Newmarket Public Library
Board
Regular Board Meeting
Wednesday, September 7, 2016
Newmarket Public Library Board Room
Present:
Joan
Stonehocker – Chair
Tom
Vegh – Vice Chair
Kelly
Broome
Tara
Brown
Darcy
McNeill
Venkatesh
Rajaraman
Staff
Present: Todd
Kyle, CEO
Linda
Peppiatt, Deputy CEO
Lianne
Bond, Administrative Coordinator
The Library
Board Chair called the meeting to order at 5:45 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 the
Closed Session Agenda
Motion 16.09.136
Moved by
Kelly Broome
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, June 22, 2016
5.
Adoption of the Closed Session Minutes for
Wednesday, June 22, 2016
6.
Strategic Operations Report for June to
August 2016
7.
Library Statistical Data for July, 2016
8.
Monthly Bank Transfer
Motion 16.09.137
Moved by
Venkatesh Rajaraman
Seconded
by Tara Brown
That Consent Agenda Items 4) to 8) be
received and approved as presented.
Carried
Closed
Session
9.
Motion to Convene into a Closed Session
Motion
16.09.138
Moved
by Tom Vegh
Seconded
by Kelly Broome
That the Library Board move into a Closed
Session meeting at 5:50 pm to discuss matters pertaining to the security of the
property of the Library Board.
Carried
Motion
16.09.139
Moved
by Darcy McNeill
Seconded
by Kelly Broome
That the Library Board move out of a
Closed Session meeting at 6:00 pm.
Carried
Motions arising from the Closed Session meeting.
Motion 16.09.140
Moved by Venkatesh Rajaraman
Seconded by Tara Brown
That the
Library Board receive the verbal report on security of property matters.
Carried
Reports
10.
Second Quarter Financial
The Library
continues to be on target for the second quarter of 2016 in both expenditures
and revenue.
Motion 16.09.141
Moved by
Tom Vegh
Seconded
by Venkatesh Rajaraman
That the
Library Board received the Second Quarter Financial Statements as presented.
Carried
Business
Arising
11.
2017 Capital Budget
The CEO reviewed the draft 2017 Capital Budget
submission with the Board and discussed the 2017-2026 Capital Project Request
for a new Library.
Motion 16.09.142
Moved by Darcy McNeill
Seconded by Venkatesh Rajaraman
That the Library Board approve the 2017 Capital Budget
as presented with the addition of the 2017-2025 Capital Project request for a
new Library.
Carried
12.
2017 Operation
Budget – Enhancements
The Library Board discussed submitting a request under
Enhancements for Monday service. It was agreed not to submit the request at
this time and to revisit Monday Service for 2018 Budget considerations. The
CEO will report back to the Library on the number of N6 Libraries that are open
on Mondays.
13.
Library
Efficiencies Review
The Library Board reviewed the report on Library
efficiencies review and discussed the request to set aside funding to
participate in an efficiency study conjointly with the Town of Newmarket.
Motion 16.09.143
Moved by Tom Vegh
Seconded by Venkatesh Rajaraman
That the Library Board authorize in principle the
expenditure of up to $25,000 as the Library’s share of the related costs, to be
transferred from the Operating Reserve as needed at the end of the year;
And that the efficiency review is to be considered in
conjunction with a new facility as described in the report;
And that the CEO will bring back to the Library Board
more detail when available.
Carried
14.
Library Facility
Needs – Next Steps
A report on the next steps to explore future facility
needs was reviewed by the Library Board.
Motion 16.09.144
Moved by Darcy McNeill
Seconded by Venkatesh Rajaraman
That the Library Board receive the report on Library
Facility Needs—Next Steps;
And that the Library Board apportion up to $50,000 of the
Alternative Service Delivery capital project to a facility needs study, if and
when Council indicates its willingness to support it.
Carried
15.
Report on
Vulnerable Patrons
A report providing strategies on dealing with
vulnerable patrons was reviewed by the Library Board.
Motion
16.09.145
Moved by
Tom Vegh
Seconded
by Kelly Broome
That the Board receive the report on
strategies for dealing with vulnerable patrons in the library.
Carried
16.
Strategic Technology
Committee
The Library Board agreed that an Strategic Technology
Committee on an ad hoc basis can be struck when needed. A Terms of Reference
for the Committee is to be prepared.
17.
Election of
Vice-Chair
The Chair called for nominations for the position of
Vice-Chair.
Motion 16.09.146
Moved by Darcy
McNeill
Seconded by
Kelly Broome
That Tara
Brown is appointed to the position of Vice Chair for the Newmarket Public
Library Board.
CARRIED
18.
Library Board
Action List
The Library Board reviewed the Action List.
Motion 16.09.147
Moved by Darcy
McNeill
Seconded by
Kelly Broome
That the Library Board received the Library Board Action
List as presented.
Carried.
New
Business
19. Library Bank Account Change
The
Library was advised that the Town of Newmarket has transferred their accounts
to a different banking institution, which included the Library’s bank account.
Motion 16.09.148
Moved by Kelly
Broome
Seconded by Tara
Brown
That the Library Board approve the
transfer of the Library bank account to the banking institution chosen by the Town
of Newmarket;
And that the Library bank account remain
with the banking institution chosen by the Town of Newmarket from time to time.
Carried
20. Ontario Public Library Week
Ontario
Public Library Week is October 16th to 22nd and a tagline
was developed by a marketing firm who interviewed “people on the street” all
over Ontario to find out what they want to see in their communities. The
tagline chosen is “A Visit Will Get You Thinking.” The Library discussed
planning an event to coincide with Ontario Public Library week in 2017 and that
this item be added to the Library Board Action List
21. Correspondence to the Minister of Tourism, Culture and Sport
A
letter, signed by the Library Board Chair, has been sent to the Minister of
Tourism, Culture and Sport expressing concern regarding the recent decision to
reduce broadband funding for public libraries.
Date(s) of Future Meetings
22. The next regular Library Board meeting to be reschedule to October
19, 2016 at 5:30 in the Library Board room.
Adjournment
Motion 16.09.149
Moved by
Kelly Broome
Seconded
by Tara Brown
That there being no further business
meeting adjourned at 7:15 pm.
Carried
__________________________ ________________________
Joan
Stonehocker Todd
Kyle, CEO
Chair Secretary/Treasurer