BIBLIOTHEQUE PUBLIQUE D'IROQUOIS FALLS PUBLIC LIBRARY BOARD MEETING Monday, November 14'h, 10:00 a.m.

Transcription

1 BIBLIOTHEQUE PUBLIQUE D'IROQUOIS FALLS PUBLIC LIBRARY BOARD MEETING Monday, November 14'h, 10:00 a.m. AGENDA: 1. Conflict of Interest 2. Approval of Agenda Motion 3. Minutes from October meeting 4. from the minutes 5. Correspondence 6. Financial Report 7. Committee Report Planning, Policy & Personnel- Sick Leave Policy Finance- Janitor position Property Public Relations CEO's Report New Business Date for next meeting FILE CODE: _ COPIED TO: COUNcrLC:J DEPT. HEADS c::::j DEC ACTION FIlED CCafRCD DEPT. HEAOSo """""'ro, Jl... 5' (, Ie Look at your calendar to decide on a December meeting date. REMINDER: Please call Lina if you cannot attend.

2 MINUTES OF THE BIBLIOTHEQUE PUBLIQUE D'IROQUOIS FALLS PUBLIC LIBRARY BOARD MEETING Tut!!iday, October ISIl, 2016 at 1:00 p.m. ATTENDING: Rozanne Charette Shirley Beatoll Linda Harkins Debra Tremblay Lina Joseph ABSENT: Patricia ToJfolo Betty-Lou Purdon Kathryn Allan "'1oved by: Shirley Beaton Seconded by: Ro:anne Charette That the Agenda for the month of October 2016 meeting be approved. Seconded by: Shirley Beaton That the minutes for the month of September 2016 be accepted Ql' presented. "'Ioved by: Ro:anne Charette Seconded by: Debra Tremblay That the financial statements for the month of September 2016 he accepted as presented. Moved by: Ro:anne Charette Seconded by: Shirley Beaton That the CEO 's report dated October 2016 be accepted as presented. Seconded by: Shirley Beaton That the CEO attend tlte ou conference in Toronto February 1-4, Seconded by: Debra Tremblay That the snow removal increase from S to S per month from November 2016 till March Moved by: Shirley Beaton That the meeting be adjourned at 2.50 p.m. Meeting started at 1:30pm.

3 MINUTES OF THE BIBLIOTHEQUE PUBLIQUE D'IROQUOIS FALLS PUBLIC LIBRARY BOARD MEETING Wednesday, September 14 th, 2016 at 1:00 p.m. ATTENDING: ABSENT: Patricia ToJJolo Betty-Lou Purdon Kathryn Allan Rozanne Charette Shirley Beaton Linda Harkins Lina Joseph Debra Tremblay Moved by: Shirley Beaton Seconded by: Kathryn Allan That the Agenda for the month of September 2016 meeting be approved. Moved by: Linda Harkins That the minutes/or the month of August 1016 be accepted as presented. Moved by: Linda Harkins Seconded by: Shirley Beaton That effective October r', 2016 the hours o/work/or the assistant librarian be Tuesday, Thursday and Friday from 11:30am. to 4:30pm., Wednesday from 3:30pm to 8:30pm. and Saturday from 1:30pm. to 4:30pm. Seconded by: Kathryn Allan That the financial statements for the month of August 2016 be accepted as presented. Moved by: Shirley Beaton That the CEO's report dated September 2016 be accepted as presented Moved by: Linda Harkins That the meeting be adjourned at 2:30 p.m.

4 BUSiNESS ARISING FROM MINUTES: The Board will have to reduce the Caretaker/Janitor hours to just cleaning and have the Town do the maintenance of their building. Personnel mel and discussed policies. BUSiNESS ARISING FROM FINANCIAL: Approximately 516, left in RBC account Pay equity might be received by end of December Budgeted S for fines based on year Students payroll included 4% vacation pay. Assistant librarian received two cheques 0/ vacation pay, one for her regular payroll and one for her vacation owed (6% on amount of salary owed from January till June). GIC to take out in October. BUSINESS ARISING FROM COMMITTEE REPORT: FINANCE: Furnace maintenance will be done in October and invoice will be sent to the Town Hall In the winter months, the rooftop furnace doesn't provide enough heat when it is windy and -30 therefore, an option is to close the library instead of turning Oil the electrical baseboards to save 011 the heating. PLANNING, POLICY AND PERSONNEL: Volunteers can have CPIC done at CEO's discretion, young people under 18 years of age under the Young O/fellder's Act does not have to provide a CPIC. Policy changed for staff to take 15 millutes break every three hours. Relook at Sick Leave policy. New hoursfor Wednesday's will be 9:30 am. - 8:30 pm. Assistant Library will come in from 3:30 pm till 8:30 pm instead of her regular day shift hours. Statistics are going to be keptfor the Wednesday nights and Saturday afternoom. PUBLIC RELA TlONS: Library advertising is done on Social Media~ posters, and the local paper. Town event site~ had a great response to the idea of Take a book, Leave a book. Huge variety of books were deleted from the system, there will be an advertisement of books for sale in the local paper and on social media. CEO REPORT: Board meetings will now be on every 3 rt1 Tuesday of the month at 1:00 pm. Think of a new Chairperson for the year Losing money on computer time, now that we are closed at night.

