Newmarket Public Library Board

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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

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