Library Board Minutes

December 9, 2020

October 28, 2020

September 23, 2020

Orangeville Public Library Board
Meeting Minutes
1 Mill Street (5:00 p.m.)
Wednesday, September 23, 2020

Members Present (in person)
Councillor Grant Peters (till 6:40 pm) 
Mr. Bill Rea, Board Chair 
Ms. Shelley Bergant 
Mr. Benn MacDonald
Ms. Sheri Marks

Remote Participation:
Mr. Patrick Neely Staff Remote Participation:
Ms. Nandini Syed, Treasurer (till 5:35 pm)

Absent:

Coun Councillor Lisa Post (with notice)

Guest:
Mr. Murray Short, RLB Auditor (Remote)

1. Call to Order

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

2. Declarations of Conflict of Interest None.

3. Approval of Agenda

20.37 Moved by Sheri Marks
Seconded by Grant Peters

That the agenda of September 23, 2020 be approved.
Carried.

4. Adoption of the Previous Library Board Meeting Minutes

20.38 Moved by Benn MacDonald
Seconded by Shelley Bergant

Library Board Meeting Amended Minutes June 24, 2020
Library Board Special Meeting Minutes July 22, 2020

That the meeting amended minutes for June 24, 2020 and the special meeting minutes for July 22, 2020 be approved.
Carried.

5. Presentation to the Board

a. RLB Auditor, Mr. Murray Short, presented the results of RLB’s audit of the 2019 Financial Statements.

20.39 Moved by Sheri Marks
Seconded by Grant Peters

That the library board approve the 2019 Draft Audited Financial Statements of the Corporation of the Town of Orangeville Public Library.
Carried.

The Board Chair, Mr. Rea requested the Treasurer, Ms. Syed to provide some guidance for the 2021 budget process. Ms. Syed reviewed the 2021 budget thru the 2020 budget book available online https://www.orangeville.ca/en/town-hall/resources/Documents/2020-Budget.pdf. Ms. Syed indicated that she would work with Ms. Fraser to complete the preliminary work needed to build the budget to be presented to the board at the October meeting. Further direction from Council is expected September 28. The consolidated budget will be tabled to Council on December 7.

Ms. Syed left the meeting. (5:35pm)

6. Information Items (as of August 31, unless otherwise specified)

a. CEO Report (September)
The board discussion included their support to the CEO to initiate the circulation of hot spots (mobile wifi) and the installation of additional security cameras.

20.40 Moved by Benn MacDonald
Seconded by Shelley Bergant

The library board requested an update on the status of the contest to design library cards initiated at the February 26 board meeting. Staff to follow up with Cultural Task Force and report back.
Carried.

b. Financial Reports - YTD Operating & Capital

20.41 Moved by Benn MacDonald
Seconded by: Sheri Marks

The CEO informed the board that the European Study Tour has been cancelled and that all fees were reimbursed. The board requested staff to seek approval (through the Treasurer to Council) that the funds be set aside in a reserve account for Professional Development.
Carried.
c. Library Service Index

20.42 Moved by Grant Peters
Seconded by Sheri Marks

That the information items as listed be received.
Carried.

7. Reports

a) Report # 20-09 Draft 2021 Operating and Capital Budgets

20:43 Moved by Sheri Marks
Seconded by Benn MacDonald

That report # 20-09, dated September 23, 2020 with respect to the Draft 2021 Operating and Capital Budgets 2021-2025, be received;

And that the CEO bring the proposed 2021-2025 Operating and Capital Budgets back to the October 28, 2020 meeting as per board direction.

Carried.
Councillor Peters left the meeting (6:40 pm)

8. Items for discussion / New Business None.

9. Closed Meeting None.

10. Municipal Update None.

11. Comments and Announcements

There were no questions from the public to the library board.

Ms. Fraser updated the board:
• The annual request from the Royal Canadian Legion was received and library staff will make arrangements for participation in the 2020 Remembrance Day wreath program
• Resilient Communities Fund – working with the other three libraries in the ridings (Dufferin – Caledon) on potential applications
• Staff appreciation – typically a annual social event held early November, board discussed alternative means of celebrating staff, further discussion to take place including a conversation with the Board Chair, CEO and Friends of the Library Chair (Jane Lightle)
• Movie filming on Mill Street – Cineflex Inc. – An Ice Wine Christmas

12. Adjournment

20:44 Moved by Patrick Neely
Seconded by Benn MacDonald

That the meeting be adjourned (Time: 7:00 p.m.)

__________________________ __________________________
Bill Rea, Chair Darla Fraser, CEO/Secretary

Next Meeting:
Wednesday, October 28, 2020 @ 5:00 pm

 July 22, 2020

Orangeville Public Library Board
Virtual Special Meeting Minutes
Wednesday, July 22, 2020, 4 p.m.

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

Staff Present:
Ms. D. Fraser, CEO
Ms. K. Carson, Phones & Technical Asst
Mr. D. Benotto, Virtual host and logistics
Ms. D. Vatanen, Minutes
Mr. R Osmond, Joined @ 4:10 pm

1. Call to Order

The Chair, Mr. Rea, called the meeting to order at 4:05 pm

2. Declarations of Conflict of Interest None.

3. Approval of Agenda

20.32 Moved by Patrick Neely
Seconded by Grant Peters

That the agenda of July 22, 2020 be approved.
Carried.

4. Adoption of the Previous Library Board Meeting Minutes

20.33 Moved by Patrick Neely
Seconded by Lisa Post

That the minutes of the regular meeting held on June 24, 2020 be adopted.
Carried.
 
5. Presentation to the Board None.

The chair opened the discussion portion of the meeting with the following comments:

The events of a week ago when the story first broke that the Mill Street location of the library is closing shows the power of social media and how false information can spread so quickly. Significant community response (listed on the revised agenda for council 58 emails) and interest from the media prompted the board to call a special meeting to determine and articulate a position on the future of the library.

Firstly, at no time did this board make any decisions with respect to the closing of the Mill Street branch of the library.

Secondly, at no time has council for the Town of Orangeville made any decisions with respect to the closing of the Mill Street branch of the library.

The future of the Mill Street library was discussed in a report that an external consultant provided to the Town of Orangeville with respect to its long-term plan for the Parks and Recreational programs in the Town of Orangeville. This report provided to Council on Thursday, July 9th and was to be discussed in a meeting on Monday, July 13th but was deferred to a meeting at a later date. The idea of closing the Mill Street library is not something that has been up for discussion.

Something that has been up for discussion has been a significant expansion of the Alder Street Recreation Centre. You may recall that last year, the town applied for a Federal grant for a substantial expansion of services at Alder including:
• reconfiguration of the building entrances and parking lot
• pool expansion
• additional ice pads
• expanded library on the main floor

The Alder Recreation Centre proposal was seen as an opportune time to improve the Town’s library services in relation to the community’s size, and the evolving role of libraries in community and social programming. The Alder Street Proposal includes a 14,000 to 16,000 library on the main level. It provides the opportunity for physical space to expand libraries services in a manner that the current premises at the Mill Street location would not be able to accommodate such as a maker space, music studio, program rooms, expanded children’s area, and other things that are in modern libraries servicing other communities today.

This board chose to write a letter of support to the Town that became part of its application for the Federal grant. This indication of support was in no way an abandonment of the ideas and the importance of a library in downtown Orangeville where it plays a critical part of the downtown core. The Mill Street library is not just a place to get books, it is a community, social and cultural hub that is vital to any downtown core of a vibrant community.

There may be a legitimate concern that the closure of the Mill Street location may be a potential side effect of the Federal grant application, but I don’t this this has to be the case and given the reactions to what we have seen from residents. I am hoping we can all agree that the closing of Mill Street is unacceptable.

So, what are we here to discuss this evening?

The Master Plan developed by the consultant is a high-level, guiding document, it is meant to help the Town make decisions for recreation and parks over the next 10 years that are in line with anticipated local needs and broader trends in service provision. This is our opportunity as a board to advocate for the town on a long-term vision for library services.
I personally believe that a library presence in the downtown core is essential for community well-being. I also believe that the Alder opportunity presents an opportunity to meet the growing demand for library services of the future.

So, at this point I would open the floor to board members that want to make an opening comment or present ideas for their long term vision of library services in Orangeville.

6. Information Items

a. Town of Orangeville Recreation and Parks Master Plan – July 2020
b. Handout: from the consultants
c. Questions submitted to the Board
d. Connection to the Community
e. Connection to the Town
f. Historic Charm - Dynamic Future
g. Library, Recreation and the community hub
h. Board’s Role in Governance and Advocacy
i. Library Mission Statement

20.34 Moved by Benn MacDonald
Seconded by Sheri Marks

That the information items as listed be received.
Carried.

7. Board Discussion – Long-term Vision

20.35 Moved by Lisa Post
Seconded by Benn MacDonald

a. The board is committed to a long-term vision that continues to include a presence of the Orangeville Public Library at the Mill Street location in downtown Orangeville.

b. The board continues to be committed to a long-term vision that may involve an expanded Orangeville Public Library at the Alder Street Recreational Centre depending on acquiring capital funding.

c. The board is of the view that both ‘a’ and ‘b’ above are realistic and consistent with the view of servicing residents both now and over the next 10 years.

d. The board welcomes input from patrons and residents and looks forward to providing further input to council for its consideration.

Carried.

8. Comments and Announcements

There were no questions from the public to the library board.

Ms. Fraser updated the board:
• The library is moving forward with Phase 3 and will be opening up very soon. Public access will be offered with appropriate limits and restrictions.
• Curbside Pick-up will increase to six days per week Monday – Saturday from 10 am to 5 pm.

9. Adjournment

20:36 Moved by Patrick Neely
Seconded by Benn MacDonald

That the meeting be adjourned (Time: 4:43 pm)

__________________________ __________________________
Bill Rea, Chair Darla Fraser, CEO/Secretary

Next Meeting: Wednesday, September 23, 2020 @ 5:00 pm

June 24, 2020

 May 27, 2020

Virtual Meeting Minutes
Wednesday, May 27, 2020, 4 p.m.

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

Staff Present:
Ms. D. Fraser, CEO
Ms. K. Carson, Phones & Technical Asst
Mr. D. Benotto, Virtual host and logistics
Ms. D. Vatanen, Minutes
Ms. Nandini Syed, Treasurer

Absent:
Mr. Benn MacDonald

1. Call to Order

The Chair, Mr. Rea, called the meeting to order at 4:00 pm.

2. Declarations of Conflict of Interest None.

3. Approval of Agenda

20.20 Moved by Patrick Neely
Seconded by Lisa Post

That the agenda of May 27, 2020 be approved.
Carried.

4. Adoption of the Previous Library Board Meeting Minutes

20.21 Moved by Sheri Marks
Seconded by Lisa Post

That the minutes of the regular and closed meetings held on April 29, 2020 be adopted.
Carried.

5. Presentation to the Board None.

6. Information Items (as of April 30 unless otherwise specified)

a. CEO Report (May)
b. Financial Report
c. Incident Report
d. Library Service Index

20.22 Moved by Patrick Neely
Seconded by Grant Peters

That the information items as listed be received.
Carried.

7. Reports

a) Report # 20-05 Review of the Procedure By-law

20.23 Moved by Grant Peters
Seconded by Lisa Post

That report # 20-05, dated May 27, 2020 with respect to a review of the Procedure By-law, be received;

And that the Procedure By-law dated December 11, 2019 be repealed;

And that the Procedure By-law dated May 27, 2020 attached to this report as Appendix A be adopted.
Carried.

b) Report # 20-06 Recovery Phases for Service Implementation

20:24 Moved by Shelley Bergant
Seconded by Sheri Marks

That report # 20-06, dated May 27, 2020 with respect to recovery phases for service implementation, be received;

And that the board adopt in principle the recovery phases for service implementation to be applied at the discretion of the Chief Executive Officer.
Carried.

