Newmarket Public
Library Board
Regular Board
Meeting
Wednesday, April
16, 2014
Newmarket Public
Library Board Room
Present: Joan
Stonehocker – Chair (arrived at 5:15 pm)
Tom Vegh – Vice
Chair
Tara Brown
Tom Hempen
Wes Playter
Regrets: Michael Castro
John Taylor
Staff Present: Todd Kyle, CEO
Linda
Peppiatt, Deputy CEO
Lianne
Bond, Administrative Coordinator
Guest: Lynn
Georgeff, Director of Human Resources,
Town of
Newmarket (left at 5:50 pm)
In the absence of the Chair,
the Vice Chair called the meeting to order at 5:10 p.m.
- Adoption of Agenda Items
i) Adoption
of Regular Agenda
ii) Adoption of the
Closed Session Agenda
iii) Adoption of Consent
Agenda items
The Vice Chair asked if there were
any additions to the agenda.
Motion 14.04.296
Moved by Tom Hempen
Seconded by Tara Brown
That Agendas i) to iii) be
adopted as presented.
Carried
- Declarations
None were declared.
- Motion to Convene into a Closed Session
Motion 14.04.297
Moved by Tom Vegh
Seconded by Tom Hempen
That the Library Board
convene into a closed session at 5:20 pm for the purposes of discussing a
personal matter about an identifiable individual.
Carried
Note: The Chair took over the
meeting at 5:20 pm
Motion 14.04.298
Moved by Wes Playter
Seconded by Tara Brown
That the Library Board move
out of the closed session at 5:50 pm.
Carried
Motion arising from the Closed
Session:
Motion 14.04.299
Moved by Tom Hempen
Seconded by Wes Playter
That the Library Board
receive the verbal report as presented in the closed session and that the CEO
proceed with the direction provided to the Library Board in the Closed Session.
Carried
- Consent Agenda Items:
i) Adoption
of the Regular Board Meeting Minutes for Wednesday, March 19, 2014
ii) Strategic
Operations Report for March 19, 2014
iii) Library Statistical
Data
iv) Monthly Bank Transfer
Motion
14.04.300
Moved by Wes Playter
Seconded by Tara Brown
That Consent Agenda Items i)
to iv) be received as presented.
Carried
- Reports
i) First
Quarter Financial Report
The Library is on target for the
first quarter of 2014 in both expenditures and revenue.
Motion 14.04.301
Moved by Tara Brown
Seconded by Tom Hempen
That the Library Board
receive the 1st quarter financial statement as presented.
Carried
ii) York Info
Contract with 211 Ontario (Tom Vegh in the Chair for this report)
The Library reviewed the terms of
the proposed 211 Ontario contract with York Info which covers the period of 12
months beginning April 1, 2014. The contract formalizes the arrangement with
York Info who operates a database of York region community services in
partnership with three northern York region Libraries.
Motion 14.04.302
Moved by Joan Stonehocker
Seconded by Wes Playter
That the Library Board
approve the signing of a contract with 211 Ontario Services Corporation to
formalize its existing community service data provision.
Carried
iii) Automated Materials
Handling
The Library Board reviewed the
proposed revisions to the Computer Capital Budget in order that the Library can
go forward with the automated materials handling project.
Motion 14.04.303
Moved by Tara Brown
Seconded by Tom Vegh
That the Library Board
approve the revised expenditure plan for the unencumbered portion of the
Computer Hardware/Software capital budget as presented;
And that the Library Board
authorize the CEO to select a vendor for Automated Materials Handling in
accordance with the Procurement Policy and within the budget set therein.
Carried
iv) Green Reads Book
Vending Proposal
Green Reads, a private enterprise
that is developing used book vending machines, has approached several public
libraries, including Newmarket Public Library with a proposal to crowd-fund a
production run of 15 prototype machines and donate them to libraries to operate
within their communities. The Library Board reviewed the book vending proposal
and agreed to support the crowd funding campaign with the recommendation that
the Library Board would make the decision on the location of the vending
machine in the community.
Motion 14.04.304
Moved by Tom Hempen
Seconded by Tara Brown
That the Library Board
receive the report on the Green Reads book vending proposal;
And that the Library Board
approve spending of up to $5,000 of capital reserve funds to make up any
shortfall in this campaign, including an initial $500 contribution to the
campaign.
Carried
- Business Arising
i) Municipal
Candidate Letter
The Library Board provided feedback
on a draft municipal candidate letter that will be sent out to all candidates
participating in the 2014 municipal election.
Motion 14.04.305
Moved by Tom Hempen
Seconded by Tom Vegh
That the Library Board
approve the Municipal Candidate letter with the edits as discussed and that the
letter is reviewed by the Town of Newmarket Communications Department.
Carried
ii) Action List
The Board reviewed the Action List
Motion 14.04.306
Moved by Tara Brown
Seconded by Tom Hempen
That the
Library Board receive the Action List as presented.
Carried
- New Business
There was no new business.
- Date(s) of Future Meetings
The next regular Library Board meeting
will be Wednesday, May 21, 2014 at 5:00 pm in the Library Board room
- Adjournment
Motion 14.04.307
Moved by Tara Brown
Seconded by Wes Playter
That there being no further
business meeting adjourn at 6:40 pm
__________________________ ________________________
Joan Stonehocker Todd
Kyle, CEO
Chair Secretary/Treasurer