09.23.21 – SC Meeting Minutes

09.23.21 – SC Meeting Minutes

Whatcha searchin' for?

Find the answers to your questions.

If you cannot find an answer then contact us.
BIN Home | Create/Edit

You are here:
< Back
image_pdfView PDFimage_printPrint Article



SYSTEM COUNCIL MINUTES
BERGEN COUNTY COOPERATIVE LIBRARY SYSTEM
September 23, 2021
Virtual


PRESIDING:
Stephanie Bellucci, Cliffside Park

NOT PRESENT:
Fairview and Oakland

Attendance sheet is attached to the minutes in the BCCLS office

  1. Call to Order
    Stephanie Bellucci called the virtual meeting to order at 10:07 am. She reminded everyone of the
    usual reminders: ensure their computer-displayed names are descriptive when signing in, email
    Darlene Swistock if participating via phone, mute mics when not speaking and when typing in the
    chat box, state name and library when speaking and wait to speak until the Public Portion,
    Membership Hearing or when comments are requested. She asked that the motion be clearly
    stated, identify who made the motion and who seconded it. If a library votes via the chat box during
    voice votes, the vote will be repeated orally so it is documented. This will help to ensure that there
    is a clear record on the recording and in the minutes.
    She welcomed the new directors: Kerri Wallace (Franklin Lakes), Jennie Pu (Hoboken) and Kate
    Gorman (Dumont as of September 27) and the new acting and interim directors: Esperanza
    Pacheco (Acting Director in Englewood), Michele Albanese and May Kwon (Acting Co-Directors in
    Northvale), Weilee Liu (Acting Director in Teaneck) and Cindy Czesak (Interim Director in
    Washington Township). She also encouraged staff to check the BCCLS Want Ads for further details
    about open director positions within BCCLS.
    She mentioned the possibility of using electronic voting for some of the votes in today’s meeting
    and asked Eric Lozauskas to explain how it would work to the membership. Dave Hanson stated
    that the goal is to use electronic voting for 6 votes today as it will be a big time saver during the
    meeting.

    It was MOVED BY: Chris Hartigan Seconded by: Diane Sweatlock
    to allow the use of electronic voting during the meeting. All in favor. Motion carried.
  2. Minutes of Previous Meeting – June 10, 2021

    It was MOVED BY: Chris Hartigan Seconded by: Ellen O’Keefe
    to approve the minutes as written. All in favor. Motion carried.
  3. Public Portion
    John Trause congratulated Terrie McColl and the New Milford Library for the sculpture garden at
    their library. Dave Hanson also visited the library and added his congratulations.
  4. Treasurer’s Report
    Terrie McColl’s report was previously shared with the membership. She reminded everyone that
    the Treasurer’s Report in the meeting packet is 4 pages; additional details are available within
    MyBCCLS. She thanked Dave Hanson, Christina Park and Bernadette Hard for their assistance
    with the financials for the packet. Kurt Hadeler asked about the Expenses Pass Thru which is 160%
    over budget. Terrie McColl explained that it represents MeeScan, Envisionware, the Bergen County
    grant, and the scholarship fund, and that some library items have not yet been billed. There were
    no further questions about her report.

