TOWN OF PELHAM PUBLIC LIBRARY LIBRARY BOARD MEETING MINUTES
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1 OUR MISSION: The mission of the Town of Pelham Public Library is to engage, encourage and enrich our community in its pursuit of life-time learning as the cultural and informational heart of Pelham. MINUTES OF NOVEMBER 23, 2016 Location: Pelham Public Library, Fonthill Branch, Festival Room, 43 Pelham Town Square, Fonthill, Ontario Present: Staff: Regrets: Tim Wright (Chair), Joe Bouchard (Vice Chair), Beth Best, Anne Marie Cargnelli, Greg Lewis, Gwendoline MacDougall, Lissa Murray Kirk Weaver (CEO), Amy Guilmette (Deputy CEO), Jennifer Fulop (minutes) Councillor Gary Accursi (late), Donald Brown 1. Call to Order The meeting was called to order by T. Wright at 4:30 p.m. 2. Approval of the Agenda Moved by G. MacDougall, seconded by J. Bouchard THAT the agenda for the meeting of November 23, 2016 be approved with the addition of item 9.4 Pelham Art Festival Committee Discussion and THAT the reports and correspondence listed on the agenda be received for discussion/action. CARRIED. 3. Conflict of Interest Declarations None declared 4. Pelham Art Festival Volunteer Opportunities Heidi TeBrake informed Board members of the volunteer opportunities with the Pelham Art Festival. The committee works all year round to fund community art projects and the Pelham Public Library. The Pelham Art Festival Committee is looking for a library board representative to sit on the committee. Meetings run once a month on Monday evenings from 7-9 p.m. More information on the Pelham Art Festival is available on their website 5. Approval of the Minutes 5.1 Minutes of the Library Board Meeting of October 26, 2016 Moved by G. Lewis, seconded by A Cargnelli
2 That the minutes of the Library Board meeting of October 26 th, 2016 be approved with the amendment that the word differ under item 8.1 be changed to defer. CARRIED. 6. Library Reports 6.1 November Library Activity Report & Statistics/Management Report K. Weaver updated the Library Board on the progress of the new Maple Acre facility. Senior staff and the Maple Acre Advisory Committee where given a tour of the new facility. The Library is preparing to take occupancy on December 28 th The target opening to the public is January 23 rd, Staff will arrange to extend temporary service at the Fenwick Fire Station until the opening of the new branch. K. Weaver will look into a giving a Board tour once the library gains occupancy in late December. A new phone system will be installed in Fonthill in early January. This will allow calls to be transferred between both branches. A ribbon cutting subcommittee was established to plan a formal ribbon cutting ceremony for the new Maple Acre facility. The committee will consist of Joe Bouchard, Gwendoline MacDougall, and Anne Marie Cargnelli. K. Weaver will reach out to Sue Kicul regarding input from the Maple Acre Friends. In keeping with the service recognition policy, in celebration of the Holiday season, staff members will be provided with gift cards from the Board. The Planning and Policy Committee will review this practice when it comes up for evaluation in their policy review schedule. 6.2 Report from Personnel Committee meeting of November 16 No new items to report 7. Finances 7.1 October 31, 2016 Consolidation Financial Report The 2016 operating budget remains on track. It is anticipated that there will be a small surplus for the end of the year. 7.2 October 2016 Charitable Account Summary The library has reached $33,000 of the $50,000 goal for Maple Acre furnishings by the end of October.
3 The Pelham Historical Society recently donated a cheque for $1000 and the Maple Acre Craft Show will bring in more funds. All proceeds from the library book sale and Christmas basket sales will be designated to the Maple Acre fund until the end of the year. 7.3 Summary of Maple Acre Furnishing Commitments The library has committed $75, in furnishings for the new Maple Acre Facility to date. An itemized list of these furnishings was provided to the Board. 8. Reports 8.1 Councillor s Report No report 8.2 Maple Acre Friends Report (B. Best) B. Best reported that the Christmas in the Country Maple Acre Friends Craft Sale will take place on November 25 th and 26 th inside the Fenwick Fire Station. Proceeds will go towards the new Maple Acre facility. There will be beef on a bun, homemade cabbage roll soup, hot dogs, grilled cheese, hot apple cider and delicious sweet treats. 8.3 Town of Pelham Seniors Advisory Committee (G. MacDougall) G. MacDougall updated the Library Board on the senior cafes at Sobeys, the committee s budget presentation to Town Council, and plans for another seniors forum in the spring. 8.4 Maple Acre Advisory Committee (J. Bouchard and T. Wright) J. Bouchard and T. Wright updated the library Board on the Maple Acre Advisory Committee s site tour of the new Maple Acre facility. 9. New and Other Business 9.1 Draft Strategic Plan A. Cargnelli presented a document with contributions to the original draft strategic plan. After discussing the two documents, it was moved by J. Bouchard, seconded by G. Lewis
4 That the Pelham Public Library Board direct the CEO to blend both documents into one Strategic Plan draft. The CEO will highlight a 2017 action plan along with key priorities for years 2, 3, and Service Hours at Maple Acre The Library Board discussed options for distribution of service hours at Maple Acre. The Library Board directed management to implement a scheduling model at their own discretion based on the feedback from the Board. A review of these service hours will take place at the end of 2017 to access actual usage data. 9.3 Endowment Fund Moved by J. Bouchard, seconded by B. Best That the Pelham Public Library Board authorize the Library CEO to transfer $5,000 of unallocated charitable funding to the Pelham Public Library Endowment Fund. CARRIED. 9.4 Pelham Art Festival Representative Moved by G. MacDougall, seconded by B. Best That the Pelham Public Library Board elect an official Library Board representative to sit on the Pelham Art Festival Committee. This yearly position will be elected during the first regularly scheduled Board meeting of the year. CARRIED. 10. Items for Information 10.1 OLA Super Conference The OLA Super Conference will be taking place February 1-4, Board members will contact K. Weaver to register for any sessions. 11. Meetings Next Library Board Meeting: January 25, :30 p.m., Festival Room, Fonthill 12. Closed Session Moved by J. Bouchard, seconded by L. Murray That the Pelham Public Library Board move into a closed session for reasons permitted under the Public Libraries Act RE: discussion of matters about an identifiable individual RE: 2016 CEO Performance Evaluation. CARRIED. Moved by L. Murray, seconded by B. Best That the Pelham Public Library Board rise out of the closed session without report. CARRIED.
5 13. Adjournment Moved by G. MacDougall, seconded by A. Cargnelli That the Library Board meeting of November 23, 2016 be adjourned at 6:30 p.m. CARRIED. The foregoing minutes were approved by the Town of Pelham Public Library Board on (date) Kirk Weaver, Secretary Tim Wright, Chair
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