8. Items for discussion / New Business

Memo # 20-001 Board discussion on the topic of Internet Filtering

The board discussed the options of internet filtering and the board chair asked IT specialist, Mr. Dan Benotto for his opinion on this and Dan advised that filtering on the library computers is for illegal activities only, he then added there is an option to purchase special modules. The Chair advised the board if warranted, they can bring back for further discussions at the next meeting.

9. Closed Meeting None.

10. Municipal Update None.

11. Comments and Announcements

There were no questions from the public to the library board.

Ms. Fraser updated the board:
• We continue to work with eSolutions as they develop the new website.
• The Friends of the Library plant sale has been cancelled.
• The Annual Survey has been completed and submitted to the Ministry.
• Thank you to Sustainable Orangeville for relocating the seed library.

12. Adjournment

20:25 Moved by Patrick Neely
Seconded by Sheri Marks

That the meeting be adjourned. (Time: 4:48 pm)

__________________________ __________________________
Mr. Bill Rea, Chair                       Darla Fraser, CEO/Secretary

Next Virtual Meeting: Wednesday, June 24, 2020 @ 4:00 pm 

April 29, 2020

Orangeville Public Library Board
Virtual Meeting Minutes
5:00 pm
Wednesday, April 29, 2020

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

Staff Present:
Ms. D. Fraser, CEO
Mr. D. Benotto, Virtual host and logistics
Ms. K. Carson, Technical Assistance
Ms. K. Creelman, Phones
Ms. D. Vatanen, Minutes
Ms. Nandini Syed, Treasurer
Mr. R. Osmond, GM, Community Services (joined meeting at 5:47)

Absent:
Mr. Patrick Neely (Notice) 

Guest: Mr. Murray Short, RLB Auditor 

1. Call to Order

The Chair, Mr. Rea, called the meeting to order at 5:00 pm.

In opening remarks, the Chair also noted for the record that the Library’s Procedural By-Law does not recognize a virtual meeting of the board. Later in this meeting there will be a notice of motion to be voted on the in the next Board meeting to amend those by-laws to allow for virtual meetings. The meeting held today is technically contrary to the By-Laws but given the circumstances of the COVID-19 crisis and social distancing, there was really no other option.

2. Declarations of Conflict of Interest None.

3. Approval of Agenda

20.11 Moved by Lisa Post
Seconded by Shelley Bergant

That the agenda of April 29, 2020 be approved as amended.
The closed meeting moved to the end of the agenda.
Carried.
 
4. Adoption of the Previous Library Board Meeting Minutes

20.12 Moved by Grant Peters
Seconded by Sheri Marks

That the minutes of the board meeting held on February 26, 2020 be adopted.
Carried.

5. Presentation to the Board

a) RLB Auditor, Mr. Murray Short, presented the results of RLB’s audit of the 2018 Financial Statements. Timing was impacted by changes in both the professional services provided (new auditors appointed in 2019 for 2018) and staff turnover in the Town (new treasurer 2019).

20:13 Moved by Sheri Marks
Seconded by Benn MacDonald

That the library board approve the audited financial statements of the Corporation of the Town of Orangeville Public Library for 2018.
Carried.

b) Treasurer, Ms. Nandini Syed to present report # CPS-TF-2020-013 managing the financial impact of COVID-19.

Ms. Syed presented this report to the Council earlier in the month and now to the library board outlining the current assessment of the financial impact of COVID-19 as it relates to the library.

6. Information Items (as of March 31 unless otherwise specified)

a. CEO Report April 2020
b. Financial Report 
c. Friends of the Library (Feb 4 Draft Minutes)
d. Library Service Index

20.14 Moved by Lisa Post 
Seconded by Benn MacDonald

That the information items as listed be received.
Carried.
 
7. Reports

a) Report # 20-03 Operational Response to COVID-19

20.15 Moved by Lisa Post 
Seconded by Grant Peters

That report # 20-03 dated April 29, 2020 with respect to the operational response to COVID-19 Crisis, be received;

Carried.

8. Items for discussion / New Business

a) 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 May 27 meeting of the Orangeville Public Library Board;

That report # 20-05, dated May 27, 2020 with respect to a review of the Procedure by-law, be received;

And that the Procedure by-law dated February 27, 2019 be repealed;

And that the Procedure by-law dated May 27, 2020 attached to this report as Appendix A be adopted.

b) Ms. Shelley Bergant attended the SOLS Trustee Virtual meeting held on Saturday, April 18 and updated the board on what other libraries are doing during the COVID-19 Crisis.

9. Municipal Update – Councillors Lisa Post & Grant Peters

Councillor Post updated the board in regards to the virtual coffee chat meeting with Mayor Brown, Deputy Mayor, Andy MacIntosh and CEO, Ms. Fraser; it was a great opportunity to share what programs the library has to offer to the community and Ms. Post also participated in a virtual meeting with Dufferin Life – who mentioned the library and the resources available in a very positive manner.

Councillor Peters updated the board that Council has met several times virtually to keep business moving in the town.

10. Comments and Announcements None.

There were no questions from the public to the library board.

11. Closed Meeting

20:16 Moved by Lisa Post
Seconded by Sheri Marks

That the board move into closed session.
Carried.

20:17 Moved by Sheri Marks
Seconded by Benn MacDonald

That the library board rise and report. 
Carried.

20:18 Moved by Grant Peters
Seconded by Lisa Post

That the verbal report #20-04, dated April 29, 2020 with respect to the cost saving measures in response to COVID-19, be received;

And that the board hereby ratify and affirm all decisions made and actions take (by the Chair and the CEO) regarding the library operations and staff including staff renumeration for the period during the COVID-19 crisis.
Carried.
12. Adjournment

20:19 Moved by Lisa Post
Seconded by Sheri Marks

That the meeting be adjourned. (Time: 6:28 pm)
Carried.

__________________________ __________________________
Bill Rea, Chair                            Darla Fraser, CEO/Secretary

Next Virtual Meeting:

Wednesday, May 27, 2020 @ 4:00 pm

 February 26, 2020

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

Staff Present:
Ms. D. Fraser, CEO
Ms. K. Carson, Minutes

1. Call to Order

The Chair, Mr. Rea, called the meeting to order at 4:56 pm.

2. Declarations of Conflict of Interest None.

3. Approval of Agenda

20.06 Moved by Patrick Neely
Seconded by Sheri Marks

That the agenda of February 26, 2020 be approved.
Carried.

4. Adoption of the Previous Library Board Meeting Minutes

20.07 Moved by Grant Peters
Seconded by Lisa Post

That the minutes of the board meeting held on January 22, 2020 be adopted.
Carried.
5. Presentation to the Board None.

6. Information Items (as of January 31 unless otherwise specified)

a. CEO Report (February)
b. Financial Report
c. Incident Report
d. Library Service Index

20.08 Moved by Sheri Marks
Seconded by Lisa Post

That the information items as listed be received.
Carried.
Benn MacDonald left the meeting at 6:10 pm.

7. Reports

a) Report # 20-02 Policy Review – Circulation Policy

20.09 Moved by Grant Peters
Seconded by Sheri Marks

That report # 20-02 dated February 26, 2020 with respect to the Circulation Policy, be received;

And that the Circulation Policy dated February 26, 2020 attached as Appendix A be adopted;

And that the board direct staff to report on the history and issues associated with access to information including restrictions on borrowing of DVD materials based on age restrictions and ratings.
Carried.

8. Items for discussion / New Business

Shelley Bergant shared information and her experience attending the OLA Conference and Boot Camp.

9. Closed Meeting None.

10. Municipal Update – Councillors Lisa Post & Grant Peters

Councillor Post discussed her meeting with Ruth Phillips, from Economic Development Division regarding the capabilities of the Cultural Task Force to provide the structure for a contest to design library cards. The board directed staff to forward library card specifications to the Manager, Economic Development/Culture.

Board Chair, Bill Rea left the meeting at 6:43 pm.
11. Comments and Announcements

1. Work continues with eSolutions as they develop the new website
2. GLAD Day will be held on Monday, March 23
3. Appreciation Day for Crossing Guards will be held on Wednesday, March 25

12. Adjournment

20.10 Moved by Patrick Neely
Seconded by Lisa Post

That the meeting adjourn. Time: 6:50 pm
Carried.

___________________________ ________________________________

Bill Rea, Chair                              Darla Fraser, Secretary

Next Meeting

Wednesday, March 25, 2020 @ 5:00 pm Mill Street

 January 22, 2020

Members Present:
Councillor Lisa Post
Councillor Grant Peters
Mr. Bill Rea
Mr. Patrick Neely
Ms. Sheri Marks
Mr. Benn MacDonald
Ms. Shelley Bergant
Staff Present:
Ms. D. Fraser, CEO
Ms. D. Vatanen, Minutes

1. Call to Order

The Chair, Mr. Rea, called the meeting to order at 4:57 pm.

2. Declarations of Conflict of Interest None.

3. Approval of Agenda

20.01 Moved by Patrick Neely
Seconded by Benn MacDonald

That the agenda of January 22, 2020 be approved.
Carried.

4. Adoption of the Previous Library Board Meeting Minutes

20.02 Moved by Lisa Post
Seconded by Patrick Neely

That the minutes of the board meeting held on December 11, 2019 be adopted.
Carried.
5. Presentation to the Board (None)

6. Information Items (as of December 31, 2019 unless otherwise specified)

a. CEO Report (January 2020)
b. Financial Report
i. Memo – 2020 Approved Budget
c. Incident Report

20.03 Moved by Grant Peters
Seconded by Sheri Marks

That the information items as listed be received.
Carried.
7. Reports
a) Report # 20-01 Library Services Index with backgrounder

20.04 Moved by Lisa Post
Seconded by Shelley Bergant

That report # 20-01 dated January 22, 2020 with respect to the Library Services Index with backgrounder, be received;

And that the board direct staff to include the Library Services Index as a standing information item on future meeting agendas.
Carried.

8. Items for discussion / New Business

9. Closed Meeting (None)

10. Municipal Update – Councillors Lisa Post & Grant Peters

Councillors Post and Peters attended the Joint Council Meeting for the Service Delivery Efficiency Review on January 16. Various services delivered through the member municipalities were reviewed based on the potential to change the delivery model in order to reduce operational costs and improve the service. Libraries were one of 30 services identified – however, library services have been removed from the process.

11. Comments and Announcements

1. We will continue to work with eSolutions as they develop the new website
2. Staff will be attending OLA Super Conference – January 29 to February 1 – Gala Presentations @ 5:30 pm

12. Adjournment

20.05 Moved by Patrick Neely
Seconded by Benn MacDonald

That the meeting adjourn. Time: 6:05 pm
Carried.

___________________________ ________________________________

Bill Rea, Chair                              Darla Fraser, Secretary

Next Meeting: Wednesday, February 26, 2020 @ 5:00 pm Mill Street

 December 11, 2019

Orangeville Public Library Board
Meeting Minutes
1 Mill Street (5:00 p.m.)
Wednesday, December 11, 2019

Members Present:    
Councillor Lisa Post    
Mr. Bill Rea     
Ms. Shelley Bergant     
Mr. Patrick Neely    
Ms. Sheri Marks     
Mr. Benn MacDonald (arrive 5:45)

Staff Present:
Ms. D. Fraser, CEO
Ms. D. Vatanen, Minutes
    
Absent:     
Councillor Grant Peters (notice)    

1.    Call to Order

The Chair, Mr. Rea, called the meeting to order at 5:00 pm. 

