Newmarket Public Library Board

Minutes

Meeting #:

Date:

Wednesday, November 22, 2023

Time:

6:00 P.m. - 7:00 P.m.

Location:

Newmarket Public Library Boardroom

Newmarket Public Library

438 Park Avenue

Newmarket ON L3Y 1W1

Members Present:

• Darryl Gray
• Kelly Broome
• Victor Woodhouse
• Councillor Morrison
• Neila Poscente
• Beth Stevenson
• Rex Taylor

Staff Present:

• Tracy Munusami, CEO
• Lianne Bond, Administrative Coordinator
• Jennifer Leveridge, Manager, Library Services
• Biagio Rachiele, Manager, Library Operations
• Susan Hoffman, Head of Children's Services

Guests:

• Lynn Georgeff, Human Resources Consultant, Town of Newmarket. left at 7:16 pm

   

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1.

Call to Order

The Chair called the meeting to order at 6:00 pm

2.

Adoption of Agenda Items

2.1

Adoption of the Regular Agenda

2.2

Adoption of the Closed Session Agenda

2.3

Adoption of the Consent Agenda Items

• Motion 23-11-52
  Moved by Victor Woodhouse
  Seconded by Kelly Broome

  That items 2.1 to 2.3 be adopted as presented.

  Carried

3.

Declarations

None were declared.

4.

Presentation - Building Diverse and Inclusive Collections

The Head of Children's Services provided an overview of Diversity Audit the library is currently undertaking and reviewed the process on how the audit anaylizes the collection.  The goal of the audit is to ensure the library's  has a well balanced collection that is diverse and inclusive to meet the community it serves.  

• Motion 23-11-53
  Moved by Kelly Broome
  Seconded by Neila Poscente

  That the Library Board receive the presentation on Building a Diverse and Inclusive Collection.

  Carried

5.

Consent Agenda Items

5.1

Adoption of the Regular Board meeting minutes for Wednesday, October 18, 2023

5.2

Strategic Operations report for October, 2023

5.3

2023 Third Quarter Financial Statements

• Motion 23-11-54
  Moved by Victor Woodhouse
  Seconded by Rex Taylor

  That items 5.1 to 5.3 be approved and adopted as presented.

  Carried

6.

Policies

6.1

Room Rental Policy

The Room Rental policy has been revised to reflect current terminology and practices.  An increase to rates will also be applied effective January 1, 2024 in accordance with the Board's delegated authority to set fees in line with inflation.

• Motion 23-11-55
  Moved by Victor Woodhouse
  Seconded by Beth Stevenson

  That the Library board appove the revisions to the Room Rental Policy as presented.

  Carried

7.

Business Arising

7.1

Creating Welcoming Spaces Update

Following the Library Board's approval of  a welcoming place and spaces design services, Request For Quotes (RFQ) were issued for these services.  The Library received four response and has selected a firm to complete the design services as outlined in the RFQ.  Funding for these services will come from the Library's Strategic Projects Reserve.

• Motion 23-11-56
  Moved by Kelly Broome
  Seconded by Neila Poscente

  That the Library Board receive the on creating welcoming spaces update;

  And that the Board approved the funding from Strategic Projects Reserve up to $50,000.

  Carried

7.2

Library Board Action List

The Library Board reviewed the Action List.

• Motion 23-11-57
  Moved by Kelly Broome
  Seconded by Neila Poscente

  That the Library Board receive the Action List as presented.

  Carried

8.

New Business

There was no New Business.

9.

Closed Session

9.1

Labour Relations

• Motion 23-11-58
  Moved by Rex Taylor
  Seconded by Beth Stevenson

  That the Library Board move into a Closed Session at 6:29 pm to discuss matters pertaining to Labour Relations or employee negotiations.

  Carried
• Motion 23-11-59
  Moved by Rex Taylor
  Seconded by Beth Stevenson

  That the Library Board move out of Closed Session at 7:15 pm.

  Carried
• Motion 23-11-60
  Moved by Victor Woodhouse
  Seconded by Kelly Broome

  That the Closed Session Minutes for Wednesday, October 18, 2023 be approved and adopted as presented.

  Carried
• Motion 23-11-60
  Moved by Victor Woodhouse
  Seconded by Kelly Broome

  That the Library Board instruct the CEO to proceed with the directions recommended by the Library Board pertaining Labour relations.

  Carried

10.

Dates of Future Meetings

The Library Board meeting scheduled for Wednesday, December 20, 2023 is cancelled.

The next regular Library Board meeting is scheduled for Wednesday, January 17, 2023 at 5:30 pm in the Library Boardroom

11.

Adjournment

• Motion 23-11-61
  Moved by Rex Taylor
  Seconded by Victor Woodhouse

  That there being no further business the meeting adjourn at 7:33 pm.

  Carried