08.25.21 – EB Meeting Minutes

08.25.21 – EB Meeting Minutes

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DRAFT
EXECUTIVE BOARD MINUTES
BERGEN COUNTY COOPERATIVE LIBRARY SYSTEM
August 25, 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
Terrie McColl New Milford
Omar Khan Ridgefield Park
Gretchen Corsillo Rutherford
Laura Leonard Wyckoff

NOT PRESENT:
Amy Babcock-Landry Livingston

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 say their
name and library when speaking, clearly repeat the motion, who made it and who seconded it, and that
guests should let the Executive Board have their discussion first and there will be an opportunity for guests
to speak during the Public Portion, Membership Hearing or when comments are requested. The chat box
can be used to communicate during the meeting, but full motions cannot be made via the chat box.
Stephanie Bellucci also welcomed the new and acting Directors: Jennie Pu (Director, Hoboken) Michele
Albanese and May Kwon (Co-Acting Directors, Northvale), Weilee Liu (Acting Director, Teaneck) and Kate
Gorman (Director, Dumont next month).

  1. Minutes of the Previous Meeting on July 28, 2021
    It was MOVED BY: Tara Cooper Seconded by: Gretchen Corsillo
    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 the Director Portal within MyBCCLS. There were no questions about her report.
    It was MOVED BY: Omar Khan 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. 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 the state’s
    Access Navigator program, that BCCLS is moving towards more secure VPN remote access and
    that a Maplewood patron made a $1,000 donation to support BCCLS’ eContent. There were no
    questions about his report.
  7. Committee Reports
    a. Trustee Development Committee – Mentor Program
    b. Friends Committee – BCCLSwide Book Sale
    c. Committee Program Approvals
    Copies of the proposed trustee mentor program, the proposed BCCLSwide Book Sale and the
    proposed list of upcoming BCCLS Committee programs were previously distributed in the meeting
    packet. There were no questions or comments about them. Since the Friends Committee made the
    difficult decision to cancel the Friends Breakfast this year, Stephanie Bellucci asked that attendees
    consider donating the cost of the ticket to the BCCLS Scholarship Fund.
  8. Old Business
    a. Sarnoff Report and Recommendation – REVIEW
    David Sarnoff, of the Sarnoff Group, provided a high-level overview of the level-setting
    interviews he recently completed. He conducted 360-interviews with 13 directors and
    discussed culture, collaboration and conflict within the organization. Those interviewed
    believed that BCCLS has expert industry knowledge, offers excellent IT support, provides
    excellent service to patrons and offers libraries access to resources that would be otherwise
    unavailable to them. Opportunities for growth and development include: trust, civility and
    mutual respect, and the generational divide. Directors are passionate about BCCLS’ mission,
    but they have different opinions about how to achieve it. Recommendations include follow-up
    training and development to build a high-level trust work environment, effective giving and
    receiving of feedback, productive conflict, active listening and EQ vs IQ.
    Dave Hanson noted that these findings will also be presented to the membership at System
    Council in the fall. David Sarnoff indicated that these issues are not unique to BCCLS. For
    training, there will be multiple cohorts (3-4 cohorts with 20-25 directors in each) so the sessions
    can be interactive; it is not a knowledge-share webinar. Stephanie Bellucci thanked the
    directors who participated in the interviews, said she was surprised with some of the feedback,
    and that BCCLS will continue with the original proposal from David Sarnoff.
    b. Tech & Digital Services Committee – Recommendation – VOTE
    Stephanie Bellucci thanked the Tech & Digital Services Committee for setting up the Small
    Group Meetings in August to answer any questions that directors may have had. There were
    no questions from the Executive Board.
    It was MOVED BY: Ellen O’Keefe Seconded by: Tara Cooper
    to accept the recommendation of the Tech & Digital Services Committee. All in favor. Motion
    carried.
    The recommendation will be moved to System Council in September and Stephanie Bellucci
    asked that directors watch the recording of the presentation and they ask questions in advance
    of System Council.
    c. Reconsideration of Board Action Regarding In-Person Meetings and Events – VOTE
    Dave Hanson reminded everyone that the Executive Board voted to hold meetings and events
    virtually until the end of the year. The request to reconsider in-person meetings carried less
    pressure since the Friends Committee decided to cancel the Friends Breakfast this year; 2
    committees had requested approval for outdoor events. Stephanie Bellucci said she will
    discuss in-person meetings and events at the Committee Chairs Check-in in October.
    It was MOVED BY: Ellen O’Keefe Seconded by: Tara Cooper
    to amend the Executive Board decision to allow for outdoor meetings and events.
    There was concern that the technology needed to offer hybrid meetings and events outside
    can be tricky. This will be discussed again at the Executive Board meeting in November. The
    Board will need to consider the reasons for keeping meetings virtual.
    It was MOVED BY: Chelsea Coleman Seconded by: Ellen O’Keefe
    to amend the motion and the Executive Board decision and to allow for outdoor events only.
    All in favor. Motion carried.
    d. Code of Conduct – REVIEW
    Dave Hanson explained that the motion for a Code of Conduct indicated that the Executive
