02.12.20 – EB Meeting Minutes

02.12.20 – EB Meeting Minutes

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EXECUTIVE BOARD MINUTES
BERGEN COUNTY COOPERATIVE LIBRARY SYSTEM
FEBRUARY 12, 2020
RAMSEY PUBLIC LIBRARY


PRESIDING:
Stephanie Bellucci, Cliffside Park

PRESENT:
David Hanson, BCCLS
Catherine Shaw, Trustee, Allendale
Gerry McMahon, Franklin Lakes
Ellen O’Keefe, Glen Rock
Gretchen Kaser Corsillo, Ho-Ho-Kus
Amy Babcock-Landry, Livingston
Sai Rao, North Bergen
Terrie McColl, New Milford
Matthew Latham, Ramsey
Laura Leonard, Wyckoff

NOT PRESENT:
Paige Soltano, Trustee Fort Lee

ALSO PRESENT:
Darlene Swistock, BCCLS, Recorder of Minutes

GUESTS:
Patricia Durso, Allendale
Eric Lozauskas, BCCLS
Christina Park, BCCLS
Jennifer Breuer, Glen Ridge
Laurence Bergmann, Trustee, Livingston
Thomas Madru, Trustee, Park Ridge

Stephanie Bellucci called the meeting to order at 9:33 am. She reminded everyone, including guests, to sign in on the sign-in sheet. In an effort to follow parliamentary procedure, she reminded guests to limit their comments to the Public Portion and Membership Hearing parts of the meeting. Finally, she thanked Matt Latham for hosting today’s meeting.

  1. Minutes of the Meeting on January 15, 2020
    It was MOVED BY: Amy Babcock Landry Seconded by: Matt Latham
    to approve the minutes.
    All in favor. Motion carried.

  2. Public Portion
    None
  3. Treasurer’s Report
    Terrie McColl presented the Treasurer’s Report which included 2 new reports: Budget Overview and Ongoing Budget Summary by billing buckets which correspond to the BCCLS bill. In order to keep the meeting packet smaller, going forward she suggested having a link to more financial detail in the director’s portal of the website. To allow directors to get accustomed to this for System Council, the full financial information will be included in the March packet and directors will be advised about the link to the website for more information going forward. Insurance costs are overbudget as a result of delivery; billing adjustments trail about 16 months. It is expected that other areas of the budget will absorb this deficit. Stephanie Bellucci thanked Terrie McColl for her work on the financial reporting and Terrie McColl thanked Christina Park for her help as well.

    It was MOVED BY: Ellen O’Keefe Seconded by: Sai Rao
    to accept the treasurer’s report as reported.
    All in favor. Motion carried.

  4. Correspondence
    None
  5. President’s Report
    Stephanie Bellucci’s report was previously distributed. She noted that most of her time was spent on BCCLS Committees for the new committee year. The committees were announced to all on February 7 and there will be a committee chairs meeting the first week of March. Statistics needed to complete the required State Reports will be available on the BCCLS website shortly. There were no questions about her report.
  6. Executive Director’s Report
    David Hanson’s report was previously distributed. He is in the process of visiting all 77 libraries again this year. He mentioned the need for a single sign-in for individual staffers for ILS rather than a shared sign-in. It is difficult to track who made changes with a single sign-in and when someone leaves, it will be easier to disable access. This will be presented at the Executive Board meeting in April. He also shared “The Wheel” for the month of January and it will be shared monthly in a year-to-date format going forward. This is a communication tool that directors can include in their monthly board packets. It shows services provided by the BCCLS office to the membership and the metrics tie in to the Strategic Plan. He previously shared “The Wheel” for 2019. Lastly, he met with Juliet Machie who will be the Interim Director at LLNJ for about 6 months; LLNJ’s office will be moving to Trenton. There were no further questions about his report.
  7. Committee Reports
    a. Policies & Procedures Committee – Recommendation
    Jennifer Breuer, co-chair, presented the committee’s recommendations which were previously distributed:
    • Statistics, Reports and Reciprocal Reimbursement – to be removed as it is no longer relevant.
    • Lost Cards – to be revised and updated for current systems.
    Stephanie Bellucci thanked Jennifer Breuer and the committee for their work. Gerry McMahon suggested that changes are shown in a different color as well as italics for those who are colorblind.
    It was MOVED BY: Gerry McMahon Seconded by: Laura Leonard
    to accept the recommendations and send these policy changes to System Council in March for adoption. All in favor. Motion carried.


    b. Youth Services Committee – 2020 Mock Awards – Event Evaluation
    This was another well attended event and Stephanie Bellucci thanked the committee for their hard work.
  8. Old Business
    a. Bergen County Grant
    Dave Hanson reported that the grant check from the Bergen County Freeholders was recently received and would be distributed to each of the Bergen County libraries; they will receive a check for about $2,400. Usually the check is received in September or October, but it was received in February this year. He plans to attend the Public Meeting of the Freeholders in Edgewater on February 19.

    b. Personnel Manual – BCCLS Office
    Dave Hanson advised that the updated Personnel Manual was previously shared at the last Executive Board meeting, was reviewed by the attorney and the final version was distributed to the Executive Board. A discussion followed about what updates were made, is the BCCLS office covered by civil service or a collective bargain agreement (employment is at will), is there a cap for vacation carryover (it is at the discretion of the Executive Director), accident forms (will be available outside the manual), military leave (to be reviewed during the next update), leaves (all leaves are covered under 1 umbrella). Employees will be asked to read the updated manual and sign the acknowledgement.
    It was MOVED by: Amy Babcock-Landry Seconded by: Terrie McColl
    to approve the updated BCCLS Office Personnel Manual and send it to System Council in March for adoption. All in favor. Motion carried.
    It was MOVED by: Gretchen Kaser Corsillo Seconded by: Matt Latham
    to move into closed session at 10:21 am to discuss the branding consultant. All in favor. Motion carried.

  9. New Business
    a. Branding Consultant
    Dave Hanson advised that the branding consultant would research how BCCLS sees itself and how others see BCCLS. Three consultants provided proposals. A discussion followed how the consultants would obtain this information (surveys, focus groups, interviews), who they would ask (directors, staff, trustees, patrons), how data would be shared and the scope of the proposals. Dave Hanson will ask the consultants to clarify what is included in their proposals and for the costs of the add-ons. He will also ask about the number of focus groups, when the meetings will be held, the size of their largest client and for references. He thanked Paige Soltano and Chelsea Coleman for their input during this process.

    It was MOVED by: Laura Leonard Seconded by: Sai Rao
    to return to open session at 11:10 am. All in favor. Motion carried.

  10. Membership Hearing
    None
  11. Next Meeting Executive Board: Wed 4/20/20 @ 9:30 am – Waldwick
    System Council: Thu 3/19/20 @ 9:30 am – Maywood
  12. Adjournment
    It was MOVED by: Gerry McMahon Seconded by: Ellen O’Keefe
    to adjourn at 11:11 am. All in favor. Motion carried.


    dms: 2/15/20