Newmarket Public Library Board

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Newmarket Public Library Board

Regular Board Meeting

Wednesday, February 17, 2016

Newmarket Public Library Board Room


Present:                                 Joan Stonehocker – Chair

Tom Vegh – Vice Chair

Tara Brown

Kelly Broome-Plumley (arrived at 5:40 pm)

                                                Joe Sponga


Regrets:                                  Darcy McNeill

Venkatesh Rajaraman


Staff Present:                        Todd Kyle, CEO

                                               Linda Peppiatt, Deputy CEO

                                               Lianne Bond, Administrative Coordinator


The Library Board Chair called the meeting to order at 5:35 pm


Adoption of Agenda Items

1.      Adoption of Regular Agenda

2.      Adoption of the Closed Session Agenda

3.      Adoption of Consent Agenda items


The Chair asked if there were any additions to the agenda.


Motion 16.02.87

Moved by Joe Sponga

Seconded by Tara Brown


That Agendas 1) to 3) be adopted as presented.





None were declared.


Consent Agenda Items:

4.      Adoption of the Regular Board Meeting Minutes for Wednesday, January 20, 2016

5.      Strategic Operations Report for January, 2016

6.      Library Statistical Data for January, 2016

7.      Monthly Bank Transfer

8.      Correspondence from Metrolinx re: Newmarket Public Library Achievement of the Smart Commute Gold Workplace Designation for 2016



Motion 16.02.88

Moved by Tom Vegh

Seconded by Tara Brown


That Consent Agenda Items 4) to 8) be received and approved as presented.




The CEO reported to the Library Board that a request for a copy of the CEO performance evaluation form from a member of the public was received.  A blank copy of the CEO performance evaluation was provided to the member of the public under the Routine Disclosure section of the Newmarket Public Library Freedom of Information and Protection of Privacy Policy.


A Board member advised that students from Stuart Scott Public School attended the Library’s 3D Printing workshop and it was very well received by the students.


9.      Motion to Convene into a Closed Session

Motion 16.02.89

Moved by Joe Sponga

Seconded by Kelly Broome-Plumley


That the Library Board moved in to a Closed Session at 6:20 pm for the purpose of discussing Labour Relations Matters.




Motion 16.02.90

Moved by Joe Sponga

Seconded by Kelly Broome-Plumley


That the Library Board move out of Closed Session at 6:30 pm




Motions arising from the Closed Session:


Motion 16.0 2.91

Moved by Tom Vegh

Seconded by Joe Sponga


That the Library Board receive the verbal report on Union Negotiation and confirm the instructions to the CEO.







10.  Fundraising Strategy and Policy

The CEO reviewed with the Library Board suggested fundraising activities and requirements for the development of a Fundraising Policy.


Motion 16.02.92

Moved by Tom Vegh

Seconded by Kelly Broome-Plumley


That the Library Board receive the report on Fundraising Strategy and Policy and that the Library Board direct the CEO to draft a Fundraising Policy and bring back to the Board within 60 days.





11.  Impact Survey

The CEO discussed with the Library Board the result of the Impact Survey on public use of library computers and wireless services which was conducted in January, 2016.


Motion 16.01.93

Moved by Tara Brown

Seconded by Joe Sponga


That the Library Board receive the report on the Impact Survey as presented.




Business Arising

12.    Health and Safety Reporting

The CEO reported that there was no Health and Safety matters to report.


13.    Library Board Action List

The Library Board reviewed and updated the Action List. 

Motion 16.02.95

Moved by Joe Sponga

Seconded by Tom Vegh


That the Library Board receive the Action List as amended.









New Business

14.     Newmarket Chamber of Commerce Home Show, April 1 to 3, 2016

The Library will be participating in the Newmarket Chamber of Commerce Home Show being held at the Ray Twinney Centre April 1 to 3, 2016.  Board members were invited to assist with this year’s Library booth.  An email will be sent out to Board members regarding this.

Date(s) of Future Meetings

15.    The next regular Library Board meeting will be Wednesday, March 16, 2016 at 5:30 pm in the Library Board room.



Motion 16.02.96

Moved by Kelly Broom-Plumley

Seconded by Joe Sponga


That there being no further business meeting adjourned at 6:31 pm.







__________________________                                           ________________________

Joan Stonehocker                                                                  Todd Kyle, CEO

Chair                                                                                      Secretary/Treasurer

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