Newmarket Public Library Board
Regular Board Meeting
Wednesday, November 18, 2015
Newmarket Public Library Board Room
Present:
Joan
Stonehocker – Chair
Tom Vegh – Vice Chair
Tara Brown
Kelly Broome-Plumley
Joe
Sponga (left at 6:30 pm)
Darcy
McNeill
Venkatesh Rajaraman (arrived at 5:40
pm)
Guest: Mike Mayes, Director of Financial
Services/Treasurer,
Town
of Newmarket
Staff
Present: Todd
Kyle, CEO
Linda
Peppiatt, Deputy CEO
Toni
Facciolo, Accounts Payable Clerk
The Library
Board Chair called the meeting to order at 5:30 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 15.11.60
Moved by
Kelly Broome-Plumley
Seconded
by Darcy McNeill
That Agendas 1) to 3) be adopted as presented.
Carried
Declarations
None were
declared.
Consent
Agenda Items:
4. Adoption
of the Regular Board Meeting Minutes for Wednesday, October 21, 2015
5. Strategic
Operations Report for October
6. Library
Statistical Data for October, 2015
7. Monthly
Bank Transfer
Motion 15.11.61
Moved by
Tom Vegh
Seconded
by Joe Sponga
That Consent Agenda Items 4) to 7) be
received and approved as presented.
Carried
Motion
to Convene into a Closed Session
Motion 15.11.62
Moved by
Kelly Broome-Plumley
Seconded
by Darcy McNeill
8.
That
the
Library Board move into Closed Session at 6:15 pm regarding a labour relations
matter.
Carried
Motion 15.11.63
Moved by
Joe Sponga
Seconded
by Kelly Broome-Plumley
That the Library Board move out of Closed
Session at 6:20 pm.
Carried
Motions
arising from the Closed Session:
Motion
15.11.64
Moved by
Tom Vegh
Seconded
by Venkatesh Rajaraman
That
the Library Board receive the report regarding a labour relations matter.
Carried
Policies
9.
Criminal
Records Checks for Volunteers
The Library
Board was advised of a procedural change, consistent with the Library’s
Volunteer Policy, regarding criminal records checks for volunteers under the
age of sixteen.
Motion
15.11.65
Moved by
Tom Vegh
Seconded
by Venkatesh Rajaraman
That the Library Board receive the
report on criminal records checks for volunteers.
Carried
Business
Arising
10.
Library
Board Action List
The Library Board reviewed and
updated the Action List.
Motion
15.11.68
Moved by
Venkatesh Rajaraman
Seconded
by Joe Sponga
That the Library Board receive the Action
List as amended.
Carried
New
Business
11.
Joint
Library and Corporate Services Report – Financial Services 2015-51 regarding
the Library General Reserves
The
Director of Finances/Treasurer of the Town of Newmarket reviewed the Joint
Library and Corporate Services Report regarding establishing a target level for
the Library General Reserves.
Motion
15.11.69
Moved by
Joe Sponga
Seconded
by Venkatesh Rajaraman
1.
That the Town
of Newmarket Public Library Board set a target level for the Library General Reserve as
proposed in this report;
2.
And
That once
the Library General Reserve target is achieved, any surplus is to be returned
to the Town at the year-end;
3.
And
That the
Town of Newmarket do an analysis on the Asset Replacement Fund and report back
to the Newmarket Public Library Board in 120 days with recommendations.
Carried
12.
2016
Ontario Library Association (OLA) Super Conference
The Library Board will advise the
Administrative Coordinator by December 8th whether they will be attending the
2016 OLA Super Conference.
13.
Health
and Safety for Board members eLearning
Deferred to next regularly scheduled
Library Board meeting.
Date(s)
of Future Meetings
14.
The
next regular Library Board meeting will be Wednesday, December 16, 2015 at 5:30
pm in the Library Board room.
Adjournment
Motion
15.11.70
Moved by
Darcy McNeill
Seconded
by Tom Vegh
That there being no further business
meeting adjourned at 6:37 pm.
__________________________ ________________________
Joan
Stonehocker Todd
Kyle, CEO
Chair Secretary/Treasurer