    It was MOVED BY: Chris Hartigan Seconded by: Mary Jo Jennings
    to accept the Treasurer’s Report. All in favor. Motion carried.
  5. President’s Report
    Stephanie Bellucci’s report was previously shared with the membership. Since there was a full
    agenda, she did not mention anything further. There were no questions about her report.
  6. Executive Director’s Report
    Dave Hanson’s report was previously shared with the membership. He mentioned the NJLA’s
    Access Navigator is moving forward. The Branding Task Force is continuing its work and will
    provide an update to the Executive Board in November. There were no questions about his report.
  7. Election – 2022 Executive Board
    Stephanie Bellucci advised that the Election Committee sent an email with the bios of the
    candidates for the upcoming election. Voting will take place from September 23-30 and she would
    like to see 100% participation.
    Lori Quinn, chair, thanked Stephanie Bellucci, Laura Leonard and Ellen O’Keefe for their work on
    the Executive Board during their 3-year terms which end at the end of the year. She also introduced
    the 6 directors that are running for the Executive Board: Holly Belli, Linda Corona, Liz Fried, Adele
    Puccio, Martha Urbiel and Camille Valentino, and asked them to share what they hope to
    accomplish by serving on the Executive Board.
  8. Committee Reports
    a. Committee Chairs Check-In Meeting Notes
    b. Quarterly Committee Updates
    The Committee Chairs Check-In Meeting notes and the quarterly committee reports were
    included in the meeting packet. There were no questions about the meeting notes or reports.
    Stephanie Bellucci thanked the committees for their hard work and said she appreciated their
    efforts.
  9. Old Business
    a. Code of Conduct – VOTE
    The revised Code of Conduct was previously shared with the membership. It was noted that
    the President appoints the committee members, but the Code of Conduct indicates that the
    Executive Director can remove members from the committee.

    It was MOVED BY: Holly Belli Seconded by: Linda Corona
    to accept the Code of Conduct.

    A discussion followed: One director did not want to vote on the Code of Conduct until after the
    training and wanted to follow Robert’s Rules for now. Another director felt the Code of Conduct
    was not needed, Robert’s Rules should also be used and the harasser should be reported to
    the harasser’s manager for action. Everyone should be kind, considerate and understanding
    of each other.

    A voice vote was taken: Yes (31), No (37), Abstain (4) and Did Not Vote (5). The motion did
    not pass.

    b. Work from Home Policy Extension – VOTE
    Dave Hanson requested that the Work from Home Policy for the BCCLS office staff be
    extended to March 2022 in the event current events change. It was originally approved to
    sunset in September 2021.

    It was MOVED BY: Erin Hughes Seconded by: Leo Bellino
    to extend the Working Remotely policy for BCCLS office staff to March 2022.

    The vote was conducted electronically: Yes (65), No (2), Abstain (1) and Did Not Vote (9).
    Motion carried.
  10. New Business
    a. Sarnoff Update – REVIEW
    David Sarnoff, of the Sarnoff Group, provided a high-level overview of the level-setting
    interviews recently completed. He conducted 360-(degree) interviews with 13 directors who
    were selected to participate and he 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.
    Recommendations include follow-up training and development to build a high-level trust work
    environment, effective give and receipt of feedback, productive conflict, active listening and EQ
    vs IQ. There will be multiple cohorts (3-4 cohorts with 20-25 directors in each) so the sessions
    can be interactive. He indicated that these issues are not unique to BCCLS.
    Directors provided their feedback about the overview and also asked questions. Directors were
    concerned about the methodology, transparency, sampling size and how directors were
    selected to participate. The sampling size was limited by the budget for this project. They also
    felt the results were not as representative as they could have been. Several directors wanted
    to see a written report, or at least a written summary, as it is hard to process all of this
    information hearing it. Another director thought the training would be better in person than
    virtually.

    b. Bylaws Committee – REVIEW
    The recommended revisions to the bylaws were previously shared with the membership and
    there were no questions. They will be moved to System Council for a vote in October.

    c. Policies & Procedures Committee – Recommendation – VOTE
    Chris Doto, co-chair, reviewed the recommended changes to: Missing Items, Lost-In Transit
    and Use of Claims.

    It was MOVED BY: Chris Hartigan Seconded by: Holly Pizzuta
    to approve the recommendation from the Policies & Procedures Committee.

    The vote was conducted electronically: Yes (66), No (0), Abstain (1) and Did Not Vote (10).
    Motion carried.