2.    Declarations of Conflict of Interest    None.

3.    Approval of Agenda

19.73    Moved by Patrick Neely
Seconded by Sheri Marks

That the agenda of December 11, 2019 be approved.
Carried.

4.    Adoption of the Previous Library Board Meeting Minutes

19.74    Moved by Sheri Marks 
    Seconded by Lisa Post 

That the minutes of the board meeting held on November 27, 2019  
be adopted.
Carried.
5.    Presentation to the Board    (None)

6.    Information Items (as of November 30, 2019 unless otherwise specified)

a.    Financial Report 
b.    Incident Report 
c.    Correspondence sent regarding 2020 non-resident fees 
i.    Township of Amaranth 
ii.    Township of East Garafraxa
iii.    Town of Mono 

19.75    Moved by Sheri Marks
    Seconded by Lisa Post
 
That the information items as listed be received.
Carried.

7.    Reports

a)    Report # 19-21 Review of Procedure By-law 

19.76    Moved by Sheri Marks
    Seconded by Shelley Bergant

That report # 19-21 dated December 11, 2019 with respect to a review of the Procedure By-law, be received;

And that the Procedure By-law dated February 27, 2019 be repealed;

And that the Procedure By-law dated December 11, 2019 attached to this report as Appendix A be adopted.
Carried.

8.    Items for discussion / New Business

1.    Motion #19-66 Presentation to Orangeville Police Services 

19.77    Moved by Lisa Post 
    Seconded by Sheri Marks 

That the library board rescind the previous motion #19-66 and that staff continue to monitor walk-throughs and incidents on a monthly basis.
Carried.

9.    Closed Meeting     (None)

10.    Municipal Update – Councillor Lisa Post 

Councillor Post reported positively about the budget meeting held on Monday, Dec 9th. Ms. Post expressed confidence on Council’s ability to pass the budget prior to year-end. 
 
11.    Comments and Announcements 

1.    The CEO provided a memo summarizing the details of the social held November 8 including the results of the survey (sent to friends and volunteers). 
2.    The library is moving forward with initiation of new hours at Mill – January 2, 2020. Press Release in the works
3.    LSI – Library Services Index – in development. Teaser – data to September 2019. Full report with descriptors, historical and comparator context – will be completed early in the New Year.
4.    Messages from Ministry
a.    Operating Grant for Orangeville is proceeding 
b.    Ontario passes changes to Public Library Act Bill 132:
i.    The first amendment, to section 10(1) of the PLA, will permit Canadian permanent residents to serve as public library board members.  Prior to this amendment, only Canadian citizens were permitted to serve on public library boards. 
ii.    The second amendment, to section 16(1) of the PLA, reduces the minimum number of annual public library board meetings from ten per year to seven per year. 
5.    Library Closures – Christmas, Dec 23 to 27 and Dec 31 and Jan 1, 2020
6.    CEO away December 18 to January 6, 2020

12.    Adjournment

19.78    Moved by Benn MacDonald 
    Seconded by Sheri Marks

    That the meeting adjourn.    Time:  5:50 pm
 Carried.

___________________________    ________________________________

Bill Rea, Chair                                 Darla Fraser, Secretary

Next Meeting: Wednesday, January 22, 2020 @ 5:00 pm Mill Street

 November 27, 2019

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

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

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

The Chair, Mr. Rea, called the meeting to order at 5:00 pm. 

2.    Declarations of Conflict of Interest    None.

3.    Approval of Agenda

19.64    Moved by Patrick Neely  
Seconded by Grant Peters 

That the agenda of November 27, 2019 be approved.
Carried.

4.    Adoption of the Previous Library Board Meeting Minutes

19.65    Moved by Grant Peters 
    Seconded by Patrick Neely 

That the minutes of the board meeting held on October 30 and 
November 14, 2019 be adopted.
Carried.
 
5.    Presentation to the Board

Ms. Bergant provided the board a verbal update from her meeting at the SOLS Trustee Meeting in Burlington on Saturday, November 9. 

6.    Information Items (as of October 31, 2019 unless otherwise specified)

a.    CEO Report – November  
b.    Financial Report 
c.    Friends of the Library November 5 Draft Minutes 
d.    Incident Report 

19.66    Moved by Lisa Post 
    Seconded by Sheri Marks 

That the library board direct staff to contact Police Services and arrange for Police Services Board to discuss walk-throughs at the library. 
Carried.

e.    Draft Correspondence regarding 2020 non-resident fees 
i.    Township of Amaranth 
ii.    Township of East Garafraxa
iii.    Town of Mono 

19.67    Moved by Grant Peters 
    Seconded by Sheri Marks 
That the information items as listed be received.
Carried.
7.    Reports

a)    Report # 19-18 Homebound Delivery and Children & Youth Services Policies 

19.68    Moved by Lisa Post 
    Seconded by Benn MacDonald 

That report # 19-18 dated November 27, 2019 with respect to review of the Children & Youth Services and Homebound Delivery Policies be received; 

And that the Children & Youth Services and Homebound Delivery Policies dated November 27, 2019 attached as Appendix A & B be adopted as presented.  
Carried.

b)    Report # 19-19  Statutory holiday and other library closures for 2020 
 
19.69    Moved by Patrick Neely 
    Seconded by Lisa Post 

That report # 19-19, dated November 27, 2019, with respect to the statutory holiday and other library closures for 2020, be received;

And that the statutory holiday and other library closures for 2020 be adopted as presented.
Carried.

c)     Report # 19-20 Policy Revision – Rules of Conduct and Rzone Policy

19.70    Moved by Benn MacDonald 
    Seconded by Patrick Neely 

That report # 19-20, dated November 27, 2019 with respect to the Rules of Conduct and Rzone Policy be received;

And that the Rules of Conduct and Rzone Policy attached as Appendix A and B to this report be adopted as presented.
Carried.

8.    Items for discussion / New Business 

a)    2020 Board Meeting Schedule & Elections

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 December 11 meeting of the Orangeville Public Library Board; change term for officers of the board from one year to two years.

Recommendations: 

That report # 19-xx, dated December 11, 2019 with respect to a review of the Procedure By-law, be received;

And that the Procedure By-law dated February 27, 2019 be repealed;

And that the Procedure-By-law dated December 11, 2019 attached to this report as Appendix A be adopted.

 19.71    Moved by Lisa Post 
    Seconded by Patrick Neely 

That the library board adopt the meeting schedule that was distributed at the November meeting for the 2020 Board schedule meetings. 

1.    Wednesday, January 22, 2020
2.    Wednesday, February 26, 2020
3.    Wednesday, March 25, 2020
4.    Wednesday, April 29, 2020 (Fifth week)
5.    Wednesday, May 27, 2020
6.    Wednesday, June 24, 2020
7.    Wednesday, September 23, 2020
8.    Wednesday, October 28, 2020 
9.    Wednesday, November 25, 2020 
10.    Wednesday, December 16, 2020 (Third week)
Carried.
10.    Municipal Update – Councillor Lisa Post and Councillor Grant Peters

Councillor Peters reported that budget deliberations are ongoing and that Council plans to vote on Monday, December 2 regarding Police Services. 

11.    Comments and Announcements 

1.    Short listed for Ontario Public Library Service Awards

2.    OLA – Super Conference is scheduled for January 29 to February 1, 2020 – members to contact the CEO regarding attendance.

3.    Yellow Briar Chapter IODE Silent Auction fundraiser ends on Saturday, November 30th at 1:00 pm 

4.    Ms. Fraser explained that the report on radon detectors will be delayed for further research. 

12.    Closed Meeting         None.

13.    Adjournment

19.72    Moved by Patrick Neely 
    Seconded by Benn MacDonald

    That the meeting adjourn.    Time:  6:40 pm
 Carried.

__________________________    ________________________________

Bill Rea, Chair                               Darla Fraser, Secretary

Next Meeting: Wednesday, December 11 @ 5 pm, (followed by Dinner at Mill Creek Pub)

 November 14, 2019

Orangeville Public Library Board
Special Meeting Minutes
1 Mill Street (6:00 p.m.)
Thursday, November 14, 2019 

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

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

The Chair, Mr. Rea, called the meeting to order at 6:00 pm.

2.    Declarations of Conflict of Interest

    Board member Councillor Post declared a conflict with Agenda Item #5.

3.    Approval of Agenda

19.61    Moved by Patrick Neely  
Seconded by Sheri Marks

That the agenda of November 14, 2019, be approved.
Carried.

4.    Presentation to the Board 

Councillor Lisa Post addressed the library board regarding the benefits of a rare and timely professional development opportunity to participate in the Canadian Urban Libraries Council 2020 Study Tour. As Council imagines innovative possibilities for the town regarding culture, public art and public space as well as the potential to re-design the community services Alder Street Recreation Centre. As chair of the Economic Development and Culture Committee and Vice-Chair of the Library Board brings a different perspective and application of knowledge.

5.    Items for discussion - Canadian Urban Libraries Council - 2020 Library Study Tour 

Councillor Post left the room. 
The board discussed this item. 

19.62    Moved by Sheri Marks
    Seconded by Shelley Bergant 

That the library board approve library board member (Councillor Post) to participate in the professional development opportunity offered by the Canadian Urban Libraries Council (2020 Library Study Tour) and that the cost of her admission to the program be paid from the 2019 library operating budget. 
Carried.
Councillor Post returned to the meeting.

6.    Adjournment

19.63    Moved by Patrick Neely 
    Seconded by Benn MacDonald

    That the meeting adjourn.    Time:  6:40 pm
 
Carried.

___________________________    ________________________________

Bill Rea, Chair                                Darla Fraser, Secretary

Next Board Meeting: Wednesday, November 27 @ 5 pm, 1 Mill Street
Board Meeting: Wednesday, December 11 @ 5 pm, (followed by Dinner)

 October 30, 2019

Orangeville Public Library Board
Meeting Minutes
1 Mill Street (5:00 p.m.)
Wednesday, October 30, 2019

Members Present:    
Councillor Lisa Post    
Councillor Grant Peters  
Mr. Bill Rea      
Ms. Shelley Bergant     
Mr. Patrick Neely    
Mr. Benn MacDonald (left at 6:15)    

Staff Present:
Ms. D. Fraser, CEO
Ms. Nandini Syed, Treasurer 
Ms. D. Vatanen, Minutes    

Absent:    
Sheri Marks (notice)    
    
1.    Call to Order

The Chair, Mr. Rea, called the meeting to order at 5:00 pm and welcomed the Treasurer, Nandini Syed from The Town of Orangeville who spoke to the board about the budget process. 

2.    Declarations of Conflict of Interest    None.

3.    Approval of Agenda

19.55    Moved by Patrick Neely  
Seconded by Benn MacDonald 

That the agenda of October 30, 2019 be approved as amended -
The financial report was moved to the top of agenda. 
Carried.

4.    Adoption of the Previous Library Board Meeting Minutes

19.56    Moved by Shelley Bergant 
    Seconded by Lisa Post 

That the minutes of the board meeting held on September 25, 2019 be adopted.
Carried.
 
5.    Presentation to the Board     (None) 

6.    Information Items (as of September 30, 2019 unless otherwise specified)

a.    CEO Report – October  
b.    Financial Report 
c.    Incident Report 
d.    Correspondence 
i.    Sustainable Neighbourhood Action Plan – Grant spoke to the development of this plan
ii.    DCCRC Orange Shirt Day/Storyteller thank you note 

19.57    Moved by Grant Peters 
    Seconded by Patrick Neely

    That the information items as listed be received.
Carried.
 
