08.19.20 – EB Meeting Minutes

08.19.20 – EB Meeting Minutes

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DRAFT

EXECUTIVE BOARD MINUTES
BERGEN COUNTY COOPERATIVE LIBRARY SYSTEM
August 19, 2020
Virtual


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
Terrie McColl, New Milford
Sai Rao, North Bergen
Matthew Latham, Ramsey
Laura Leonard, Wyckoff

NOT PRESENT:
Paige Soltano, Trustee Fort Lee

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 10:01 am. She reminded everyone to ensure their computer-displayed names indicate their names rather than “Director” or “laptop”, let Darlene Swistock know if they participated via phone, mute their mics unless speaking, mute their mics when typing in the chat box, identify themselves before speaking, clearly repeat the motion, who made it and who seconded it, remember that voting cannot be done via raising hands in the chat box and that guests who wish to speak should indicate that via the chat box during the Public Portion, Membership Hearing or when comments are requested. They Should also share their comments orally rather than using the chat box. Side comments should not be done via the chat box.

  1. Minutes of the Previous Meeting on July 15, 2020
    It was MOVED BY: Sai Rao Seconded by: Terrie McColl
    to approve the minutes as written. All in favor. Laura Leonard abstained as she was not present at that meeting. Motion carried.

    Minutes of the Previous Meeting on June 18, 2020
    Darlene Swistock noted that the following line was missing from the minutes (5d. Audit – VOTE):

    “It was MOVED BY: Amy Babcock-Landry Seconded by: Matt Latham
    to approve the audit. All in favor. Motion carried.”

    It was MOVED BY: Matt Latham Seconded by: Terrie McColl
    to approve the minutes as amended. 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 mentioned that the following items are in the meeting packet: Budget Narrative, Report, Overview and Ongoing Budget Summary. The remainder of the financial reports are available in the Directors folder in MyBCCLS. She advised that the auditor had a few adjustments to the financials, Citibank is not yet accepting the PPP paperwork to convert the loan into a grant, and she is working on an account summary sheet which will explain the purpose of each account. There were no questions about her report.

    It was MOVED BY: Gretchen Kaser Corsillo Seconded by: Ellen O’Keefe
    to accept the treasurer’s report. All in favor. Motion carried.
  4. Correspondence
    The correspondence received from Kurt Hadeler concerning SORA will be discussed in New Business.
  5. President’s Report
    Stephanie Bellucci’s report was previously distributed in the meeting packet. She has been attending a lot of committee meetings. She wished Judah Hamer and Paul Shaver well and welcomed Giulia Bombace (Acting Director at Montvale) to the meeting. 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 the Library Alliance is crafting a $21 Million ask ($1 Million per county) to help close the digital divide. He also advised that the Overdrive migration will occur on September 2. There were no questions about his report.
  7. Committee Reports
    a) Committee Programs – For Approval
    Stephanie Bellucci reminded everyone that the previously approved programming disclaimer will be included in the committee program communications. In addition, the Executive Board received a list of the programs that were approved by Stephanie Bellucci and funding that was approved by Dave Hanson. There was a request to know the names of the speakers that will be paid. Stephanie Bellucci thanked Joseph Palmer for helping to create the program request form and asked him to add a line to the form for this information. When speakers are confirmed, the committees should provide this information.
  8. Old Business
    a) Lend & Send and Hold – Limit – VOTE
    b) 72-Hour Quarantine and Local Pick Up Only – Review
    Some libraries have been quarantining their materials for more than 72 hours. Dave Hanson explained that the virus lasts longer on certain materials than others and a minimum of 72 hours is the CDC guideline.

    It was MOVED BY: Amy Babcock-Landry Seconded by: Matt Latham
    to continue the minimum 72-hour quarantine and local pick-up only and raise holds limits by 10.

    Ellen O’Keefe suggested increasing holds limits by 5. The amendment was not accepted by Amy Babcock-Landry.

    All in favor, except Ellen O’Keefe and Gerry McMahon

    Stephanie Bellucci asked Dave Hanson to notify the membership and Amy Babcock-Landry asked when it will be implemented (sometime next week). Matt Latham asked that information pertaining to voting items be included in the meeting packet. Stephanie Bellucci asked that this item was a carryover from the prior meeting, but the information can be included again.

    c) Code of Conduct – VOTE
    Stephanie Bellucci thanked Amy Babcock-Landry, Peter Coyl and Camille Valentino for their hard work.

