Public Library Board of Trustees City of Peterborough April 26, 2016

 

Minutes of a Meeting of the Public Library Board of Trustees Held on April 26, 2016 at the Library Training Room, 345 Aylmer Street North.

 

The meeting of the Public Library Board of Trustees was called to order at 6:59 p.m. in the Library Training Room, 345 Aylmer Street North.

 

Present:

Leslie Woolcott

Barb Connor

Steven MacDonald

Eric Prevost  

Teresa Kerr, Vice Chair  

Mauro DiCarlo

Councillor Riel

Councillor Baldwin

 

Regrets:

Paul Stern, Chair

 

Staff:

Jennifer Zoethout, Library Manager/CEO

Natalie Garnett, Deputy Clerk
Jennifer Jones, Head Librarian

Ken Doherty, Director of Community Services

Allan Seabrooke, Chief Administative Officer

Sandra Clancy, Director of Corporate Services

Richard Freymond, Manager of Financial Services

 

Minutes – March 29 and April 12, 2016

 

Moved by Councillor Baldwin

 

That the minutes of the Public Library Board of Trustees meetings held on March 29 be approved as amended, and the minutes of April 12, 2016 approved as circulated.

 

“CARRIED”

 

 

 

Disclosure of Pecuniary Interest

 

There were no disclosures of Pecuniary Interest.

 

 

Delegation - CUPE 1833  

 

Adam Coones, President, CUPE Local 1833, provided a presentation to the Board regarding the relationship between the Board and the City and the role of the Union.

 

Moved by Councillor Riel

 

That the presentation from CUPE Local 1833 be received for information.

 

“CARRIED”

 

 

The agenda was amended to deal with Item 5, Pay-Equity Settlement – CUPE Local 1833 and 2015 Operating Deficit.

 

Director of Corporate Services

Report PPL16-011

Pay-Equity Settlement – CUPE Local 1833 and 2015 Operating Deficit

 

Sandra Clancy, Director of Corporate Services, provided an overview of Report PPL16-011.

 

Moved by Councillor Riel

 

That the Library Board approve the recommendations outlined in Report CPFS16-011 dated April 26, 2016 of the Director of Corporate Services, as follows:

a)    That the retroactive wage adjustments resulting from the pay equity settlement with Local 1833 be funded in part from transfers from Library Reserves as follows: 

                                  i.    Library Surplus Reserve - $200,000, and

                                ii.    Materials Acquisition Reserve - $300,000, leaving the balance estimated to be $224,100 funded from the City.

b)   That the 2015 Operating budget deficit in the amount of $62,559 be funded from a transfer from Library Surplus Reserve.

 

“CARRIED”

 

 

Closed Session

 

Moved by Eric Prevost

 

That the Peterborough Public Library Board of Trustees move into Closed Session to discuss one item under the Public Libraries Act, Section 16.1(4)(a) The security of the property of the Municipality or Local Board, and Section 16.1(4)(d) Labour relations or employee negotiations,

 

“CARRIED”

 

 

Committee moved into Closed Session at 7:12 p.m.

 

Moved by Steven MacDonald

 

That the Peterborough Public Library Board of Trustees rise from Closed Session at 8:55 p.m.

 

“CARRIED”

 

 

Open Session

 

The Peterborough Public Library Board of Trustees moved into Open Session.

 

Report of Closed Session

 

Moved by Leslie Woolcott

 

That the Peterborough Public Library Board of Trustees approve the establishment of a separate and autonomous bank account in the Board’s name to receive revenue from all sources and to disperse funds, with the City of Peterborough’s service provider, the Canadian Imperial Bank of Commerce (CIBC);

 

That the Chair and Vice Chair of the Peterborough Public Library Board of Trustees be appointed as signing authorities; and

 

That the contact information for all members of the Board be provided to the CIBC.

 

“CARRIED”

 

 

Moved by Eric Prevost

 

That the CIBC be informed that the following individuals are to be provided with the authority to access detailed information and transact business on this account:

 

a)      Financial Analyst, City of Peterborough

b)     Chief Accountant, City of Peterborough

c)      Director of Corporate Services, City of Peterborough; and,

d)     Library Manager/CEO, Peterborough Public Library.

 

“CARRIED”

 

 

Moved by Councillor Baldwin

 

That the City of Peterborough and the Peterborough Public Library Board of Trustees reaffirm that the existing relationship between the City and the Board will continue, and

 

That a clarification of the roles and duties of the City and the Board will be undertaken.

 

“CARRIED”

 

 

Library Manager/CEO

Report PPL16-021

Library Manager/CEO Report March/April 2016

 

Moved by Eric Prevost

 

That the Peterborough Public Library Board of Trustees approve the recommendation outlined in Report PPL16-021 dated April 26, 2016 of the Library Manager/CEO, as follows:

 

That Report PPL16-021 of the Library Manager/CEO be received for information.

 

“CARRIED”

 

 

Friends of the Library

Verbal Report

Update on Activities

 

Barb Connor provided an update on activities of the Friends of the Library. 

 

Moved by Steven MacDonald

 

That the verbal update from the Friends of the Library be received for information.

 

“CARRIED”

 

 

Library Foundation

Verbal Report

Update on Activities

 

Moved by Steven MacDonald

 

That the verbal update from the Library Foundation be received for information.

 

“CARRIED”

 

 

Other Business

 

There were no items of Other Business

 

 

Next Meeting

 

The Vice Chair indicated that the next Board meeting will be held on May 31, 2016.

 

 

Adjournment 

 

Moved by Barb Connor

 

That this meeting of the Public Library Board of Trustees adjourn at 9:08 p.m.

 

"CARRIED"

 

 

Natalie Garnett

Deputy Clerk

 

 

Teresa Kerr

Vice Chair