MINUTES PORT HOPE PUBLIC LIBRARY BOARD MEETING Mary J. Benson Branch December 16, 2015 at 5:30 PM

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1 MINUTES PORT HOPE PUBLIC LIBRARY BOARD MEETING Mary J. Benson Branch December 16, 2015 at 5:30 PM Board Members Present: Jan Hill, Trustee/Vice-Chair; Greg Burns, Trustee/Councillor; Kathy Dennis, Trustee; Michael Young, Trustee Regrets: Katherine McHarg, Trustee; Shannon Oliver, Trustee Staff Present: Margaret Scott, CEO; Alison Houston, Deputy Chief Librarian; Lori Altman, Recording Secretary; Daphne Grandfield; Alexandra Byers Guests: Stephanie McKenzie; Bruce Bowden J. Hill called the meeting to order at 5:30 p.m. 1. Introductory Remarks 1.1 Focus items for this meeting Budget and Committee Reports 1.2 Declaration of Conflict of Interest None 2. Approval of Agenda December 16, 2015 Moved by G. Burns Seconded by K. Dennis That the Agenda be approved. 3. Consent Agenda 3.1 Approval of November 11, 2015 PHPL Board meeting minutes (draft) 3.2/ Performance measurement statistics Error in the Internet statistics to be corrected 3.3 What's On (November/December 2015) - available online at 1

2 3.4 December 2015 items of interest Moved by G. Burns Seconded by K. Dennis That the consent agenda be accepted subject to a correction to the November 2015 Internet figures in the Performance Statistics. 4. Items for Discussion/Decision 4.1 Staff Report 4.2 CEO Report 4.3 Farley Mowat Working Group Report Celebration to take place Thanksgiving Weekend Highlights include a visit from Scottish stone masons and a public parade. The Library will be a main venue for scheduled events. 4.4 Municipality of Port Hope Community Planning Working Group Draft plan to be created and then brought forward for public comment and input 4.5 Municipality of Port Hope Annual Advisory Committee Report This annual report which identifies successes of the current year and objectives for the next year Port Hope Public Library Board objectives for 2016 include: o Farley Mowat celebration o Fundraising o IT/website upgrades 2015 successes included: o Met MPH 0% budget requirement without affecting service or staffing hours o Excellent staff programming o Complete updating of all computer software o CUPE collective agreement (2 years) 4.6 Library e resource provincial funding Letter to be sent to the Minister of Ministry of Tourism, Culture and Sport opposing loss of funding for electronic databases Moved by M. Young Seconded by J. Hill That the Port Hope Library Board respectfully requests that funding for an essential core of e-resources be restored to all Ontario public libraries in recognition of the importance of equitable access for disadvantaged populations and for those in small, medium and rural/remote library service areas. While we respect the goal of deficit reduction and the protection of some of our other sources for funding we feel that provincial funding of public libraries has not kept pace with population growth and 2

3 development across Ontario for a service that supports community hubs, culture and learning. 4.7 Financial Update as of November 30, Debit service at Mary J. Benson Branch Moved by G. Burns Seconded by J. Hill That the CEO be authorized to confirm the extension of the Moneris contract for the debit machine and related service with no changes to the current schedule of service fees for the period of January 1- December 31, Port Hope Public Library and 2015 deferred revenue Moved by J. Hill Seconded by K. Dennis That the Port Hope Public Library Board confirm that $50,000 of the 2015 Becker bequest has been designated for future projects beyond December 31, 2015 recognizing that it will appear as revenue for 2016 and further that Municipality of Port Hope Finance staff be authorized to transfer this sum to deferred revenue for the year / draft Port Hope Public Library operating budget Draft 2016 budget. The target of 1.2% has been established as the guideline for all 2016 Municipality of Port Hope budgets. A special budget meeting was set for January 7, 2016 to consider the Library s draft budget. 4.9 SOLS Trustee Council report and appointment to the Trustee Council K. Dennis attended the SOLS trustee Council meeting at Uxbridge Library Reports of the 2015/2016 SOLS operational plan, FOPL and OLA Next meeting will be held in April 2016 at the Courtice Branch of Clarington Public Library Moved J. Hill Seconded by M. Young That Kathy Dennis, Acting Vice-chair, be appointed as the Port Hope Public Library Board s representative to the SOLS Trustee Council Ontario Library Association Conference January 27-30, 2016 (Board member Kathy Dennis will attend the conference) 4.11 Date/time of January 2016 meeting January 13 meeting will follow the established 2015 schedule 3

4 Discussion regarding the 2016 meeting schedule will be discussed at the first meeting 4.12 Municipality of Port Hope Council report Council approved the request for an increase of Library Board members from seven to nine at the January 5, 2016 Committee of the Whole meeting Professional Development The Legislation Presentation deferred until January meeting 5. Exploration/Board Development 5.1 Community survey 5.2 Board Recruitment 5.3 Farley Mowat celebration and Port Hope Public Library Library will play a major role in the October 2016 celebration Joint board and staff committee to oversee the Port Hope Public library contribution. 6. Items for Next Agenda Budget 6.2 Election of 2016 officers of the Board 6.4 Professional development Role of the Board and Meeting Management (K. McHarg) Deferred until February Farley Mowat Celebration 7. Question Period None 8. In Camera Session Moved by G. Burns Seconded by Michael Young Be it resolved that this Board proceed In Camera at 7:50 p.m. in accordance with the provisions of the Public Libraries Act, R.S.O c. P44 section 16(3) in order to address matters pertaining to an identifiable individual including Municipal or local board employees. The Board moved to open session at 8:10 p.m. 9. Next Meeting - Wednesday, January 13, 2016 at 5:30 p.m. 4

5 10. Adjournment Moved by K. McHarg that the meeting be adjourned 8:30 p.m. 5