The Town of Irricana Library Board
Monthly Board Meeting Minutes
February 08, 2012
Mission Statement: Your Place to: Connect, Learn, Grow, Play and Stay
Present: Trudy Whitfield, Darryl Lavergne, Carmela Hutchison, Lisa Constantini, Sharon Sutton,
Terry McAuley
Absent With Excuse: Andrew Carr, Elysse Reicheneder
1.
Call to Order
The Chair Trudy Whitfield called the meeting to order at 7:01 pm
2.
Approval of Agenda
Additions:
4.1
Ag Society Report (Circulated)
4.6
Finance Committee Report (Circulated)
6.13 Volunteer Hours and Remunerations
M/C
Lisa Constantini “Moved to approve the Agenda as amended.”
M/S/C Lisa Constantini / Terry McAuley “Moved to go in camera at 7:05 pm.”
M/C Carmela Hutchison “Moved to come out of camera at 8:51 pm.”
3.
Approval of Board Minutes
M/C Carmela Hutchison “Moved to approve the minutes of January 11, 2012 as
circulated.”
M/C Carmela Hutchison “Moved that the Minutes of December 07, 2012 be amended to
include the following names in attendance: Carmela Hutchison, Sharon Sutton, Terry
McAuley, Lisa Constantini, Andrew Carr, Elysse Reicheneder, Trudy Whitfield.”
4.
Consent Calendar
Consent Calendar Items:
4.1
Ag Society Report - Circulated
4.2
Human Resources / Volunteer Report - Attached
4.3
Marigold Report – Attached
4.4
Report to Town Council – No Report
4.5
Finance Committee Report - Circulated
M/C Carmela Hutchison “Moved to accept the Consent Calendar as circulated.”
2016-02-10
File Name: February 08 2012 Library Board Minutes
The Town of Irricana Library Board
Monthly Board Meeting Minutes
February 08, 2012
5.
Old Business
5.1
Insurance Update
Information shared by Terry McAuley.
During the January 2012 Library Board Meeting the following Motion was made:
Motion made by Terry McAuley to go with Royal & Sun Alliance insurance quote as
presented for the CGL insurance in the amount of $1300.00.
Motion in Favour: Trudy Whitfield, Sharon, Lisa Constantini, Terry McAuley (Carried)
Opposed: Carmela Hutchison and Andrew Carr
M/Carried Unanimously Lisa Constantini “Moved that the motion ` to go with Royal &
Sun Alliance insurance quote as presented for the CGL insurance in the amount of
$1300.00’ be rescinded.”
M/C Terry McAuley “Moved that our insurance for 2012 be with AMSC.”
Letter from Marigold February 01, 2012
They insure the materials of our library effective January 01, 2012 to December 31, 2012
for contents valuing $87,908.00. We are responsible for insuring contents such as
furniture, equipment and the building.
5.1.1 Videotape Library
Action: Sharon Sutton will supply a video camera. Elysse Reicheneder will
videotape the contents of the Library as a record for insurance purposes.
6.
New Business
6.1
Financial Report
M/C Carmela Hutchison “Moved to table the Financial Reports for December, 2011 and
January, 2012 until the March Board Meeting.”
- Irricana Ladies Club donation of $1,000.00
- Agrium Grant Application- Did not receive.
- From Laura Taylor, Marigold: As most of you are aware, Rocky View County
provides funding to each of your libraries for providing library service to
residents of Rocky View. The funding is based on 2006 information as federal
2016-02-10
File Name: February 08 2012 Library Board Minutes
The Town of Irricana Library Board
Monthly Board Meeting Minutes
February 08, 2012
census information has not yet been released for 2011. I have also confirmed
this information with Patty Murray who works with Rocky View County.
Motion 110605 and 110606 – Changes to Financial Reporting
Motion 110605 confirmed by vote
Motion 110606
M/C Carmela Hutchison “Moved that all statements will include the name of the library,
the date and page numbers. Relief staff salaries and relief labour burden will be broken
out from main salaries and main labour burden.”
M/C Carmela Hutchison “Moved that a `Financial Statement’ and an `Account
Statement’ (to include a bank statement) shall be presented as two separate reports.”
M/C Lisa Constantini “Moved that an amount of $27,984.39 shall be renamed from
`Operating Reserves’ to the `Building Fund’.”
M/C Carmela Hutchison “Moved that the $27,984.39 in the `Building Fund’ be locked in
an investment account at the highest secured rate of return recommended by the
Finance Committee.”
M/C Carmela Hutchison “Moved that the Finance Committee explore the funds that
come from the `T Bill Savings’ account and report back to the Board at the March Board
Meeting.”
6.2
Auditor: Approval by Council
Information shared by Sharon Sutton.
6.3
East Rocky View Rec Board Grant 2012
Tabled to in camera session.
6.4
Annual Report
- Circulated for Board review.
6.5
Friends of the Library Update
Information shared by Trudy Whitfield.
6.6
Board Action List - Attached
Updated
6.7
Proposed Financial Management Policy
6.7.1 Addition to Policy - Attached
2016-02-10
File Name: February 08 2012 Library Board Minutes
The Town of Irricana Library Board
Monthly Board Meeting Minutes
February 08, 2012
M/C Lisa Constantini “Moved that Item 6.7.1 of the February 08, 2012 Library Board
Meeting Agenda be tabled.”
6.8
Proposed Purchasing Policy – Attached
M/C Carmela Hutchison “Moved that Item 6.8 of the February 08, 2012 Library Board
Meeting Agenda be tabled.”
6.9
Proposed Revision to Policy 323 - Attached
M/C Carmela Hutchison “Moved to approve Policy 323 as revised.”
7.
6.10
Scouts’ Visit to the Library
Tabled until the March, 2012 Board meeting.
6.11
Manager’s Report and Statistics - Attached
Tabled until the March, 2012 Board meeting.
6.12
ALTA Membership 2012
Memberships in Library Associations policy 217 - Attached
In Camera – Board
M/C Carmela Hutchison “Moved to go in camera at 10:02 pm.”
M/C Terry McAuley “Moved to come out of camera at 10:20 pm.”
M/C Terry McAuley “Moved that the Library withdraw membership on the Ag Society
Board.”
8.
Adjournment
M/C Terry McAuley “Moved to adjourn the meeting at 10:26 pm.”
2016-02-10
File Name: February 08 2012 Library Board Minutes