7.    Reports

a)    Report # 19-16 New Policy: Donation and Sponsorship 

19.58    Moved by Patrick Neely
    Seconded by Lisa Post 

That report # 19-16 dated October 30, 2019, with respect to the newly developed policy for Donations and Sponsorship be received;

And that the Donations and Sponsorship Policy attached as Appendix A to this report be adopted. 
 Carried.

b)    Report # 19-17 Policy Review - Rules of Conduct and Rzone Policy 

This report has been deferred to the next board meeting to provide staff the opportunity to review the addition of cannabis to the smoking/vaping sections of these documents. 
 
8.    Items for discussion / New Business - Radon meters 

Councillor Peters initiated a discussion on the possibility of adding the radon meters to the library collection. The board directed staff to investigate and report at the next meeting. 

9.    Municipal Update – Councillors Lisa Post and Councillor Grant Peters

    Councillor Post spoke about the grant application to be prepared for upgrades to Alder Street Recreation Centre – Council received a report on the Investing in Canada Infrastructure Program and a list of potential projects (including the library) to pursue under the community, culture and recreation funding stream.
Council has directed staff to prepare and submit an application for upgrades at the Alder Recreation Centre. The deadline to apply is November 12, 2019. 

After some discussion, in recognition of the unique opportunity, the board agreed to support the project concept and design idea. The board discussed their desire to be included in the preparation of the grant application and subsequent project. 

19.59    Moved by Bill Rea
    Seconded by Benn MacDonald 

That the library board contribute a letter of support to the application process if deemed appropriate. 
Carried.
 
10.    Comments and Announcements 

1.    APP is in the store; bear is in the library.

2.    Short listed for Ontario Public Library Service Awards!

3.    Bill 132 - Better for People, Smarter for Business Act, 2019. Two changes to the Public Libraries Act

a.    This includes allowing Canadian permanent residents to serve as public library board members, which is well-matched with our community representation values and celebration of diversity. It also aligns with other legislation for corporation and community boards in Ontario.
b.    To decrease the minimum number of library board meetings to (4) four from 10 per year. We understand that moving from a minimum of 10 meetings annually to four (4) meetings will present a difficult burden for Public Library Boards in Ontario. Library Boards will still have the ability to declare special and emergency board meetings under the PLA. 

4.    TLN Multi Media Group will be filming in the library Sunday, Nov 3 in the morning before we open.

5.    Board/Staff/Friends/Volunteers – Appreciation Night – board members to arrive early to assist in set up.
a.    # attending

6.    OLA – Super Conference is scheduled for January 29 to February 1, 2020 – members to contact the chair or CEO regarding attendance.

7.    Ms. Bergant will represent Orangeville at the SOLS Trustee meeting on Saturday, Nov 9 in Burlington.

11.    Closed Meeting         None.

12.    Adjournment

19.60    Moved by Grant Peters 
    Seconded by Patrick Neely

    That the meeting adjourn.    Time:  6:30 pm
 
Carried.

___________________________    ________________________________

Bill Rea, Chair                                Darla Fraser, Secretary

Library Board/Staff/Volunteers/Friends Social, Friday, November 8 @ 7 pm
Next Board Meeting: Wednesday, November 27 @ 5 pm, 1 Mill Street
Board Meeting: Wednesday, December 11 @ 5 pm, (followed by Dinner)

 September 25, 2019

Orangeville Public Library Board
Meeting Minutes
1 Mill Street (5:00 p.m.)
Wednesday, September 25, 2019

Members Present    
Councillor Lisa Post    
Mr. Bill Rea 
Ms. Shelley Bergant     
Ms. Sheri Marks    
Mr. Patrick Neely    
Mr. Benn MacDonald (left at 5:50)

Staff Present: 
Ms. D. Fraser, CEO    
Ms. D. Vatanen, Minutes    

Absent:    
Councillor Grant Peters (notice)    
    
1.    Call to Order

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

2.    Declarations of Conflict of Interest    None.

3.    Approval of Agenda

19.49    Moved by Sheri Marks 
Seconded by Patrick Neely

That the agenda of September 25, 2019, be approved as amended -
New item added to New business – change board meeting to Oct 30. 
Carried.

4.    Adoption of the Previous Library Board Meeting Minutes

19.50    Moved by Patrick Neely 
    Seconded by Lisa Post 

That the minutes of the budget board meeting held on September 19, 2019 be adopted.
Carried.

5.    Presentation to the Board by Kim Carson 

Kim demonstrated the newly developed library app. Board directed staff to see if a library delegation could present to Council for the October 22 meeting to promote new library app and on social media for library week. 

6.    Information Items (as of August 31 unless otherwise specified)

a.    CEO Report – September 
b.    Financial Report 
c.    Friends of the Library Minutes Sept 10
d.    Incident Report 
e.    Correspondence 
i.    Letter from Royal Canadian Legion Sept 25 
Two members of the board will present a wreath at the cenotaph on Nov 11 and poppies will be on display at both locations.
ii.    Proclamation for Canadian Library Month and Week 
The proclamation for Canadian Library Month was signed by Chair, Bill Rea 

19.51    Moved by Lisa Post 
    Seconded by Sheri Marks

    That the information items as listed be received.
Carried.
 
7.    Reports

a)    Report # 19-14 Draft 2020 Operating and Capital Budgets 

19.52    Moved by Sheri Marks
    Seconded by Benn MacDonald

That report # 19-14, dated September 25, 2019, with respect to the Revised Draft 2020 Operating and Capital Budgets be received;

And that the proposed 2020 Operating and Capital Budget requests be forwarded to Council for their consideration.
 Carried.

b)    Report # 19-15 Review of the Policy governing the delivery of Information Services 

19.53    Moved by Patrick Neely 
    Seconded by Shelley Bergant 

That report # 19-15 dated September 25, 2019 with respect to a review of the policy governing the delivery of Information Services, be received; 

And that the Orangeville Public Library Board adopts the policy governing the delivery of Information Services, as presented.
Carried.

8.    Items for discussion / New Business 

The board discussed about moving the October meeting date, the meeting date will be held on October 30. 

9.    Municipal Update – Councillors Lisa Post

    Humber College to close its doors in 2021. 

10.    Comments and Announcements 

1.    Employee Service Awards were celebrated on Monday, September 16th – the following nine library staff members were recognized:
a.    Michael Sobocan – 5 years
b.    Lauren Tilly – 5 years
c.    Brenda Coles – 10 years
d.    Tina Andrews – 10 years
e.    Nicole Agar – 10 years
f.    Susan McCullough – 15 years
g.    Stephanie Perrotta – 15 years
h.    Lesley Cross – 20 years
i.    Kathy Panet-Raymond – 25 years
2.    Board/Staff/Friends/Volunteers – Appreciation Night Invitation (approved for distribution).
3.    October board meeting date (move to New Business).
4.    OLA – Super Conference is scheduled from January 29 to February 1, 2020 – more information including program expected in October.
5.    Words the Orangeville Way (WOW) – Saturday, September 28.
6.    Book & Bake Sale – October 19.

11.    Closed Meeting         None.

12.    Adjournment

19.54    Moved by Patrick Neely
    Seconded by Lisa Post

    That the meeting adjourn.    Time:  6:00 pm
 
Carried.

________________________    ________________________________

Bill Rea, Chair                          Darla Fraser, Secretary

Library Board/Staff/Volunteers/Friends Social, Friday, November 8 @ 7 pm
Next Board Meeting: Wednesday, October 30 @ 5 pm, 1 Mill Street

 September 19, 2019

Orangeville Public Library Board
Budget Meeting Minutes
1 Mill Street (5:00 p.m.)
Thursday, September 19, 2019

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

Staff Present:
Ms. D. Fraser, CEO
Ms. D. Vatanen, Minutes

Absent: 
Mr. Benn MacDonald (notice)    
    
1.    Call to Order

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

2.    Declarations of Conflict of Interest    None.

3.    Approval of Agenda

19.44    Moved by Patrick Neely  
Seconded by Shelley Bergant 

That the agenda of September 19, 2019, be approved.
Carried.

4.    Adoption of the Previous Library Board Meeting Minutes

19.45    Moved by Lisa Post
Seconded by Grant Peters 

That the minutes of the regular board meeting held on June 26, 2019 be adopted.
Carried.

5.    Presentation to the Board from D Fraser.
 
6.    Information Items

a.    Current Level of Service Information 

19.46    Moved by Patrick Neely 
    Seconded by Grant Peters 

That the information items as listed be received. 
Carried.

7.    Reports

a)    Report # 19-13 Draft 2020 Operating and Capital Budgets 

19.47    Moved by Sheri Marks 
    Seconded by Lisa Post

That report # 19-13, dated September 19, 2019 with respect to the Draft 2020 Operating and Capital Budgets be received;

And that the board directs staff to amend the draft budgets and present the revised figures at the September 25, 2019 board meeting. 
Carried. 

8.    Adjournment

19.48    Moved by Patrick Neely
    Seconded by Sheri Marks

    That the meeting adjourn.    (Time:  6:30 p.m.) 
Carried.

___________________________    ________________________________

Bill Rea, Chair                                Darla Fraser, Secretary

Next Meeting: Wednesday, September 25, 2019 @ 5 pm, 1 Mill Street

 June 26, 2019

Orangeville Public Library Board
Meeting Minutes
1 Mill Street (5:00 p.m.)
Wednesday, June 26, 2019

Members Present:
Councillor Grant Peters (left at 6)    
Councillor Lisa Post    
Ms. Shelley Bergant     
Ms. Sheri Marks (Arrived at 5:25)    
Mr. Patrick Neely    
Ms. Bill Rea

Staff Present:
Ms. D. Fraser, CEO 
Ms. D. Vatanen, Minutes
    
Absent    
Mr. Benn MacDonald    
    
1.    Call to Order

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

2.    Declarations of Conflict of Interest    None.

3.    Approval of Agenda

19.35    Moved by Patrick Neely  
Seconded by Grant Peters 

That the agenda of June 26, 2019, be approved as amended. 
Agenda Item # 6 Information Items was moved to end of agenda after closed meeting. 
Carried.

4.    Adoption of the Previous Library Board Meeting Minutes

19.36    Moved by Patrick Neely 
    Seconded by Lisa Post 

That the minutes of the regular board meeting held on May 22, 2019 be adopted.
Carried.

5.    Presentation to the Board        None.
 
7.    Reports

a)    Report # 19-09 Policy Review (Accessibility Standards for Customer Service) 

19.37    Moved by Patrick Neely 
    Seconded by Grant Peters 

That report # 19-09, dated June 26, 2019 with respect to the review of the Accessibility Standards for Customer Service Policy be received;

And that the Orangeville Public Library Board adopt and continue to abide by the Town of Orangeville’s Accessibility Standards for Customer Service Policy attached to this report as Appendix A. 
 Carried.

b)    Report # 19-10 Policy Review (Personnel)

19.38    Moved by Lisa Post 
    Seconded by Patrick Neely

That report # 19-10 dated June 26, 2019 with respect to a review of the policies governing Personnel be received; 

And that the Orangeville Public Library Board adopt and continue to abide by the Town of Orangeville’s current Personnel policies. 
 Carried.

c)    Report # 19-11 Review of Pre Budget Discussions

19.39    Moved by Grant Peters 
    Seconded by Sheri Marks 

That report # 19-11, dated June 26, 2019 with respect to pre-budget discussions be received;

And that staff develop a capital and operating budget for 2020 as per direction provided, to be presented at the September meeting.
Carried.

