04.28.21 – EB Meeting Minutes

04.28.21 – EB Meeting Minutes

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EXECUTIVE BOARD MINUTES
BERGEN COUNTY COOPERATIVE LIBRARY SYSTEM
April 28, 2021
Virtual


PRESIDING:
Stephanie Bellucci,,Cliffside Park

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

NOT PRESENT:
Karen Kaner, Trustee Little Ferry

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 say their
name and library when speaking, clearly repeat the motion, who made it and who seconded it, to indicate
a request to speak in the chat box, and guests should save their comments for the Public Portion,
Membership Hearing or when comments are requested. Everyone should mute themselves unless they are
speaking.

  1. Minutes of the Previous Meeting on February 24, 2021
    It was MOVED BY: Tara Cooper Seconded by: John Arthur
    to approve the minutes as written. All in favor.
  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 within MyBCCLS. There were no questions about her report.

    It was MOVED BY: Ellen O’Keefe Seconded by: Chelsea Coleman
    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. Because of the full
    agenda for today’s meeting, she did not add anything further. She welcomed and congratulated
    Morgan Taylor who is the new Director at Ho-Ho-Kus. 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 he
    attended the IMLS REALM webinar on vaccines and reopening. He also mentioned that there will
    be monthly meetings with the State Librarian. There were no questions about his report.
  7. Committee Reports
    a. Friends Committee – The Virtual Age: Zoom 101 – Event Evaluation
    b. Tech & Digital Services Committee – Engaging Patrons Virtually – Event Evaluation
    c. Friends Committee – The Virtual Age: Social Media 101 – Event Evaluation
    d. Trustee Development Committee – Trustee Roundtable – Event Evaluation
    e. Member Services Committee – Youth Services Dept Head Meetup – Event Evaluation
    f. Member Services Committee – Beyond BCCLS: Memberships & Opportunities – Event Evaluation
    g. Upcoming BCCLS Committee Programs
    Copies of the event evaluations and the list of upcoming BCCLS Committee programs were
    previously distributed in the meeting packet. There were no questions or comments about them.
    Stephanie Bellucci noted that there will be a Committee Chairs check-in soon.
    Stephanie Bellucci wanted to discuss Conduct and Sensitivity Training at this point in the meeting,
    rather than waiting until New Business, as the potential presenter was in attendance. There were
    no objections. Stephanie Bellucci provided some background and explained that the training would
    be for members of the Executive Board, Committee Chairs and others who have expressed
    interest. The Sarnoff Group was referred to BCCLS by Paige Soltano, Trustee at Fort Lee, who
    served on the BCCLS Executive Board in 2020. David Sarnoff provided an overview on a possible
    program and offered to answer questions. The number of workshops/group meetings would
    depend; 4 key topics are: active listening, giving feedback, board conduct and productive conflict.
    Training would start with the Executive Board and Committee Chairs and then be opened up to
    others. It could be recurring and that decision would be up to the next BCCLS President. There is
    funding available in the BCCLS budget. Stephanie Bellucci thanked David Sarnoff for attending
    and explained that the Executive Board will review the proposal during New Business.
  8. Old Business
    a. Attorney Review of Board Action regarding Member Conduct
    Dave Hanson explained that the attorney determined, per the BCCLS bylaws, that the
    Executive Board has the authority to create a committee, investigate, and return information to
    the Executive Board about conduct and it is not subject to review by System Council.
    He also explained that if actions are not addressed in the bylaws, they are covered under
    Robert’s Rules. The bylaws do not state if a letter can or cannot be sent. The attorney felt the
    letter was not punishment and the Executive Board has 3 options to determine how to move
    forward: (1) this is a punishment and it should be referred to System Council, (2) this is not a
    punishment and the matter should be dropped, (3) the action was inconsistent with the bylaws
    and an apology should be issued.

    Dave Hanson asked if there were any questions about the role of the Executive Board and the
    punishment and there were none. He asked the Executive Board how they would like to
    proceed and a discussion followed about who would receive an apology (the party who was
    accused) and what would the letter say.

