residents of Woodcliff Lake could gain access to BCCLS services.

d)    Fairview Free Public Library – Marie sent a letter congratulating them on their grand re-opening.

e)    County Executive and Freeholders – Marie sent invitation letters to the Friends’ Breakfast on October 25.

 

5.  President’s Report

Len LoPinto’s attached report was previously distributed to the Board Members.  Len thanked the Executive Board for making it easy for him to be President.  There were no questions from the membership about his report. 

 

6.  Executive Director’s Report:

Marie Coughlin’s attached report was previously distributed to the Board Members.  There were no questions from the membership about her report.

 

7.  Committee Reports

Policy & Administration – The Progressive Discipline Workshops, held in Hasbrouck Heights on September 30, were very well received and Marie thanked Laura Rifkin and the committee for their efforts.  As a follow-up item, Marie is checking into some type of “HR on Call” option for next year. 

Youth Services – Everyone loved the Boot Camp held on September 9 in Ridgewood. 

 

8.  Old Business:   

a)    2017 BCCLS Budget

The budget passed at System Council held prior to the Executive Board meeting.  It will be the same billing structure for January and April; nothing is changing.  Bills are being prepared; if anyone needs an estimate, let the BCCLS’ office know.  

b)    Executive Director – Annual Evaluation

Dave Franz made a motion to move to closed session to discuss the Executive Director’s contract.  It was seconded by Daragh O’Connor.  Motion passed. 

Tom Madru made a motion to return to open session and it was seconded by Kelly Fitzgerald.  Motion passed. 

Len will review the evaluation with Marie and formalize it at the next Executive Board meeting.  They will also go into closed session with Marie at the next meeting to negotiate her contract. 

 

9.  New Business: 

a)    2017 County Grant Letter draft – Marie and Len met with the County Executive and freeholders to see what we need to do to receive a grant in the $350,000 range which is what was given in 2008.  Marie asked the board for their input where they would like to see these funds allocated.  Technology and e-content was favored. Marie will remove the request for a donated van as the County office is trying to locate a van that can be donated to the BCCLS office.  If they are unable to donate a van, the office will consider leasing a smaller van.  Marie will refine the letter and share it with the board, and then send it to the county by month-end. 

b)   Executive Director – Contract

This was also discussed in closed session and it will be formalized in closed session at the next Executive Board meeting. 

 

10.  Membership Hearing

None

 

11.  Next Meeting:             Executive Board –11/16 at 9:30 am - Hillsdale 

 

12.  Adjournment:  

It was MOVED by:  Dave Franz              Seconded by:  Tom Madru

To adjourn at 12:37 pm

Unanimously approved.

 

 

 

 

 

dms:  10/24/16

 

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