Board Meeting October 19, 2020, 7:30 pm GoToMeetingP Present: Cheryl Kleemola, Mark Humphries, Travis Penner, Mary Anne Lamy, Beth Peers, Denise Mayo, Janice Barrate Regrets: Darlene Byers, Denis Lachapelle 1. Call to Order: M. Humphries called the meeting to order at 7:31 pm. 2. Adoption of Agenda Motion: To adopt the agenda as presented. C. Kleemola, D. Mayo. Carried. 3. Minutes of September 2020 meeting Motion: To accept the minutes of the September 14, 2020 meeting as presented. B. Peers, D. Mayo. Carried. 4. Accounts Payable Motion: To approve the accounts payable for September 2020, cheques numbered 2171A to 2188A, auto debits and payroll direct deposit totaling $23,323.86. T. Penner, J. Barrate. Carried. 5. Financial Report – for information. Received $2979 for the Summer Reading Program employment grant. a) Sign CAFT reports and all reconciliations b) VISA statements 6. Correspondence a) Virden Area Foundation: Received $595.97 from the Millennial Book committee. b) WCB: A letter relating to COVID 19. c) Minister of Sport, Culture & Heritage: Received the tech grant in the amount of $7182.84. d) Donor’s Choice: With no canvassing this year, the donation numbers were down. Donations to BRL amounted to $1278. e) PLS: Notice of the tech grant award. 7. Administrator’s Report – attached Motion: To accept the administrator’s report as presented. J. Barrate, T. Penner. Carried. 8. Old Business a) Email Motion Policy: tabled b) Employee Pandemic Policy ( paid leave): tabled c) Grievance Policy: tabled d) Employee Contract: The Board determined that an employee contract was not appropriate. Instead, employees would sign and date a declaration on the job description applicable to each. 9. New Business: a) Revised Salary Grid: Due to an increase in the provincial minimum wage, the salary grid has been revised accordingly. It is to be remembered that our base rates of pay are based upon the minimum wage. b) Holiday Hours: Only Virden branch would be open on December 23, 2020 as it is a regular open day. All branches will be closed from December 24 to December 29, 2020. Motion: To accept the Holiday hours and branch closures as presented by the Administrator. J. Barrate, C. Kleemola. Carried. 10. Revitalizing Our Spaces: M.A. Lamy and the staff at Virden branch had a meeting to discuss some of the ideas regarding the space and how it could be utilized. Further work is needed to flesh out a plan for renovation. J. Barrate will have a committee meeting and report to the Board at the December meeting. M.A. Lamy has a list of people that may be able to assist J. Barrate. The hope is that a plan to revitalize the Virden library space could be in place by spring 2021. 11. Other: none 12. Mileage: N/A 13. Adjournment: B. Peers adjourned the meeting at 8:58 pm. Next scheduled meeting is on Monday, December 14, 2020 at 7:00 p.m. In Virden if it is an in- person meeting. Board Meeting December 14, 2020, 7:30 pm GoToMeeting Present: Cheryl Kleemola, Mark Humphries, Travis Penner, Mary Anne Lamy, Beth Peers, Denise Mayo, Darlene Byers, Denis Lachapelle Regrets: Janice Barrate 1. Call to Order: M. Humphries called the meeting to order at 7:32 pm. 2. Adoption of Agenda Motion: To adopt the agenda with additions. B. Peers, D. Lachapelle. Carried. 3. Minutes of October 2020 meeting Motion: To accept the minutes of the October 19, 2020 meeting as presented. C. Kleemola, B. Peers . Carried. 4. Accounts Payable Motion: To approve the accounts payable for October 2020, cheques numbered 2189A to 2208A, auto debits and payroll direct deposit totalling $24,037.98; and for November 2020, cheques numbered 2209A to 2223A, auto debits and payroll direct deposit totalling$18,497.46. T. Penner, D. Lachapelle. Carried. 5. Financial Report – for information. Received payment from RM of Pipestone and Virden Donor’s Choice. Paid for spray foam at Virden branch ($1344) which is a shared capital cost. a) Sign CAFT reports and all reconciliations b) VISA statements 6. Correspondence a) WCB Annual Rate Notification: a slight increase from $.65 to .66. b) Term Deposit Maturity (J. Welsh donation) $27,490. Motion: To deposit the existing funds in the term deposit (at maturity) and the additional funds from J. Welsh to be received in December 2020 into a Step Saver. B. Peers, C. Kleemola. Carried. c) Town of Virden: Appointments of T. Penner, T. Williams (alternate) and J. Barrate. d) Town of Virden: sewer payment. Motion: To pay in one lump sum of $2100 the sewer upgrade payment. D. Byers, D. Mayo. Carried. e) Professional Institute of the Public Service of Canada: Donation of a history book. 7. Administrator’s Report – attached n: To accept the administrator’s report as presented. D. Lachapelle, D. Mayo. rried. 8. Old Business a) Email Motion Policy Motion: To accept the email policy with corrections. B. Peers, D. Mayo. Carried. b) Employee Pandemic Policy ( paid leave): tabled until next meeting so the Motion: To accept the grievance policy as presented. D. Lachapelle, T. Penner. Carried.Administrator can do some research on the federal CRSB. c) Grievance Policy: Motion: To accept the grievance policy as presented. D. Lachapelle, T. Penner. Carried. d) Personnel Policy: Paid breaks to be included in the policy. Motion: To accept a revised personnel policy that includes one half hour unpaid lunch break plus 2 ten minute paid breaks per day worked. C. Kleemola, T. Penner. Carried. e) Flannery Donation: This generous donation of $20,000 is intended for all 3 branches of Border Regional Library. Some suggestions as to how to make use of this donation is to purchase moveable shelving for the branches. A plaque commemorating the donation can be attached to the shelves. The Administrator is to get pricing and specifications for shelving for all 3 branches for the next meeting. 9. New Business: a) Manitoba Bridge Grant: BRL may be able to receive a second $5000 from the province. b) Canada Life Group Insurance Report c) Meeting Schedule for 2021 d) Projected Year End: There is a projected surplus of $34,494.73. 10. Committee Reports: none 11. Revitalizing Our Spaces: All Board members are to forward any ideas to the Administrator and to M. Humphries/J. Barrate to work with the building committee. It was suggested the building committee call members of the community for ideas. This work should be done for January 2021. 12. Other a) Budget Meeting: January 25, 2021 13. Mileage: N/A 14. Adjournment: T. Penner adjourned the meeting at 9:05 pm. Next scheduled meeting is on Monday, January 11, 2021 at 7:30 p.m.