Fort Erie Public Library Regular Board Meeting Centennial Branch Boardroom Minutes March 18, 2008

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1 Fort Erie Public Library Regular Board Meeting Centennial Branch Boardroom Minutes March 18, 2008 UNAPPROVED BOARD MEMBERS PRESENT Sandy Annunziata Jeff Eggleton Mary Hesser George McDermott Andrew Porteus Barbara Ruegg Katy Thompson BOARD MEMBERS ABSENT Gina Delle Rose Sandra Flake STAFF PRESENT Gord Thomson, C.E.O. Maria Brigantino, Business Administrator DELEGATIONS PRESENT None Audience - Number of People in Attendance: GUESTS PRESENT The meeting was brought to order by the Chair at approximately 5:55 p.m. 1. APPROVAL OF AGENDA Moved by George McDermott and seconded by Jeff Eggleton that the Agenda of the March 18, 2008, Regular Board Meeting be approved as presented. 2. DECLARATION OF CONFLICT OF INTEREST None Declared. 3. DELEGATIONS None.

2 March 18, 2008 Minutes of the Regular Board Meeting Unapproved 2 4. APPROVAL OF MINUTES Moved by Barb Ruegg and seconded by Jeff Eggleton that the unapproved minutes of the February 19, 2008, Regular Board Meeting be approved as presented. 5. BUSINESS ARISING FROM PREVIOUS MEETING 5.1 OLBA Leadership by Design: Chair The OLBA Leadership by Design Cut to the Chase quick reference guide for Ontario public library trustees was distributed to Board members. The Chair requested that Board members review the information contained in the reference guide, visit the OLBA website to further research the information and come prepared for the next Board meeting to engage in meaningful discussion on Library Board governance. The Chair requested that any questions Board members have pertaining to the Leadership by Design should be submitted to the Business Administrator well in advance of the next Board meeting so that answers to questions can be obtained before the meeting. 6. CORRESPONDENCE 6.1 Incoming & Outgoing Correspondence The Board reviewed the list of incoming and outgoing correspondence for the period February/March. There was no business arising from the correspondence Moved by George McDermott and seconded by Jeff Eggleton that the Incoming and Outgoing Correspondence as listed for February/ March, 2008, be accepted. 7. ACTIVITY REPORTS 7.1 Library Activity Report # CEOACT: A copy of Report # CEOACT was circulated to Board members for information. Business arising from this report: Discussion ensued with respect to the design of the public washroom renovation project as it pertained to accessibility issues. It was determined that there will be a mandatory site visit that will form a part of the tender document.

3 March 18, 2008 Minutes of the Regular Board Meeting Unapproved 3 The CEO brought forward a matter for Board discussion regarding its position on the rental of the Library s meeting rooms on an extended and/or permanent basis to only one organization and/or group. It was the consensus of the Board that as our meeting room policy states that In keeping with the Library Statement of Purpose, the Board shall give priority to Library programs to use the Library s meeting room facilities and other Library administrative requirements. All other meeting room bookings will be taken on an as available, first-come, first-served basis the Library should not commit to the rental of its meeting rooms on an extended and/or permanent basis since the room is be needed for various Library programs and other community uses throughout the year Moved by Sandy Annunziata and seconded by Jeff Egleton that the #CEOACT , March 18, 2008, be accepted. 8. FINANCIAL REPORTS 8.1 Confirmation of Accounts Paid Moved by George McDermott and seconded by Barbara Ruegg that the Operating accounts paid from February 1 to February 29, 2008 in the amount of $128, be accepted. The accounts include two payroll runs and one Receiver General remittance during the month of February. 9. NEW BUSINESS 9.1 Friends of the Library Dissolution: Report # CEO At the September, 2007 Board meeting it was reported that the Canada Revenue Agency opened a Corporate Income Tax account in the name of the (defunct) Friends of the Fort Erie Public Library. This Not for Profit Corporation was established in 1987 in order to facilitate the fundraising activities for the Crystal Ridge Library building project and has been inactive ever since. The registration with the Province as a Corporation was maintained over the years and a bank account left open, however, a Friends of the Library group or corporation ceased to operate as a functional entity since that time. In consultation with the Library s Auditors it was agreed that the Corporation should be dissolved. The Library has now received a Dissolution Order from the Ministry of Government Services dissolving the Friends as a corporation. This dissolution will be forwarded to the Canada Revenue Agency along with our final Registered Charity returns to absolve the Library of future liability. It was determined that the residual funds in that account would be transferred to the Fort Erie Public Library Board Trust Fund.

4 March 18, 2008 Minutes of the Regular Board Meeting Unapproved Moved by Mary Hesser and seconded by Katy Thompson that the Fort Erie Public Library Board approve the closure of the Friends bank account and further That the residual funds in the account be placed in the Fort Erie Public Library Trust Fund. 9.2 Kid s Quest Program: Future Funding: Report # CEO The Library Board was presented with a report which outlined the financial program and funders of the Kid s Quest After School Program from its inception in 2004 to the present. The purpose of the report was to present the financial position of the program projected to the end of the school year and to identify the financial challenge for the Library in the school year to secure sufficient funding to continue operating the program at two branches. Further to this, discussion ensued with respect to sustaining the program for the school year and beyond; researching possible grants and organizations that support this type of program; and exploring local corporations that can be approached for sponsorship of the Kid s Quest Program. It was agreed that staff begin researching all possibilities, and that any solicitation letters or applications for funding would be signed by the Board Chair. The Chair indicated that the Board fundraising committee members would become involved in the fundraising effort as the Library moves forward in this quest for funding of the after school program Moved by Barbara Ruegg and seconded by Katy Thompson that the Fort Erie Public Library Board receive Report #CEO Kid s Quest Program Future Funding and further That the Fort Erie Public Library Board endorses staff fundraising initiatives to sustain the Kid s Quest After School Program into the school year and beyond. 10. POLICY & BY-LAWS None.

5 March 18, 2008 Minutes of the Regular Board Meeting Unapproved ENQUIRIES BY MEMBERS In preparation for the Volunteer Fair, Board members who would like to be present during the Fair will make a commitment of time at the next Board meeting. Suggestions were made with respect to some possible promotional items and information that would be available at the Library Booth during the Fair such as meeting room information and the new library card and key tags. 12. MEETINGS 12.1 The Regular Board Meeting will be held on April 15, 2008 at 6:00 p.m. in the Board Room at the Centennial Branch of the Library. 13. CLOSED SESSION Moved by George McDermott and seconded by Barb Ruegg that the Fort Erie Public Library Board does now go into closed session to discuss the following: Legal Matters: Collective Agreement: Letter of Understanding & Extended Health Benefits Moved by Barb Ruegg and seconded by Katy Thompson that the Fort Erie Public Library Board does now rise from Closed Session with a report Moved by Mary Hesser and seconded by Andrew Porteus that the Fort Erie Public Library approve the Letter of Understanding with CUPE Local 2023 to allow the Systems Administrator position to be removed from the Bargaining Unit at a future date, if the Employer chooses to exercise the option. 14. ADJOURNMENT On a motion from Barb Ruegg the meeting was adjourned at approximately 7:50 p.m. The undersigned have reviewed the unapproved minutes of the March 18, 2008, Regular Board Meeting in preparation for distribution to the Council of the Town of Fort Erie. Andrew Porteus, Chair Gord Thomson CEO

6 March 18, 2008 Minutes of the Regular Board Meeting Unapproved 6 Mn doc

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