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10.28.21 – SC Meeting Minutes

DRAFT

SYSTEM COUNCIL MINUTES
BERGEN COUNTY COOPERATIVE LIBRARY SYSTEM
October 28, 2021
Virtual

PRESIDING: Stephanie Bellucci, Cliffside Park

NOT PRESENT: Ridgefield

Attendance sheet is attached to the minutes in the BCCLS office

  1. Call to Order
    Stephanie Bellucci called the virtual meeting to order at 10:06 am. She reminded everyone of the usual reminders: ensure their computer-displayed names are descriptive when signing in, email Darlene Swistock if participating via phone, mute mics when not speaking and when typing in the chat box, state name and library when speaking and wait to speak until the Public Portion, Membership Hearing or when comments are requested. She asked that the motion be clearly stated, identify who made the motion and who seconded it. If a library must vote via the chat box due to technical difficulties, the vote will be repeated orally so it is documented. This will help to ensure that there is a clear record on the recording and in the minutes. Otherwise, all voting at this meeting will be conducted electronically. Directors received an email with the link and passcode; there is no voting via raised hands or the chat box.
    Dave Hanson also advised that there is now a “Did Not Vote” option in addition to “Yes”, “No” and “Abstain”.
    She welcomed new director Esperanza Pacheco (previously Acting Director) in Englewood.
  2. Minutes of Previous Meeting – September 23, 2021
    It was MOVED BY: Chris Hartigan Seconded by: Mary Jo Jennings
    to approve the minutes as written. All in favor. Motion carried.
  3. Public Portion
    Marie Marx, Garfield School District Librarian and Alternate to the Superintendent for the Garfield Public Library Board of Trustees, asked that BCCLS consider adopting SORA as it is an easier sign-on for students. Dave Hanson explained that anyone with a BCCLS library card can access SORA through the app. Holly Belli also offered to share how Bloomfield handled a similar situation.
  4. Treasurer’s Report
    Terrie McColl’s report was previously shared with the membership. She reminded everyone that additional details are available within MyBCCLS. There is a new definition of accrual accounting in the meeting packet. She also reminded everyone that the lists of financial accounts and billing buckets are available in MyBCCLS as well.
    It was MOVED BY: Adele Puccio Seconded by: Tara Cooper
    to accept the Treasurer’s Report. All in favor. Motion carried.
    President’s Report
    Stephanie Bellucci’s report was previously shared with the membership. Since there was a full agenda, she did not review her report. She congratulated the directors with new babies or babies on the way. There was a question about her mention of the Mandated vs Opt-In Services Task Force reviewing the billing formula since that is a charge of the Finance Committee. Dave Hanson explained that MOST has the rubric in the Strategic Plan and then it goes to the Finance Committee for approval. There were no further questions about her report.
  5. Executive Director’s Report
    Dave Hanson’s report was previously shared with the membership. He mentioned the Diversity, Equity & Inclusion events hosted by the Trustee Development Committee, Diverse & Underserved Populations Committee and the Library Administration, Management & Personnel Committee as well as the LLNJ Information Equity program and the Supervisory Training presented by LAMP. There were no questions about his report.
  6. 2022 Executive Board – Election and Trustees
    Lori Quinn, chair, advised that Adele Puccio, Martha Urbiel and Camile Valentino have been appointed to the Executive Board next year. She congratulated them and thanked everyone who ran. Dave Hanson, in his role of Secretary, cast the vote for Adele Puccio for President as she ran unopposed.
    In addition to the election of Directors to the Executive Board, 2 libraries, Dumont and Hillsdale, were chosen at random to have one of their trustees participate on the BCCLS Executive Board in 2022. In the event they are each unable to send a trustee representative in 2022, Cliffside Park, Hasbrouck Heights, Palisades Park and Franklin Lakes were randomly chosen as alternates. Darlene Swistock explained that the list for the drawing consisted of the libraries that have not had a trustee on the board in the last 20 years and she also removed libraries that will have a director on the Executive Board in 2022. There were 32 libraries that qualified for the drawing.
  7. Committee Reports
    a. Committee Chairs Check-In Meeting Notes
    The Committee Chairs Check-In Meeting notes were included in the Executive Board meeting packet. Stephanie Bellucci explained that the Finance Committee did not give an update as they did not have anyone present at the meeting.
    b. Policies & Procedures Committee Update
    Chris Doto, chair, reviewed the committee’s pending work. Kathleen McGrail, chair of the Bylaws Committee, was concerned about the phrasing of “Investigating the merits of changing the limits of print and digital materials for lend and send.” as it appeared that the request was reframed to make the physical collection match the eCentent collection. Dave Hanson explained that this is a list of Work in Progress, not a recommendation. Chris Doto said anyone was welcome to attend the next P&P Committee meeting.
  8. Old Business
    a. Bylaws Committee – Recommendation – VOTE
    Kathleen McGrail, chair, advised that the committee recommendations were introduced at last month’s System Council and the membership will vote on them at this meeting. She pointed out the definition of supermajority (Section 4A, vi) has been changed and that votes to Abstain will no longer be counted as No votes; they will be considered non-votes.
    It was MOVED BY: Kathleen McGrail Seconded by: John Trause
    to accept the Bylaws Committee proposed changes as presented.
    The vote was conducted electronically: Yes (73), No (0), Abstain (3) and Did Not Vote (1). Motion carried.
    Stephanie Bellucci advised that the individual details of the electronic voting do not appear on the screen, but they are available from the BCCLS office. If they are to be included in the meeting minutes, parameters will need to be set. She thanked Kathleen McGrail and the committee for their hard work.
    b. Information Report on eContent Sharing – VOTE
    Dave Hanson reported that once eContent is shared, it cannot be unshared. Several directors shared the results of their research into this topic regarding holds, embargoes, the central collection and spend & return ratios. Since this is such an important topic, it is necessary to explore all options, determine the next steps and the impact on the budget. Stephanie Bellucci thanked Kathleen McGrail and Dave Hanson for their data and advised that she will discuss this matter with Adele Puccio, the next BCCLS President, to determine how to proceed going forward: should a task force be created, should this be added to the charges for the eBCCLS Committee or something else.
    c. BCCLS 2022 Budget – VOTE
    The BCCLS 2022 Budget was previously introduced to the membership at last month’s System Council.
    It was MOVED BY: Terrie McColl Seconded by: Amy Babcock-Landry
    to approve the 2022 Budget.
    A discussion followed about the budgetary impact of increasing the core collection, the population numbers used, and the proposed decrease of eContent spending.
    It was MOVED BY: Margaret Mellett Seconded by: Judy Heldman
    to increase eContent by $100,000 in the 2022 Budget to restore previous funding and help to defray the platform fee of $8,000.
    It was MOVED BY: Samantha McCoy Seconded by: Chris Hartigan
    to take a 10-minute recess. All in favor. Motion carried.
    Several directors explained the burden of another increase to their BCCLS’ bills. Although they may have big libraries, they are only funded at 1/3 mill and nothing more.
    It was MOVED BY: Kathleen McGrail Seconded by: Holly Belli
    that all votes for motions related to budgetary items at this meeting be done by roll call voting.
    Some directors thought it was important to know how other directors voted and others thought it was not necessary.
    The vote was conducted electronically: Yes (23), No (47), Abstain (6) and Did Not Vote (1). The motion to conduct roll call votes for all motions related to budgetary items at this meeting did not pass.
    The vote was conducted electronically: Yes (12), No (61), Abstain (2) and Did Not Vote (2). The motion to add $100,000 to eContent in the 2022 Budget did not pass.
    The vote was conducted electronically: Yes (69), No (1), Abstain (4) and Did Not Vote (3). The motion to accept the 2022 Budget carried.
    Stephanie Bellucci thanked the Finance Committee and the BCCLS Office for their work on the budget.
    New Business
    a. BCCLS Technology 3-Year Plan – REVIEW
    Eric Lozauskas, Director of Information Technology, provided the annual technology update. It covered Cybersecurity (Infosec Policies, Infrastructure and Standards, and People and Training), Equipment Inventory & Goals (Managed Wifi Networks, Managed VOIP Phones and Managed Laptops) and Projects (Router Replacement, Switch, Replacement Backup Solution, Innovative Vega and Mobile App, and Unique Sign-Ons). He thanked Midland Park and Fair Lawn for serving as beta test sites for the Aruba firewalls project. The complete presentation is available at https://tinyurl.com/scupdate2021. Stephanie Bellucci thanked Eric Lozauskas for his presentation.
  9. Executive Session
    Not Needed
  10. Membership Hearing
    • Erin Hughes would like in-person meetings to resume. Stephanie Bellucci advised that this is on the agenda for the Executive Board meeting in November.
    • Dave Cubie shared that West Orange is an ARPA Spoke and that Montclair is Access Navigator. These regional resources will help people to close the digital skills divide.
  11. Next Meeting
    System Council: Thursday, 12/16/21 @ 10:00 am – Virtual
    Executive Board: Monday, 11/15/21 @ 10:00 am – Virtual
  12. Adjournment
    It was MOVED BY: Tara Cooper Seconded by: Dave Cubie
    to adjourn at 1:01 pm. All in favor. Motion carried.

