Newmarket Public
Library Board
Regular Board
Meeting
Wednesday, May 21,
2014
Newmarket Public
Library Board Room
Present: Joan
Stonehocker – Chair
Tom Vegh – Vice
Chair (arrived at 5:30 pm)
Tara Brown
Michael Castro
Tom Hempen (arrived
at 5:20 pm)
John Taylor (left
at 6:35 pm)
Regrets: Wes Playter
Staff Present: Todd Kyle, CEO
Linda
Peppiatt, Deputy CEO
Lianne
Bond, Administrative Coordinator
The Chair called the meeting to
order at 5:15 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 Chair asked if there were any
additions to the agenda.
Motion 14.05.308
Moved by John Taylor
Seconded by Michael Castro
That Agendas i) to iii) be
adopted as presented.
Carried
- Declarations
None were declared.
- Consent Agenda Items:
i) Adoption
of the Regular Board Meeting Minutes for Wednesday, April 16, 2014
ii) Adoption of the
Closed Session Meeting Minutes for Wednesday, April 16, 2014
iii) Strategic Operations
Report for April, 2014
iv) Library Statistical
Data
v) Monthly Bank
Transfer
Motion
14.04.309
Moved by Tom Hempen
Seconded by Tara Brown
That Consent Agenda Item i)
be received as amended and items ii) to v) be received as presented.
Carried
- Motion to Convene into a Closed Session
Motion 14.05.310
Moved by Tara Brown
Seconded by Michael Castro
That the Library Board
convene into a closed session at 5:18 pm for the purposes of discussing labour
relation matters.
Carried
Motion 14.05.311
Moved by John Taylor
Seconded by Tara Brown
That the Library Board move
out of the closed session at 5:25 pm.
Carried
- Reports
i) 2013 Draft
Audited Financial Statements
The CEO provided an overview and
clarification of the results of the 2013 Audit.
Motion 14.05.312
Moved by John Taylor
Seconded by Michael Castro
That the Library Board
approve the 2013 Audited Financial Statements of the Town of Newmarket Public
Library Board as presented.
Carried
ii) Electronics
Materials Budget
The CEO advised the Library Board
of the need for expanded electronic resources as this service continues to grow.
The CEO proposed that the Library can reduce the Building Repairs and
Maintenance account by $10,000 per year as contingency funds are built into
this budget line, in order that it can be transferred to the Electronic
Materials & Subscriptions line. Should unforeseen building repairs arise, Operating
Reserves could be used to pay for one-time unplanned expenditures.
Motion 14.05.313
Moved by John Taylor
Seconded by Michael Castro
That the Library Board
approve additional expenditure of $10,000 in the Electronic Materials and
Subscriptions budget line offset by reduced expenditure in the Building Repairs
and Maintenance budget line for fiscal year 2014.
That the Library Board grant
the CEO authority to approve unplanned emergency building expenditures from the
Operating Reserve to a value of up to $10,000.00, subject to immediate
communication with the Chair and subsequent reporting to the Board.
Carried
iii) Fundraising Reserve
The Library Board reviewed the report
on the Fundraising Reserve and the request to spend the balance of the
Fundraising Reserve on additional related equipment on the expanding Library’s
maker related programming.
Motion 14.05.314
Moved by Michael Castro
Seconded by Tara Brown
That the Library Board
receive the report on the Fundraising Reserve and approve the use of the
existing Fundraising Reserve balance for equipment supporting maker programs
for young people.
Carried
- Business Arising
i) Town of Newmarket
e-Agenda System
The Library has been asked to
participate in the Town of Newmarket’s e-Agenda system in order that Library
public minutes, agenda’s and documents can be accessed through this system.
Leading Boards Electronic Repository system the Library Board subscribes to has
similar applications, however is not publicly accessible. The Library Board
agreed to continue with the Leading Boards subscription for one year with a
review of renewing it in March of 2015.
ii) Provincial
Candidate Advocacy
A Provincial Candidate letter will
be sent to all candidates in the riding of Newmarket-Aurora advocating Library
services.
iii) Action List
The Board reviewed and updated the
Action List
Motion 14.05.315
Moved by Tara Brown
Seconded by Tom Hempen
That the
Library Board receive the Action List as presented.
Carried
iv) Green Reads Book Vending -
Update
The CEO updated the Library Board
on the crowding funding campaign for the Green Reads Vending machine. The
campaign did not meet the target therefore the Library will go ahead with the
purchase of the vending machine. The Library Board directed the CEO to see if
a “buy back” option could be negotiated in the purchase of the vending machine.
- New Business
There was no new business.
- Date(s) of Future Meetings
The next regular Library Board meeting
will be Wednesday, June 18, 2014 at 5:00 pm in the Library Board room
- Adjournment
Motion 14.05.316
Moved by Michael Castro
Seconded by Tara Brown
That there being no further
business meeting adjourned at 6:40 pm
__________________________ ________________________
Joan Stonehocker Todd
Kyle, CEO
Chair Secretary/Treasurer