Island Lake with blades of green grass in the front on a nice sunny day

2019-01-23 Library Board Minutes

Orangeville Public Library Board
Meeting Minutes
1 Mill Street (5:00 p.m.)
Wednesday, January 23, 2019

Members Present:    
Councillor Grant Peters    
Councillor Lisa Post      
Ms. Shelley Bergant    
Mr. Ben MacDonald 
Ms. Sheri Marks      
Mr. Patrick Neely
Mr. Bill Rea

Staff Present:
Ms. D. Fraser, CEO
Ms. D. Vatanen, Minutes     
    
1.    Call to Order

The CEO, Ms. D. Fraser, called the meeting to order at 5:00 p.m.

2.    Elections
The CEO requested nominations for the position of Chair.

Councillor Grant Peters nominated Bill Rea for the position of Chair.

There being no other nominations for the position, the CEO declared Bill Rea Chair of the Orangeville Public Library Board by acclamation.

The CEO requested nominations for the position of Vice-Chair.

Councillor Lisa Post put her name forward for the position of Vice-Chair.

There being no other nominations for the position, the CEO declared Lisa Post Vice-Chair of the Orangeville Public Library Board by acclamation.

Bill Rea assumed the Chair.    (Time:  5:11 p.m.)

3.    Declarations of Conflict of Interest    None.

4.    Approval of Agenda

19.01    Moved by Patrick Neely 
Seconded by Sheri Marks 

That the agenda of January 23, 2019, be approved.
Carried.

5.    Adoption of the Previous Library Board Meeting Minutes

6.    Presentation to the Board -     New Board Orientation 
a.    Public Libraries Act 
b.    Associations and Support 
i.    Federation of Ontario Public Libraries 
ii.    Ontario Library Board Association – Cut to the Chase
iii.    Southern Ontario Library Services – 10 things you need to know as a new library board member 
c.    Orangeville Procedure By-law 
i.    Current Version (dated April 2016)  with administrative changes 
d.    Code of Conduct for Council, Local Boards and Committees 

7.    Information Items (as of December 2018 unless otherwise specified)

a.    Proposed Meeting Schedule (based on current procedure by-law)

The board accepted the meeting schedule presented with two minor changes. The board will continue to meet @ 5 pm on the fourth Wednesday of each month (September to June with the exception of December). The board will meet in March and Ray Osmond, General Manager of Community Services will attend on March 27 in the absence of Darla Fraser, CEO. There will be no meeting in August. Dates for annual social events were reviewed and adopted. 

b.    Financial Reports 
i.    December 2017 Draft Audited Statements 

19.02    Moved by Lisa Post 
 Seconded by Sheri Marks

That the library board approve the audited financial statements of The Corporation of the Town of Orangeville Public Library for 2017.
Carried.
ii.    Preliminary 2018 Actual vs Budget
iii.    Budget 2019 Operating and Capital 
c.    Correspondence 
i.    Library Board Contact List – to be distributed at meeting 
ii.    Non-resident fee increase – notification to neighbouring municipalities (to be signed by the Chairperson)

19.03    Moved by Grant Peters 
Seconded by Patrick Neely 

That the information items as listed be received.

Carried.
8.    Reports
a.    Report # 19-01 Policy Review Plan 

19.04    Moved by Lisa Post 
Seconded by Sheri Marks 

That report # 19-01, dated January 23, 2019, with respect to Policy Review Plan, be received; 

And that the Policy Review Plan dated January 23, 2019 be adopted.

Carried.

9.    Notice of Motion 

In accordance with Section 15 of the Library’s Procedure By-law, notice is hereby provided that the following motion will be presented at the February 27 meeting of the Orangeville Public Library Board. 

Recommendations:

That report # 19-XX, dated February 27, 2019 with respect to a review of the Procedure By-law, be received;

And that the Procedure By-law dated April 27, 2016 is repealed;

And that the Procedure By-law dated February 27, 2019 attached to this report as Appendix A be adopted.

10.    Closed Meeting    None. 

11.    Municipal Update – Councillor Lisa Post and Councillor Grant Peters 

Councillor Lisa Post reported that budget deliberations are moving along well. 

12.    Comments and Announcements

Ms. Fraser provided the following updates:
1.    Family Day Literacy on Saturday, January 26 
2.    OLA Super Conference  Jan 30 – Feb 1, (Board Boot Camp Feb 2)

13.    Adjournment

19:05    Moved by Patrick Neely 
    Seconded by Sheri Marks 

That the meeting adjourn.    (Time: 6:40 p.m.)


___________________________    ________________________________
Bill Rea, Chair        Darla Fraser, CEO


Next Meeting:    Wednesday, February 27, 2019