    dms: 10/29/21




10.28.21 – SC Meeting Agenda

SYSTEM COUNCIL AGENDA
Bergen County Cooperative Library System
Thursday, October 28, 2021 – 10:00 am
Virtual

  1. Call to Order
  2. Minutes of Previous Meeting – 9/23/21 Virtual
  3. Public Portion
  4. Treasurer’s Report
  5. President’s Report
  6. Executive Director’s Report
  7. 2022 Executive Board – Election and Trustees
  8. Committee Reports
    a. Committee Chairs Check-In Meeting Notes
    b. Policies & Procedures Committee Update
  9. Old Business
    a. Bylaws Committee – Recommendation – VOTE
    Will vote on the recommended revisions to the bylaws
    b. Information Report on eContent Sharing – REVIEW
    Report from System Council Request at the September meeting
    c. BCCLS 2022 Budget – VOTE
    Will vote on the recommended budget for 2022
  10. New Business
    a. BCCLS Technology 3-Year Plan – REVIEW
    Will review BCCLS Technology Plan
  11. Executive Session (If needed)
  12. Membership Hearing
  13. Date & Place of Next Meeting – Thu 12/16/21 @ 10:00 am – Virtual
  14. Adjournment

    Stephanie Bellucci, BCCLS President
    October 21, 2021




09.23.21 – SC Meeting Minutes

SYSTEM COUNCIL MINUTES
BERGEN COUNTY COOPERATIVE LIBRARY SYSTEM
September 23, 2021
Virtual

PRESIDING:
Stephanie Bellucci, Cliffside Park

NOT PRESENT:
Fairview and Oakland

Attendance sheet is attached to the minutes in the BCCLS office

  1. Call to Order
    Stephanie Bellucci called the virtual meeting to order at 10:07 am. She reminded everyone of the
    usual reminders: ensure their computer-displayed names are descriptive when signing in, email
    Darlene Swistock if participating via phone, mute mics when not speaking and when typing in the
    chat box, state name and library when speaking and wait to speak until the Public Portion,
    Membership Hearing or when comments are requested. She asked that the motion be clearly
    stated, identify who made the motion and who seconded it. If a library votes via the chat box during
    voice votes, the vote will be repeated orally so it is documented. This will help to ensure that there
    is a clear record on the recording and in the minutes.
    She welcomed the new directors: Kerri Wallace (Franklin Lakes), Jennie Pu (Hoboken) and Kate
    Gorman (Dumont as of September 27) and the new acting and interim directors: Esperanza
    Pacheco (Acting Director in Englewood), Michele Albanese and May Kwon (Acting Co-Directors in
    Northvale), Weilee Liu (Acting Director in Teaneck) and Cindy Czesak (Interim Director in
    Washington Township). She also encouraged staff to check the BCCLS Want Ads for further details
    about open director positions within BCCLS.
    She mentioned the possibility of using electronic voting for some of the votes in today’s meeting
    and asked Eric Lozauskas to explain how it would work to the membership. Dave Hanson stated
    that the goal is to use electronic voting for 6 votes today as it will be a big time saver during the
    meeting.

    It was MOVED BY: Chris Hartigan Seconded by: Diane Sweatlock
    to allow the use of electronic voting during the meeting. All in favor. Motion carried.

  2. Minutes of Previous Meeting – June 10, 2021

    It was MOVED BY: Chris Hartigan Seconded by: Ellen O’Keefe
    to approve the minutes as written. All in favor. Motion carried.

  3. Public Portion
    John Trause congratulated Terrie McColl and the New Milford Library for the sculpture garden at
    their library. Dave Hanson also visited the library and added his congratulations.
  4. Treasurer’s Report
    Terrie McColl’s report was previously shared with the membership. She reminded everyone that
    the Treasurer’s Report in the meeting packet is 4 pages; additional details are available within
    MyBCCLS. She thanked Dave Hanson, Christina Park and Bernadette Hard for their assistance
    with the financials for the packet. Kurt Hadeler asked about the Expenses Pass Thru which is 160%
    over budget. Terrie McColl explained that it represents MeeScan, Envisionware, the Bergen County
    grant, and the scholarship fund, and that some library items have not yet been billed. There were
    no further questions about her report.

    It was MOVED BY: Chris Hartigan Seconded by: Mary Jo Jennings
    to accept the Treasurer’s Report. All in favor. Motion carried.

