Newmarket Public Library Board

Minutes

Meeting #:
Date:
Time:
-
Location:
Newmarket Public Library Boardroom
Newmarket Public Library
438 Park Avenue
Newmarket ON L3Y 1W1
Members Present:
  • Darcy McNeill, Chair
  • Jane Twinney, Vice Chair
  • Darryl Gray
  • Leslee Mason
  • Art Weis
  • Victor Woodhouse
Members Absent:
  • Kelly Broome
Staff Present:
  • Linda Peppiatt, Deputy CEO
  • Todd Kyle, CEO
  • Lianne Bond, Administrative Coordinator

​​

1.
Adoption of Agenda Items
 

  • Motion19-06-36
    Moved byJane Twinney
    Seconded byLeslee Mason

    That agenda items 1.1 to 1.3 be adopted as presented.

    Carried

2.
Declarations
 

None were declared.

3.
Consent Agenda Items
 

  • Motion19-06-37
    Moved byArt Weis
    Seconded byDarryl Gray

    That Consent Agenda items 3.1 to 3.4 be approved and adopted as presented.

    Carried

4.
Reports
 

4.1
2018 Draft Audited Financial Statements
This item has attachments. 

1.Final Draft Library Financial Statements Notes 2018.pdf

The Library Board reviewed the draft Audited Financial Statements for 2018 completed by Deloitte LLP.

  • Motion19-06-38
    Moved byVictor Woodhouse
    Seconded byDarryl Gray

    That the Library Board approve the 2018 Audited Financial Statements as presented.

    Carried

5.
Business Arising
 

5.1
Marketing and IT efficiencies update
This item has attachments. 

1.2019-06-19 IT marketing update.pdf

The CEO is continuing discussions with the Town of Newmarket senior staff as to the best way forward and will bring back a report to the Board with recommendations.

  • Motion19-06-39
    Moved byJane Twinney
    Seconded byDarryl Gray

    That the Library Board receive the report on Marketing and IT efficiencies update;

    And That the Library Board defer to the next meeting a decision on marketing and IT integration.

    Carried

5.2
Interlibrary Loan Service update
This item has attachments. 

1.2019-06-19 interlibrary loan update.pdf

The CEO reported that inter-library loan service has been restored however the system has been reduced. The Library will now ship items by Canada Post using the Library Book Rate discount and will monitor the impact of the costs. Southern Ontario Library Service will reimburse some of this cost but the amount is unknown at this time.

  • Motion19-06-40
    Moved byJane Twinney
    Seconded byLeslee Mason

    That the Library Board receive the verbal report on Interlibrary Loan service.

    Carried

5.3
Library Board Action List
This item has attachments. 

1.2019-06-19 action list.pdf

The Library Board reviewed the Action List.

  • Motion19-06-41
    Moved byVictor Woodhouse
    Seconded byLeslee Mason

    That the Library Board receive the Action List as presented.

    Carried

6.
New Business
 

6.1
2020 Operating and Capital Budget Requests
 

Highlights of Changes to the Operating Budget 2020 over 2019 were distributed to the Library Board. The CEO reviewed the changes of the draft 2020 Operating Budget submission with the Board and asked the Board if a request for Monday openings should be submitted.

  • Motion19-06-42
    Moved byJane Twinney
    Seconded byDarryl Gray

    That the Library Board receive the verbal report on the draft 2020 Operating Budget;

    And that the Library Board submit a request for additional budget to pay for Monday service.

    Carried

6.2
Patron Retention Strategies
 

The CEO advised the Library Board the the Library is working on a number of proposals that will be brought to the Board to remove barriers for patrons and promote better customer service.

7.
Closed Session (If required)
 

8.
Dates of Future Meetings
 

A tentative Special Board meeting for 2020 Budget and Closed Session items is scheduled for Tuesday, July 15, 2019 at 5:30 pm in the Library Board room.

The next Regular Board meeting is scheduled for Wednesday, September 18, 2019 at 5:30 pm in the Library Board room.

9.
Adjournment
 

  • Motion19-06-43
    Moved byVictor Woodhouse
    Seconded byLeslee Mason

    That there being no further business the meeting adjourn at 6:35 pm.

    Carried
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