8.    Items for discussion / New Business         None.

9.    Municipal Update – Councillors Lisa Post and Grant Peters         None. 

10.    Comments and Announcements 

Ms. Fraser shared that the 2019 Budget Information flyer which accompanied all the tax bills is a bit misleading. The Library Collection is paid through a reserve funded from the operating budget. 
The $ 190,000 is a line/expenditure on our operating budget.

CULC is dismayed with changes announced by Hachette Book Group (HBG) and Blackstone Publishing to their ebook and digital audiobook lending models for libraries. Effective July 1, 2019, HBG, one of the “Big Five” publishers (HBG, HarperCollins, Macmillan Publishers, Penguin Random House, and Simon & Schuster), will replace its perpetual ownership model for libraries with a two-year access model for ebooks.

We received word from local authorities (OPS, Public Health) that one of our patrons clothing may be infested in bed bugs. We will be banning him until we hear on good authority (i.e. Public Health or OPS) that he is no longer infected. Staff will monitor the community living room area for any signs. 

Ms. Fraser mentioned that the library reinstated ILLO with limitations, some patrons are not happy. Sylvia Jones’ office issued a statement on June 26 and the board requested that the CEO send a letter and request a meeting with Ms. Jones.

11.    Closed Meeting

That a closed meeting of the Orangeville Public Library Board be held for the purposes of considering the following subject matters pursuant to the Public Library Act, s. 16.1(4) 

(b) personal matters about an identifiable individual. 

19.40    Moved by Patrick Neely 
    Seconded by Lisa Post

    That the library board move into camera at 6:15 pm.
Carried.

19.41    Moved by Sheri Marks
    Seconded by Patrick Neely

    That the library board move out of camera at 6:25 pm. 
Carried.
 
6.    Information Items

a.    CEO Report 
b.    Friends of the Library (Draft Minutes June 11, 2019)
c.    Incident Report 
d.    Financial Report 
e.    Statistical Report (to follow)
f.    Correspondence 
i.    2019-05-16 Letter from Town of Mono Re non-resident agreements 

19.42    Moved by Lisa Post 
    Seconded by Shelley Bergant 

That the information items as listed be received. 
Carried.

12.    Adjournment

19.43    Moved by Patrick Neely
    Seconded by Shelley Bergant

    That the meeting adjourn.    (Time:  6:30 p.m.) 
Carried.

___________________________    ________________________________

Bill Rea, Chair                                Darla Fraser, Secretary

Next Meeting: Wednesday, September 25, 2019 @ 5 pm, 1 Mill Street

 May 22, 2019

Orangeville Public Library Board
Meeting Minutes
1 Mill Street (5:00 p.m.)
Wednesday, May 22, 2019

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

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

The Chair, Mr. Bill Rea, called the meeting to order at 4:50 p.m.

2.    Declarations of Conflict of Interest    None.

3.    Approval of Agenda

19.29    Moved by Lisa Post  
Seconded by Grant Peters 

That the agenda of May 22, 2019, be approved.
Carried.

4.    Adoption of the Previous Library Board Meeting Minutes

19.30    Moved by Patrick Neely 
    Seconded by Sheri Marks 

That the minutes of the regular board meeting held on April 24, 2019 be adopted.
Carried.

5.    Presentation to the Board    None.
 
6.    Information Items

a.    CEO Report 
b.    Incident Report 
c.    Financial Report 
d.    Friends of the Library Draft Minutes (April 9) 
e.    Correspondence 
i.    2019-04-15 Letter to Town of Mono
ii.    2019-04-24 Letter to Minister of Tourism, Culture and Sport 
iii.    2019-04-29 Letter to Township of Amaranth 
iv.    2019-04-30 Letter from Ministry of Tourism, Culture and Sport 
v.    2019-05-01 Letter from Township of Amaranth 
vi.    2019-05-16 Letter from Amaranth Council 

19.31    Moved by Patrick Neely 
    Seconded by Sheri Marks 

That the information items as listed be received. 
Carried.

7.    Reports

a)    Report # 19-07 Provincial Budget Cuts to Southern Ontario Library Services 

19.32    Moved by Patrick Neely 
    Seconded by Benn MacDonald 

That report # 19-07, dated May 22, 2019 with respect to the review of the 2019 
Provincial Budget Cuts to Southern Ontario Library Services be received;

And that the Board Chair (or delegate) and the CEO participate in the meeting with the local MPP, Sylvia Jones;

And that the Board request Council pass the following resolution in support of this advocacy campaign;

WHEREAS the Ontario Library Service North and Southern Ontario Library Service provide the support for interlibrary loans, staff and board training, bulk purchasing, collaborative programming, technological supports, share electronic book collections and shared catalogue databases; 

THEREFORE BE IT RESOLVED that the Town of Orangeville Council supports the Orangeville Public Library Board in their request for the reinstatement of funding to the Ontario Library Service (North and South) agencies to, at a minimum, 2017-18 funding levels, and to continue to maintain base funding for Ontario Public Libraries;

AND FURTHER that this resolution be forwarded to The Honourable Doug Ford, Premier of Ontario, The Honourable Sylvia Jones, Solicitor General, MPP, Dufferin-Caledon, The Honourable Victor Fideli, Minister of Finance and The Honourable Michael Tibollo, Minister, Tourism, Culture and Sports; Kevin Finnerty, Assistant Deputy Minister, Ministry of Tourism, Culture and Sport; Barbara Franchetto, CEO, Southern Ontario Library Service; Stephen Abram, Executive Director, Federation of Ontario Public Libraries; Shelagh Paterson, Executive Director, Ontario Library Association.

And that staff continue to monitor the situation and begin investigation into alternative options for interlibrary loans requests.

b)    Report # 19-08 Non-resident Fees and Collection Agreements 

19.33    Moved by Grant Peters 
    Seconded by Lisa Post 

That report # 19-08, dated May 22, 2019 with respect to the non-resident fees and collection agreements be received;

And that staff include, as part of the 2020 budget process, analysis of the non-resident fees and various options for collection agreements moving forward.

8.    Items for discussion / New Business         None.

9.    Closed Meeting            None.

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

Grant updated the board that a motion for Bill 108 will be on the agenda for Town of Orangeville Council on Monday, May 27th.

11.    Comments and Announcements 

Darla Fraser shared that The Friends of the Library Plant sale will be on May 25.

The Human Library – Celebrate Your Awesome will be held at the Orangeville Public Library on Saturday, June 22.

12.    Adjournment

19.34    Moved by Patrick Neely
    Seconded by Sheri Marks

    That the meeting adjourn.    (Time:  5:30 p.m.) 
Carried.

___________________________    ________________________________

Bill Rea, Chair                                Darla Fraser, Secretary

Next Meeting: Wednesday, June 26, 2019 @ 5 pm, 1 Mill Street

 April 24, 2019

Orangeville Public Library Board Meeting Minutes
1 Mill Street (5:00 p.m.)
Wednesday, April 24, 2019

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

Staff Present:   
Ms. D. Fraser, CEO
Ms. D. Vatanen, Minutes    

Absent:
Sheri Marks

1.    Call to Order

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

2.    Declarations of Conflict of Interest    None.

3.    Approval of Agenda

19.22    Moved by Patrick Neely 
Seconded by Benn MacDonald 

That the agenda of April 24, 2019, be approved as presented.
Carried.

4.    Adoption of the Previous Library Board Meeting Minutes

19.23    Moved by Lisa Post 
    Seconded by Patrick Neely 

That the minutes of the regular board meeting held on March 20, 2019 be adopted.
Carried.
 
5.    Presentation to the Board - Verbal update from the Chair

    Revised Collection Agreements:
        Wednesday, April 3 @5:00 pm – Orangeville Mayor Brown 
        Tuesday, April 9 @7:00 pm – Mono Council
        Wednesday, April 17 @ 7:00 pm – Amaranth Council 
        Wednesday, April 24 @ 4:15 pm – East Garafraxa Council 

The Chair, Bill Rea reported that as of April 24, the revised Collection Agreements have been presented to each of the three neighbouring municipalities. None of the agreements have been signed. East Garafraxa has formally indicated agreement with the 2019 rate of $165.00 per household. 

6.    Information Items

a.    CEO Report 
b.    Financial Report
c.    Incident Report

19.24    Moved by Patrick Neely 
    Seconded by Benn MacDonald 

That the information items as listed be received. 
Carried.
19.25    Moved by Grant Peters 
    Seconded by Lisa Post

That the Board Chair sign a letter to the Minister of Tourism, Culture and Sport expressing the board’s dissatisfaction in regards to budget cuts to Southern Ontario Library Services (SOLS). 
Carried. 

19.26    Moved by Grant Peters
    Seconded by Lisa Post 

That a request be sent to Town of Orangeville Council for their support of the correspondence sent by the board to the Minister of Tourism, Culture and Sport. 

Carried. 
 
7.    Reports

a)    Report # 19-06 Review of the Program and Unattended Children Polices

19.27    Moved by Grant Peters 
Seconded by Shelley Bergant 

That report #19-06, dated April 24, 2019 with respect to review of the Program and Unattended Children Policies be received;

And that the Program Policy dated April 24, 2019 be accepted as presented (Appendix A) and the Unattended Children Policy (Appendix B) dated April 24, 2019 be adopted as amended. (Combined sections 4 & 5)     
Carried.

8.    Items for discussion / New Business            None.

9.    Closed Meeting            None.

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

Grant Peters shared there was tree planting on Saturday, April 27 at Fendley Park.

11.    Comments and Announcements 

Darla Fraser shared a number of upcoming events/programs and details will be emailed to all board members.
    
Councillor Post agreed to provide greetings from the library board and to welcome all participating schools for the Intermediate Battle of the Books on Friday, April 26. 

12.    Adjournment

19.28    Moved by Patrick Neely
    Seconded by Lisa Post

    That the meeting adjourn.    (Time:  6:35 p.m.) 
Carried.

___________________________    ________________________________

Bill Rea, Chair                                 Darla Fraser, Secretary

Next Meeting: Wednesday, May 22, 2019 @ 5 pm, 1 Mill Street
Group Picture at next meeting 

 March 20, 2019

Orangeville Public Library Board Meeting Minutes
1 Mill Street (5:00 p.m.)
Wednesday, March 20, 2019

Members Present:    
Councillor Grant Peters    
Councillor Lisa Post      
Ms. Shelley Bergant
Mr. Benn 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 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

19.13    Moved by Patrick Neely 
Seconded by Sheri Marks 

That the agenda of March 20, 2019, be approved as amended, Professional Development Opportunity – Canadian Urban Libraries Council – 2019 Library Study Tour added to new business.
Carried.

4.    Adoption of the Previous Library Board Meeting Minutes

19.14    Moved by Patrick Neely 
    Seconded by Sheri Marks 

That the minutes of the regular board meeting held on February 27, 2019 be adopted as amended.
Carried.

5.    Presentation to the Board    None. 
 
6.    Information Items

a.    Letter from Township of Amaranth 
b.    Letter from Township of East Garafraxa 
c.    Friends of the Library Draft Minutes - February 5, 2019

19.15    Moved by Lisa Post 
 Seconded by Sheri Marks 

That the information items as listed by received. 
Carried.
7.    Reports

a)    Report # 19-04 Non-Resident Membership Fees 

19.16    Moved by Lisa Post 
Seconded by Grant Peters 

That report #19-04, dated March 20, 2019 with respect to Non-Resident membership fees, be received;

And that staff be directed to arrange a delegation from the library board to address the members of all neighbouring municipalities; 

And that the Board Chairman and the CEO request a meeting to update the Mayor;

And that the Board Chairman and the CEO be authorized to sign the amended Collection Agreements with the Town of Mono and the Townships of East Garafraxa and Amaranth.
Carried. 

b)    Report # 19-05 Statistical Reports 

19.17    Moved by Sheri Marks
    Seconded by Shelley Bergant

That report # 19-05, dated March 20, 2019 with respect to Statistical Reporting Options, be received;

And that the board direct staff to develop a Library Service Index and report as a standing information item; 

And that the board direct staff to provide progress reports semi-annually on strategic goals and projects.  
Carried. 