  5. President’s Report
    Stephanie Bellucci’s report was previously shared with the membership. Since there was a full
    agenda, she did not mention anything further. There were no questions about her report.
  6. Executive Director’s Report
    Dave Hanson’s report was previously shared with the membership. He mentioned the NJLA’s
    Access Navigator is moving forward. The Branding Task Force is continuing its work and will
    provide an update to the Executive Board in November. There were no questions about his report.
  7. Election – 2022 Executive Board
    Stephanie Bellucci advised that the Election Committee sent an email with the bios of the
    candidates for the upcoming election. Voting will take place from September 23-30 and she would
    like to see 100% participation.
    Lori Quinn, chair, thanked Stephanie Bellucci, Laura Leonard and Ellen O’Keefe for their work on
    the Executive Board during their 3-year terms which end at the end of the year. She also introduced
    the 6 directors that are running for the Executive Board: Holly Belli, Linda Corona, Liz Fried, Adele
    Puccio, Martha Urbiel and Camille Valentino, and asked them to share what they hope to
    accomplish by serving on the Executive Board.
  8. Committee Reports
    a. Committee Chairs Check-In Meeting Notes
    b. Quarterly Committee Updates
    The Committee Chairs Check-In Meeting notes and the quarterly committee reports were
    included in the meeting packet. There were no questions about the meeting notes or reports.
    Stephanie Bellucci thanked the committees for their hard work and said she appreciated their
    efforts.
  9. Old Business
    a. Code of Conduct – VOTE
    The revised Code of Conduct was previously shared with the membership. It was noted that
    the President appoints the committee members, but the Code of Conduct indicates that the
    Executive Director can remove members from the committee.

    It was MOVED BY: Holly Belli Seconded by: Linda Corona
    to accept the Code of Conduct.

    A discussion followed: One director did not want to vote on the Code of Conduct until after the
    training and wanted to follow Robert’s Rules for now. Another director felt the Code of Conduct
    was not needed, Robert’s Rules should also be used and the harasser should be reported to
    the harasser’s manager for action. Everyone should be kind, considerate and understanding
    of each other.

    A voice vote was taken: Yes (31), No (37), Abstain (4) and Did Not Vote (5). The motion did
    not pass.

    b. Work from Home Policy Extension – VOTE
    Dave Hanson requested that the Work from Home Policy for the BCCLS office staff be
    extended to March 2022 in the event current events change. It was originally approved to
    sunset in September 2021.

    It was MOVED BY: Erin Hughes Seconded by: Leo Bellino
    to extend the Working Remotely policy for BCCLS office staff to March 2022.

    The vote was conducted electronically: Yes (65), No (2), Abstain (1) and Did Not Vote (9).
    Motion carried.

  10. New Business
    a. Sarnoff Update – REVIEW
    David Sarnoff, of the Sarnoff Group, provided a high-level overview of the level-setting
    interviews recently completed. He conducted 360-(degree) interviews with 13 directors who
    were selected to participate and he discussed culture, collaboration and conflict within the
    organization. Those interviewed believed that BCCLS has expert industry knowledge, offers
    excellent IT support, provides excellent service to patrons and offers libraries access to
    resources that would be otherwise unavailable to them. Opportunities for growth and
    development include: trust, civility and mutual respect, and the generational divide.
    Recommendations include follow-up training and development to build a high-level trust work
    environment, effective give and receipt of feedback, productive conflict, active listening and EQ
    vs IQ. There will be multiple cohorts (3-4 cohorts with 20-25 directors in each) so the sessions
    can be interactive. He indicated that these issues are not unique to BCCLS.
    Directors provided their feedback about the overview and also asked questions. Directors were
    concerned about the methodology, transparency, sampling size and how directors were
    selected to participate. The sampling size was limited by the budget for this project. They also
    felt the results were not as representative as they could have been. Several directors wanted
    to see a written report, or at least a written summary, as it is hard to process all of this
    information hearing it. Another director thought the training would be better in person than
    virtually.

    b. Bylaws Committee – REVIEW
    The recommended revisions to the bylaws were previously shared with the membership and
    there were no questions. They will be moved to System Council for a vote in October.

    c. Policies & Procedures Committee – Recommendation – VOTE
    Chris Doto, co-chair, reviewed the recommended changes to: Missing Items, Lost-In Transit
    and Use of Claims.

    It was MOVED BY: Chris Hartigan Seconded by: Holly Pizzuta
    to approve the recommendation from the Policies & Procedures Committee.

    The vote was conducted electronically: Yes (66), No (0), Abstain (1) and Did Not Vote (10).
    Motion carried.

    Peter Coyl asked that the results of the electronic voting be announced during the meeting in
    addition to everyone being able to see them on their screens. He also asked that the motion
    listed on the screen be descriptive, rather than described as Motion #3.

    d. Tech & Digital Services Committee (VEGA) – Recommendation – VOTE
    Christopher Elford, co-chair, explained that the committee’s recommendation was a charge
    (investigate development of a BCCLS mobile app) in the Strategic Plan. They are
    recommending the Vega Suite and Innovative Mobile at a cost of $155,900 annually and a one-time implementation fee of $23,000.

    A discussion followed: will the Discovery layer be extended to locally-purchased resources
    (yes), was the membership surveyed if libraries already had their own apps (Small Group
    Meetings were held and no one mentioned having their own apps), what are the budget
    implications (the budget options are in the meeting packet), what is the status of the Policies &
    Procedures discussion on the embargo (the membership needs to vote as the embargo will
    affect the collections of all libraries), $95,000 was cut from eContent in conjunction with the
    Vega recommendation although eContent use is higher now (the Finance Committee tried to
    contain the cost in the budget, but the membership can vote to add funds back to the budget
    at System Council), can Overdrive set this up and separate out the libraries (yes). Although
    this is off the discussion, directors stated that borrowing for eContent should mirror borrowing
    for the physical collection (the limitation is due to the nature of the central collection), what is
    the cost savings to buy now rather than to wait a year (it will cost twice as much to wait a year
    because BCCLS benefits by being an early adopter and also benefits by participating in product
    development), can the BCCLS office staffing levels implement this (yes, there were plans to
    hire another System Administrator before Vega was considered and there is more than enough
    work if the motion does not pass).

    It was MOVED BY: Diane Sweatlock Seconded by: Chris Hartigan
    to approve the Tech & Digital Services Committee recommendation.

    A voice vote was taken: Yes (68), No (2), Abstain (0) and Did Not Vote (7). Motion carried.

    e. Strategic Plan Review and Updates – VOTE
    The recommended date changes to the Strategic Plan were previously shared with the
    membership.

    It was MOVED BY: Holly Belli Seconded by: Mary Jo Jennings
    to approve the amendment to the Strategic Plan.