    It was MOVED BY: Terrie McColl Seconded by: Ellen O’Keefe
    to have the Executive Board send an apology letter stating that the letter was not consistent
    with BCCLS’ bylaws and should have never been sent.

    Another discussion followed about the content of the letter; the members of the Executive
    Board would like to see a draft of the letter before it is approved.

    John Arthur proposed amending the motion so that final approval of the letter will take place at
    the next Executive Board meeting. Two opposed. Motion carried.

    b. Code of Conduct – Update
    Stephanie Bellucci explained that John Arthur’s motion defined the composition of the Code of
    Conduct committee to be formed: 3 members of the Executive Board and 4 directors not
    serving on the Executive Board. She received many requests from directors to participate, but
    only 2 requests from members of the Executive Board; she would have liked everyone who
    volunteered to be able to participate. Amy Babcock-Landry advised that the motion was
    approved by System Council and the Executive Board should not go against it. John Arthur

    asked about open meetings and give non-voting members an opportunity to participate in the
    meetings as well. She will ask for another volunteer from the current Executive Board and then
    create the committee so it can begin its work.

    c. Board Conflict of Interest Policy – VOTE
    Stephanie Bellucci and Dave Hanson have been working on this policy. Laura Leonard, chair
    of the Personnel Committee, advised that the Conflict of Interest Policy was discussed at the
    recent Personnel Committee meeting and this is asked of their own boards. Dave Hanson
    explained the Executive Board would need to determine where this policy should be maintained
    (e.g., bylaws, policies & procedures, etc.).

    It was MOVED BY: Amy Babcock-Landry Seconded by: Laura Leonard
    to approve the Code of Conduct and refer it to the Bylaws Committee to be included within the
    BCCLS bylaws and move it to System Council in June for approval. All in favor. Motion carried.

    d. Capital Fund Task Force Proposal – VOTE
    Dave Hanson explained that the Strategic Plan Initiative for Outcome 6 called for the creationof a capital plan and how the funds would be spent. If there were large projects in the past, the membership would be charged accordingly that year and following years; there would be a $1,200 charge to each member to fund future capital projects and this would help to even out the costs. Stephanie Bellucci explained that the Capital Plan was an outcome of the Strategic Plan.

    It was MOVED BY: Terrie McColl Seconded by: Amy Babcock-Landry
    to approve the Capital Plan Task Force recommendation and move it to System Council in June for approval. All in favor. Motion carried.

    There will be an opportunity for directors not on the Executive Board to discuss this further at System Council in June.

    e. Review of Only Local Hold Pickup Emergency Provision – VOTE
    Dave Hanson noted that this was one of the emergency decisions made by the Executive Board
    last year. Removing this provision gives flexibility to each library as pick-ups would be covered
    under their own pandemic policies and procedures. Several directors expressed concern that
    removing this provision will burden neighboring libraries of libraries who are not open for
    browsing or who have reduced hours.

    It was MOVED BY: Amy Babcock-Landry Seconded by: Ellen O’Keefe
    to remove only local holds pickup effective May 10. All in favor. Motion carried.
  9. New Business
    a. Policies & Procedures Committee – Recommendation – VOTE
    Chris Doto, co-chair, reminded everyone that email is subject to OPRA and the committee
    reviewed BCCLS email policy and made their recommendation. There was a question about
    BCCLS naming conventions. If someone has the same name as a former employee, email
    addresses are not reused until 3 years and often a middle initial will be used to differentiate the
    users.

    It was MOVED BY: Ellen O’Keefe Seconded by: Laura Leonard
    to approve all of the recommendations and move them to System Council in June for approval.
    All in favor. Motion carried.

    b. Conduct and Sensitivity Training
    This was previously discussed.

    It was MOVED BY: Chelsea Coleman Seconded by: Amy Babcock-Landry
    to empower the Executive Director to work with the Sarnoff Group to create sensitivity
    training at a cost not to exceed $6,000. All in favor. Motion carried.