8.    Items for discussion / New Business 

Professional Development Opportunity offered by Canadian Urban Libraries Council – 2019 Library Study Tour 

9.    Closed Meeting 

That a closed meeting of the Orangeville Public Library Board be held for the purposes of considering the following subject matters pursuant to the Public Library Act, s. 16.1 (4): personal matters about an identifiable individual. 

19.18    Moved by Grant Peters 
    Seconded by Lisa Post

    That the library board move into camera at 6:20 p.m.

19.19    Moved by Grant Peters 
    Seconded by Lisa Post

    That the library board rise and report at 6:30 p.m.

19.20    Moved by Sheri Marks 
    Seconded by Benn MacDonald 

That the library board approve the CEO to participate in the Professional Development Opportunity offered by Canadian Urban Libraries Council -2019 Library Study Tour. 
Carried.

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

11.    Comments and Announcements 
A number of upcoming events shared by Ms. Fraser:
•    National Film Day – April 17 1:00 p.m. 
•    Drawdown Headwaters – Movie ‘Dirt, April 24 7:00 p.m.
•    Day of the Poets – Saturday, April 13th
•    Intermediate Battle of the Books – April 26th
•    Headwaters Writers Guild Open Mic Event – Tuesday, April 23
•    Corporate Projects
o    SharePoint 
o    Corporate training
o    CAO talks 
 
12.    Adjournment

19.21    Moved by Patrick Neely
    Seconded by Lisa Post 
    That the meeting adjourn.    (Time:  6:35 p.m.) 
Carried.

___________________________    ________________________________

Bill Rea, Chair                                 Darla Fraser, Secretary

Next Meeting: Wednesday, April 24, 2019 @ 5 pm, 1 Mill Street

 February 27, 2019

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.
Carried.

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.
Carried.

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.  
Carried.
19.09    Moved by Patrick Neely 
    Seconded by Grant Peters

    That the information items as listed be received.
Carried.

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.
Carried.

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. 
Carried.
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

 January, 23, 2019

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 

 November 28, 2018

Orangeville Public Library Board
Meeting Minutes
1 Mill Street (5:00 p.m.)
Wednesday, November 28, 2018 

Members Present:    
Councillor Scott Wilson    
Mr. Rick Brown    
Ms. Janice Kidd     
Mr. Patrick Neely     
Mr. Bill Rea    
Ms. Mary T. Rose    

Staff Present:
Mr. D. Fraser, CEO    
Ms. S McGrady, Minutes

Absent:    
Sylvia Bradley (notice)    

Public Members Present - 2    

1.    Call to Order 
The Chair called the meeting to order at 5:00 p.m.

2.    Declarations of Conflict of Interest    None.

3.    Approval of Agenda
18.49    Moved by Rick Brown
Seconded by Patrick Neely
That the agenda of November 28, 2018 be approved.
Carried.
 
4.    Adoption of the previous Library Board Meeting Minutes        
Library Board Minutes October 24, 2018 – Regular
18.50    Moved by Bill Rea
    Seconded by Janice Kidd
    That the minutes of the regular Library Board meeting held on October 24, 2018 be adopted as amended.
Carried.

5.    Presentation to the Board     None. 

6.    Information Items 
a.    Legacy Document-Board Term 2015-2018
b.    Financial Reports - Operating and Capital
c.    Friends of the Library Minutes - September 2018
d.    Incident Report
18.51    Moved by Bill Rea
    Seconded by Patrick Neely
    That the information items as listed be received.
Carried.

7.    New Business    None.

8.    Closed Meeting
18.52    Moved by Bill Rea
Seconded by Patrick Neely
That a closed meeting of the Orangeville Public Library Board be held for the purposes of considering the following subject matters pursuant to the Public Library Act, s. 16.1 (4)
(b) personal matters about an identifiable individual (appeal to Rzone ban)
    Carried.
Public members left the meeting (Time: 5:25 p.m.)
Public meeting recessed (Time: 5:30 p.m.)
Public meeting reconvened (Time: 6:00 p.m.) 

9.    Municipal Update – Councillor Scott Wilson
•    Councillor Scott Wilson presented Board members with volunteer gifts of appreciation on behalf of the Town of Orangeville.

10.    Comments and Announcements
•    Ms. Fraser announced the safe arrival of Program and Research Coordinator, Lauren Tilly’s baby.
 
11.    Adjournment
That the meeting adjourn.    (Time: 6:07 p.m.)
Carried.

___________________________    ________________________________
Scott Wilson, Chair                          Darla Fraser, CEO

Upcoming Dates:

Monday, December 10, 2018 - New Board to be appointed at council meeting

Wednesday, December 12 @ 5 p.m. at Mill Creek Pub

 October 24, 2018

Orangeville Public Library Board
Meeting Minutes
1 Mill Street (5:00 p.m.)
Wednesday, October 24, 2018 

Members Present:    
Councillor Scott Wilson    
Councillor Sylvia Bradley    
Ms. Mary T. Rose     
Mr. Patrick Neely     
Mr. Bill Rea
    
Staff Present:    
Ms. D. Fraser, CEO
Ms. L. Tilly, Minutes

Absent (Notice):    
Mr. Rick Brown    
Ms. Janice Kidd    

1.    Call to Order 
The Chair called the meeting to order at 4:57 p.m.

2.    Declarations of Conflict of Interest    None.

3.    Approval of Agenda
18.45    Moved by Patrick Neely
Seconded by Bill Rea
That the agenda of October 24, 2018, be approved.
Carried.

4.    Adoption of the previous Library Board Meeting Minutes        
Library Board Minutes September 26, 2018 – Regular
18.46    Moved by Sylvia Bradley
    Seconded by Patrick Neely
    That the minutes of the regular Library Board meeting held on September 26, 2018 be adopted.
Carried.

5.    Presentation to the Board     None 

6.    Information Items 
a.    Management Report – October 2018
b.    Incident Report – September 2018
c.    Financial Reports
i.    Year to date Operating and Capital as at September 2018 
d.    Correspondence
i.    2018-10-12 OLA – Thank you email from Shelagh Patterson
ii.    2018-10-15 FOPL – Correspondence from Stephen Abram
18.47    Moved by Sylvia Bradley
    Seconded by Patrick Neely
    That the information items as listed be received.
Carried.

7.    Reports
a.    Report # 18-10 Revised Draft Operating and Capital Budget 2019-2023
18.48    Moved by Mary Rose
    Seconded by Patrick Neely
That report # 18-10, dated October 24, 2018, with respect to the Revised Draft Operating and Capital Budget for 2019-2023, be received;
And that the proposed 2019-2023 Operating and Capital Budget requests be forwarded to Council for their consideration.
Carried.

8.    New Business
•    Councillor Bradley tabled the idea of an Arts Centre in the community and the library as a facilitator or partner in such an initiative

9.    Closed Meeting    None

10.    Municipal Update – Councillor Sylvia Bradley and Councillor Scott Wilson
•    Councillor Bradley spoke to the recent election and congratulated all new council members whose term begins on December 1, 2018

11.    Comments and Announcements
•    Ms. Fraser reminded the Board of the upcoming annual Board/Friends/Staff Social event on Friday, November 2
•    Councillor Sylvia Bradley notified the Board that the Seed Library would be taken out of the library today, to be returned in 2019, and that the growth in the use of the Seed Library was substantial with approximately 100 users in 2018 (25 in 2017)
•    It is Councillor Sylvia Bradley’s last board meeting tonight. Board Chair Scott Wilson thanked her for her support over the term 

12.    Adjournment

That the meeting adjourn.    (Time: 5:45 p.m.)
Carried.

__________________________    ________________________________
Scott Wilson, Chair                       Darla Fraser, CEO

The next board meeting will be held on Wednesday, November 28, 2018
At 5:00 p.m. in the boardroom at the Mill Street Library. 

 September 26, 2018

Orangeville Public Library Board
Meeting Minutes
1 Mill Street (5:00 p.m.)
Wednesday, September 26, 2018 

Members Present:    
Councillor Scott Wilson    
Mr. Rick Brown    
Ms. Janice Kidd     
Mr. Patrick Neely     
Mr. Bill Rea    

Staff Present:    
Mr. D. Fraser, CEO
Mr. R. Osmond, GM Community Services
Mr. M. Villeneuve, Treasurer
Ms. K. Carson, Minutes
    
Absent (Notice):    
Councillor Sylvia Bradley    
Ms. Mary T. Rose    

Members of the Public – 1

1.    Call to Order 
The Chair called the meeting to order at 5:06 p.m.

2.    Declarations of Conflict of Interest    None

3.    Approval of Agenda
18.38    Moved by Patrick Neely
    Seconded by Bill Rea

That the agenda of September 26, 2018, be approved.
Carried.
 
4.    Adoption of the previous Library Board Meeting Minutes        
Library Board Minutes June 27, 2018 – Regular and Closed
18.39    Moved by Bill Rea
    Seconded by Rick Brown
    That the minutes of the regular and closed Library Board meetings held on June 27, 2018 be adopted.
Carried.

5.    Presentation to the Board     None
 
6.    Information Items 
a.    Progress Report
18.40    Moved by Patrick Neely
    Seconded by Janice Kidd
    That the Board directs Ms. Fraser to notify Mr. A. Jenkins that his offer to donate artwork to the Library has been respectfully declined.
Carried.
18.41    Moved by Rick Brown
    Seconded by Patrick Neely
    That the Board directs staff to create a policy on donations and sponsorships.
Carried.
 
b.    Friends of the Library Minutes (April 10, 2018)    
c.    Incident Report 
d.    Financial Reports
i.    Year to date Operating and Capital as at August 31, 2018 
e.    Correspondence
i.    Thank you letter to Kim Carson
ii.    Request from Legion: 2018 Annual Poppy Campaign
iii.    2018 Elections Brief – Ontario Library Association & Federation
18.42    Moved by Bill Rea
    Seconded by Janice Kidd
    That the information items as listed be received.
Carried.

7.    Reports
a.    Report # 18-08 Statutory holiday and other library closures for 2019
18.43    Moved by Rick Brown
    Seconded by Patrick Neely
That report # 18-08, dated September 26, 2018, with respect to the statutory holiday and other library closures for 2019, be received;
And that the statutory holiday and other library closures for 2019 be adopted as presented.
Carried.

b.    Report # 18-09 Draft Operating and Capital Budget 2019-2022
18.44    Moved by Janice Kidd
    Seconded by Rick Brown
That report # 18-09, dated September 26, 2018, with respect to the Draft Operating and Capital Budget for 2019-2023, be received;
And that the proposed 2019-2023 Operating and Capital Budget be approved in principle.
Carried.

8.    New Business    None

9.    Closed Meeting    None

10.    Municipal Update – Councillor Scott Wilson
    Councillor Wilson advised that a letter addressing recent inaccurate public statements of Library staff salaries appeared in the electronic edition of the Banner newspaper.