    The vote was conducted electronically: Yes (66), No (0), Abstain (1) and Did Not Vote (10).
    Motion carried.

    f. Proposed Unique Sign-On – VOTE
    The proposal for the Unique Sign-On was previously shared with the membership.

    It was MOVED BY: Peter Coyl Seconded by: Holly Belli
    to approve the unique sign-on recommendation.

    The vote was conducted electronically: Yes (59), No (5), Abstain (3) and Did Not Vote (10).
    Motion carried.

    g. BCCLS Technology 3-Year Plan – REVIEW
    This will be presented at the System Council meeting in October.

    h. BCCLS COVID Work Place Safety Policy – VOTE
    Dave Hanson explained that the guidelines are similar to other consortia and they were
    reviewed with the Personnel Committee. The policy covers guidelines for return-to-work and
    guidelines for unvaccinated employees. There were some questions: can staff who need to
    quarantine work from home rather than using time off (the office will try to allow this when
    possible) and was this reviewed by an attorney (yes).

    It was MOVED BY: Erin Hughes Seconded by: Adele Puccio
    to approve the BCCLS COVID Work Place Safety Policy.

    The vote was conducted electronically: Yes (67), No (0), Abstain (0) and Did Not Vote (10).
    Motion carried.

    i. BCCLS Benefit Package – VOTE
    Dave Hanson explained that the benefits package is the same as last year.

    It was MOVED BY: Chris Hartigan Seconded by: Linda Corona
    to approve the BCCLS benefits package for the BCCLS office staff.

    The vote was conducted electronically: Yes (69), No (0), Abstain (0) and Did Not Vote (8).
    Motion carried.

    j. BCCLS 2022 Budget – REVIEW
    Dave Hanson noted that the budget notes were shared with everyone. He thanked Terrie
    McColl, Amy Babcock-Landry and Tara Cooper for creating 3 budgets for the membership. He
    shared the highlights:
    • There is a one-time $17,000 donation to the BCCLS Scholarship Fund from an
    anonymous patron in Wyckoff that will be awarded in 2022.
    • Proposed raises are 3% for administrative staff and 4% for drivers as it is hard to find
    drivers.
    • A second ILS Systems Administrator would start in the second half of 2022.
    • The warehouse is looking to hire a permanent part-time driver to cover driver absences
    and they will add a 7th route in the summer.
    • The Branding Task Force will be hiring a consultant to assist with branding efforts.
    • There will be a replacement for MyBCCLS.
    • To support upcoming Capital Projects, there is a $50 assessment for each library.
    • The implementation fee for Vega will be deducted from the Capital Plan account.

    A discussion followed about the numbers used for the census as they were not the updated
    numbers and will updated property values be plugged in (if available, this will be updated) and
    has enough been allocated for delivery expenses (yes).

    It was MOVED BY: Margaret Mellett Seconded by: Camille Valentino
    to increase eContent by $95,000 in the 2022 Budget which will restore the previous funding
    level.

    There was no objection to use electronic voting for this vote. Peter Coyl asked where the
    funding will come from since the budget will not be balanced. Dave Hanson explained that the
    $95,000 would just be added to the budget.

    The vote was conducted electronically: Yes (40), No (22), Abstain (5) and Did Not Vote (10).
    The motion did not pass as it fell short of the required 67% vote.

    Leonard LoPinto suggested a compromise on the amount to be added back to the budget for
    eContent.

    It was MOVED BY: Martha Urbiel Seconded by: Adele Puccio
    to increase eContent by $50,000 in the 2022 Budget.

    Another discussion followed: the impact on the library bills is unknown, several directors
    suggested that libraries become Advantage Plus members and spend the additional funds on
    eContent and that Overdrive can help with selections. Martha Urbiel reminded everyone that
    her motion was to restore some of the funding for eContent that was cut, not to increase the
    funding. Some directors were not comfortable with the figure being suggested as it seemed
    random, and not knowing its effect on their bills.

    It was MOVED BY: Laura Leonard Seconded by: Mary Jo Jennings
    to call the motion to a vote. All in favor. Motion passed.

    The vote was conducted electronically: Yes (17), No (35), Abstain (9) and Did Not Vote (16).
    The motion did not pass as it fell short of the required 67% vote.

    It was MOVED BY: Jennifer Breuer Seconded by: Samantha McCoy
    that the embargo for eContent should mirror the embargo for the physical collection.

    Another discussion followed: some directors asked why the collections are treated differently,
    noted that adding to Advantage Plus does not affect the central collection and Overdrive will
    be able to set it up so libraries decide when to share their collections if it is sooner than 6
    months. There was also concern that Advantage Plus is not a good option for small libraries
    with small budgets. Jennifer Breuer modified her previous motion.

    It was MOVED BY: Jennifer Breuer Seconded by: Samantha McCoy
    that prior to the October meeting, directors are provided with the associated costs, possibilities
    and details from Overdrive to allow the eContent collection to mirror the physical collection.
    Kathleen McGrail asked if a revised motion about delayed sharing would be made at the
    October meeting (yes).

    It was MOVED BY: Mary Jo Jennings Seconded by: Matt Latham
    to call the motion to a vote. All in favor. Motion passed.

    The vote was conducted electronically: Yes (56), No (0), Abstain (1) and Did Not Vote (20).
    Motion carried.

  11. Executive Session
    Not Needed
  12. Membership Hearing
    None
  13. Next Meeting
    System Council: Thursday, 10/28/21 @ 10:00 am – Virtual
    Thursday, 12/16/21 @ 10:00 am – Virtual
    Executive Board: Monday, 11/15/21 @ 10:00 am – Virtual
  14. Adjournment
    It was MOVED BY: Dave Franz Seconded by: Tara Cooper
    to adjourn at 2:03 pm. All in favor. Motion carried.

    dms: 9/29/21




09.23.21 – SC Meeting Agenda

SYSTEM COUNCIL AGENDA
Bergen County Cooperative Library System
Thursday, September 23, 2021 – 10:00 am
Virtual