    Peter Coyl asked that the results of the electronic voting be announced during the meeting in
    addition to everyone being able to see them on their screens. He also asked that the motion
    listed on the screen be descriptive, rather than described as Motion #3.

    d. Tech & Digital Services Committee (VEGA) – Recommendation – VOTE
    Christopher Elford, co-chair, explained that the committee’s recommendation was a charge
    (investigate development of a BCCLS mobile app) in the Strategic Plan. They are
    recommending the Vega Suite and Innovative Mobile at a cost of $155,900 annually and a one-time implementation fee of $23,000.

    A discussion followed: will the Discovery layer be extended to locally-purchased resources
    (yes), was the membership surveyed if libraries already had their own apps (Small Group
    Meetings were held and no one mentioned having their own apps), what are the budget
    implications (the budget options are in the meeting packet), what is the status of the Policies &
    Procedures discussion on the embargo (the membership needs to vote as the embargo will
    affect the collections of all libraries), $95,000 was cut from eContent in conjunction with the
    Vega recommendation although eContent use is higher now (the Finance Committee tried to
    contain the cost in the budget, but the membership can vote to add funds back to the budget
    at System Council), can Overdrive set this up and separate out the libraries (yes). Although
    this is off the discussion, directors stated that borrowing for eContent should mirror borrowing
    for the physical collection (the limitation is due to the nature of the central collection), what is
    the cost savings to buy now rather than to wait a year (it will cost twice as much to wait a year
    because BCCLS benefits by being an early adopter and also benefits by participating in product
    development), can the BCCLS office staffing levels implement this (yes, there were plans to
    hire another System Administrator before Vega was considered and there is more than enough
    work if the motion does not pass).

    It was MOVED BY: Diane Sweatlock Seconded by: Chris Hartigan
    to approve the Tech & Digital Services Committee recommendation.

    A voice vote was taken: Yes (68), No (2), Abstain (0) and Did Not Vote (7). Motion carried.

    e. Strategic Plan Review and Updates – VOTE
    The recommended date changes to the Strategic Plan were previously shared with the
    membership.

    It was MOVED BY: Holly Belli Seconded by: Mary Jo Jennings
    to approve the amendment to the Strategic Plan.

    The vote was conducted electronically: Yes (66), No (0), Abstain (1) and Did Not Vote (10).
    Motion carried.

    f. Proposed Unique Sign-On – VOTE
    The proposal for the Unique Sign-On was previously shared with the membership.

    It was MOVED BY: Peter Coyl Seconded by: Holly Belli
    to approve the unique sign-on recommendation.

    The vote was conducted electronically: Yes (59), No (5), Abstain (3) and Did Not Vote (10).
    Motion carried.

    g. BCCLS Technology 3-Year Plan – REVIEW
    This will be presented at the System Council meeting in October.

    h. BCCLS COVID Work Place Safety Policy – VOTE
    Dave Hanson explained that the guidelines are similar to other consortia and they were
    reviewed with the Personnel Committee. The policy covers guidelines for return-to-work and
    guidelines for unvaccinated employees. There were some questions: can staff who need to
    quarantine work from home rather than using time off (the office will try to allow this when
    possible) and was this reviewed by an attorney (yes).

    It was MOVED BY: Erin Hughes Seconded by: Adele Puccio
    to approve the BCCLS COVID Work Place Safety Policy.

    The vote was conducted electronically: Yes (67), No (0), Abstain (0) and Did Not Vote (10).
    Motion carried.

    i. BCCLS Benefit Package – VOTE
    Dave Hanson explained that the benefits package is the same as last year.

    It was MOVED BY: Chris Hartigan Seconded by: Linda Corona
    to approve the BCCLS benefits package for the BCCLS office staff.