5 BlBLIOTHEQUE PUBLIQUE D'lROQUOlS FALLS PUBLIC LIBRARY BOARD MEETlNG Wednesday, September 11\ 1:00 p.m. AGENDA: 1. Conflict of Interest 2. Approval of Agenda Motion 3. Minutes/rom August meeting 4. from the minutes 5. Correspondence 6. Financial Report 7. Comminee Report Planning, Policy & Personnel Finance Property Public Relations 8. CEO's Report 9. New Business Next Meeting: Wednesday, October nih, at 1:00 p.m. REMINDER: Please call Lina if you cannot attend.

6 MINUTES OF THE BIBLIOTHEQUE PUBLIQUE D'IROQUOIS FALLS PUBLIC LIBRARY BOARD MEETING Wednesday, August 24'h, 2016 at 10:00 tlm. ATTENDING: Patricia T of/olo Betty-Lou Purdon Kathryn Allan Rozanne Charette Debra Tremblay Shirley Beaton Linda Harkins Lina Joseph Moved by: Shirley Beaton Seconded by: Kathryn Allan That the Agenda for the month of August 2016 meeting be approved. That the minutes/or the month of June ISh and June 23rd 2016 be accepted as presented. Seconded by: Linda Harkins That the CEO attends the OLSN conference in Sudbury on September 21 and 22, 2016 Seconded by: Rozanne Charette That the revised budget for 2016 be accepted as presented. Moved by: Shirley Beaton Seconded by: Kathryn Allan That the financial statements for the months of June and July 2016 be accepted as presented.

7 Moved by: Betty Lou Purdon Seconded by: Debra Tremblay That the CEO's report dated August 2016 be accepted as presented. Seconded by: Kathryn Allan That the Bib/iotheque publique d'iroquo;s Falls Public Library be closed between Christmas and New Year's. Moved by: Linda Harkins That the meeting be adjourned at 12:10 p.m. BUSINESS ARISING FROM MINUTES: Selling Quilt tickets in the library, cannot have lottery license because we are under the municipality. Collected S23.00 in one month, in the <lloose Change" Jar that was put at the/ront circulation desk. Chairperson spoke to the Town Council on July 11'h for the j'd time regarding different issues that are going 011 at the library with their cut in budget. She also advised the Administrator that the library will not be able to pay rentfor August and September. Building Planning Officer was here on August 2r to see what can be done regarding the back of the library step. The Board will have to see what maintenance the Caretaker/Janitor is needed for at the library or change hours to just cleaning and have the Town do the maintenance of their building. Assistant Librarian asked if she could change her hours to 9am-2pm, but the Board decided to leave the hours as they are. The two summer students were a great help and did an excellent job. It is great to have a partnership with the Iroquois Falls PreschooL BUSINESS ARISING FROM FINANCIAL: 2016 Operation and Pay Equity grant might be affected by the new budget Board will have to see ifit will be possible to hire a studentfor Saturdays. Hopefully will be able to have library open one evening per week. Library should have a survey to see what programs and hours are needed. Might be able to sell donated music CDs at $2.00 each or 2/or 53.00

8 BIBLIOTHEQUE PUBLIQUE D'IROQUOIS FALLS PUBLIC LIBRARY BOARD MEETING Wednesday, August 2lh, 10:00 a.m. AGENDA: 1. Conflict of Interest 2. Approval of Agenda Motion 3. Minutes/rom June 15 th and June 23rd meetings 4. from the minutes 5. Correspondence 6. Financial Report 7. Committee Report Planning, Policy & Personnel Finance Property Public Relations 8. CEO's Report 9. New Business Assistant Librarian would like to speak to the Board Next Meeting: Wednesday, September 14 th, at??o.m. REMINDER: Please call Lina if you cannot attend.

9 MINUTES OF THE BIBLIOTHEQUE PUBLIQUE D'IROQUOIS FALLS PUBLIC LIBRARY BOARD MEETING Wednesday, June 1S h, 2016 at 10:00 a.m. ATTENDING: Patricia ToJfolo Betty-Lou Purdon Kathryn Allan Rozanne Charette Debra 1'remblay Lina Joseph ABSENT: Shirley Beaton Linda Harkins That the Agenda/or the month of June 2016 meeting he approved. Seconded by: Kathryn Allen That the minutes for the month of May 2016 he accepted as presented. Seconded by: Debra Tremblay That the financial statements for the month of M ay be accepted as presented. That the CEO's report dated June 2016 he accepted as presented. That the meeting be adjourned at 11:45 a.m.