  1. Call to Order
  2. Minutes of Previous Meeting – 6/10/21 Virtual
  3. Public Portion
  4. Treasurer’s Report
  5. President’s Report
  6. Executive Director’s Report
  7. Election – 2022 Executive Board
  8. Committee Reports
    a. Committee Chairs Check-In Meeting Notes
    b. Quarterly Committee Updates
  9. Old Business
    a. Code of Conduct – VOTE
    Will review recommended Code of Conduct Policy
    b. Work for Home Policy Extension – VOTE
    Current policy was to be reconsidered; administration is looking for an extension to March 2022
    should a rapid change occur in the status of the pandemic
  10. New Business
    a. Sarnoff Update – REVIEW
    Update from David Sarnoff on level setting for BCCLS and upcoming training opportunity
    b. Bylaws Committee – Recommendation – REVIEW
    Will review recommended revisions to the bylaws
    c. Policies & Procedures Committee – Recommendation – VOTE
    Will review policy recommendations
    d. Tech & Digital Services Committee (VEGA) – Recommendation – VOTE
    Will present findings and recommendations for a discovery layer and app to be adopted in 2022
    e. Strategic Plan Review and Updates – VOTE
    Will review the recommended amendment to the Strategic Plan
    f. Proposed Unique Sign-On – VOTE
    Will review the plan to move from ILS corporate logons to unique logons
    g. BCCLS Technology 3-Year Plan – REVIEW
    Will review BCCLS Technology Plan
    h. BCCLS COVID Work Place Safety Policy – VOTE
    Will review recommended COVID-19 Prevention Guidelines
    i. BCCLS Benefit Package – VOTE
    Annual vote on benefits package for BCCLS staff
    j. BCCLS 2022 Budget – REVIEW
    Will review recommended budget for 2022
  11. Executive Session (If needed)
  12. Membership Hearing
  13. Date & Place of Next Meeting – Thu 10/28/21 @ 10:00 am – Virtual
  14. Adjournment

    Stephanie Bellucci, BCCLS President
    September 16, 2021




06.10.21 – SC Meeting Minutes

SYSTEM COUNCIL MINUTES
BERGEN COUNTY COOPERATIVE LIBRARY SYSTEM
June 10, 2021
Virtual

PRESIDING: Stephanie Bellucci, Cliffside Park

NOT PRESENT: Teaneck

Attendance sheet is attached to the minutes in the BCCLS office

  1. Call to Order
    Stephanie Bellucci called the virtual meeting to order at 10:05 am. She reminded everyone of the
    usual reminders: ensure their computer-displayed names are descriptive when signing in and email
    Darlene Swistock if participating via phone, mute their mics when they are not speaking and when
    typing in the chat box, state name and library when speaking and wait to speak until the Public
    Portion, Membership Hearing or when comments are requested. She asked that the motion be
    clearly stated, identify who made the motion and who seconded it. Voting should be via voice vote;
    if a library votes via the chat box, the vote will be repeated so it is documented. This will help to
    ensure that there is a clear record on the recording and in the minutes.

    She welcomed the new directors: Elizabeth Fried (Norwood), Emily Pepe (Northvale, was
    previously Acting Director) and Morgan Taylor (Ho-Ho-Kus) and the new acting director, Rosary
    Van Ingen (Hoboken).

    John Arthur advised that Esperanza Pacheco will be the Interim/Acting Director at Englewood.

    She also welcomed and congratulated the 2021 BCCLS Scholarship winners: Brigitte Carroll (Glen
    Ridge), Gladys Cepeda (Hackensack and Ridgewood), Samantha Evaristo (Hoboken), Maureen
    Herman (Hasbrouck Heights), Kristie Murru (Bergenfield) and Brandy Neary (Ho-Ho-Kus). There
    will be a special video shown during today’s System Council since the scholarship winners were
    unable to be recognized in person. They were invited to stay for the entire meeting if they were
    able to do so. She thanked the Scholarship Committee for their hard work.

  2. Minutes of Previous Meeting – March 18, 2021
    It was MOVED BY: Chris Hartigan Seconded by: Ellen O’Keefe
    to approve the minutes as written. John Trause asked that 9c. Additional New Business be
    amended to read members of the Executive Board as well as BCCLS staff members. All in favor
    with the addition. Motion carried.
  3. Public Portion
    Samantha McCoy thanked everyone who attended the NJLA Annual Conference and noted that
    many BCCLS staff members were involved in the programs.
  4. Treasurer’s Report
    Terrie McColl’s report was previously shared with the membership. She reminded everyone that
    the Treasurer’s Report in the meeting packet is 4 pages; additional details are available in
    MyBCCLS. There were no questions about her report.
    It was MOVED BY: Chelsea Coleman Seconded by: Chris Hartigan
    to accept the Treasurer’s Report. All in favor. Motion carried.
  5. President’s Report
    Stephanie Bellucci’s report was previously shared with the membership. Since there was a full
    agenda, she only added that the committee chairs had a quarterly meeting on June 9. There were
    no questions about her report.
  6. Executive Director’s Report
    Dave Hanson’s report was previously shared with the membership. He mentioned the
    Parliamentary Studies training on July 15 and encouraged directors and committee chairs to sign
    up. He noted that budget season is starting and we expect an announcement regarding the new
    NJLA Economic Navigator Initiative at the end of June. There were no questions about his report.
  7. Committee Reports
    a. Committee Chairs Kick-Off Meeting Notes
    b. Quarterly Committee Updates
    The Committee Chairs Kick-Off Meeting notes and the quarterly committee reports were
    included in the meeting packet. There were no questions about the notes or reports. Stephanie
    Bellucci thanked the committees for their hard work and said she appreciated their efforts.
  8. Old Business
    a. Audit Review
    Dave Hanson noted that the audit was performed virtually for the most part. He explained that
    Total Assets at year-end was higher because of the PPP loan that was converted to a grant
    and a number of libraries prepaid their BCCLS bills.
  9. New Business
    a. Policies & Procedures Committee – Recommendation – VOTE
    Chris Doto, co-chair, reviewed the recommended changes:
    • Communication > Emails
    Stephanie Bellucci thanked Chris Doto, Amy Fletcher and the committee for their hard work.
    It was MOVED BY: Mary Jo Jennings Seconded by: Adele Puccio
    to approve the recommended changes from the Policies & Procedures Committee. All in favor.
    Motion carried.

    b. Capital Plan Task Force Proposal – VOTE
    Dave Hanson explained that Strategic Plan Outcome 6 called for a capital plan. The Capital
    Plan Task Force looked at anticipated capital improvements for the next 9 years and they
    recommended moving some of the fund balance to help fund the capital account. The cost per
    library starts at $50 in 2022 and then increases to $1,200 a year for 2022-2030.
    A discussion followed:
    • What about inflation? (There is some flexibility as the proposal is very conservative.)
    • Determination #3 indicates that the auditors recommend saving $500,000. (A more
    realistic goal is $350,000-$400,000.)
    • The 2023 replacement of the server/software/van is expected to be $182,000, but the
    fund value is $59,050. (The fund value represents the value at the end of the year
    assuming all of the capital improvements have been completed.)
    It was MOVED BY: Amy Babcock-Landry Seconded by: Mike Banick
    to approve the Capital Plan Task Force proposal. All in favor. Motion carried.