11.    Comments and Announcements
    Ms. Fraser reminded the Board of the date (Saturday, November 10) for Words the Orangeville Way (WOW)
    Hon. Sylvia Jones, Minister of Tourism, Culture and Sport may be visiting the Library during Ontario Public Library Week. Ms. Fraser will forward the final date and time to members of the Board. The board chair advised that he is not available on October 19 or 20.
•    A meeting has been scheduled with Dufferin Social Services – Ontario Works to explore the benefits of encouraging OW clients to get a library card.
•    The CEO is working with the Treasurer and GMs (Infrastructure and Community Services) on a committee focused on Customer Service – corporately. 
12.    Adjournment

That the meeting adjourn.    (Time:  6:21 p.m.)
Carried.

___________________________    ________________________________
Scott Wilson, Chair                          Darla Fraser, CEO

The next board meeting will be held on Wednesday, October 24, 2018
At 5:00 p.m. in the boardroom at the Mill Street Library. 

 June 27, 2018

Orangeville Public Library Board
Meeting Minutes
1 Mill Street (5:00 p.m.)
Wednesday, June 27, 2018

Members Present:    
Councillor Scott Wilson    
Councillor Sylvia Bradley    
Mr. Rick Brown    
Ms. Janice Kidd (5:20 p.m.)    
Mr. Patrick Neely     
Mr. Bill Rea    
Ms. Mary T. Rose    

Staff Present:
Ms. D. Fraser, Chief Librarian and CEO
Ms. S. Greatrix, Clerk

1.    Call to Order

The Chair called the meeting to order at 5:00 p.m.

2.    Declarations of Conflict of Interest    None.

3.    Approval of Agenda

18.33    Moved by Bill Rea
Seconded by Patrick Neely

That the agenda of June 27, 2018, be approved.

Carried.

4.    Adoption of the previous Library Board Meeting Minutes

Library Board Minutes May 23, 2018 (Regular)

18.34    Moved by Patrick Neely
Seconded by Rick Brown

That the minutes of the regular Library Board meeting held on May 23, 2018 be adopted.

Carried.

5.    Presentation to the Board – Enterprise

Kim Carson, Collection & Systems Coordinator, demonstrated features of the new online catalogue, Enterprise.

Janice Kidd joined the meeting.    (Time:  5:20 p.m.)

6.    Information Items

a.    Management Team Report (June 2018)

The Board directed Ms. Fraser to monitor the carpenter ants problem, follow up with facilities staff on pest control options, and report to the board in September.

b.    Financial Reports (Operating & Capital) (May 2018)
c.    Incident Report (May 2018)
d.    Correspondence – Thank you letters from:
i.    Libraries and Archives Canada 
ii.    Ministry of Tourism, Culture and Sport 
iii.    Orangeville Sustainability Action Team

18.35    Moved by Bill Rea
Seconded by Mary Rose

That the information items as listed be received.

Carried.

7.    Business Arising
 
8.    Reports

Report # 18-07 – Public Internet Services Policy 

18.36    Moved by Mary Rose
Seconded by Sylvia Bradley

That report # 18-07, dated June 27, 2018, with respect to the development of a single policy - Public Internet Services (replacing two existing policies: Wireless Internet Access Policy and the Public Computer Use Policy), be received;

And that the Public Internet Services Policy attached to this report (Appendix A) be adopted as presented; 

And that both the Wireless Internet Access Policy and the Public Computer Use Policy be repealed.

Carried.

9.    Closed Meeting

18.37    Moved by Mary Rose
Seconded by Rick Brown

That a closed meeting of the Orangeville Public Library board be held pursuant to s. 16.1(4)
 of the Public Libraries Act for the purposes of considering the following subject matters: 

(b)    personal matters about an identifiable individual

Carried.

Ms. Fraser left the meeting.    (Time:  5:50 p.m.)
Ms. Fraser returned to the meeting.    (Time:  5:58 p.m.)

10.    Municipal Update – Councillor Sylvia Bradley and Councillor Scott Wilson

Councillor Bradley advised that:
•    use of the seed library had tripled in use over 2017
•    the Communities in Bloom Judges’ Tour will take place on July 13-14
•    Council passed a motion to encourage reduction of the use of plastic straws in Orangeville

    Councillor Wilson advised that the purchase of the fourth transit bus has been approved by Council. 

11.    Comments and Announcements

Ms. Fraser advised that the One Book/One County Finale has been sold out and a second one has been scheduled.

Mary Rose advised that she would not be present for the September 26, 2018 board meeting.

12.    Adjournment

The meeting adjourned.    (Time:  6:10 p.m.)

___________________________    ________________________________
Scott Wilson, Chair        Susan Greatrix, Clerk

The next board meeting will be held on Wednesday, September 26, 2018
5:00 pm in the boardroom at the Mill Street Library.

 May 23, 2018

Orangeville Public Library Board
Meeting Minutes
1 Mill Street (5:00 p.m.)
Wednesday, May 23, 2018

Members Present:   
Councillor Scott Wilson    
Councillor Sylvia Bradley    
Mr. Rick Brown    
Ms. Janice Kidd     
Mr. Patrick Neely     
Mr. Bill Rea    
Ms. Mary T. Rose

Staff Present:
Mr. E. Brennan, CAO
Ms. D. Fraser, Chief Librarian
Ms. S. Greatrix, Clerk    

1.    Call to Order

The Chair called the meeting to order at 5:00 p.m.

2.    Declarations of Conflict of Interest    None.

3.    Approval of Agenda

18.24    Moved by Mary Rose
    Seconded by Patrick Neely

That the agenda of May 23, 2018, be approved.

Carried.

4.    Adoption of the previous Library Board Meeting Minutes

Library Board Minutes April 25, 2018 (Regular)

18.25    Moved by Patrick Neely
    Seconded by Rick Brown

That the minutes of the regular Library Board meeting held on April 25, 2018 be adopted.
Carried. 

Library Board Minutes April 25, 2018 (Closed)

18.26    Moved by Sylvia Bradley
    Seconded by Janice Kidd

That the minutes of the closed Library Board meeting held on April 25, 2018 be adopted.

Carried.

5.    Information Items
    
a.    Management Team Report (May 2018)
b.    Financial Report (April 2018)
c.    Incident Report (April 2018)
d.    Correspondence
i.    Memorandum of Understanding with CVC

18.27    Moved by Bill Rea
    Seconded by Rick Brown

    That the Chief Librarian, Darla Fraser be authorized to sign the Memorandum of Understanding with Credit Valley Conservation.

Carried.

ii.    Thank you to the Minister of Education 
iii.    Thank you to the Minister of Tourism, Culture and Sport 

18.28    Moved by Sylvia Bradley
    Seconded by Bill Rea

That the information items as listed be received.

Carried.

6.    Business Arising

18.29    Moved by Mary Rose
    Seconded by Patrick Neely

That the Orangeville Public Library Board appoint the Chief Librarian as Chief Executive Officer of the Orangeville Public Library.

Carried.
 
7.    Reports

a)    Report # 18-06 

18.30    Moved by Mary Rose
    Seconded by Patrick Neely

That report # 18-06, dated May 23, 2018 with respect to Harm Reduction – Opioid Crisis and Naloxone Kits, be received;

And that the library board direct staff to follow current direction of administering CPR and calling 911 in response to any incidents where an individual is found unconscious. 

Carried.

8.    Municipal Update – Councillor Sylvia Bradley and Councillor Scott Wilson

Councillor Bradley announced that participation in the seed library has almost doubled over 2017.

Councillor Wilson advised that the nomination period for municipal elections has started and will close on Friday, July 27, 2018.

9.    Comments and Announcements

Ms. Fraser advised that:
•    the Library Board/Council Social will take place on Monday, June 18, at 5 pm at 27 Bythia Street.
•    the proposed meeting with the Chair and Chief Librarians of the Grand Valley and Shelburne Library Boards had been cancelled because of a scheduling conflict.
•    the 2018 title for the One Book/One County program is ‘Hum if You don’t the Words’ by Bianca Marais

18.31    Moved by Rick Brown
    Seconded by Mary Rose

    That the board recognize Darla Fraser for her hard work and diligence for the Orangeville Public Library.

Carried.

10.    Adjournment

18.32    Moved by Mary Rose
Seconded by Janice Kidd 

That the meeting adjourn.    (Time:  5:37 p.m.)

Carried.
___________________________    ________________________________
Scott Wilson, Chair                         Susan Greatrix, Clerk

Library Board/Council Social, Monday, June 18, 2018
at 5:00 p.m. at 27 Bythia Street

The next board meeting will be held on Wednesday, June 27, 2018 

 April 25, 2018

Orangeville Public Library Board
Meeting Minutes
1 Mill Street (5:00 p.m.)
Wednesday, April 25, 2018

Members Present:    
Councillor Sylvia Bradley    
Mr. Rick Brown    
Ms. Janice Kidd     
Mr. Patrick Neely     
Mr. Bill Rea    
Ms. Mary T. Rose

Staff Present:    
Mr. E. Brennan, CAO
Ms. S. Greatrix, Clerk
Ms. K. Carson, Collections and Systems Co-ordinator
    
Absent (Notice):    
Councillor Scott Wilson
Ms. D. Fraser, Chief Librarian
Mr. M. Villeneuve, Treasurer

1.    Call to Order

The Vice-Chair, Bill Rea, called the meeting to order at 5:00 p.m.

2.    Declarations of Conflict of Interest    None.

3.    Approval of Agenda

18.18    Moved by Janice Kidd
Seconded by Patrick Neely

That the agenda of April 25, 2018, be approved.

Carried.

4.    Adoption of the previous Library Board Meeting Minutes

18.19    Moved by Patrick Neely
Seconded by Mary Rose

That the minutes of the regular Library Board meeting held on March 27, 2018 be adopted.

Carried.

5.    Information Items

a.    Management Team Report (April 2018)

Mr. Brennan confirmed that he and Ms. Fraser will discuss a media release regarding the new software system and prepare a report to the Board and Council, as well as sending a thank you letter to the Province for the additional library funding approved in the 2018 budget.

b.    Financial Report (March 2018)
c.    Incident Report (March 2018)
d.    Tour of the seed library (Councillor Bradley)
e.    Correspondence
i.    Letter to Grand Valley Public Library Board 
ii.    Letter to Shelburne Public Library Board 

18.20    Moved by Janice Kidd
Seconded by Sylvia Bradley 

That the information items as listed be received.

Carried.

6.    Reports

a)    Report # 18-05 Code of Conduct for Council, Local Boards and Committees

18.21    Moved by Rick Brown
Seconded by Patrick Neely

That report # 18-05, dated April 25, 2018 with respect to the Code of Conduct for Council, Local Boards and Committees, be received; 

And that the library board adopt the Town of Orangeville’s Code of Conduct for Council, Local Boards and Committees attached to this report as Appendix A.
Carried.

7.    Municipal Update – Councillor Sylvia Bradley and Councillor Scott Wilson

Councillor Bradley advised that the Earth Week tree planting had been postponed to May 5, 2018.

8.    New Business

Patrick Neely suggested that the library be equipped with Naloxone kits and that staff be trained to administer it in the event of an opioid overdose.

The Vice-Chair confirmed that Ms. Fraser be requested to contact the Public Health Unit for further information.

9.    Comments and Announcements

Ms. Carson advised that:

•    The 2018 One Book One County title will be announced at Booklore on Saturday, April 28, 2108 at 1 pm
•    The Junior Battle of the Books will take place on May 11 at 9:00 am at the Alder Recreation Centre
•    Poets on Broadway will take place on May 5
•    Join Tosca Reno at the library on June 12 at 1:00 pm for a discussion on Healthy Aging & Wellness

10.    Closed Meeting

18.22    Moved by Mary Rose
Seconded by Patrick Neely

That a closed meeting of the Orangeville Public Library Board be held for the purposes of considering the following subject matters pursuant to the Public Library Act, s. 16.1(4):

(b) personal matters about an identifiable individual.