10 MINUTES OF THE BIBLIOTHEQUE PUBLIQUE D'IROQUOIS FALLS PUBLIC LIBRARY BOARD MEETING Thursday, June 23"', 2016 at 3:00 p,m, Special Meeting ATTENDING: ABSENT: Patricia ToJfolo Betty-Lou Purdon Kathryn Allan Rozanne Charette Debra Tremblay Shirley Beaton Linda Harkins That effective July 11, 2016 the position o/chief Executive Officer shall remain a salaried full-time position at 35 hours per work week. The CEO shall be entitled to vacation, statutory holidays and 12 days of sick leave per year as outlined in the Library Policies. The hours worked will be Monday 9:00am.-2:00pm. and Tuesday-Friday 9:00am.-4:30pm. Moved by: Betty Lou Purdon Seconded by: Kathryn Allen That effective July 11,h, 2016, the position of Assistant Librarian shall be a permanent part-time position based on a regular work week 0/23 hours. In the absence o/the CEO,/urther hours may be required and will be compensated/or at the regular hourly rate. The 23 hours worked will be Tuesday-Friday 11:30 am.-4:30pm. and Saturday 1:30 pm-4:30pm. Seconded by: Kathryn Allen That effective July 11'\ 2016 the position 0/ Library Page will no longer be a paid position. That effective July 11 th, 2016 the casual position 0/ Library Clerk will be on an on calf basis only.

11 BUSINESS ARISING FROM MINUTES: Lincoln Award- no High School student outstanding therefore won 'I bother sending names. BUSINESS ARISING FROM FINANCIAL: The janitor has changed two ballasts paid by the Library. Good idea to get an energy assessment. Discussed budget and ways to increase library's services. BUSINESS ARISING FROM COMMITTEE REPORT: FINANCE: Summer student wages will be SI1.25 per hour which ;s covered by the grant received. Library was cut back halfway through the year which means staff and hour cuts. Have to find ways to make money. Possibility of available grants was discussed. PUBLIC RELA TIONS: Put pictures in the local paper for Senior's information sessions. NEW BUSINESS: CEO was asked to leave the meeting in order for the Board members to discuss the library's and employees future.

12 NOTES from June 23 rd meeting CEO will have to contact the Pages to let them know of their position being tenninated. Board member will speak to Assistant Librarian and Clerk regarding their positions. Hours of operation for the Bibliotheque publi~ue d'iroquois Falls Public Library starting July 11',2016 Tuesday - Friday 9:30 am.- 4:30 pm. Saturday 1 :30 pm- 4:30 pm. Cost sharing with the Town of Iroquois Falls will be discussed with them. Operating and pay equity grant might be affected by the new changes in the salary for the The budget will be revised on July 6 th at 10:00 am. CEO might be able to get a lottery license for fundraising. The budget given to the library this year is reverting to 2003 where it went down 26% then.

13 BIBLIOTHEQUE PUBLIQUE D'IROQUOIS FALLS PUBLIC LIBRARY BOARD MEETING Wednesday, June 15 th, 10:00 a.m. AGENDA: 1. Conflict of Interest 2. Approval of Agenda Atlotion 3. Minutes from May meeting 4. from the minutes 5. Correspondence 6. Financial Report 7. Committee Report Planning, Policy & Personnel Finance Property Public Relations 8. CEO's Report 9. New Business Next Meeting: Wednesday, September 2rt, at 10:00 a.m. REMINDER: Please call Lina if you cannot attend. HAVE A GREAT SUMMER!!!!

14 MINUTES OF THE BIBLIOTHEQUE PUBLIQUE D'IROQUOIS FALLS PUBLIC LIBRARY BOARD MEETlNG Wednesday, May 18'h, 2016 at 10:00 a.m. ATTENDTNG: Patricia Toffolo Betty-Lou Purdon Kathryn Allan Rozanne Charette Debra Tremblay Lina Joseph ABSENT: Shirley Beaton Linda Harkins 16-/ /8 That the Agendajor the month 0/ May 2016 meeting be approved. That the minutes/or the month 0/ March 2016 be accepted as presented. That the financial 31atementsfor the month of March and April 2016 be accepted as presented. Seconded by: Kathryn Allan That the CEO's report dated May 2016 be accepted as presented. That the meeting be adjourned at 11:10 a.m.

15 BUSINESS ARISING FROM MINUTES: Water problem in the basement is still ongoing. Should get results by May ls11 regarding the Sarah Badgley's $ grant BUSINESS ARISING FROM CORRESPONDENCE: It would cost $ per year to receive a movie license/or movie showings. Lincoln Alexander A ward- Kathryn will/ollow up with the High School students. Senior One on One Information Sessions will be given in June and October. BUSINESS ARISING FROM FINANCIAL: Heat and Hydro is high. When it is very windy or very cold the rooffurnace does not work well and the staff sometime have to turn the electrical heat on. Library has a programmable heat/cool thermostat, - outside lights are on a timer, - lights in the Teen dept stay on at night, -no switch to turn of/the basement hallway light, therefore, that light ~ tays on. Betty Lou will look into a building assessment to see where the cold air is lost. BUSINESS ARISING FROM COMMITTEE REPORT: FINANCE: Summer student wages will remain at $12.00lhr. Non-resident fee per year is $20.00, temporary resident fee is $5.00 per month. PUBLIC RELATIONS: Put pictures in the local paper for Senior's info. sessions. NEW BUSINESS: Since there are two students this year the CEO added YJ hour to the morning programs and added a Friday afternoon program. Pre~ chool is closed for the summer.