    It was MOVED BY: Laura Leonard Seconded by: Ellen O’Keefe
    to approve the Code of Conduct document. All in favor. Motion carried.
  9. New Business
    a) Policies & Procedures Committee – Recommendation – VOTE
    Chris Doto, co-chair, reviewed the committee’s recommendation regarding Submission Requisites for all Accepted Formats and Presentation of Library Card. There was a question what is a digital representation of a library card. Is it an app or a photo of the card? Some
    patrons take photos of their cards and store them on their phones. It is a local library decision whether or not to accept photos. It was suggested that specific vendors not be mentioned in the policy.

    It was MOVED BY: Amy Babcock-Landry Seconded by: Terrie McColl
    to accept the recommendation of the Policies & Procedures Committee regarding Submission Requisites for all Accepted Formats and Presentation of Library Card and move it to the membership at System Council in September. All in favor. Motion carried.

    b) eBCCLS Committee – SORA Discussion
    Dave Hanson provided some background on SORA. This is a product that Overdrive rolled out at the PLA (Public Library Association) Conference in February. It connects school districts with libraries and students can check out materials from public libraries. Kurt Hadeler provided additional information about SORA and Public Library Connect. SORA is the equivalent of Libby for schools, and schools need to be customers of SORA and purchase content. Overdrive makes collections available to students via the SORA app or the Libby app. He also noted that school and public library collections never had parity and only 0.12% of BCCLS checkouts were to individuals who did not have a BCCLS library card. Stephanie Bellucci explained that Steve Potash talked about the new Overdrive products at PLA in February and that SORA would allow access to just the individual library’s Advantage Plus collection. This arrangement was approved by the Executive Director. She noticed SORA checkouts to West Orange include metered content. Twelve BCCLS libraries serve students in non-BCCLS towns, but digital content cannot be accessed with pay cards in those libraries. Kathleen McGrail and Samantha McCoy, co-chairs of the eBCCLS Committee, explained that the current usage numbers are not representative of how they would be in a non-pandemic environment. They also noted that SORA app checkouts are showing as regular checkouts. Some directors offer courtesy cards or pay cards, but they only allow access to that library’s collection, not the entire BCCLS collection or eContent. Kathleen McGrail noted that access to the entire BCCLS collection and eContent is a violation of BCCLS Bylaws. There are 3 BCCLS libraries part of SORA and Public Library Connect: Mahwah, West Orange and Ramsey (new). There was also a comment that SORA should be a part of an overall review of eBCCLS.

    It was MOVED BY: Ellen O’Keefe Seconded by: Gerry McMahon
    to turn off Public Library Connect as soon as possible and ask the Bylaws Committee to handle this matter.

    Amy Babcock-Landry suggested leaving the existing contracts in place until December 2020.

    The amendment was not accepted by Ellen O’Keefe.
    All in favor, with 1 opposed (Amy Babcock-Landry). Motion carried.

    The BCCLS office will send a letter to let everyone know that there will be no access via SORA/PLC. Overdrive will be asked about limiting access to local collections only. The chairs of Bylaws, eBCCLS and Youth Services will meet with Stephanie Bellucci, Dave Hanson and possibly someone from Technology to discuss this further.

    c) Salary Survey – Compliance
    Stephanie Bellucci reminded everyone that the salary survey is important and everyone is required to complete it on time. It is due August 31 at 5:00 pm.

    d) Reciprocal Services – Member Restricting Physical Access to Local Patrons
    Dave Hanson asked if the Executive Board wanted to take a position on this during the pandemic since BCCLS is currently operating outside of normal rules and the Executive Board approved them. Stephanie Bellucci advised that restricting access is a violation of BCCLS Bylaws. The NJ State Library also confirmed that libraries cannot restrict access to residents. Dave Hanson will send an email encouraging libraries to follow the bylaws, serve the public and acknowledge that some things are out of their control. Stephanie Bellucci asked that this communication mention that local pickup only continues, include a copy of the bylaws and a copy of the State Library ruling so directors can share this with their mayor and council.

    e) Bergen Job Center – Memorandum of Understanding – VOTE
    Dave Hanson explained that this document is a pre-authorization for libraries and Bergen County to work together. There is no program yet and no financial obligation. It was suggested that individual libraries make connections and to see if it can be expanded to the 4 counties that are part of the BCCLS consortium rather than it be limited to Bergen County. Stephanie Bellucci suggested tabling this for now.

    f) Working Remotely – VOTE
    This policy allows for BCCLS office staff to work remotely and limit their time in the office during the current pandemic. The entire office would not move to working remotely full-time. John Trause previously pointed out a typo “In emergency situations, the “an” (should be “employee”) should make a written request at least 1 week prior to the event.” This policy will be reviewed again at the Executive Board meeting in January 2021.

