CALEDON PUBLIC LIBRARY BOARD MEETING MINUTES
Monday, November 12, 2012 Albion Bolton Branch
Present:Donna Cragg; Virginia DiLauro; Sandy Keith; Janet Manning; Gord McClure Susanne McRoberts; Mike Stapleton; Ken Weber

Staff:Bill Manson; Mary Maw

The Chair called the meeting to order at 7:00 pm.
  1. Adoption of the Agenda

Correction to item #5 i. Susanne McRoberts

Moved: Sandy Keith Seconded: Janet Manning

Carried

  1. Apologies for non-attendance

Patti Foley

  1. Disclosure of pecuniary interest

None declared

  1. Approval of the minutes of the October 15, 2012 meeting

Moved: Mike Stapleton Seconded: Sandy Keith

Carried

Approval of the minutes of the October 15, 2012 In Camera meeting

Moved: Sandy Keith Seconded: Mike Stapleton

Carried

  1. Business arising from the minutes of October 15 2012 meeting
  1. Budget Process – In her official role as vice-chair of the Caledon Public Library Board, Susanne McRoberts met with Caledon Mayor Marolyn Morrison, Town of Caledon’s CAO Doug Barnes and Councillor and Library Board member Patti Foley. The meeting was to discuss a revision to the library’s original business plan that had been submitted to the Town following the preliminary budget discussions between the library and the Town’s Finance Department.

Motion: To submit the final revision of the Caledon Public Library’s 2012 Business Plan to the Town of Caledon as an addendum to the original business plan with the following addition to 5.0

If the Library ‘s base capital and operating budget are reduced, the Board will need to examine the best ways to modify its service profile to endeavour to meet the needs and desires of the residents of Caledon.

Moved: Sandy Keith Seconded: Ken Weber

Carried

  1. Chief Librarian’s Report

A copy of the Chief Librarian’s report and circulation statistics for October 2012 were distributed.

  1. Bill Manson reported that we continue our pattern of growth with both the monthly and annual circulation statistics are showing a 6 % increase over last year.
  1. Staff Christmas Party – The annual staff Christmas party that the Board has traditionally funded was discussed. The expansion of hours in all the branches this year will make it problematic to host the event at a time when all the branches are closed and all staff will be able to attend. It was decided that postponing this event until the spring and combining it with our annual staff forum would be more beneficial. The Board is committed to showing the high value they place on the service of staff and want the event to reflect that.

Motion: To accept the Chief Librarian’s report

Moved: Janet Manning Seconded: Mike Stapleton

Carried

  1. Treasurer’s Report –

Statements of operating revenues and expenditures and capital as of September 30, 2012 were distributed.

Bill Manson reported that he has had ongoing discussions with the Town Finance Department regarding more detailed reports that would include a branch by branch breakdown.

Motion: To accept the Treasurer’s report.

Moved: Ken Weber Seconded: Donna Cragg

Carried

  1. Board Development – The Board discussed their responsibility in their role of advocacy for the library. It is important for all board members to be actively promoting the value of the library through presentations, word of mouth and articles and letters. The Board discussed the potential for a planned giving campaign, endowments, grants through provincial funding and private organizations and major fundraising campaigns for capital projects. These discussions will continue at future meetings.
  1. SOLS Report – Donna Cragg, the SOLS representative for the Caledon Public Library Board will be arranging for a SOLS presentation at a future meeting.
  1. Friends of Caledon Public Library Report – there was no report as a representative from the Friends was not in attendance.
  1. Correspondence – there was no correspondence.
  1. New Business – there was no new business to report.
  1. Time and place of next meeting – Monday, December 10, 2012 at the Caledon East Branch at 7 pm.

Chair Virginia DiLauro adjourned the meeting @ 9 pm.

______

Virginia DiLauro Bill Manson

Chair Chief Librarian