05.26.21 – EB Meeting Minutes

05.26.21 – EB Meeting Minutes

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EXECUTIVE BOARD MINUTES
BERGEN COUNTY COOPERATIVE LIBRARY SYSTEM
May 26, 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
Amy Babcock-Landry Livingston
Terrie McColl New Milford
Gretchen Corsillo Rutherford
Laura Leonard Wyckoff

NOT PRESENT:
Tara Cooper Hackensack
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 10:06 am. She reminded everyone to say their name and library when speaking, clearly repeat the motion, who made it and who seconded it, indicate a request to speak in the chat box, and that guests should save their comments for the Public Portion, Membership Hearing or when comments are requested.
Eric Lozauskas mentioned that Webex now has captions which might be helpful during meetings.

  1. Minutes of the Previous Meeting on April 28, 2021
    It was MOVED BY: Terrie McColl Seconded by: Gretchen Corsillo
    to approve the minutes as written. All in favor. Motion carried
    Stephanie Bellucci thanked Darlene Swistock for drafting the minutes so quickly and for sending them to the Executive Board and directors to review in advance of the meeting; this way the cleanest version of the minutes is included in the meeting packet.
  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 the Director Portal within MyBCCLS. There were no questions about her report.
    It was MOVED BY: Laura Leonard Seconded by: Chelsea Coleman
    to approve the Treasurer’s Report. All in favor. Motion carried.
  4. Correspondence
    Margaret Mellett’s correspondence was received after the meeting packet was distributed. As a result, it was shared with the Executive Board and Directors separately. Dave Hanson advised that the Executive Board can decide how to handle it: they can discuss it now or later, take action or acknowledge it. There was a question about the emails related to this topic that were not included in the meeting packet. Dave Hanson explained that there was a specific request to include this letter as part of correspondence for the meeting.
  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. 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 is working with David Sarnoff on the level setting interviews in preparation to have more productive meetings. He advised that budget season has begun. He gave a shout out to Darlene Swistock for coordinating the advocacy webinars with Jamie LaRue with Ramapo Catskill Library System and he gave a shout out to Mike Grgurev for his work on the Polaris upgrade. There were no questions about his report.
  7. Committee Reports
    a. Library Admin, Management & Personnel Committee – Report
    b. Adult Services Committee – Library Share – Event Evaluation
    c. Library Admin, Management & Personnel Committee – New Professionals Meeting – Event Evaluation
    d. Member Services Committee – Adult Services & Circ Dept Head Meet Up Hour – Event Evaluation
    e. Trustee Development Committee – Telling Your Library’s Story: Unleashing the Power of Advocacy to Create Awareness, Funding, Civic Engagement & More (Part 1) – Event Evaluation
    f. Trustee Development Committee – Telling Your Library’s Story: Unleashing the Power of Advocacy to Create Awareness, Funding, Civic Engagement & More (Part 2) – Event Evaluation
    g. Youth Services Committee – Summer Reading Chat – Event Evaluation
    Copies of the LAMP Committee report and event evaluations 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.
  8. Old Business
    a. Member Conduct Letter – VOTE
    It was not necessary to go into closed session to discuss the draft of the letter to be sent by the Executive Board. Chelsea Coleman will send some grammar edits to Dave Hanson.
    It was MOVED BY: John Arthur Seconded by: Gretchen Corsillo
    to approve and send the letter as written, with the grammar edits. All in favor with 1 abstention. Motion carried.
    b. Code of Conduct – Update
    Stephanie Bellucci explained that Omar Khan, Director at Ridgefield Park, will chair the new Code of Conduct Committee. There were many directors that were interested in joining the committee, but the motion limited the number of committee members. Listening sessions will be offered to those not appointed to the committee.
    c. Parliamentary Procedures Training – Update
    Stephanie Bellucci advised that the training was rescheduled to avert a conflict with the NJLA Conference. Major non-BCCLS events will be added to the BCCLS calendar to avoid scheduling conflicts going forward. There will be 1 class for the Executive Board, Directors and Committee Chairs and there may be a second class for trustees. Directors should let Stephanie Bellucci or Dave Hanson know if they are interested in this training for their trustees. There was a question about the location of the BCCLS calendar. Joseph Palmer explained that it was available in MyBCCLS and there are instructions in the BIN how to add it to everyone’s Google calendar.