    The vote was conducted electronically: Yes (69), No (0), Abstain (0) and Did Not Vote (8).
    Motion carried.

    j. BCCLS 2022 Budget – REVIEW
    Dave Hanson noted that the budget notes were shared with everyone. He thanked Terrie
    McColl, Amy Babcock-Landry and Tara Cooper for creating 3 budgets for the membership. He
    shared the highlights:
    • There is a one-time $17,000 donation to the BCCLS Scholarship Fund from an
    anonymous patron in Wyckoff that will be awarded in 2022.
    • Proposed raises are 3% for administrative staff and 4% for drivers as it is hard to find
    drivers.
    • A second ILS Systems Administrator would start in the second half of 2022.
    • The warehouse is looking to hire a permanent part-time driver to cover driver absences
    and they will add a 7th route in the summer.
    • The Branding Task Force will be hiring a consultant to assist with branding efforts.
    • There will be a replacement for MyBCCLS.
    • To support upcoming Capital Projects, there is a $50 assessment for each library.
    • The implementation fee for Vega will be deducted from the Capital Plan account.

    A discussion followed about the numbers used for the census as they were not the updated
    numbers and will updated property values be plugged in (if available, this will be updated) and
    has enough been allocated for delivery expenses (yes).

    It was MOVED BY: Margaret Mellett Seconded by: Camille Valentino
    to increase eContent by $95,000 in the 2022 Budget which will restore the previous funding
    level.

    There was no objection to use electronic voting for this vote. Peter Coyl asked where the
    funding will come from since the budget will not be balanced. Dave Hanson explained that the
    $95,000 would just be added to the budget.

    The vote was conducted electronically: Yes (40), No (22), Abstain (5) and Did Not Vote (10).
    The motion did not pass as it fell short of the required 67% vote.

    Leonard LoPinto suggested a compromise on the amount to be added back to the budget for
    eContent.

    It was MOVED BY: Martha Urbiel Seconded by: Adele Puccio
    to increase eContent by $50,000 in the 2022 Budget.

    Another discussion followed: the impact on the library bills is unknown, several directors
    suggested that libraries become Advantage Plus members and spend the additional funds on
    eContent and that Overdrive can help with selections. Martha Urbiel reminded everyone that
    her motion was to restore some of the funding for eContent that was cut, not to increase the
    funding. Some directors were not comfortable with the figure being suggested as it seemed
    random, and not knowing its effect on their bills.

    It was MOVED BY: Laura Leonard Seconded by: Mary Jo Jennings
    to call the motion to a vote. All in favor. Motion passed.

    The vote was conducted electronically: Yes (17), No (35), Abstain (9) and Did Not Vote (16).
    The motion did not pass as it fell short of the required 67% vote.

    It was MOVED BY: Jennifer Breuer Seconded by: Samantha McCoy
    that the embargo for eContent should mirror the embargo for the physical collection.

    Another discussion followed: some directors asked why the collections are treated differently,
    noted that adding to Advantage Plus does not affect the central collection and Overdrive will
    be able to set it up so libraries decide when to share their collections if it is sooner than 6
    months. There was also concern that Advantage Plus is not a good option for small libraries
    with small budgets. Jennifer Breuer modified her previous motion.

    It was MOVED BY: Jennifer Breuer Seconded by: Samantha McCoy
    that prior to the October meeting, directors are provided with the associated costs, possibilities
    and details from Overdrive to allow the eContent collection to mirror the physical collection.
    Kathleen McGrail asked if a revised motion about delayed sharing would be made at the
    October meeting (yes).

    It was MOVED BY: Mary Jo Jennings Seconded by: Matt Latham
    to call the motion to a vote. All in favor. Motion passed.

    The vote was conducted electronically: Yes (56), No (0), Abstain (1) and Did Not Vote (20).
    Motion carried.
  11. Executive Session
    Not Needed
  12. Membership Hearing
    None
  13. Next Meeting
    System Council: Thursday, 10/28/21 @ 10:00 am – Virtual
    Thursday, 12/16/21 @ 10:00 am – Virtual
    Executive Board: Monday, 11/15/21 @ 10:00 am – Virtual
  14. Adjournment
    It was MOVED BY: Dave Franz Seconded by: Tara Cooper
    to adjourn at 2:03 pm. All in favor. Motion carried.


    dms: 9/29/21