    c. MOST Amendment to Strategic Plan – VOTE
    Stephanie Bellucci thanked the directors for attending the Small Group Meetings to discuss the
    proposed amendment to the Strategic Plan. She noted that it is a forward-looking document
    and the challenges facing BCCLS will still be there whether or not the amendment is approved.
    It was MOVED BY: Peter Havel Seconded by: Jennifer Breuer
    to approve the MOST Amendment to the Strategic Plan.
    A discussion followed. Many directors shared their opinions:
    • The proposal will help libraries plan for the future and have control over payments for
    BCCLS services.
    • It is not forward looking and takes choices away from the individual libraries.
    • A small group (Executive Board) will be making decisions for all of the libraries.
    • All libraries should have a voice and a vote.
    • If this passes, what happens to the billing buckets? (Dave Hanson replied that buckets
    are still a part of foundational services and there would be a second “placemat” for
    optional services.)
    • The world languages optional service had been removed from the budget in 2018 and
    the membership asked for it to be returned.
    • A NO vote would require System Council to vote to allow libraries to ask for optional
    services while a YES vote allows libraries to be flexible and innovative.
    • Does the proposal work for the BCCLS office? (Yes per Dave Hanson.)
    • Optional eContent can still have 100% participation.
    • Will there be transparency and an accounting of BCCLS side time if members ask?
    (Dave Hanson replied yes and explained that staff time would be easier to delineate
    with the new proposal and everyone will know the costs that are in the optional
    buckets.)
    • One director said she does not want to embargo her collection and sharing it helps
    with circs.
    • Another director replied that there is an embargo on physical items and there should
    be parity; this is a way to ensure that the owning-libraries’ patrons can access their
    eContent.
    • It is important to consider if the BCCLS’ office wants this.
    • Another director reminded everyone that patrons can place holds and if there are a lot
    of holds, that is an alert to libraries to purchase more copies.
    • Under the current process, an increase in circs did not justify the increase in spending.
    • What libraries spend as a percentage of their budgets varies from library to library.
    • Is there a way to track personnel costs for mandated and optional services? (Dave
    Hanson explained that he would need the definition of foundational and optional
    services to do so.)
    • Peter Havel explained that optional services will be charged to the libraries that use
    them and the vote is not to tell other libraries to add and pay for services they do not
    need. Libraries would be able to approve optional services for themselves. eContent
    does not affect the MOST proposal; it is a small part of the proposal and the challenges
    with eContent do not go away if the proposal is not approved.
    • There was a question about the actual vote. The task force charge was to determine if
    services were foundational or optional, the proposal takes away the voice of members
    and the Executive Board would make decisions on behalf of the membership. Dave
    Hanson explained that the proposal follows the Strategic Plan. The vote is to amend
    the Strategic Plan and replace it with the MOST proposal. The billing formula will also
    need to be reassessed.
    • Another director mentioned the demographics and the per capita support for each
    library varies.
    • One director asked for the definition of content. Is it digital? print?
    • What happens after OverDrive acquires Kanopy and OverDrive states that BCCLS
    cannot ask for something because everyone else does not want it? This is an
    immediate factor to consider.
    It was MOVED BY: Peter Coyl Seconded by: Amy Babcock-Landry
    to call the question. 1 opposed and 2 abstained. Motion carried.

    A voice vote was called: Yes (34), No (39), Abstain (3) and Not Present (1). The motion did
    not pass. A new task force will be created and they will use the established rubric from the
    Strategic Plan to evaluate services. Stephanie Bellucci thanked Peter Havel and the task force
    for all of their work.

    d. BCCLS Special Election – Executive Board
    Lori Quinn, chair, introduced the 2 candidates running in the special election: Omar Khan
    and Kathleen McGrail, and asked them to state their library and what they will bring to the
    Executive Board. She explained that the election runs for a week and will end on June 17
    at 5:00 pm. Directors should have received an email from Election Buddy today. She also
    asked the directors to consider running for the 2022 Executive Board; self-nominations are
    due on September 1.

    e. BCCLS Scholarship Winners – 2021
    The scholarship winners were recognized at the beginning of the meeting.

    Additional New Business
    Kathleen McGrail asked the Policies & Procedures Committee to review the sharing of
    materials and make a determination that all shared materials can fall under the same guidelines
    as our physical collection. She asked if she needed to make a formal request and Dave Hanson
    replied that was not necessary and the Executive Board will discuss it in July.

  10. Membership Hearing
    • Stephanie Bellucci wished Gerry McMahon well on her upcoming retirement and thanked her
    for her work as director, member of the Executive Board, committee chair, mentor and more,
    and said that she will be missed.
    • She also thanked John Arthur for his work and said there was a long list of items that needed
    to be filled when he leaves BCCLS.
    • Ellen O’Keefe also thanked Gerry McMahon and said she was a super trainer.
    • Tara Cooper thanked MOST for their hard work, thanked Gerry McMahon and said she would
    miss John Arthur.
    • Ruth Rando noted that Gerry McMahon gave her her first key to the Closter Public Library and
    she will miss her.
  11. Next Meeting
    System Council: Thursday, 9/23/21 @ 10:00 am – Virtual
  12. Adjournment
    It was MOVED BY: Ellen O’Keefe Seconded by: Chris Hartigan
    to adjourn at 12:28 pm. All in favor. Motion carried.

    dms: 6/14/2




06.10.21 – SC Meeting Agenda

SYSTEM COUNCIL AGENDA
Bergen County Cooperative Library System
Thursday, June 10, 2021 – 10:00 am
Virtual

  1. Call to Order
  2. Minutes of Previous Meeting – 3/18/21 Virtual
  3. Public Portion
  4. Treasurer’s Report
  5. President’s Report
  6. Executive Director’s Report
  7. Committee Reports
    a. Committee Chairs Kick-Off Meeting Notes
    b. Quarterly Committee Updates
  8. Old Business
    a. Audit Review
    2020 is presented for membership information
  9. New Business
    a. Policies & Procedures Committee – Recommendation – VOTE
    Membership to vote on the recommend policy revisions to Communications > Email
    b. Capital Fund Task Force Proposal – VOTE
    Membership to vote on Strategic Plan Initiative for Outcome 6
    c. MOST Amendment to Strategic Plan – VOTE
    Membership to vote on the recommended amendment to the Strategic Plan
    d. BCCLS Special Election – Executive Board
    Will introduce the candidates running for the Executive Board Special Election
    e. BCCLS Scholarship Winners – 2021
    Recognition of the BCCLS Scholarship Winners – 2021
  10. Membership Hearing
  11. Date & Place of Next Meeting – Thu 9/23/21 @ 10:00 am – Virtual
  12. Adjournment

    Stephanie Bellucci, BCCLS President
    June 3, 2021




03.18.21 – SC Meeting Minutes

SYSTEM COUNCIL MINUTES
BERGEN COUNTY COOPERATIVE LIBRARY SYSTEM
March 18, 2021
Virtual

PRESIDING:
Stephanie Bellucci, Cliffside Park

NOT PRESENT:
None

Attendance sheet is attached to the minutes in the BCCLS office

  1. Call to Order
    Stephanie Bellucci called the virtual meeting to order at 10:03 am. She thanked everyone for coming
    and gave the usual reminders: ensure display names and libraries are descriptive (rather than
    “Director” or “Laptop”) when signing in via the computer, email Darlene Swistock if participating via
    phone or attendees may not be marked as present, use the chat box to indicate a request to speak
    and wait to be recognized, mute mics unless speaking, state name and library before speaking, and
    wait until the Public Portion, Membership Hearing or when asked for comments before speaking,
    remember that roll call voting cannot be done via the chat box. Lastly, she welcomed Michelle Albert
    who was named Director at Nutley Public Library and offered the membership’s support as she gets
    acclimated. She also mentioned that Cheryl McNeil is no longer at Norwood.
  2. Minutes of Previous Meeting – December 10, 2020
    It was MOVED BY: Ellen O’Keefe Seconded by: Chelsea Coleman
    to approve the minutes as written. All in favor. Motion carried.

