04.28.21 – EB Meeting Minutes
EXECUTIVE BOARD MINUTES
BERGEN COUNTY COOPERATIVE LIBRARY SYSTEM
April 28, 2021
Stephanie Bellucci,,Cliffside Park
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
Karen Kaner, Trustee Little Ferry
Darlene Swistock, Recorder of Minutes
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
- 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.
- Public Portion
- 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.
- 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.
- 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.
- 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.
- 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.
- 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
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.
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
- 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
- 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.
- 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)
It was MOVED BY: Ellen O’Keefe Seconded by: Chelsea Coleman
to adjourn at 12:12 pm. All in favor. Motion carried.