2019-02-27 Library Board Minutes

Orangeville Public Library Board Meeting Minutes
1 Mill Street (5:00 p.m.)
Wednesday, February 27, 2019

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

Staff Present:
Ms. D. Fraser, CEO
Ms. D. Vatanen, Minutes
Ms. K. Carson - left at 5:45 pm
Ms. K. Creelman - left at 5:45 pm
Ms. S. McGrady  - left at 5:45 pm
Ms. K. Panet-Raymond - left at 5:45 pm
Ms. S. Perrotta  - left at 5:45 pm
1.    Call to Order

The Chair, Mr. B. Rea, called the meeting to order at 5:00 p.m.

2.    Declarations of Conflict of Interest    None.

3.    Approval of Agenda

19.06    Moved by Patrick Neely
Seconded by Grant Peters 

That the agenda of February 27, 2019, be approved as amended, hours of operation and March board meeting added to new business.

4.    Adoption of the Previous Library Board Meeting Minutes

19.07    Moved by Lisa Post
    Seconded by Sheri Marks 

That the minutes of the regular board meeting held on January 27, 2019 be adopted.

5.    Presentation to the Board -     New Board Orientation 

a.    All about our library  
b.    Organizational Structure  
c.    Introductions – full time staff
d.    Review of each area of responsibility by Coordinator      

6.    Information Items

a.    Management Team Report 
b.    Friends of the Library Minutes (November 6, 2018) 
The board requested that staff ask the Friends of the Library to send draft minutes after their meetings. 
c.    Incident Report 
d.    Correspondence - SOLS 

19.08    Moved by Lisa Post 
 Seconded by Benn MacDonald 

That Shelley Bergant be appointed as SOLS trustee council representative for the Orangeville Public Library.  
19.09    Moved by Patrick Neely 
    Seconded by Grant Peters

    That the information items as listed be received.

7.    Reports

a)    Report # 19-02 Review of the Procedure By-law

19.10    Moved by Sheri Marks
Seconded by Shelley Bergant

That report # 19-02, dated February 27, 2019, with respect to a review of the Procedure By-law, be received; 

That the Procedure By-law dated April 27, 2016 be repealed;

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

b)    Report # 19-03 Review of the Procurement Policy 

19.11    Moved by Grant Peters
    Seconded by Sheri Marks 

That report #19-03, dated February 27, 2019, with respect to a review of the Procurement Policy, be received;

And that the Town of Orangeville’s Procurement Policy dated December 18, 2018 attached to this report as Appendix A be adopted. 
8.    Items for discussion / New Business 

a.    2019 OLA Super Conference: “Powered by the People” – Boot Camp  This conference was attended by board members: Shelley Bergant, Sheri Marks and Patrick Neely in Toronto on Saturday, February 2 
b.    Non-resident fees 
 The board directed Ms. Fraser to submit a report at the March 20 meeting
c.    Hours of operation 
The board deferred discussion on this item for future budget consideration
d.    March board meeting 
Due to changes in schedule, the board agreed to move the March meeting date to the 3rd Wednesday (March 20) 

9.    Closed Meeting      None.

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

The Town will recruit applicants for the Committees of Council.
Earth Week Activities planned for the month of April, more details to come. 
Councillor Peters requested that staff provide data on usage of Power Meters. 

11.    Comments and Announcements

Ms. Fraser will present to the St. John’s Anglican Church - Men’s Breakfast Club on Saturday, March 2

Photo of the board to be taken at next meeting, Wednesday, March 20.

12.    Adjournment

19.12    Moved by Patrick Neely 
    Seconded by Benn MacDonald

    That the meeting adjourn.    (Time: 6:55 p.m.)

___________________________    ________________________________
 Bill Rea, Chair        Darla Fraser, CEO

Next Meeting:    Wednesday, March 20, 2019, @ 5 pm, 1 Mill Street