Board Meeting Minutes s9

Cochrane Public Library

Board Meeting Minutes

October 2016

Meeting of the Cochrane Public Library Board held on October 26th, 2016

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1. OPENING PROCEDURES:

a) The meeting was called to order at 6:11 p.m.

b) Present:

Chantal Chenier Chairperson

Tom Ulvstal Trustee

Devon Prevost Council Representative – Arrival 7:00 p.m.

Christina Blazecka CEO, Secretary, Treasurer

Elizabeth Hardin Trustee

c) Remarks from Chair: Welcome everyone! Have a great rest of the week!

2. AGENDA:

(a) Additions: NB (aa) OLCF-ITS (MTCS Grant), (m) Legion donation, (n) Remembrance Day, (o) Collections

Deletions: None

Modifications: None

(b) Conflict of Interest: None

(c) Acceptance of Agenda as amended:

Move: T. Ulvstal Seconded: E. Hardin CARRIED: Yes

3. COMMENTS/PRESENTATIONS FROM THE PUBLIC: None

4. STANDING ITEMS/BUSINESS ARISING FROM THE MINUTES:

(a) Approval of minutes for September 28th, 2016.

Move: E. Hardin Seconded: T. Ulvstal CARRIED: Yes

(b) Business arising from the previous minutes:

i) Job Description update and approval – Christina discussed some points with respect to the Administrative Assistant to the CEO position. Deferred for electronic motion.

ii) Board Training Learn HQ – Follow up for board members.

iii) Hunter Safety Course – Went very well. There is a possibility of another course being offered at the library in January 2017.

Library Board Meeting October 26th, 2016

iv) OPLW – Wrap up. Patrons appreciated the diverse knowledge sharing circuit that took place throughout the Saturdays in October.

a) Membership CIR-02 – Changes were made with respect to this membership policy for child and youth.

b) Child-02 – Changes were made to the wording of this policy.

c) Child-08 – Changes were made to the wording of this policy.

d) Facility-02 – Wording was reviewed and amended, effective January 1st, 2017. The MTO and other government agencies will be advised of this policy change in advance for future room bookings.

Motion 2016-11: To amend these policies as discussed.

Move: T. Ulvstal Seconded: D. Prevost CARRIED: Yes

e) Library Jackets – Fleece library jackets are provided to board members and staff but we needed to determine a length of service time when a fleece jacket would be provided. The board discussed this time line and decided that after 6 months of service, fleece library jackets would be purchased for board and staff members who did not already have one.

(d) Librarian’s Report – September 2016 – Reviewed and discussed.

· Our newest award was recognized in the Cochrane Times Post.

· The Minecraft issues have been rectified on the public computers.

· Christina did a radio interview for Canadian Public Library Workers Day on the local radio station, Moose 98.1.

· Online resources statistics were noted. Ancestry and TumbleBooks had a lot of online activity this month.

(e) OH&S Report –September 2016 – Reviewed and noted.

(f) Financial Reports – September 2016

· Treasurer’s Report – Reviewed and noted.

· Library Financial Summary – Reviewed and noted.

· Invoices Review – Reviewed and signed.

(g) Committee Reports:

Financial Committee: Set up 2017 budget review meeting.

HR Committee: Nothing to report.

Gallery Ad Hoc Committee: Nothing to report.

Library Board Meeting October 26th, 2016

Archives Ad Hoc Committee: Nothing to report.

(g) Motions Passed Electronically: Motion 2016-10 of September 28th, 2016 to approve Library Room Use Policy changes.

5. NEW BUSINESS:

aa) OLCF-ITS – An announcement was made for available funding for access to technology for libraries. Christina shared this information with the board. E-resources and hiring of a youth intern is possible with this funding. Funds should be spent by March 31st, 2017. Motion to be made and passed electronically.

a) 2017 E-Resource Purchase – The library purchased the EBSCO package based on interest and usage.

b) Job Description Updates

c) Report to Council – Christina informed the board on this presentation to council. One question received was with respect to the flooding the library experienced in the past.

d) CAP Youth Intern Funding – The library did not apply this year due to some funding regulation changes that would restrict our library from using the funds as we have in the past.

e) Online Donations – Patrons have expressed an interest in making online donations to the library. The Caisse currently does not provide an E-Transfer option for business accounts but this is something they are looking into for the future. A PayPal account would see a small percentage fee per transaction. This was discussed and the board agreed that an online donation option would be appropriate.

Motion 2016-12: To approve a PayPal account to be set up on the library website to accept online donations.

Move: T. Ulvstal Seconded: D. Prevost CARRIED: Yes

f) Staff Vacation – Christina brought this item up for discussion as a result of the town changing their fiscal year end to reflect December 23rd, 2016. This change will affect Ardis’ vacation as her anniversary date of hire is December 1st, 2016 and this new change will give her an additional week’s vacation to use up before December 31st, as per the memo from HR back in February 2016. A letter to the town asking to forward this vacation time to be used to early 2017 will rectify this issue. Christina to prepare this letter.

g) CAC Coffee Table Book – The Cochrane Art Club coffee table book will not be taking place.

Library Board Meeting October 26th, 2016

h) Gallery Naming? – This was suggested at the last gallery meeting but the board felt that this is not appropriate.

i) Volunteer Appreciation Night – Staff feel this event should be more interactive and presented in a different way than what we have done in the past. Some ideas were shared with the board.

j) Help Needed – Information and photographs have been collected for the 100th anniversary book. Help is now required to decide what to use and organize it on the pages so the story of 100 years flows. Volunteers are needed for this next stage of the book.

k) Christmas Library Hours – Christmas Eve is on a Saturday this year. According to the Collective Agreement, only those employees who work on the Saturday will get this half day 4 hour stat. The library will be closed on the Monday and Tuesday for Christmas Day and Boxing Day. The same will transpire for the New Year’s Eve and Day stat. holidays.

l) Christmas Supper – Set for Thursday December 8th, 2016 at 6:00 p.m. E-mail invitation will be sent to staff and board.

m) Legion Donation – The library donates $50.00 every year to the local branch.

Motion 2016-13 – To donate $50.00 to Branch 89 of the Royal Canadian Legion.

Move: E. Hardin Seconded: T. Ulvstal CARRIED: Yes

n) Remembrance Day – John Vanthof is expected to be in attendance. If Christina cannot attend the wreath ceremony, a board member will lay the wreath.

o) Collections – The library was offered a significant collection of video game DVDs and so the staff suggested we start offering them for loan. The board agreed.

6. CORRESPONDENCE (IN):

a) Letter from bursary recipient – Thank you letter from Charmonique Reinemio.

CORRESPONDENCE (OUT):

a) Letter to CUPE advising of two new casual hires.

7. IN-CAMERA: HR Discussions

Time In: 7:48 p.m.

OUT-OF CAMERA:

Time Out: 7:58 p.m.

8. FUTURE AGENDA / DISCUSSION ITEMS:

9. NEXT MEETING: Wednesday November 23rd, 2016 6:00 p.m. to 8:00 p.m.

Library Board Meeting October 26th, 2016

10. ADJOURNMENT: Meeting was adjourned at 8:00 p.m.

Move: T. Ulvstal Seconded: D. Prevost CARRIED: Yes

Signed: ______Date: ______

Chantal Chenier, Chairperson

Signed: ______Date: ______

Christina Noël-Blazecka, CEO/Secretary/Treasurer