11.16.20 – EB Meeting Minutes

11.16.20 – EB Meeting Minutes

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DRAFT

EXECUTIVE BOARD MINUTES
BERGEN COUNTY COOPERATIVE LIBRARY SYSTEM
November 16, 2020
Virtual


PRESIDING:
Stephanie Bellucci, Cliffside Park

PRESENT:
David Hanson, BCCLS

Catherine Shaw, Trustee, Allendale
Gerry McMahon, Franklin Lakes
Ellen O’Keefe, Glen Rock
Gretchen Kaser Corsillo, Ho-Ho-Kus
Amy Babcock-Landry, Livingston
Terrie McColl, New Milford
Matthew Latham, Ramsey
Laura Leonard, Wyckoff

NOT PRESENT:
Paige Soltano, Trustee, Fort Lee
Sai Rao, North Bergen

ALSO PRESENT:
Darlene Swistock, Recorder of Minutes

GUESTS:
A list of the guests is attached to the minutes in the BCCLS office


Stephanie Bellucci called the virtual meeting to order at 10:03 am. She reminded everyone to ensure their computer-displayed names indicate their names rather than “Director” or “laptop”, let Darlene Swistock know if they participated via phone, mute their mics unless speaking, mute their mics when typing in the chat box, identify themselves before speaking, clearly repeat the motion, who made it and who seconded it, remember that voting cannot be done via raising hands in the chat box and that guests who wish to speak should indicate that via the chat box during the Public Portion, Membership Hearing or when comments are requested. The Executive Board should have their discussion first before guests offer their comments. They should also share their comments orally rather than using the chat box. Side comments should not be done via the chat box. She congratulated the new directors: Giulia Bombace (Montvale) and Kathryn Ennist (Wallington) and welcomed acting directors: Julie Whitehead and Korine Stopsky (Dumont), Kevin Neary (Elmwood Park), Emily Pepe (Northvale), Michelle Albert (Nutley) and Sara Cassaro (Rutherford). Lastly, she noted that Gretchen Kaser Corsillo will be moving from director at Ho-Ho-Kus to director at Rutherford next month.

She welcomed the newly elected 2021 Executive Board members: John Arthur (Englewood), Chelsea Coleman (Bogota) and Tara Cooper (Hackensack). She thanked Matt Latham (Ramsey), Gerry McMahon (Franklin Lakes) and Sai Rao (North Bergen) who will complete their 3-year terms at the end of the year. She also welcomed the trustees who will serve 1-year terms on the Executive Board: Karen Kaner (President, Little Ferry) and Meri Kerns (President, Edgewater). Their libraries were selected to have trustee representation on the 2021 Executive Board through a drawing at System Council in October. She also thanked Catherine Shaw (President, Allendale) and Paige Soltano (President, Fort Lee) for their participation as trustee representatives in 2020.

  1. Minutes of the Previous Meeting on October 15, 2020
    It was MOVED BY: Ellen O’Keefe Seconded by: Gerry McMahon
    to approve the minutes as written. All in favor. Motion carried.
  2. Public Portion
    None
  3. Treasurer’s Report
    Terrie McColl’s report was previously distributed in the meeting packet. She reminded everyone that the financial summary pages are included in the meeting packet and the detailed reports are available in MyBCCLS. The application to convert the PPE loan to a grant is in process and the BCCLS office is awaiting word from the bank when applications will be accepted. A new document, BCCLS Financial Descriptions, was also included in the packet. It provides detail about BCCLS Accounts, Special Funds, the Billing Formula and the Buckets. It will be updated when necessary and will also be available in MyBCCLS. Stephanie Bellucci thanked Terrie McColl and Christina Park for their work on the BCCLS Financial Descriptions document.