Carried.
Ms. Carson left the meeting.    (Time:  5:20 p.m.)

Public meeting recessed    (Time:  5:20 p.m.)
Public meeting reconvened.    (Time:  6:05 p.m.)

11.    Adjournment

18.23     Moved by Bill Rea,
Seconded by Patrick Neely

That the meeting adjourn.    (Time:  6:05 p.m.)

Carried.

___________________________    ________________________________
Bill Rea, Vice-Chair                         Susan Greatrix, Clerk

The next board meeting will be held on Wednesday, May 23, 2018
At 5:00 p.m. at 1 Mill Street

 March 27, 2018

Orangeville Public Library Board
Meeting Minutes
1 Mill Street (5:00 p.m.)
Tuesday, March 27, 2018

Members Present:    
Councillor Scott Wilson    
Councillor Sylvia Bradley    
Ms. Janice Kidd     
Mr. Patrick Neely     
Mr. Bill Rea    
Ms. Mary T. Rose

Staff Present:    
Ms. D. Fraser, Chief Librarian
Ms. S. Greatrix, Clerk
Mr. M. Villeneuve, Treasurer
    
Absent (Notice):
Mr. Rick Brown    
Mr. E. Brennan, CAO

1.    Call to Order

The Chair, Councillor Wilson, called the meeting to order at 5:00 p.m.

2.    Declarations of Conflict of Interest    None.

3.    Approval of Agenda

18.14    Moved by Patrick Neely
Seconded by Bill Rea

That the agenda of March 27, 2018, be approved.
Carried.

4.    Adoption of the previous Library Board Meeting Minutes

18.15    Moved by Janice Kidd
Seconded by Mary Rose

That the minutes of the regular Library Board meeting held on February 28, 2018 be adopted.
Carried. 

5.    Information Items

a.    Management Team Report (March 2018)
b.    Financial Report (to be distributed at meeting)
c.    Incident Report (February 2018)
d.    Correspondence
i.    Letter from library board to Minister of Education and Minister of Tourism, Culture and Sport  
ii.    Letter from MPP to Minister of Education  
iii.    Letter from MPP to Minister of Tourism, Culture and Sport

18.16    Moved by Bill Rea
Seconded by Sylvia Bradley

That the information items as listed be received.
Carried.

6.    Reports

a)    Report # 18-04 Legislative provisions and potential process for a Countywide or union library system

18.17    Moved by Bill Rea
Seconded by Patrick Neely

That report # 18-04, dated March 27, 2018 with respect to the Legislative provisions for a County Library System, be received;
And that staff be directed to arrange a meeting of the library boards within the County of Dufferin to discuss this information.
Carried.

7.    Municipal Update – Councillor Sylvia Bradley and Councillor Scott Wilson

Councillor Bradley commented on the activities that will occur during Earth Week 2018, April 16 to 22 and announced that extra funding had been received for bike routes and education.

Councillor Wilson advised that he and Councillor Kidd had been appointed by Town Council as alternates for Mayor Williams and Deputy Mayor Maycock at County Council in the event of their absence, and that Councillor Kidd had been appointed as one of the Town’s representatives on the Orangeville Hydro Board of Directors.

8.    Comments and Announcements:

Wednesday, April 25, 2018 – Ms. Fraser is not available. 

9.    Adjournment

The Chair adjourned the meeting.    (Time:  6:03 p.m.)

___________________________    ________________________________
Scott Wilson, Chair        Susan Greatrix, Clerk

The next board meeting will be held on Wednesday, April 25, 2018 at 5:00 p.m. at 1 Mill Street 

 February 28, 2018

Orangeville Public Library Board
Meeting Minutes
1 Mill Street (5:00 p.m.)
Wednesday, February 28, 2018

Members Present:    
Councillor Scott Wilson    
Mr. Rick Brown    
Ms. Janice Kidd     
Mr. Patrick Neely     
Mr. Bill Rea    
Ms. Mary T. Rose

Staff Present:
Mr. E. Brennan, CAO    
Ms. D. Fraser, Chief Librarian
Ms. S. Greatrix, Clerk
Mr. M. Villeneuve, Treasurer
    
Absent (Notice):    
Councillor Sylvia Bradley    

1.    Call to Order

The Chair, Councillor Wilson, called the meeting to order at 5:00 p.m.

2.    Declarations of Conflict of Interest    None.

3.    Approval of Agenda

18.07    Moved by Janice Kidd
Seconded by Patrick Neely

That the agenda of February 28, 2018, be approved.

Carried.

4.    Adoption of the Previous Library Board Meeting Minutes

18.08    Moved by Patrick Neely
Seconded by Mary Rose

That the minutes of the regular Library Board meeting held on January 24, 2018 be adopted.

Carried. 

5.    Presentation to the Board    None

6.    Information Items

a.    Management Team Report (February 2018)

18.09    Moved by Patrick Neely
Seconded by Rick Brown

That the Orangeville Public Library Board endorse the three funding priorities identified by the Federation of Ontario Public Libraries (FOPL) as essential for  ensuring a modern, sustainable library sector in Ontario:

1.    Provide sustainable, predictable funding for all public and First Nations libraries across Ontario by increasing annual base funding from $33 million to $50 million – an increase of $17 million in annual funding. 
2.    Dedicate $25 million in new, annual funding for the development and implementation of Ontario’s Digital Library. 
3.    Mandate the use of funding allocated by the Ministry of Education for school libraries and teacher-librarians for its intended purpose. This will inject an estimated $100 million in annual funding to school libraries across Ontario without requiring any new provincial funding, while ensuring that school libraries get their fair share.

And that a copy of this resolution be forwarded to the Ministry of Tourism, Culture and Sport and the Minister of Education;

And that Orangeville Town Council be requested to pass a resolution in support of these funding priorities identified by the Federation of Ontario Public Libraries.

Carried.

b.    Financial Report – Dec 31, 2017 (unaudited) – to be distributed at meeting
c.    Friends of the Library Meeting Minutes (November 7, 2017) 
d.    Incident Report (January 2018)

18.10    Moved by Bill Rea
Seconded by Mary Rose

That the information items as listed be received.

Carried.

7.    Business Arising

a.    General discussion of a County-wide library system

18.11    Moved by Mary Rose
Seconded by Janice Kidd

That staff prepare a report for the Board’s consideration providing information about the legislative provisions and potential process for a County-wide or union library system.

Carried.

8.    Reports

a)    Report # 18-03 Review of the Resource Sharing Policy

18.12    Moved by Patrick Neely
Seconded by Rick Brown

That report # 18-03 dated February 28, 2018 with respect to a review of the Resource Sharing Policy, be received;

And that the Resource Sharing Policy dated February 28, 2018 attached to this report as Appendix A be adopted.

9.    Comments and Announcements:

The Chair confirmed consensus that the next Orangeville Public Library Board meeting  will be held on Tuesday, March 27, 2018 at 5 pm at 1 Mill Street due to a conflict with an All-Council meeting for Dufferin County municipalities.

Ms. Fraser announced that:

•    the first Coffee, Conversation and Books event with John Riley, on February 24, was held at Euphoria
•    the Dufferin County Museum archivist made a presentation at the Library on February 22 about the tax roll information that has been converted to microfilm, and will make a presentation at the end of the month on genealogy and ancestry

10.    Adjournment

18.13    Moved by Bill Rea,
Seconded by Patrick Neely

That the meeting adjourn.    (Time:  6:00 p.m.)

Carried.

___________________________    ________________________________
Scott Wilson, Chair                         Susan Greatrix, Clerk

The next board meeting will be held on Tuesday, March 27, 2018
At 5:00 p.m. at 1 Mill Street 

 January 24, 2018

Orangeville Public Library Board
Meeting Minutes
1 Mill Street (5:00 p.m.)
Wednesday, January 24, 2018

Members Present:
Councillor Scott Wilson    
Councillor Sylvia Bradley     
Mr. Rick Brown    
Ms. Janice Kidd     
Mr. Patrick Neely     
Mr. Bill Rea    
Ms. Mary T. Rose    

Staff Present:
Mr. E. Brennan, CAO
Ms. D. Fraser, Chief Librarian
Ms. S. Greatrix, Clerk

Regrets:
Mr. M. Villeneuve, Treasurer

1.    Call to Order

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

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

Mary Rose nominated Councillor Wilson for the position of Chair.

There being no other nominations for the position, the Clerk declared Councillor Wilson Chair of the Orangeville Public Library Board by acclamation.

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

Councillor Wilson nominated Bill Rea for the position of Vice-Chair.

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

Councillor Wilson assumed the Chair.    (Time:  5:04 p.m.)

3.    Declarations of Conflict of Interest    None.

4.    Approval of Agenda

18.01    Moved by Patrick Neely
Seconded by Janice Kidd

That the agenda of January 24, 2018, be approved.
Carried.

5.    Adoption of the Previous Library Board Meeting Minutes

18.02    Moved by Councillor Bradley
Seconded by Bill Rea

That the minutes of the regular Library Board meeting held on December 13, 2017, be adopted.

Carried.

6.    Information Items 

a.    Management Team Report (January 2018)
b.    Incident Report (December 2017)
c.    Correspondence i Thank you note from the Wilson family 

18.03    Moved by Patrick Neely
Seconded by Bill Read

That the information items as listed be received.

Carried.
7.    Reports

a.    Report # 18-01 Strategic Direction and Service Priorities for 2018

Councillor Wilson requested that the next agenda include an item for general discussion of a County-wide library system

18.04    Moved by Bill Rea
Seconded by Councillor Bradley

That report # 18-01, dated January 24, 2018, with respect to Strategic Direction and Service Priorities for 2018, be received; 

And that the 2018 Annual Work Plan attached to the report as Appendix A be adopted.

Carried.

b.    Report # 18-02 Review of Advocacy Policy

18.05    Moved by Rick Brown
Seconded by Patrick Neely

That report # 18-02, dated January 24, 2018, with respect to a review of the Advocacy Policy, be received; 

And that the Advocacy Policy dated January 24, 2018 attached to the report as Appendix A be adopted.
Carried.

8.    Municipal Update – Councillor Sylvia Bradley and Councillor Scott Wilson

Councillor Bradley advised that the Town and Orangeville Sustainability Action Team were successful in obtaining additional Provincial funding for bike routes.

9.    Comments and Announcements

Ms. Fraser provided the following updates:
1.    Recruiting for a permanent part-time PSA - internal posting closes today
2.    OLA Conference next week
a.    Full time staff - Wednesday to Friday
b.    All staff - both branches closed - GLAD day - Friday, Feb 2
3.    Immersed in data migration piece of the conversion to new ILS and consortium - labour intensive right now. Current go live day is April 1st, may need to close the library for a few days - considering the 4 days following Easter.
4.    Noise complaint at Mill St library on Twitter… through the Mayor
5.    Saturday, January 27th  is Family Literacy day - news release
6.    Deb Vatanen off for the month of February
7.    Family Day in February - Mill Street closed for the entire weekend, Alder open and library will participate in Family Day activities at Alder on the Monday.

10.    Adjournment

18.06    Moved by Bill Rea
Seconded by Patrick Neely

That the meeting adjourn.    (Time:  6:30 p.m.)
___________________________    ________________________________
Scott Wilson, Chair        Susan Greatrix, Clerk

Next Meeting:    Wednesday, February 28, 2018, 5 pm, 1 Mill Street