    She thanked Darlene Swistock and everyone who read the draft of the minutes for their help
    ensuring that a clean copy of the minutes was in the meeting packet.

  3. Public Portion
    ● John Trause congratulated the staff of BCCLS’ member libraries who were recently elected to
    the NJLA board:
    − Jessica Trujillo, Montclair – Vice President/President Elect
    − Allen McGinley, Teaneck – Second Vice President
    − Selwa Shamy, Montclair – Secretary
    ● Dave Franz asked about submitting copies of the state reports electronically to the BCCLS
    office.
    ● Kathleen McGrail pointed out that email is not the forum for discussions about System Council
    agenda items; those conversations should take place during System Council meetings.
    Everyone needs to be mindful of OPRA requests.
  4. Treasurer’s Report
    Terrie McColl’s report was previously shared with the membership. As she was not present in the
    meeting at that time, Dave Hanson offered to answer any questions. There were no questions about
    her report.

    It was MOVED BY: Amy Babcock-Landry Seconded by: Kathleen McGrail
    to accept the Treasurer’s Report. All in favor. Motion carried.

  5. President’s Report
    Stephanie Bellucci’s report was previously shared with the membership. Since there was a full agenda
    today and to save time, she did not add anything further. There were no questions about her report.
  6. Executive Director’s Report
    Dave Hanson’s report was previously shared with the membership. He mentioned that BCCLS’
    $150,000 Bergen County grant was in process; although it was a difficult year for the county, BCCLS
    was fortunate to continue to receive this funding. He also noted that Newsbank acquired the current
    and historical issues of The Record, and 6 of the Dr. Seuss books won’t be published any longer.
    There were no other questions about his report.
  7. Committee Reports
    a. Committee Chairs Wrap-Up Meeting Notes
    The notes from the Committee Chairs Wrap-Up Meeting on March 1 were included in the meeting packet. Stephanie Bellucci thanked Darlene Swistock for her work on the notes and commented that virtual meetings and Google docs worked well for most of the committees last year. She thanked the committees and their chairs for their hard work. There was a Committee Chairs Kick-Off Meeting on March 16. Chairs will meet quarterly: the first meeting explained how to run a committee, the second and third meetings will review the committees’ activities and the fourth meeting will be a wrap-up meeting. Going forward, there may be an orientation for new committee chairs. She thanked Dave Hanson and Darlene Swistock for their work on the committee rosters.

    b. Quarterly Committee Updates
    Quarterly Committee Reports were included in the meeting packet. There were no presentations
    or questions about the committee reports.

  8. Old Business
    None
  9. New Business
    a. Policies & Procedures Committee – Recommendation – VOTE
    Chris Doto, co-chair, reviewed the recommended changes:
    ● Damaged, Incomplete and/or Mislinked Materials
    ● Preferred Name Field > Uniform Manner of Entry
    ● Catalog Submissions > Submissions > Requisites for All Accepted Formats
    Stephanie Bellucci thanked the committee for their hard work.

    It was MOVED BY: Amy Babcock-Landry Seconded by: Linda Corona
    to approve the recommendations from the Policies & Procedures Committee.

    A discussion followed. John Arthur proposed a friendly amendment: changing “A chosen American
    name” to “A Chosen Name”. Amy Babcock-Landry accepted the friendly amendment.

    It was MOVED BY: John Arthur Seconded by: Ellen O’Keefe
    to approve the recommendations from the Policies & Procedures Committee reflecting the
    amendment. All in favor, 1 abstention. Motion carried.

    Dave Cubie asked how to validate names and Mike Grgurev replied that the registration name is
    currently the preferred name.

    b. Code of Conduct – VOTE
    Stephanie Bellucci explained that the Code of Conduct document was drafted by Amy BabcockLandry, Peter Coyl and Camille Valentino with help from her and Dave Hanson. It was decided
    that BCCLS needed to look at how everyone interacts with each other and BCCLS needed
    something to guide the membership. It was approved by the Executive Board on August 19, 2020
    but, due to an oversight, it was not passed to System Council for a vote.

    It was MOVED BY: Kathleen McGrail Seconded by: Peter Coyl
    to approve the Code of Conduct that was approved by the Executive Board on August 19, 2020.

    Ellen O’Keefe proposed a friendly amendment to adopt the Code of Conduct through part of the
    first paragraph: “Anyone asked to stop a hostile or harassing behavior is expected to comply
    immediately. All participants and presenters are expected to observe these rules and behaviors at
    all BCCLS events, meetings, and listserv communications. Participation in a BCCLS meeting,
    event, or discussion signals a willingness to comply with this Code of Conduct. This includes email
    and other written correspondence, and meetings and events, both virtual and in-person.” The
    friendly amendment was not accepted by Kathleen McGrail. John Arthur suggested reevaluating
    enforcement within 2 years. Kathleen McGrail would be agreeable if the Code of Conduct is
    approved.

    A lengthy discussion followed and many directors shared their thoughts. The drafters of the Code
    of Conduct were thanked for their efforts. Several directors said they were sad and shocked by
    the situation and wished that everyone would be kind to each other. Several other directors felt a
    Code of Conduct was needed, it should be reworked and then reviewed by an attorney. There was
    also concern about legal liability, how the code will be used, does it promote animosity and
    bullying. Stephanie Bellucci pointed out that directors do have the opportunity to voice their
    concerns at Executive Board and System Council meetings. Other directors felt that a code of
    conduct was not necessary. A director commented that one director shouted down another director
    and that stopped him from speaking at meetings. It was also suggested that the Executive Board
    issue an apology to Judy Heldman; the situation will be discussed at the next Executive Board
    meeting in April.

    Peter Havel suggested that, since there still seemed to be a lot of questions about the Code of Conduct, perhaps it could go to a committee and some of the remaining concerns could be addressed. Dave Hanson explained that the Code of Conduct can be referred back to the drafters or passed on to another committee or task force to be
    rewritten and clarified, not to determine if a Code of Conduct is needed.