    It was MOVED BY: Amy Babcock-Landry Seconded by: Laura Leonard
    to approve the Treasurer’s Report. All in favor. Motion carried.
  4. Correspondence
    None
  5. President’s Report
    Stephanie Bellucci’s report was previously distributed in the meeting packet. She congratulated the new directors, Giulia Bombace (Montvale) and Kathryn Ennist (Wallington); they will be paired with mentors and will also be invited to the New Directors Breakfast hosted by the Library Administration, Management and Personnel Committee. There were no questions about her report.
  6. Executive Director’s Report
    Dave Hanson’s report was previously distributed in the meeting packet. He mentioned that additional libraries were awarded funds from the Construction Bond Act. He also noted that BCCLS delivery volume has been increasing since delivery resumed in June. There were no questions about his report.
  7. Committee Reports
    a) Policies & Procedures Committee – Recommendation – VOTE
    Chris Doto, co-chair, reviewed the committee’s recommendation.
    • Changes to Lend and Send > Delivery > Lost In-Transit
    • Changes to Collection Development > Catalog Submissions > Submissions Requisitions for All Accepted Formats
    • Changes to Collection Development > Catalog Submissions > Information Required to Submit Materials for Cataloging

    Terrie McColl requested that references to Leap be changed to ILS so the policy would not need to be reapproved if the name changes.

    It was MOVED BY: Terrie McColl Seconded by: Gerry McMahon
    to approve the recommendation with the change requested and move this to System Council in December for approval. All in favor. Motion carried.

    b) Policies & Procedures Committee – Recommendation – VOTE
    Stephanie Bellucci provided some background regarding the fine-free movement. Libraries who are fine-free for their own materials should be encouraging patrons to pay fines owed to other libraries online. Chris Doto reminded everyone that libraries can only waive their own fines, fines paid with cash are retained by the library where they were paid and patrons should be encouraged to pay their fines online. The recommendation was made so the policy would not need to be reapproved each time and a suggestion was offered as a temporary solution to create goodwill during the pandemic. A discussion followed. There was a question why the suggestion was added to the Fine Creation policy rather than be communicated via email (this way the policy, recommendation and suggestion are all in one place), will the recommendation become policy (no, a library can choose to follow it), and can libraries decide not to accept cash for fine payments. Stephanie Bellucci asked Dave Hanson to send an email to all about the fine policy and he will also consult with the attorney regarding fine payments in cash.

    It was MOVED BY: Ellen O’Keefe Seconded by: Laura Leonard
    to move the suggestion to the document created by the Safely Opening & Operating Task Force. All in favor, 1 opposed. Motion carried.

    c) Strategic Plan Committee – Update – VOTE
    Chelsea Coleman, chair, reviewed the recommended changes to the Strategic Plan that were necessary due to the pandemic. The due date for Strategic Priority 4, Objective 4.1 was moved from the end of 2023 to the end of 2021. All of the other due dates have been extended. She also contacted all of the relevant parties to review these changes and to obtain their approval of the updates to the deadlines.

    It was MOVED BY: Amy Babcock-Landry Seconded by: Matt Latham
    to approve the recommended changes and to move this System Council in December for approval. All in favor. Motion carried.

    d) Mandated vs Opt-In Services Task Force – Update
    Kurt Hadeler, chair, reviewed the task force’s recommendation to change the 2 tiers (mandated and opt-in) to 3 tiers (foundational, optional and billable). The task force developed 4 questions and a flow chart to help determine where services fit. The platform (e.g. ILS) allows for the sharing of resources and would be foundational. The content (e.g. books and ebooks) would be optional. A discussion followed. There was concern about the impact on the “smaller” libraries, if they had the capacity (financial, staffing) and the composition of the task force seemed to be directors from larger libraries. (Stephanie Bellucci advised that all directors who requested to be on the task force were assigned to it.) Terrie McColl thanked the task force for their good work. Stephanie Bellucci also advised that there will be Small Group Meetings to continue the discussion. The recommendation will need to be approved by the Executive Board and System Council. The vote will likely take place in the spring of 2021 and, if approved, would take effect in 2022. Dave Hanson advised that the Finance Committee would also need to review the proposed changes.

    e) Advocacy Committee – Recommendation
    Dave Hanson, on behalf of John Arthur, chair, summarized the recommendation for Objective 1.3 of the Strategic Plan. They identified 3 focus areas for external funding: early literacy training and resources, workforce readiness resources and new servers for the BCCLS office.
    Stephanie Bellucci thanked the committee for their hard work.

