Minutes of Orangeville Public Library Board

The Corporation of the Town of Orangeville

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The Corporation of the Town of Orangeville
Members Present:
  • S. Marks
  • Councillor J. Andrews
  • Councillor T. Prendergast
  • J. Demczur
  • P. LeBlanc
  • B. Rea
  • D. Waugh (remote)
Staff Present:
  • D. Fraser, CEO
  • J. Moule, Administrative Assistant
  • K. Carson, Librarian Collection and Systems
  • H. Savage, General Manager, Community Services
  • M. Jhajj, Deputy Treasurer
  • R. Medeiros, Financial Analyst, Operations

1.
Call to Order

 

Chair S. Marks called the meeting to order at 5:03 p.m. and noted a change to the agenda.  Section 4 – Presentation, Friends of the Orangeville Public Library.  No objections noted.

2.
Disclosures of (Direct or Indirect) Pecuniary Interest

 

None.

3.
Adoption of Minutes of Previous Meeting

 
  • Recommendation:2023-011
    Moved byB. Rea
    Seconded byCouncillor J. Andrews

    That the minutes of the March 22, 2023, meeting be approved as amended.

    Carried

4.
Presentations

 

Jane Lightle, Chair to the Friends of the Orangeville Public Library addressed the board and provided a brief introduction to the Friends group explaining the purpose and events delivered.

  • Strong core group of active members, total membership is much larger.
  • Fundraising to enhance library services (book, bake and plant sales).
  • Multiple levels of support to the annual Battle of the Books (reading and crafting questions, financial support, giving assistance the day of).

In closing J. Lightle expressed their gratitude for the token of appreciation received from the board last term.

Chair Marks thanked J. Lightle her for her leadership, and the valuable role all Friends play in enhancing library services.

5.
Information Items

 
  • Recommendation:2023-012
    Moved byB. Rea
    Seconded byCouncillor T. Prendergast

    That the information items be received;

    And staff proceed with Board events as directed.

    Carried

6.
Staff Reports

 

6.1
Report 23-04 Policy Review Plan 2023 – 2026 Term

 
  • Recommendation:2023-013
    Moved byCouncillor J. Andrews
    Seconded byB. Rea

    That report 23-04, dated April 26, 2023, with respect to the Policy Review Plan, be received;

    And that the Policy Review Plan dated April 26, 2023 be adopted.

    Carried

6.2
Report 23-05 Building Reserve Fund

 
  • Recommendation:2023-014
    Moved byB. Rea
    Seconded byP. LeBlanc

    That report 23-05, dated April 26, 2023, with respect to the Library Building Reserve, be received;

    And that the board approve the allocation of funds from the Library Building Reserve to cover the additional costs outside the contract for the renovation of 1 Mill Street:

    • additional flooring to a maximum of $ 27,000
    • artistic branding to a maximum of $ 25,000

    subject to final approval by Council.

    Carried

6.3
Report 23-06 Revisions to By-Laws

 
  • Recommendation:2023-015
    Moved byCouncillor J. Andrews
    Seconded byCouncillor T. Prendergast

    That report 23-06, dated April 26, 2023, with respect to the Procedure By-law Review, be received;

    And that the Procedure By-law dated May 26, 2021 be repealed; 

    And that the Procedure By-law dated April 26, 2023 attached to the report as Appendix A, be adopted. 

    And that the 2023-2024 regular board meeting schedule be implemented as follows: 

        2023 Meeting Schedule:              2024 Meeting Schedule:

    1. Mar 22                                      1. Feb 28
    2. Apr 26                                       2. Apr 24
    3. May 24                                      3. May 22
    4. Jun 28                                       4. Jun 28
    5. Sep 27                                      5. Sep 25
    6. Oct 25                                       6. Oct 23
    7. Nov 22                                      7. Nov 27
    Carried

6.4
Report 23-07 Update on 2023 Capital Budget

 
  • Recommendation:2023-016
    Moved byCouncillor J. Andrews
    Seconded byCouncillor T. Prendergast

    That report 23-07, dated April 26, 2023, with respect to the Update on 2023 Capital Budget, be received;

    And that the board approve the allocation of an amount not greater than one third of the cost of the study to a maximum of $ 75,000 from the Library Building Reserve; subject to final approval by council.

    Carried

7.
Correspondence

 

None.

8.
New Business

 

Springwater Public Library postponed Drag Storytime due to 'safety concerns', the library is requesting letters of support be forwarded to info-library@springwater.ca.  The board directed staff to submit a letter of support as requested.

Orangeville library will be apart of Celebrate Your Awesome event in June.  Both the Human Library will return and Drag Storytime.  Staff are working with the event committee to find the best time and location to facilitate these programs.  With the location of the event at Alexandra park and the closure of Mill library staff are facing some challenges.

9.
Date of Next Meeting

 

The next meeting is scheduled for Wednesday May 24, 2023.

10.
Adjournment

 

Meeting adjourned at 6:57 p.m.

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