Newmarket Public Library
Board
Regular Board Meeting
Wednesday, June 22, 2016
Newmarket Public Library Board Room
Present:
Joan
Stonehocker – Chair
Tara
Brown
Venkatesh
Rajaraman
Joe
Sponga (left at 6:40 pm)
Regrets: Tom Vegh – Vice Chair
Kelly Broome-Plumley
Darcy McNeill
Staff
Present: Todd
Kyle, CEO
Linda
Peppiatt, Deputy CEO
Lianne
Bond, Administrative Coordinator
The Library
Board Chair called the meeting to order at 5:55 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 16.06.128
Moved by
Tara Brown
Seconded
by Venkatesh Rajaraman
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, May 18, 2016
5.
Adoption of the Closed Session Minutes for
Wednesday, May 18, 2016
6.
Strategic Operations Report for May, 2016
7.
Library Statistical Data for May, 2016
8.
Monthly Bank Transfer
Motion 16.06.129
Moved by
Joe Sponga
Seconded
by Venkatesh Rajaraman
That Consent Agenda Items 4) to 8) be
received and approved as presented.
Carried
9.
Motion to Convene into a Closed Session
Motion
16.06.130
Moved
by Joe Sponga
Seconded
by Tom Vegh
That the Library Board move into a Closed
Session meeting at 5:58 pm to discuss Labour Relations matters.
Carried
Motion
16.06.131
Moved
by Joe Sponga
Seconded
by Venkatesh Rajaraman
That the Library Board move out of a
Closed Session meeting at 6:10 pm.
Carried
Motions arising from the Closed Session meeting.
Motion 16.06.132
Moved by Joe Sponga
Seconded by Tara Brown
That the
Library Board approve the introduction of an Employee Assistance Program for
non-union employees effective January 1, 2017.
And That the
Library Board receive the verbal reports on Labour Relations matters.
Carried
Policy
10.
Customer Complaint Policy
The CEO
reported that there has been no response as yet regarding whether the role of
the Ombudsman of Ontario includes public libraries.
11. Workplace Violence and Harassment Policies
The
CEO reviewed changes to the Workplace Violence Policy to meet the recent
changes to the Occupational Health and Safety Act. No changes were made to the
Workplace Harassment Policy.
Motion 16.06.133
Moved by
Joe Sponga
Seconded
by Venkatesh Rajaraman
That the Board approve the Workplace
Violence Policy and Workplace Harassment Policy as presented.
And That the Board approve appointment
of the Board Chair as confidential recipient of any workplace harassment
complaint against the CEO, such complaint to be investigated by an ad-hoc
committee of the Board.
Carried
Reports
12.
Review of Library Asset
Replacement Fund
A review of the Library’s separate Asset Replacement
Fund (ARF) by the Library and Town of Newmarket Financial Services Department
has been completed. The CEO outlined the course of action with the Library
Board that resulted in the review.
Motion
16.06.134
Moved by
Joe Sponga
Seconded
by Venkatesh Rajaraman
That the Board approve the transfer to
the Town’s Building ARF of Library capital components identified as building
infrastructure;
And that the Board approve the transfer to
the Town of previously approved capital funding for Roofing and
Dehumidification, such funding to continue to be available and approved should
the Library require it;
And that the Board approve in principle the
creation of an Equipment Repair/Replacement Reserve for those items identified
as non-TCA capital equipment, with funding source to be identified for final
approval by the Board to be enacted as part of 2016 year-end accounting.
Carried
13. Library Efficiencies Review
Deferred
to the next regular Board meeting.
Business
Arising
14.
Election of Vice
Chair
Deferred to the next regular Board meeting.
15.
Report on
Vulnerable Patrons
Deferred to the next regular Board meeting.
16.
Strategic
Technology Committee
Deferred to the next regular Board meeting.
17.
2017 Budget
Highlights of
Changes to the Operating Budget 2017 over 2016 were distributed to the Library
Board. The CEO reviewed the changes of the draft 2017 Operating Budget
submission with the Board.
Motion 16.06.135
Moved by Tara
Brown
Seconded by
Venkatesh Rajaraman
That the
Library Board approve the base 2017 Operating Budget as presented and defer any
growth and enhancement requests to the next Library Board meeting.
Carried
2017 Capital Budget
was deferred to the next Library Board meeting.
18.
Joint Newmarket
Public Library and Town of Newmarket Council Workshop
Deferred to the next regular Board meeting.
19.
Library Board
Action List
Deferred to the next regular Board meeting.
New
Business
There
was no new Business
Date(s) of Future Meetings
20.
The next regular Library Board meeting to be
reschedule to September 7, 2016 at 5:30 in the Library Board room.
Adjournment
The meeting
adjourned at 6:40 pm when one Board member left and quorum was lost.
__________________________ ________________________
Joan
Stonehocker Todd
Kyle, CEO
Chair Secretary/Treasurer