Cochrane Public Library
Board Meeting Minutes
June 2017
Meeting of the Cochrane Public Library Board held on June 29th, 2017
______
1. OPENING PROCEDURES:
a) The meeting was called to order at 6:04 p.m.
b) Present:
Chantal Chenier Chair
Devon Prevost Vice Chair
Kathy Johnson Trustee
Valerie Chapleau Trustee
Elizabeth Harden Trustee
Christina Blazecka CEO, Secretary, Treasurer
c) Remarks from Chair: Welcome, everyone! Last meeting before the break. Wishing you all a great summer.
2. AGENDA:
(a) Additions: NB f) Resignation letter from casual
Deletions: None
Modifications: None
(b) Conflict of Interest: None
(c) Acceptance of Agenda as amended:
Move: D. Prevost Seconded: K. Johnson CARRIED: Yes
3. COMMENTS/PRESENTATIONS FROM THE PUBLIC: None
4. STANDING ITEMS/BUSINESS ARISING FROM THE MINUTES:
(a) Approval of minutes for the May 31st, 2017 meeting
Move: K. Johnson Seconded: E. Hardin CARRIED: Yes
(b) Business arising from the previous minutes:
i) Graduation Bursary Presentations – Have been made to candidates from both high schools.
ii) Signage Project – Electronic version of the signage has been sent to the board for review. Books will be displayed according to categories, similar to a book store lay out.
iii) TD Summer Reading Program – Mary Ann has completed 17 sessions in preparation for this year’s summer reading program. Morning sessions are for younger children and afternoons for the older children. Wednesdays are the “drop in” days. Some activities are Canada 150 related to celebrate Canada’s big milestone.
iv) Summer Yard Sale – Donations have started to roll in for the upcoming yard sale on July 28th and 29th.
Library Board Meeting June 29th, 2017
(c) Policy Review
1) Circulation Policy – Tablet and e-Reader Lending Policy sent to the board for proof reading so it can be put into action.
Motion 2017- 2017-04 to accept the amended Tablet and e-Reader Lending policy as presented.
Move: V. Chapleau Seconded: K Johnson CARRIED: Yes
(d) Librarian’s Report – May 2017 – Reviewed and discussed. The online resources are reported quarterly so these stats were reviewed. E-resources are being highlighted in our newsletters and on social media. 2,576 patrons came through our doors for the month of May.
(e) OH&S Report – May 2017 – Reviewed and noted. Christina has reminded staff of the employee concern forms that should be used to bring any issues to her attention.
(f) Financial Reports – May 2017
● Treasurer’s Report – Reviewed and noted. The Cochrane Art Club notation is for the 10% commission fee for an art class held here.
● Library Financial Summary – Reviewed and noted.
● Invoices Review – Reviewed and signed.
(g) Committee Reports:
Financial Committee: Nothing to report.
HR Committee: Performance Reviews – Ongoing and going well.
Gallery Ad Hoc Committee: Nothing to report.
Archives Ad Hoc Committee: Next meeting will be in September.
(h) Motions Passed Electronically: None.
5. NEW BUSINESS:
a) Bondy’s Photocopier vs. Board Table Repair – The library has an opportunity to acquire a gently used commercial multi-functional unit at a sensational price. This piece of equipment will allow us to move our current photocopy machine down to the archives room for use there. The Kapuskasing Office Pro are willing to repair our board table free of charge so long as we reciprocate with office supply orders. Christina will canvass locally to see if a service contract is possible for our copiers.
Motion 2017-05 To purchase the 2012 multi-functional photocopier from Bondy’s Stationary for approximately $800.00.
Move: D. Prevost Seconded: E. Hardin CARRIED: Yes
b) Archives Newspaper to Acquire – The library was invited to view the newspaper collection of the late Michael Palangio. The library may be able to acquire some of these papers to fill pockets of time that are missing from our archival collection. A letter will be sent to the family members expressing our interest in acquiring the collection.
c) Lion’s Club Funding Received – We received the Lions Clubs donation of $2,000.00 with an additional $150.00 in recognition of Canada’s 150th birthday. A large sized stuffed moose was purchased with the extra funding to be raffled off at the end of the TD Summer Reading Program.
Library Board Meeting June 29th, 2017
d) GIC Renewal – Another one up for renewal in September.
e) Puppet Theatre – Toy box makeover will be made into a puppet theatre.
f) Resignation Letter – One of our casual employees, Adrianne Nye, has resigned from her Casual Clerk position as they are moving out West.
6. CORRESPONDENCE (IN):
a) Ministry of Citizenship & Immigration – Ontario Medal for Good Citizenship
b) Minister of Senior Affairs – June Senior’s Month Celebrations
c) Ministry of Citizenship & Immigration – Lincoln M. Alexander Award
d) Forest of Reading (e-mail) – Thank you for being part of the 2017 Forest of Reading Program.
CORRESPONDENCE (OUT):
a) Lion’s Club Funding Request Letter – TD Summer Reading Program
7. IN-CAMERA: Employee Concern Report
Time in: 7:29 p.m.
OUT-OF CAMERA:
Time out: 7:42 p.m.
8. FUTURE AGENDA / DISCUSSION ITEMS:
9. NEXT MEETING: Wednesday September 20th, 2017 6:00 p.m. to 8:00 p.m.
10. ADJOURNMENT: Meeting was adjourned at 7:44 p.m.
Move: D. Prevost Seconded: K. Johnson CARRIED: Yes
2017 Meeting Dates: Wednesdays Jan. 25th, Feb. 22nd, March 22nd, April 26th, May 24th, June 29th, July OFF, August OFF, Sept. 20th, Oct. 25th, Nov. 22nd, Dec. 20th, Jan. 24th, 2018
Signed: ______Date: ______
Chantal Chenier, Chairperson
Signed: ______Date: ______
Christina Noël-Blazecka, CEO/Secretary/Treasurer