Newmarket Public Library Board

Minutes

Meeting #:
Date:
Time:
-
Location:
Electronic VIA ZOOM
See How to Join Meeting Details
Members Present:
  • Darcy McNeill, Chair
  • Jane Twinney, Vice Chair
  • Kelly Broome
  • Darryl Gray
  • Leslee Mason
  • Art Weis
  • Victor Woodhouse
Staff Present:
  • Linda Peppiatt, Deputy CEO
  • Todd Kyle, CEO
  • Lianne Bond, Administrative Coordinator

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1.
Meeting to be held with live video interface via Zoom
 

1.1
Instructions on how to connect to meeting
 

The Chair called the meeting to order at 5:55 pm.

2.
Adoption of Agenda Items
 

  • Motion20-06-117
    Moved byVictor Woodhouse
    Seconded byJane Twinney

    That items 2.1 to 2.3 be adopted as presented.

    Carried

3.
Declarations
 

None were declared.

4.
Consent Agenda Items
 

  • Motion20-06-118
    Moved byKelly Broome
    Seconded byLeslee Mason

    That Consent Agenda items 4.1 to 4.2 be approved and adopted as presented.

    Carried

5.
Reports
 

5.1
First Quarter Financial Statements
This item has attachments. 

1.2020-06-17 Financial Statement.pdf
2.Financial Stmt 2020 1st QTR .pdf

There were no areas of concern to report for the First Quarter Financial results which do not take into account the impact from COVID-19

  • Motion20-16-119
    Moved byDarryl Gray
    Seconded byJane Twinney

    That the Library Board receive the First Quarter Financial results as presented.

    Carried

5.2
2019 Draft Audited Financial Statements
This item has attachments. 

1.2020-06-17 Library Board Report on 2019 Audited Financial Statements.pdf
2.DRAFT Library Audited FS - 2019.pdf

The Library Board reviewed the draft Audited Financial Statements for 2019 completed by Deloitte LLP.

  • Motion20-06-120
    Moved byDarryl Gray
    Seconded byJane Twinney

    That the Library Board approve the draft 2019 Audited Financial Statements as presented.

    Carried

5.3
Newmarket Public Library Report on Recovery Plans
This item has attachments. 

1.2020-06-17 Library Board Report on Recovery Plans.pdf

The CEO provided a summary of library activities to date and how curbside pick-up is going.  The Board was advised of what safety measure have been put in place and planning for Stage 2 - opening of the Library.  

  • Motion20-06-121
    Moved byKelly Broome
    Seconded byJane Twinney

    That the Library Board receive the report on Recovery and Re-opening considerations for the Library.

    Carried

6.
Business Arising
 

6.1
Library Board Action List
This item has attachments. 

1.2020-06-17 action list.pdf

The Library Board reviewed the Action List.  The CEO and Library Board Chair will review the Action List given the current status of Library operations.

  • Motion20-06-122
    Moved byLeslee Mason
    Seconded byArt Weis

    That the Library Board receive the Action List as presented.

    Carried

7.
New Business
 

7.1
2021 Draft Operating and Capital Budget Requests
This item has attachments. 

1.2020-06-17 Library Board Report on 2021 Budgets.pdf
2.2021 budget June 16, 2020.pdf

The 2021 Draft Operation Budget request was reviewed by the Board.  Due to the COVID-10 emergency and resulting fiscal pressure there is a zero increase to the 2021 base Operating Budget with the exception of some mandatory increases.

Due to changes on how capital budget requests are made and fiscal uncertainty the draft 2021 Capital Budget request will be brought to the Library Board approval at a later date, after submitting unapproved numbers to Finance for now.

  • Motion20-06-123
    Moved byVictor Woodhouse
    Seconded byArt Weis

    That the Library Board approve the draft 2021 Operating Budget for submission to Town of Newmarket Council as presented.

    Carried

8.
Closed Session
 

8.1
Labour relations per section(d) of the Public Libraries Act. R.S.O.1990, Chapter P.44
 

  • Motion20-06-124
    Moved byDarryl Gray
    Seconded byVictor Woodhouse

    That the Library Board move in to Closed Session at 6:35 pm for matters pertaining to Labour Relations.

    Carried
  • Motion20-06-125
    Moved byVictor Woodhouse
    Seconded byLeslee Mason

    That the Library Board move out of Closed Session at 7:08 pm.

    Carried
  • Motion20-06-126
    Moved byDarryl Gray
    Seconded byVictor Woodhouse

    That the Library Board receive the report on Labour relations.

    Carried

9.
Dates of Future Meetings
 

9.1
The next Regular Board meeting is scheduled for Wednesday, September 16, 2020 at 5:45 pm in the Library Board room
 

A Special Board meeting is scheduled for Wednesday, July 22, 2020 at 5:30 pm.

10.
Adjournment
 

  • Motion20-06-127
    Moved byVictor Woodhouse
    Seconded byLeslee Mason

    That there being no further business the meeting adjourn at 7:12 pm

    Carried
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