    John Arthur read his proposed referral amendment
    Motion to convene a Code of Conduct task force, with applications for inclusion on the task force
    to be received by May 15, 2021, and with appointments made by the BCCLS President by May
    31, 2021, to consist of Executive Board members and non-Executive Board members, not to
    exceed seven total members (three from Executive Board and four non-Executive Board), with the
    BCCLS Executive Director serving in an advisory and non-voting role. The first charge of the
    committee will be presenting an opinion to System Council at the October 2021 meeting regarding
    whether a Code of Conduct is needed, drawing on Code of Conduct policies from other library
    consortia, other similar organizations, and attorney opinion as to the necessity of such a policy.
    System Council will then vote regarding whether a Code of Conduct should be drafted by the task
    force. If System Council approves the drafting of a Code of Conduct, the Code of Conduct will be
    drafted, vetted by an attorney, and submitted to Executive Board by December 31, 2021 and must
    be approved by both Executive Board and System Council by a 2/3 majority.

    Dave Hanson reiterated that the referral amendment would not be to determine if a Code of Conduct is needed. John Arthur suggested he could make his motion after the vote on the current motion or change his referral amendment. Amy Babcock-Landry said she would propose an updated referral amendment.

    It was MOVED BY: Amy Babcock-Landry Seconded by: John Arthur
    to convene a Code of Conduct task force, with applications for inclusion on
    the task force to be received by May 15, 2021, and with appointments made by the BCCLS
    President by May 31, 2021, to consist of Executive Board members and non-Executive Board
    members, not to exceed seven total members (three from Executive Board and four non-Executive
    Board), with the BCCLS Executive Director serving in an advisory and non-voting role. The first
    charge of the committee will be to draw on Code of Conduct policies from other library consortia,
    other similar organizations, draft a Code of Conduct to be reviewed by an attorney and to be voted
    on by the Executive Board at the Executive Board meeting closest to the end of work and then
    onto System Council if approved by the Executive Board.

    Kathleen McGrail asked if she needed to accept the referral amendment and Peter Coyl replied
    that she did not. She felt the timeline was very long and proposed presenting a draft of the Code
    of Conduct to the Executive Board by April 15, 2021 so it could be introduced at the System Council
    meeting in June and then voted on by the membership at the System Council meeting in
    September. She was surprised that some directors were surprised about the Code of Conduct as it has been mentioned in the Executive Board and System Council minutes since 2019.

    Amy Babcock amended her motion with the revised timeline and it was seconded by John Arthur.

    It was MOVED BY: Amy Babcock-Landry Seconded by: John Arthur
    to convene a Code of Conduct task force, with applications for inclusion on the task force submitted by March 31, 2021, and with appointments made by the BCCLS President by April 15, 2021, to consist of Executive Board members and non-Executive Board members, not to exceed seven total members (three from Executive Board and four non-Executive Board), with the BCCLS Executive Director serving in an advisory and non-voting role. The first charge of the committee will be to analyze Code of Conduct policies from other library consortia, other similar organizations, draft the Code of Conduct and submit it to the attorney for review of the policy. At that point, a report will be made to the Executive Board as soon as possible after the completion of the work.

    Stephanie Bellucci asked directors to volunteer to work on rewriting the Code of Conduct. Dave Hanson advised that the membership vote will determine if the Code of Conduct is ultimately passed. He advised that a super majority vote is not needed; a majority vote is sufficient. This vote is to refer the Code of Conduct to a new task force to continue working on it; it is not a vote to see if the Code of Conduct should be adopted.

    A voice vote was taken: Yes (43), No (25), Abstain (4), Not Present (5). Motion carried.

    c. Additional New Business
    ● Ellen O’Keefe wanted to make a motion to end the second phase of the materials’ quarantine.
    Dave Hanson replied that it was part of the emergency powers recommendations passed by
    the Executive Board and it will be discussed at the Executive Board meeting in April or the
    Executive Board can decide to have a special System Council to discuss and vote. Ellen
    O’Keefe withdrew her motion.
    ● Kathleen McGrail asked about the status of the Conflict of Interest policy. Dave Hanson
    explained that it would be for members of the Executive Board as well as BCCLS staff members. The
    work is in process. It would need to be added to the Personnel Manual and reviewed by the
    Personnel Committee. A determination would need to be made where it would reside (bylaws,
    policies). Then it would be presented to the Executive Board and System Council for their
    approvals.

  10. Membership Hearing
    ● John Arthur wants to invite everyone to his library after the pandemic.
    ● Tara Cooper thanked Stephanie Bellucci for her great work as President during the pandemic.
    ● Jennifer Breuer thanked Mike Grgurev for the MeeScan checkout reports and Eric Lozauskas
    for the BCCLS Value Report and Cybersecurity Report.
    ● Monica Smith recommended that everyone read Getting to Yes. It is a good read during these
    difficult times.
    ● Samantha McCoy mentioned that the annual NJLA Conference will be virtual this year and its
    new Executive Director made 17 virtual legislative visits in her first month.
    ● Stephanie Bellucci noted that the annual ALA Conference should be virtual as well.
    ● Lina Podles announced that she will be retiring on June 1 after 20 years. She thanked
    everyone for the great memories.
    ● Susan Meeske advised that the Northern Valley libraries have started a pen-pal program; 70
    people have signed up to participate.
  11. Next Meeting
    System Council: Thursday, 6/17/21 @ 10:00 am – Virtual
    Executive Board: Wednesday, 4/28/21 @ 10:00 am – Virtual
  12. Adjournment
    It was MOVED BY: Ellen O’Keefe Seconded by: Chris Hartigan
    to adjourn at 12:27 pm. All in favor. Motion carried.

    dms: 4/19/21




03.18.21 – SC Meeting Agenda

SYSTEM COUNCIL AGENDA
Bergen County Cooperative Library System
Thursday, March 18, 2021 – 10:00 am
Virtual

  1. Call to Order
  2. Minutes of Previous Meeting – 12/10/20 Virtual
  3. Public Portion
  4. Treasurer’s Report
  5. President’s Report
  6. Executive Director’s Report
  7. Committee Reports
    a. Committee Chairs Wrap-Up Meeting Notes
    b. Quarterly Committee Updates
  8. Old Business
  9. New Business
    a. Policies & Procedures Committee – Recommendation – VOTE
    Will recommend policy revisions to damaged, incomplete and/or mislinked materials, preferred names, cataloging and catalog submissions
    b. Code of Conduct – VOTE
    Will discuss the recommended Code of Conduct
  10. Membership Hearing
  11. Date & Place of Next Meeting – Thu 6/17/21 @ 10:00 am – Virtual
  12. Adjournment

    Stephanie Bellucci, BCCLS President
    March 11, 2021