Newmarket Public Library
Board
Regular Board Meeting
Wednesday, May 18, 2016
Newmarket Public Library Board Room
Present:
Joan
Stonehocker – Chair
Tom Vegh – Vice Chair
Venkatesh Rajaraman
Joe
Sponga
Regrets: Tara Brown
Kelly Broome-Plumley
Darcy McNeill
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. Two items were added under
New Business.
Motion 16.05.114
Moved by
Joe Sponga
Seconded
by Venkatesh Rajaraman
That Agendas 1) to 3) be adopted as amended.
Carried
Declarations
None were
declared.
Consent
Agenda Items:
4.
Adoption of the Regular Board Meeting
Minutes for Wednesday, April 20, 2016
5.
Strategic Operations Report for April, 2016
6.
Library Statistical Data for April, 2016
7.
Monthly Bank Transfer
8.
Third Annual Report to the Community
2015-2016
Motion 16.05.115
Moved by
Tom Vegh
Seconded
by Venkatesh Rajaraman
That Consent Agenda Items 4) to 8) be
received and approved as presented.
Carried
9.
Motion to Convene into a Closed Session
Motion
16.05.116
Moved
by Joe Sponga
Seconded
by Tom Vegh
That the Library Board move into a Closed
Session meeting at 5:40 pm to discuss Labour Relations matters.
Carried
Motion
16.05.117
Moved
by Joe Sponga
Seconded
by Venkatesh Rajaraman
That the Library Board move out of a
Closed Session meeting at 5:42 pm.
Carried
Motion arising from the Closed Session meeting.
Motion 16.05.118
Moved by Tom Vegh
Seconded by Joe Sponga
That the
Library Board receive the report on Labour Relations matters.
Carried
Policy
10.
Customer Complaint Policy
The CEO
reviewed with the Library Board the draft Customer Complaint Policy. Clarification
was requested regarding whether the role Ombudsman of Ontario would include
public libraries before the policy is approved.
Motion 16.05.119
Moved by
Tom Vegh
Seconded
by Venkatesh Rajaraman
That the Library Board defer approval of
the Customer Service Policy and give direction to the CEO to clarify the role
of the Ombudsman of Ontario as it pertains to public libraries.
Carried
11. Membership Policy
The
CEO reviewed with the Library Board the revisions to the Membership Policy.
Motion 16.05.120
Moved by
Tom Vegh
Seconded
by Venkatesh Rajaraman
That the Library Board approve the
Membership Policy as presented.
Carried
12.
Public Relations Policy
The
CEO reviewed with the Library Board the revisions to the Public Relations
Policy.
Motion 16.05.121
Moved by
Tom Vegh
Seconded
by Venkatesh Rajaraman
That the Library Board approve the Public Relations Policy as presented.
Carried
Reports
13.
Draft Audited Financial
Statements for the year ended December 31, 2015
The Library Board reviewed the
draft Audited Financial Statements for 2015 completed by BDO Canada LLP.
Motion 16.05.122
Moved by Joe Sponga
Seconded by Venkatesh Rajaraman
That the Library Board approve the 2015 draft Audited
Financial Statement as presented.
Carried
Business
Arising
14.
Election of Vice
Chair
Motion 16.05.123
Moved by Joe Sponga
Seconded by Venkatesh Rajaraman
That
the Library Board defer the election of the Vice Chair until the next scheduled
Library Board meeting.
Carried
15.
2017 Budget
The CEO updated the Library Board on the timeline for
the submission of the 2017 Budget to the Town of Newmarket. A draft 2017 Budget
will be brought to the June Library Board meeting.
Motion 16.05.124
Moved by Joe
Sponga
Seconded by Tom
Vegh
That the
Library Board receive the verbal report on the 2017 Budget.
Carried
16.
Library Board
Action List
The Library Board reviewed the Action List.
Motion 16.05.125
Moved by
Joe Sponga
Seconded
by Venkatesh Rajaraman
That the Library Board receive the Action
List as presented.
Carried
New
Business
17. Newmarket Public Library Strategic Technology Committee
A
Board member expressed interest in reviewing the Library’s technical and mobile
infrastructure. The Library Board agreed to resume the activities of the
Strategic Technology Committee.
Motion 16.05.126
Moved by
Venkatesh Rajaraman
Seconded
by Joe Sponga
That the Library Board review the Strategic Technology Committee Terms
of Reference and bring interested members of the community together to review
the Library’s technical and mobile infrastructure.
18. Southlake Cinemania
A
request to consider selling tickets to Southlake Cinemania screenings at the
Library was received. The not-for profit organization presents Toronto Film
Festival films with artistic, cultural and educational value. The Library Board
considered this request and directed the CEO to discuss a partnership with
Southlake Cinemania under the parameters stated by the Library Board.
Date(s) of Future Meetings
19.
A Joint Town of Newmarket Council-Newmarket
Public Library Board Workshop on library facility needs will be Wednesday, June
15, 2016 at 5:00 pm, in the Town of Newmarket Council Chambers.
The next regular
Library Board meeting will be Wednesday, June 22, 2016 at 5:30 pm in the
Library Board room.
Adjournment
Motion 16.05.127
Moved by
Vekatesh Rajaraman
Seconded
by Joe Sponga
That there being no further business
meeting adjourned at 6:35 pm.
Carried
__________________________ ________________________
Joan
Stonehocker Todd
Kyle, CEO
Chair Secretary/Treasurer