    d. eCard Review and Decision – VOTE
    Dave Hanson explained that eCard was intended to be a temporary card and then patrons would go to their libraries and transition to a regular card. The Executive Board needs to decide to sunset this provision or to move it to Policies & Procedures to codify its continuance.
    It was MOVED BY: Amy Babcock-Landry Seconded by: John Arthur
    to keep this program under emergency procedures and to remand it to Policies & Procedures to codify and create a program. All in favor. Motion carried.
    e. MOST Amendment to Strategic Plan – VOTE
    Stephanie Bellucci advised that there were 9 Small Group Meetings and they were well attended by the directors. If the amendment is approved by the Executive Board, it would go to System Council for approval. Dave Hanson explained that the vote is to amend the Strategic Plan and page 5 would be replaced by the amendment. John Arthur and Laura Leonard thanked Margaret Mellett for her letter which spelled out the details of the amendment and Laura Leonard also thanked the Bylaws Committee for their quick review.
    It was MOVED BY: Amy Babcock-Landry Seconded by: John Arthur
    to approve the amendment and send it to System Council in June. One opposed. Motion carried.
  9. New Business
    a. Policies & Procedures Committee – Recommendation – VOTE
    Chris Doto, co-chair, reviewed recommended policy revisions to Fines & Bills. These recommendations were not previously a part of the Policies & Procedures document. Several directors asked about being able to waive fines for other libraries’ materials. If the patron pays a fine at another library, that library keeps the fine so if they waive the fine, it is not impacting the owning library who would not have received the fine anyway. Several directors said they typically call the owning libraries for approval to waive fines. Waiving of fines does not apply to lost or damaged items. Stephanie Bellucci thanked Chris Doto and the Policies & Procedures Committee hard for their hard work.
    It was MOVED BY: Ellen O’Keefe Seconded by: Chelsea Coleman
    to approve all of the recommendations and to move them to System Council in June for approval.
    Five opposed and 1 abstention. The motion did not pass.
    It was MOVED BY: John Arthur Seconded by: Laura Leonard
    to approve the recommendations for Fine Creation and Fine Collection and to move them to System Council in June for approval and to revisit the Fine Forgiveness/Waive section. All in favor. Motion carried.
    b. BCCLS Scholarship Winners
    Stephanie Bellucci commended the Scholarship Committee for conducting the process virtually and on time again this year. She thanked the co-chairs of the committee for their time and effort, and mentioned that she spoke with the co-chairs of the Friends Committee which is planning to have the Friends Breakfast this year. In the meantime, Laura Leonard inquired if there might be a video or some other kind of recognition for the scholarship winners at System Council in June since they cannot be recognized in person.
    c. Single Sign-In Initiative – Information Presentation
    Dave Hanson explained that this change would entail moving from a corporate sign-in to a unique logon. This would allow better security when staff leave; they would no longer have access to the system. Mike Grgurev mentioned that there can be different levels of permission. The Technology & Digital Services Committee and the Policies & Procedures Committee will coordinate this initiative.
    It was MOVED BY: Amy Babcock-Landry Seconded by: Laura Leonard
    to move to a unique logon in 2021. All in favor. Motion carried.
  10. Membership Hearing
    • Stephanie Bellucci announced that John Arthur has accepted a position outside of BCCLS and thanked him for his work at BCCLS. There will be a special election for his replacement. Self-nominations and applications will be accepted for a week and voting begins on June 10.
    • John Arthur thanked Stephanie Bellucci for her kind words.
    • Kurt Hadeler liked the idea of unique logons and asked if there would be an allowance for non-BCCLS email accounts. Eric Lozauskas clarified that the logons for the unique logon project would not be tied to the email accounts, and that allowance would be made during implementation for libraries not using BCCLS email if needed.
    • Terrie McColl announced that New Milford now has a sculpture garden. The formal opening will be in September.
  11. Date of Next Meeting
    • Executive Board: Wed 7/28/21 @ 10:00 am – VIRTUAL
    • System Council: Thu 6/10/21 @ 10:00 am – VIRTUAL (DATE CHANGE)
  12. Adjournment
    It was MOVED BY: Stephanie Bellucci Seconded by: Laura Leonard
    to adjourn at 11:44 am. All in favor. Motion carried.


    dms: 6/1//21