10.15.20 – EB Meeting Minutes

10.15.20 – EB Meeting Minutes

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EXECUTIVE BOARD MINUTES
BERGEN COUNTY COOPERATIVE LIBRARY SYSTEM
October 15, 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 9:31 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 August 19, 2020
    A few corrections were pointed out after the meeting packet was distributed:
    • 8b. 72-Hour Quarantine – change to voting items be included in (not n) the meeting packet
    • 8e. Bergen Job Center – change consortia to consortium
    • 9i. 2021 BCCLS Budget – change a comma to a period and add a missing closed parenthesis
    • Libby should not be capitalized

    It was MOVED BY: Gerry McMahon Seconded by: Amy Babcock-Landry
    to approve the minutes with the above corrections. All in favor. Motion carried.

    Going forward, an email will be sent to Directors advising that a draft of the minutes has been posted to MyBCCLS and any corrections or changes should be sent to Darlene Swistock prior to the distribution of the packet for the next meeting.
  2. Public Portion
    None
  3. Treasurer’s Report
    Terrie McColl’s report was previously distributed in the meeting packet. Her report will be discussed during System Council which immediately follows the Executive Board meeting.
  4. Correspondence
    None
  5. President’s Report
    Stephanie Bellucci’s report was previously distributed in the meeting packet. Her report will also be discussed during System Council which immediately follows the Executive Board meeting.
  6. Executive Director’s Report
    Dave Hanson’s report was previously distributed in the meeting packet. His report will also be discussed during System Council which immediately follows the Executive Board meeting.
  7. Committee Reports
    a) Mandated vs Opt-In Services Task Force (MOST) – Presentation
    Kurt Hadeler, chair, provided an update on the task force’s work. They recommended breaking down services into 3 tiers: Foundational (instead of Mandatory), Optional (services that some libraries want to provide, such as world language subscriptions; the cost would be shared among the participating libraries) and Billable (services that are directly billable to libraries such as StackMap). Jennifer Breuer created a flow chart that would determine in which tier current and future services belong, depending if they are content or platform. Stephanie Bellucci thanked the task force for their work and the flow chart, and asked that they fill in some examples of BCCLS services in the flow chart and also indicate how the services were introduced (e.g. via committee, single library or a group of libraries). Kurt Hadeler replied that filling in examples was their next step if the Executive Board felt they were on the right track.
    The tiers will provide the opportunity for libraries to opt in for services at the level they desire. The other board members also appreciated their work and efforts.

    b) Committee Programs – For Approval
    The list of upcoming programs recently approved by Stephanie Bellucci and Dave Hanson was previously distributed in the meeting packet. There were no comments or objections.
  8. Old Business
    None
  9. New Business
    a) Four-Month Bills
    Stephanie Bellucci explained that some libraries were asking why they were receiving 4-month bills and some libraries were asking why their bills were not being paid. Chris Doto, co-chair of the Policies & Procedures Committee, recommended that the bills be sent, but libraries be given a longer time to pay. Terrie McColl thought there was also confusion with the patrons because they did not know when they should return their materials as libraries have not fully re-opened and were asking patrons to hold their materials. She suggested notifying patrons to return materials. Stephanie Bellucci asked Dave Hanson to send an email to Directors to clarify the policy and to also post something on the website so patrons are informed. Ellen O’Keefe pointed out that it would be timely to close out these outstanding bills before year-end as some of them are now close to a year past due.
  10. Membership Hearing
    None
  11. Executive Session
    a) Executive Director – Annual Evaluation/Contract
    It was MOVED BY: Ellen O’Keefe Seconded by: Matt Latham
    to move to closed session.

    The Executive Board moved to closed session at 10:02 am
    The Executive Board returned to open session at 10:33 am

    It was MOVED BY: Gerry McMahon Seconded by: Terrie McColl
    to approve the annual evaluation of the Executive Director. All in favor. Motion carried.

    It was MOVED BY: Amy Babcock-Landry Seconded by: Ellen O’Keefe
    to provisionally extend the contract of the Executive Director until November 30, 2020 giving the Executive Board further time to review and discuss his long-term contract. All in favor. Motion carried.
  12. Date of Next Meeting
    • Executive Board: Mon 11/16/20 @ 10:00 am – VIRTUAL
    • System Council: Thu 12/17/20 @ 10:00 am – VIRTUAL
  13. Adjournment
    It was MOVED BY: Amy Babcock-Landry Seconded by: Matt Latham
    to adjourn at 10:40 am. All in favor. Motion carried.



    dms: 10/19/20