1

01.27.21 – EB Meeting Minutes

DRAFT 

EXECUTIVE BOARD MINUTES 
BERGEN COUNTY COOPERATIVE LIBRARY SYSTEM 
January 27, 2021 
Virtual 

PRESIDING: Stephanie Bellucci Cliffside Park 

PRESENT: David Hanson BCCLS 
Chelsea Coleman Bogota 
Meri Kearns, Trustee Edgewater 
Ellen O’Keefe Glen Rock 
Tara Cooper Hackensack 
Karen Kaner, Trustee Little Ferry 
Amy Babcock-Landry Livingston 
Terrie McColl New Milford 
Gretchen Corsillo Rutherford 
Laura Leonard Wyckoff 

NOT PRESENT: John Arthur Englewood 

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 10:04 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.  

  1. Minutes of the Previous Meeting on November 16, 2020 

It was MOVED BY: Ellen O’Keefe Seconded by: Amy Babcock-Landry to approve the minutes as written. All in favor. Motion carried. 

  1. Public Portion 

None 

Stephanie Bellucci advised that Ellen O’Keefe, Vice President, and Terrie McColl, Treasurer, will continue in these roles on the Executive Board in 2021. She also announced the standing  committees:  

Finance Committee: Terrie McColl (chair), John Arthur, Tara Cooper and Amy Babcock-Landry. Personnel Committee: Laura Leonard (chair), Chelsea Coleman, Gretchen Corsillo and Ellen  O’Keefe. 

  1. 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. She advised that the verbiage for over budget will be revised for clarity as  certain pass-through lines (e.g. MeeScan) appear to be over budget. The PPP loan has been  converted to a grant and all libraries will be receiving a check for $2,605 in the next week. There  was a question about the pass-through lines that are over budget (more money was spent on the  expense side and more money was taken in on the income side). There were no other questions  about her report. 

It was MOVED BY: Tara Cooper Seconded by: Laura Leonard to approve the Treasurer’s Report. All in favor. Motion carried. 

  1. Correspondence 
    • Bergen County Grant Request Letter 
      At Stephanie Bellucci’s request, Dave Hanson provided a brief background on the Bergen  County Grant. The request is made annually and the funds are divided among the 62 libraries  in Bergen County. This year’s letter included highlights of how individual libraries used their  share of the grant. She thanked Dave Hanson, Darlene Swistock and the BCCLS office for the  letter and for compiling the anecdotes. 

      It was MOVED BY: Amy Babcock-Landry
      Seconded by: Gretchen Corsillo to approve the Bergen County Grant letter. All in favor. Motion carried. 

    • Daragh O’Connor Letter 
      Daragh O’Connor sent a letter to Stephanie Bellucci and Dave Hanson asking about libraries  that may be out of compliance with 1/3 mill minimum funding as a result of furloughs, layoffs  and other pandemic-related issues. Amy Babcock-Landry asked if this happened or if it was an  assumption. Terrie McColl advised that the State was being flexible with compliance and  Stephanie Bellucci advised that if there are any issues noted, they will be addressed by the  BCCLS office.  
  1. President’s Report 
    Stephanie Bellucci’s report was previously distributed in the meeting packet. In addition to the  activities in her report, she also participated in the online meeting regarding the vaccine rollout, the  send-off for Mary Chute, ALA Midwinter, the MOST meeting and the MOST joint meetings with the  Bylaws, eBCCLS, Finance and Strategic Planning Committees. She, Dave Hanson and Darlene  Swistock also conducted an orientation session for the new trustees, Karen Kaner and Meri Kearns,  serving on the Executive Board; she thanked Dave Hanson and Darlene Swistock for compiling the  orientation packets. She reminded everyone to participate in NJLA Snapshot Day and the deadline  to sign up for committees was Friday, January 23. There were no questions about her report. 
  1. Executive Director’s Report 
    Dave Hanson’s report was previously distributed in the meeting packet. He mentioned the various  surveys that are requesting feedback, vaccines, the BCCLS office sent a tribute video to wish  Commissioner Ganz well on his retirement, the trustee orientation was a result of feedback from  the outgoing trustees that were on the board in 2020. Lastly, he mentioned that the router testing  project is in process. There were no questions about his report. 
  1. Committee Reports 
    • Policies & Procedures Committee – Recommendation – VOTE 
      Chris Doto, co-chair, reviewed the committee’s recommendation.  
      • Changes to Damaged, Incomplete and/or Mislinked Materials 
        Ellen O’Keefe thanked the committee for creating the Material Condition Chart which  covered everything. 

        It was MOVED BY: Ellen O’Keefe
        Seconded by: Terrie McColl to approve the recommendation and move this to System Council in March for  approval. All in favor. Motion carried. 

        Lisa Hoffman and Sara Rimassa, co-chairs of the Diverse & Underserved Populations  Committee, reviewed their recommendation.  

