Minutes

Border Regional Library Board Meeting

January 14, 2019 7:30 pm

                                                                 Elkhorn Branch

 

Present:             Cheryl Kleemola, Denis Lachapelle, Mark Humphries, Mary Anne Lamy,             Darlene Byers, Beth Peers, Janice Barrate, Denise Mayo

 

Regrets:         Karel Munchinski, Tina Williams

 

  1. Call to Order: J. Barrate called the meeting to order at 7:28 pm.
  2. Adoption of Agenda
  3. Motion: To adopt the agenda as presented. M. Humphries, D. Byers. Carried.
  4. Election of Officers for 2019: M. A. Lamy served as elections officer. She asked for nominations for the following:

Chairperson: J. Barrate, B. Peers nominated M. Humphries.

Motion: To cease nominations. B. Peers, D. Mayo. Carried.

Vice-Chairperson: M. Humphries, B. Peers nominated J. Barrate.

Motion: To cease nominations. B. Peers, D. Mayo. Carried.

Treasurer: B. Peers, M. Humphries nominated D. Mayo.

Motion: To cease nominations. M. Humphries, D. Lachapelle. Carried.

Secretary: D. Mayo, J. Barrate nominated B. Peers.

Motion: To cease nominations. D. Mayo, J. Barrate. Carried.

 

Motion: To adopt the slate of officers as above. B. Peers, D. Byers. Carried.

 

Motion: To appoint J. Barrate, D. Mayo and M.A. Lamy as signing authorities for 2019. B. Peers, J. Barrate. Carried.

 

Motion: To conduct business pending the 2019 budget approval. B. Peers, D. Mayo. Carried.

 

Motion: To appoint John Masson as auditor for 2019. D. Mayo, J. Barrate. Carried.

 

  1. Minutes of December meeting
  2. Motion: To accept the minutes of the December 10, 2018 meeting as presented. C. Kleemola, B. Peers. Carried.
  3. Accounts Payable (December) 
  4. Motion: To approve the accounts payable for December 2018, cheques numbered 1608A to 1628A, auto debits and payroll direct deposit totaling $17,630.37. D. Mayo, B. Peers. Carried.
  5. Financial Report – for information
    1. Sign CAFT reports and all reconciliations
    2. VISA statement: D. Mayo will check the monthly VISA statements.
  6. Correspondence
    1. Sunrise Credit Union: Term deposit for the Welsh donation (motion via email)
    2. Motion: To direct Sunrise Credit Union to set up a GIC that includes the previous             Welsh donation of $4500 and the new one of $8700. B. Peers, C. Kleemola. Carried.
    3. RM of Wallace-Woodworth: Letter advising of appointments to the BRL Board
    4. PLS, Data Breach and Privacy Notice: Library staff cannot access individual patron’s reading habits.
    5. Connecting Families Initiative: Internet for low-income families
    6. PLS, Succession and Renewal: Board composition (emailed to the Board)
    7. Manitoba Municipal Relations, Premier’s Volunteer Service Award Nominations
    8. WCB Insider
    9. Kobold Completions: donation of $1500
    10. Motion: To deposit the $1500 donation from Kobold Completions into the Building Fund account. M. Humphries, D. Lachapelle. Carried.
    11. Manitoba Library Consortium (MLCI): The ILL postal book rate will be going up slightly to $1.13/kg.
  7. Coordinator’s Report – attached.
  8. Motion: To accept the coordinator’s report as presented. D. Byers, D. Mayo. Carried.
  9. Old Business
  10. Cost Quotations for Door at Virden branch: Two cost quotations were received for installing a metal security door. (motion via email)
    1. Motion: To accept the cost estimate of $2900 plus taxes from TTL Woodwork. B. Peers, D. Lachapelle. Carried.
  11. New Business
    1. Sunrise Credit Union Term: Signatures were needed to re-invest.
    2. Accessibility Policy: M.A. Lamy is to do more research on service animals and redraft the policy.
    3. Signing Authority (see #3 above)
    4. List of Possible Capital Expenditures for 2019: The back door at the Virden branch is the only item on the list.
  12. Other – Library Advisory Committee: J. Barrate reminded the Board of the discussion last fall about forming this committee, which would offer programming and other ideas to the BRL Board for consideration. The committee will establish a terms of reference to be approved by the Board so that its activities do not overlap or conflict with the Building Committee. The establishment of the Advisory Committee coincides with the need to conduct a community assessment of library services. This initiative also fits with what M. Humphries reported: technology/modernization; training opportunities; community needs assessment.Motion: To establish a Library Advisory Committee, chaired by J. Barrate, which will look at community input into library services and report those suggestions and ideas to the Board. D. Lachapelle, M. Humphries. Carried
  13. Mileage: Distributed mileage cheques.

 

  1. Adjournment: M. Humphries adjourned the meeting at 9:28 pm.