    It was MOVED BY: Amy Babcock-Landry Seconded by: Laura Leonard
    to approve the recommendation from the Advocacy Committee. All in favor. Motion carried.

    f) Committee Programs – For Approval
    The list of upcoming programs recently approved by Stephanie Bellucci and Dave Hanson was previously distributed in the meeting packet. An email was sent to Directors clarifying that the name of Trustee Development Committee program should be Strategic Planning not Capital Planning. There were no comments or objections.

    g) Friends Committee – Fundraising Strategies for Libraries – Event Evaluation
    This was previously distributed in the meeting packet

    h) Trustee Development Committee – Trustee 201 for the Seasoned Trustee – Event Evaluation
    This was previously distributed in the meeting packet
  8. Old Business
    Catherine Shaw asked if the Salary Survey was distributed to trustees. Gretchen Kaser Corsillo, co-chair of the Library Administration, Management & Personnel (LAMP) Committee, explained that it is emailed to directors and it is also available to directors in MyBCCLS. Trustees should ask their directors for a copy if they would like one. Catherine Shaw also asked if it was possible to provide the data in a range rather than being specific. Most directors like seeing the specific information as it helps them advocate for change, plan for programs, deal with retention issues if pay is the cause, and advocate for themselves. Since this information is all public knowledge, it is not confidential. Stephanie Bellucci suggested that LAMP and the Trustee Development Committee discuss this further.
  9. New Business
    a) SimplyE Update
    Dave Hanson explained that the State Library is offering a funded subscription for the opensource product SimplyE. The product is expected to be up and running in March and the contract ends in September. At that point, the cost could be passed to the libraries. It is an
    individual library decision, a library does not need to participate to have access to the state’s B&T collection and the state is funding the set-up and the subscription. A discussion followed. There was concern about the amount of work that would be required by the BCCLS office for libraries to be able to use the service for only 6 months at no cost, and then the libraries may need to incur the cost themselves after 6 months.
  10. Membership Hearing
    • Kurt Hadeler asked for data from self-service checkouts so he could share it with his board. Mike Grgurev is combining the self-scan and MeeScan reports into a customized report and it should be ready by the end of the week.
    • Terrie McColl asked about libraries rolling back their services. Kurt Hadeler replied that there are no new Governor’s Orders impacting libraries.
    • John Arthur advised directors that they could email him if there were any questions about the recommendation from the Advocacy Committee. He feels that a dedicated group is needed to pursue the grants.
  11. Executive Session
    a) Executive Director – Contract

    It was MOVED BY: Matt Latham Seconded by: Gretchen Kaser Corsillo
    to move to closed session.

    The Executive Board moved to closed session at 12:50 pm
    The Executive Board returned to open session at 1:07 pm

    Laura Leonard read the contract for the Executive Director.

    It was MOVED BY: Laura Leonard Seconded by: Amy Babcock-Landry
    to approve the contract for the Executive Director covering the period of October 15, 2020 to December 31, 2022. All in favor. Motion carried.

    Stephanie Bellucci and Laura Leonard will meet with Dave Hanson later today.
  12. Date of Next Meeting
    • Executive Board: TBD @ 10:00 am – VIRTUAL
    • System Council: Thu 12/17/20 @ 10:00 am – VIRTUAL
  13. Adjournment
    It was MOVED BY: Amy Babcock-Landry Seconded by: Gerry McMahon
    to adjourn at 1:12 pm. All in favor. Motion carried.


    dms: 11/19/20