Newmarket
Public Library Board
Regular Board Meeting
Wednesday, March 16, 2016
Newmarket Public Library Board Room
Present:
Joan
Stonehocker – Chair
Tom Vegh – Vice Chair
Tara Brown
Kelly Broome-Plumley
Darcy McNeill
Regrets: Venkatesh Rajaraman
Joe
Sponga
Guest: Lynn Georgeff, Director of Human
Resources,
Town
of Newmarket (left at 5:57 pm)
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. One item was added under New
Business.
Motion 16.03.97
Moved by
Kelly Broome-Plumley
Seconded
by Darcy McNeill
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, February 17, 2016
5.
Adoption of the Closed Session Meeting
Minutes for Wednesday, January 20, 2016
6.
Adoption of the Closed Session Meeting
Minutes for Wednesday, February 18, 2016
7.
Strategic Operations Report for February,
2016
8.
Library Statistical Data for February, 2016
9.
Monthly Bank Transfer
Motion 16.03.98
Moved by
Tom Vegh
Seconded
by Tara Brown
That Consent Agenda Items 4) to 9) be
received and approved as presented.
Carried
10. Motion to Convene into a Closed Session
Motion 16.03.99
Moved by
Kelly Broome-Plumley
Seconded
by Darcy McNeill
That
the Library Board moved in to a Closed Session at 5:37 pm for the purpose of
discussing Labour Relations matters.
Carried
Motion 16.03.100
Moved by
Darcy McNeill
Seconded
by Tara Brown
That the Library Board move out of
Closed Session at 5:55 pm
Carried
Motions
arising from the Closed Session:
Motion
16.03.101
Moved by
Tara Brown
Seconded
by Tom Vegh
That the Library Board receive the report
by the CEO regarding Labour Relations dated March 16, 2016.
And That the Memorandum of Settlement
between the Newmarket Public Library and CUPE Locals 905.09 and 905.10 (library
workers) be ratified, copies of which are available through the CEO.
And That upon receipt of the renewal
Agreement the CEO be authorized to sign same.
Carried
The Library Board thanked the Director of Human
Resources, Town of Newmarket, for assistance with negotiations.
Policy
11. Fundraising Policy
The CEO
reviewed with the Library Board the draft Fundraising Policy. Library Board members
requested to further review the draft policy and asked that the it be brought
back to the next regularly scheduled Library Board meeting.
Motion 16.03.102
Moved by
Tom Vegh
Seconded
by Kelly Broome-Plumley
That the Library Board receive the Draft Fundraising
Policy and defer to the next regularly scheduled Library Board meeting.
Carried
Reports
12. Report on Council Workshop: Framework for Future
Facilities and Land Use
The
CEO gave a verbal report on the Council Workshop on Future Facilities and Land
Use he attended on March 29, 2016. The Library Board was asked to participate
in a Joint Library / Town of Newmarket Council Workshop regarding this.
Motion 16.03.103
Moved by
Darcy McNeill
Seconded
by Tara Brown
That the Library Board receive the verbal report on the Council Workshop: Framework for Future Facilities and
Land Use;
And that the Library Board participate in a Joint Library /
Town of Newmarket Council Workshop regarding Future Facilities and Land Use.
Carried
13. Asset Replacement Fund (ARF) Review
The
CEO gave a verbal report on the review of the Library’s ARF completed by the
Director of Finance, Town of Newmarket. The Library ARF schedule is to be updated
in time for the 2017 Budget submission.
Motion 16.03.104
Moved by
Kelly Broome-Plumley
Seconded
by Darcy McNeill
That the Library Board receive the verbal report on the
Asset Replacement Fund Review;
And that a written report on the Library Asset Replacement Fund comes back to the
Library Board at the regularly scheduled meeting in June, 2016.
Carried
Business
Arising
14.
Library Board
Action List
The Library Board reviewed and updated the Action
List.
Motion 16.03.105
Moved by
Tom Vegh
Seconded
by Tara Brown
That the Library Board receive the Action
List as amended.
Carried
New
Business
15. 2016 Draft Business Plan
A
draft 2016 Business Plan was presented to the Library Board for review.
Motion 16.03.105
Moved by
Tom Vegh
Seconded
by Tara Brown
That the Library Board receive the 2016
Business Plan as presented.
Carried
16. Town of Newmarket Council Committee Workshop
Library
Board members will attend the Town of Newmarket Council Committee Workshop on
Monday, April 11th from 6:30 – 8:30 pm in Council Chambers.
17. Library Board Member Attendance
The
Library Board discussed the three consecutive absences by a Library Board
member. In accordance with the Public Libraries Act Public Libraries Act, R.S.O. 1990, c. P.44, section 13, and the
Newmarket Public Library Board Governance Policy, section 6.4, a member must be
excused by the Library Board should the member be absent for three consecutive
months.
Motion 16.03.106
Moved by
Darcy McNeill
Seconded
by Tara Brown
That
the Library Board excuses the three consecutive
absences of Board member Venkatesh Rajaraman.
Carried
Date(s) of Future Meetings
18.
The next regular
Library Board meeting will be Wednesday, April 20, 2016 at 5:30 pm in the
Library Board room.
Adjournment
Motion 16.03.107
Moved by
Tom Vegh
Seconded
by Kelly Broome-Plumley
That there being no further business
meeting adjourned at 6:40 pm.
Carried
__________________________ ________________________
Joan
Stonehocker Todd
Kyle, CEO
Chair Secretary/Treasurer