      • Recommended Policy: Preferred Name Field 
        This would address given name vs preferred name, gender, middle names, nicknames, American names, legal name changes. 

        It was MOVED BY: Amy Babcock-Landry
        Seconded by: Laura Leonard to approve the recommendation and move this to System Council in March for  approval. All in favor. Motion carried. 

    • Mandated vs Opt-In Services Task Force (MOST) – Update 
      The update was previously distributed to the membership. Kurt Hadeler, chair, provided a  summary of the joint meetings with the Bylaws, eBCCLS, Finance and Strategic Planning  Committees. Small Group Meetings will be held to solicit feedback from the membership.  Stephanie Bellucci thanked Kurt Hadeler and the task force for their work. Len LoPinto hopes  that BCCLS is able to remain strong and solvent for all members. Kurt Hadeler explained that  MOST is not looking to tear BCCLS apart, but is trying to find ways to offer the flexibility and  options needed to sustain the organization. 
    • Member Services Committee – Recommendation 
      This was previously distributed in the meeting packet. There were no questions. 
    • Committee Programs for Approval 
      The list of upcoming programs recently approved by Stephanie Bellucci and Dave Hanson was  previously distributed in the meeting packet. There were no comments or objections. 
    • Adult Services Committee – Simply Reports Training (2) – Event Evaluations
    • LAMP Committee – Climbing the Ladder – Event Evaluation
    • Youth Services Committee – Boot Camp – Event Evaluation 
    • Youth Services Committee – Mock Awards – Event Evaluation 
    • BCCLS – OCLC Catalog Express Training (3) – Event Evaluations 

      All of the event evaluations were previously distributed in the meeting packet and there were  no questions. 

  1. Old Business 
    • PPP Loan – Update 
      Dave Hanson noted that this was previously discussed. The checks should be going out next  week if the payments cannot be made electronically. Amy Babcock-Landry asked about using  these funds to reduce this year’s bills. Dave Hanson explained that some libraries paid their  bills early and the BCCLS office needs to close out the year. There will be a second PPP, but  BCCLS will not qualify. Stephanie Bellucci thanked Dave Hanson and Christina Park for their  work on the PPP. 
    • BCCLS Office – Working Remotely 
      Dave Hanson explained that this was previously approved and would sunset at the January  Executive Board meeting. He recommended extending it to September 30. 

      It was MOVED BY: Amy Babcock-Landry
      Seconded by: Terrie McColl to extend the approval for the BCCLS office to work remotely until September 30. All in favor.  Motion carried.

  • New Business 
    • 2021 Executive Board Officers and Standing Committees
      Stephanie Bellucci announced this at the beginning of the meeting.
    • BCCLS Virtual Meeting Schedule for 2021 
      It was MOVED BY: Amy Babcock-Landry
      Seconded by: Laura Leonard  that all BCCLS meetings (Executive Board, System Council and committee meetings) be held  virtually in 2021. All in favor. Motion carried. 
    • Code of Conduct Investigation 
      A member contacted Stephanie Bellucci, BCCLS President, and she will oversee a committee  of 3 that will conduct the investigation. 

      It was MOVED BY: Tara Cooper
      Seconded by: Amy Babcock-Landry to move to closed session. 

      The Executive Board moved to closed session at 11:21 am 
      The Executive Board returned to open session at 11:42 am  

      The names of 3 members of the Executive Board were selected to conduct the investigation:  Ellen O’Keefe, Laura Leonard and Chelsea Coleman. Dave Hanson and Stephanie Bellucci will  also be involved in the investigation.  

    • Board Conflict of Interest and Oath – Proposal and Discussion 
      This will be presented at the Executive Board meeting in February to take effect for the  Executive Board in 2022. The form and oath will need to be written. 
  1. Membership Hearing 
    • Kathleen McGrail commented that the review of billing for eBCCLS should not be handled by  the Finance Committee. Terrie McColl replied that is a charge of the Finance Committee per  the Strategic Plan. Kathleen McGrail noted that it was handled by the Billing Task Force the  last time and the Finance Committee should review the billing. Kurt Hadeler said MOST thought  that the Finance Committee was responsible and they will need clarification if another group is  responsible and that could delay the process by 12-18 months. Dave Hanson reminded  everyone that the Finance Committee reviews the billing formula and the Strategic Plan could  be amended if necessary.  
  1. Date of Next Meeting 
    • Executive Board: Wed 2/24/21 @ 10:00 am – VIRTUAL 
    • System Council: Thu 3/18/21 @ 10:00 am – VIRTUAL 
  1. Adjournment 
    It was MOVED BY: Terrie McColl
    Seconded by: Tara Cooper to adjourn at 11:53 am. All in favor. Motion carried. 

dms: 2/1/21