    Board should review the recommendation before it is presented to System Council. Ellen
    O’Keefe commented that it was a balanced and well-thought-out document and Stephanie
    Bellucci thanked Omar Khan, chair, and the committee for their efforts.
    e. Strategic Plan Review and Updates – VOTE
    Dave Hanson noted that any changes to the Strategic Plan are an amendment; updating the
    due dates needs to be approved by the Executive Board and then the recommendation moves
    to System Council for membership approval. Stephanie Bellucci thanked the Strategic Planning
    Committee for their hard work.
    It was MOVED BY: Terrie McColl Seconded by: Laura Leonard
    to approve the changes to the due dates in the Strategic Plan as recommended and move it
    to System Council. All in favor. Motion carried.
    f. Proposed Unique Sign-On – VOTE
    Dave Hanson mentioned that this process started about 2 years ago, but it was delayed
    because of the pandemic. It will help the membership track changes in the database as well as
    to reduce password changes required as a result of staff turnover.
    It was MOVED BY: Tara Cooper Seconded by: Terrie McColl
    to approve the recommendation and move it to System Council. All in favor. Motion carried.
  9. New Business
    a. Bylaws Committee – Recommendation – VOTE
    Kathleen McGrail, chair, reviewed the proposed changes to the bylaws:
    • the definition of supermajority
    • the election for President
    • the committee will also correct any scrivener’s errors
    Stephanie Bellucci thanked the Bylaws Committee for their work.
    It was MOVED BY: Laura Leonard Seconded by: Chelsea Coleman
    to approve the recommendation and move it to System Council. All in favor. Motion carried.
    b. Policies & Procedures Committee – Recommendation – VOTE
    Chris Doto, chair, reviewed the proposed changes to the Policies & Procedures Manual:
    • Collection Development > Missing Items
    • Lost In-Transit
    • Use of Claims Returned/Claims Never Had
    Stephanie Bellucci thanked the committee for their efforts.
    It was MOVED BY: Ellen O’Keefe Seconded by: Gretchen Corsillo
    to approve the recommendation and move it to System Council. All in favor. Motion carried.
    c. BCCLS Technology Three-Year Plan – REVIEW
    Eric Lozauskas, Director of IT, reviewed the BCCLS Technology Plan (2022-2024). It includes:
    • Mission Statement and Strategic Plan Alignment
    • Technology and Security Goals
    • Status, Equipment Inventory, and Licensing
    • Staff Development and Training
    • Budget Requirements and Projections
    • Projects and Funding
    • Evaluation
    Stephanie Bellucci thanked him for the detailed report and asked if BCCLS had insurance for
    ransomware demands. BCCLS has a cybersecurity policy in place. Highlights of the
    presentation will be shared with the membership at System Council in September or October.
    d. BCCLS COVID Work Place Safety Policy and Review – VOTE
    Dave Hanson explained the proposed COVID-19 Prevention Guidelines have been reviewed
    by the attorney and would become a formal addition to the BCCLS Personnel Manual.
    Employees need to be vaccinated or tested weekly and it also includes return-to-work criteria.
    There were a few questions and comments: does this apply to the office and warehouse (yes);
    this policy is becoming more commonplace and is fairly standard; what is the impact on drivers
    interacting with staff at libraries that do not have a similar policy (they follow the guidelines of
    the local library); if BCCLS staff are uncomfortable, this will be addressed; what if libraries only
    wanted vaccinated employees to enter their libraries (vaccination status cannot be shared with
    libraries, but the percentage of vaccinated staff can be shared); what about meetings at the
    BCCLS office and can everyone be required to wear masks?
    It was MOVED BY: Chelsea Coleman Seconded by: Ellen O’Keefe
    to approve the recommended guidelines. All in favor. Motion carried.
    e. BCCLS Benefits Package 2022 – VOTE
    Dave Hanson noted that there were no changes to the benefits that were offered in 2021.
    It was MOVED BY: Laura Leonard Seconded by: Omar Khan
    to approve the BCCLS Benefits Package 2022. All in favor. Motion carried.
    f. 2022 BCCLS Budget – VOTE
    Dave Hanson reviewed the highlights of the BCCLS Budget and thanked Tara Cooper, Amy
    Babcock-Landry, Terrie McColl, Eric Lozauskas and Christina Park for their work on the budget.
    He noted that last year’s budget was flat and inflation is running at 5.4% this year so the goal
    was to keep the budget increase to 3-5%. The BCCLS office salary schedule was sent to the
    Executive Board; raise recommendations are 3% for office staff and 4% for delivery drivers. He
    noted that when the P/T Bookkeeper retires at the end of the year, that position will become a
    second F/T Systems Administrator in the second half of 2022. A permanent part-time delivery
    position will also be added. The insurance brokers have advised of a 10% increase to insurance
    policies (health, auto). Funding for professional development has not yet been fully restored.
    There were 3 versions of the budget included in the meeting packet and the Executive Board
    will decide which to forward to the membership.
    It was MOVED BY: Ellen O’Keefe Seconded by: Gretchen Corsillo
    to move all 3 budgets to System Council. All in favor. Motion carried.
  10. Membership Hearing
    None
  11. Executive Session
    Not needed
  12. Date of Next Meeting
    • Executive Board: Wed 11/15/21 @ 10:00 am – VIRTUAL
    • System Council: Thu 9/23/21 @ 10:00 am – VIRTUAL
  13. Adjournment
    It was MOVED BY: Tara Cooper Seconded by: Omar Khan
    to adjourn at 12:16 pm. All in favor. Motion carried.

    dms: 8/30/21