ORILLIA PUBLIC LIBRARY BOARD
MINUTES OF SEPTEMBER 24, 2014 MEETING
A regular meeting of the Library Board was held at the Library commencing at 7:00 p.m.
PRESENT – BOARD –G. Guthrie, Chair; J. Rolland, Vice-Chair; J. Duncan; D. Evans;
K. Hewitt; P. Hislop; T. Madden; M. Seymour; P. Spears (via
telephone)
STAFF – S. Campbell, Chief Executive Officer
S. Dance, Director of Technical Services
K. Absalom, Director of Information Services
T. Chatten, Recorder
ABSENT – none
Disclosure of Pecuniary Interest and General Nature Thereof – none
CONSENT AGENDA
Board members asked for further information on items from Reports of the CEO and
Director of Information Services which were clarified.
MOTION #2014:41
Moved by D. Evans, seconded by K. Hewitt that the consent agenda of the September
24, 2014 meeting be adopted.
CARRIED
In Camera Session
MOTION #2014:42
Moved by P. Hislop, seconded by D. Evans that the Orillia Public Library Board enter
an in camera session at 7:07 p.m.
CARRIED
MOTION #2014:43
Moved by D. Evans, seconded by P. Hislop that the Orillia Public Library Board leave
an in camera session at 7:19 p.m.
CARRIED
MOTION #2014:44
Moved by D. Evans, seconded by K. Hewitt that the Orillia Public Library Board deny
the request dated August 12, 2014 from a member of the public that a Letter of
Trespass be rescinded; and that this person and the Orillia OPP be informed of this
decision.
CARRIED
DISCUSSION AGENDA
BUSINESS ARISING FROM THE MINUTES
Friends of the Library – Update – A newly revised information brochure has been
prepared to raise awareness and increase membership of the Friends of the Library.
Tutors in the Library – Update – In response to a Board inquiry, the CEO prepared a
report on activities of tutors in other libraries. No action required.
REPORTS OF BOARD COMMITTEES AND REPRESENTATIVES
Finance Committee – Financial statement for August 2014 was reviewed and remains
fairly well on track to date.
2015 Budget – Staff outlined details of the 2015 budget including a 1-2% cost savings as
requested by City Council of all departments.
MOTION #2014:45
Moved by J. Rolland, seconded by T. Madden that the Orillia Public Library Board
approve the draft 2015 operating budget as presented, with adjustments as discussed.
CARRIED
D. Evans abstained from the vote due to a salary reduction for the second year during
closure between Christmas and New Year.
2014 Projections – Staff reviewed the current budget to date with year-end projections
for Board information.
MOTION #2014:46
Moved by K. Hewitt, seconded by D. Evans that the Orillia Public Library Board
approves the 2014 operating budget projections as presented.
CARRIED
Personnel Committee – Update – M. Seymour reported on meetings held during the
summer months regarding revisions to the policy for CEO evaluation process.
Planning Committee – Strategic Plan/Committee Appointments – The committee met
to discuss a new strategic plan, and staff appointments to the committee, with the next
meeting to be held next week.
MOTION #2014:47
Moved by P. Hislop, seconded by M. Seymour that the Orillia Public Library Board
appoint the following staff members to the Strategic Planning Committee: Sarah
Csekey, Melissa Robertson, Richardson Anderson and Erin Damery.
CARRIED
Policy Committee – Revisions – The committee met to discuss suggested revisions and
updates, as well as to confirm recent practices.
MOTION #2014:48
Moved by K. Hewitt, seconded by D. Evans that the Orillia Public Library Board Policy
Manual be updated by adding the following:
Clause 816.02 – the Board may enter into reciprocal borrowing agreements with
Lakehead University and with Georgian College. These reciprocal agreements shall
allow eligible OPL cardholders to acquire memberships for Lakehead University
and/or Georgian College libraries, and shall allow eligible members of the Lakehead
and/or Georgian College communities to acquire free membership at OPL. Contracts
for these reciprocal agreements shall be subject to annual renewal. The contracts shall
specify eligibility requirements for individuals seeking membership.
CARRIED
MOTION re: Institutional Memberships
TABLED
NEW BUSINESS
Orillia & Area Physician Recruitment & Retention Committee Request
MOTION #2014:49
Moved by T. Madden, seconded by J. Rolland that the Orillia Public Library Board
approve the request of the Orillia & Area Physician Recruitment & Retention
Committee for use of the public and library occupied areas for afterhours fundraising
purposes on February 20, 2015 and that the Board determine an appropriate cost for
use of the space.
CARRIED
MOTION #2014:50
Moved by T. Madden, seconded by J. Rolland that the Orillia Public Library Board
waive the conditions for Fundraising as outlined in Policy 896.5.1, 896.5.2; and cosponsored programs as outlined in Policy 896.9; and the Booking a Room condition as
outlined in Policy 896.6.
CARRIED
Pest Control/Containment Procedure – A pro-active and preventative procedure is in
place with a staff directive to develop a policy to regularly inspect for pests and vermin
for the comfort of our patrons.
Information Orillia Board Membership – The Library Board is required to have four
members on the Information Orillia Board appointed by the Library Board including a
staff member (K. Absalom), a Board member (J. Duncan), a councillor on the Board,
and one other appointee.
Information Orillia Board will also be requesting an increase in funds from the City of
Orillia. The Library Board would like to request that the Information Orillia grant be
treated as a base adjustment in the Library budget.
As the term of the Board will be ending soon, information was provided on the
recruitment process of new members and reappointment of present members.
Adjournment at 8:45 p.m.
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BOARD CHAIR
CHIEF EXECUTIVE OFFICER