    This expense will be charged to leadership training in the membership bucket. There was a
    request to open this training up to all directors. Dave Hanson suggested seeing how the first
    round goes and then seeing how training can be offered to a bigger audience. Perhaps there
    will be a second round or ongoing training for new directors and new committee chairs.

    c. Parliamentary Procedures Training – VOTE
    Stephanie Bellucci explained that LLNJ provided this training in December and she would like
    to offer it to the Executive Board, Directors and Committee Chairs. She thanked Darlene
    Swistock for attending this webinar when it was presented by LLNJ and for her research to
    bring the program to the BCCLS membership. Dave Hanson explained that BCCLS will start
    with Option #1.

    It was MOVED BY: Ellen O’Keefe Seconded by: John Arthur
    to move forward to engage Lawrence D. Taylor to conduct Parliamentary Procedures training
    as recommended. All in favor. Motion carried.

    d. BCCLS Phase 3 Re-Opening and Recommendations – VOTE
    Dave Hanson advised that the BCCLS office is preparing to move from Phase 2 to Phase 3
    which would increase the cap of staffers in the BCCLS office from 5 to 8 starting May 10. He
    also talked about a possible change in the quarantine procedure which includes removing the
    quarantine guidelines when staff touch items and put them in the delivery bins, and removing
    the quarantine guidelines when items enter the libraries. This would allow libraries to make
    their own quarantine decisions. Libraries would be asked to continue to leave outgoing bins in
    a place that still allows for social distancing for drivers.

    It was MOVED BY: Tara Cooper Seconded by: Amy Babcock-Landry
    to approve the recommendations of the Executive Director effective May 10. All in favor.
    Motion carried.

    e. 2020 BCCLS Audit – VOTE
    Dave Hanson noted that BCCLS had a good audit. He pointed out that the big difference
    between the changes in Total Assets and Total Liabilities on page 6 was a result of Increased
    Deferred Revenues (many member libraries paid their BCCLS bills early) and the PPP grant is
    also included on page 14. Dave Hanson and Terrie McColl thanked Christina Park for her help
    on the audit.

    It was MOVED BY: Terrie McColl Seconded by: Ellen O’Keefe
    to approve the 2020 BCCLS Audit as presented. All in favor. Motion carried.

    f. Amazon – Discussion
    Dave Hanson explained that Amazon has stated that libraries cannot purchase certain items
    to share with their patrons. He indicated that it would be hard to boycott AWS. Dave Hanson
    will find out how NJLA and ALA are handling this issue and perhaps BCCLS can lend its
    support.
  10. Executive Session
    It was MOVED BY: Ellen O’Keefe Seconded by: Gretchen Corsillo
    to move to closed session at 12:05 pm.
    It was MOVED BY: Ellen O’Keefe Seconded by: Meri Kearns
    to end the closed session at 12:10 pm.

    The attorney’s advice regarding the Conduct of Conduct was discussed during the Executive
    Session.
  11. Membership Hearing
    • Laura Leonard announced that Wyckoff will be celebrating its 100th Anniversary this year. The
    celebration kicks off on May 14 and will continue until the end of the year. They will have 100
    posts of throw-back pictures and posts. One of their staffers is retiring after being there for 25
    of those years.
    • Margaret Mellett asked about the Capital Plan Task Force’s proposal which indicated that $3.3
    MM is needed, but only $800,000 is listed in the table and libraries will be charged $50 in the
    first year. Will grants be used to shore up the funding gaps? Dave Hanson explained that
    BCCLS cannot ask the commissioners of a single county for funding for capital projects for the
    entire consortium, but one of the charges for the Advocacy & Government Relations Committee
    is to explore third party grants.
    • Kathleen McGrail advised that she and Sarah Lester will be part of LSTA to determine how the
    state will use the $3.9MM available under the recovery act. Ideas can be emailed to Jen Nelson.
  12. Date of Next Meeting
    • Executive Board: Wed 5/26/21 @ 10:00 am – VIRTUAL
    • System Council: Thu 6/10/21 @ 10:00 am – VIRTUAL (DATE CHANGE)
  13. Adjournment
    It was MOVED BY: Ellen O’Keefe Seconded by: Chelsea Coleman
    to adjourn at 12:12 pm. All in favor. Motion carried.


    dms: 5/3/21