    It was MOVED BY: Laura Leonard Seconded by: Ellen O’Keefe
    to approve the Working Remotely policy, with the correction noted above, through February 1, 2021. All in favor. Motion carried.

    g) FFCRA Language and Form – VOTE
    Dave Hanson explained that this is a way to track FFCRA requests and it will be an appendix to the Personnel Manual.

    It was MOVED BY: Gerry McMahon Seconded by: Matt Latham
    to approve the FFCRA language and form. All in favor. Motion carried.

    h) BCCLS Benefits – VOTE
    Dave Hanson advised that the benefits were reviewed by both the Finance and Personnel Committees. There have been plans added to the health insurance; some provide better coverage in-network, but do not provide coverage out-of-network. The vision plan will be fully paid for by employees. There were no other changes; all of the other benefits were previously in place. There was a question why employees are not required to contribute to the 403b to receive the company contribution. (Dave Hanson replied that there was never a historical requirement for employees to contribute.) Stephanie Bellucci noted that, based on the recent audit of benefits, these benefits are in line with other organizations.

    It was MOVED BY: Gretchen Kaser Corsillo Seconded by: Terrie McColl
    to approve the BCCLS employee benefits for 2021 as presented. All in favor. Motion carried.

    i) 2021 BCCLS Budget – Discussion and Recommendation – VOTE
    Stephanie Bellucci thanked Terrie McColl for overseeing the Finance Committee and Dave Hanson thanked Gerry McMahon, Terrie McColl and Amy Babcock-Landry for their work on the budget in what will be an uncertain year. He advised that a flat budget or a 3% reduced budget will be presented to System Council and that individual library bills will not decrease by 3%; bills are dependent on the billing formula. He pointed out additions to the budget: OCLC, VPN, individual staff log-ins and routers. He also pointed out cuts to the budget: health insurance, travel/conferences, refreshments at committee events and eContent (magazines are not affected). The 3% reduced budget would include all of the above cuts as well as a reduction in net salary and further cuts to Overdrive.

    It was MOVED BY: Amy Babcock-Landry Seconded by: Gerry McMahon
    to present the 3% reduced budget to System Council.

    A discussion followed. Stephanie Bellucci reminded everyone that individual library bills may not decrease by 3% as they are based on the billing formula. She also pointed out that further budget cuts may not be possible in 2022. Some of the board members were not in favor of taking money out of the staff’s pockets and it is reasonable to expect personnel costs to remain flat next year. Some board members were also not in favor of cuts to eContent as this is not the right time considering the big jump in usage. There was also a question about the decrease in delivery personnel and the increase to core personnel. Terrie McColl explained that the initial delivery numbers were projections and there is now a better idea of the actual costs. Dave Hanson advised that some of the surplus was removed and the numbers also changed as the cost, as a percentage of the budget, changed. There was also a question about BCCLS commitment to the Payroll Protection Program that jobs would not be cut. Dave Hanson explained that the PPP was for a specific time period, the monies were used for payroll, and that has sunset.

    It was MOVED BY: Amy Babcock-Landry Seconded by: Laura Leonard
    to move to closed session.

    The Executive Board moved to closed session at 11:01 am
    The Executive Board returned to open session at 11:14 am

    It was MOVED BY: Amy Babcock-Landry Seconded by: Gerry McMahon
    to present the 3% reduced budget to System Council. 2 in favor with 8 opposed (Stephanie Bellucci, Gretchen Kaser Corsillo, Matt Latham, Laura Leonard, Terrie McColl, Ellen O’Keefe, Sai Rao and Catherine Shaw). The motion did not carry.

    It was MOVED BY: Ellen O’Keefe Seconded by: Gretchen Kaser Corsillo to present the flat budget to System Council. 9 in favor with 1 opposed (Amy Babcock-Landry). Motion carried.
  10. Membership Hearing
    Kurt Hadeler requested that the remaining System Council and Executive Board meetings be held virtually through the end of the year. These virtual meetings will take place at 10:00 am vs the inperson meetings that took place at 9:30 am. Next year’s meeting schedule will be reviewed at the Executive Board meeting in January 2021.

    It was MOVED BY: Amy Babcock-Landry Seconded by: Terrie McColl
    to hold the remaining System Council and Executive Board meetings virtually through February 1, 2021. All in favor. Motion carried.
  11. Date of Next Meeting
    • System Council: Thu 9/24/20 @ 10:00 am – VIRTUAL
    • Executive Board: Thu 10/15/20 @ 10:00 am – VIRTUAL
    • System Council: Thu 10/15/20 @ 11:00 am – VIRTUAL (approximate time)
  12. Adjournment
    It was MOVED BY: Ellen O’Keefe Seconded by: Gerry McMahon
    to adjourn at 12:59 pm. All in favor. Motion carried.


    dms: 8/21/20