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January 2021 INNISFIL PUBLIC LIBRARY BOARD MEETING AGENDA 2a.01.01 Monday, January 18, 2021 – 7:00 p.m. Via Zoom 1. Call to Order 2. Approval of Agenda (copy & motion) [Motion #2021. – THAT the agenda of the January 18, 2021 meeting be approved as presented.] 3. Declaration of Interest None at time of agenda creation 4. Delegations to the Board None at time of agenda creation 5. Consent Agenda (motion) a) Approval of Previous Minutes (copy) Recommendation THAT the minutes of the December 14, 2020 Board Meeting be approved as presented. b) Correspondence (copy) Recommendation THAT Correspondence Item 5b.01.01 to 5b.05.01 for December 2020 be received. c) CEO Reports (copy) Recommendation THAT the CEO Report 5c.01.01 for December be received. d) Financial Reports (copy) Recommendation THAT the Financial Reports 5d.01.01 to 5d.01.03 for December 2020 be received. e) Policies Recommendation None at time of agenda creation Consent Recommendation [Motion #2021. – THAT the consent agenda items 5 a) to 5 e), and the recommendations contained therein be approved as presented.] 6. Business Arising a) Board Budget Committee Report (motion) [Motion #2021.XX THAT the 2021 Capital Budget in the amount of $124,053 as approved by Council Resolution #2020.12.09-CR-02 on December 9, 2020 be approved; And FURTHER, THAT the 2022 Capital Budget in the amount of $132,955 as approved by Council Resolution #2020.12.09-CR-02 on December 9, 2020 be approved, subject to the Town’s current Multi-Year Budget Policy.] [Motion 2021.XX THAT the 2021 Operating Budget in the amount of $3,395,610, including a 1% COLA for Library Staff as per the Library’s 2021 Salary Plan, as approved by Council Resolution #2020.12.09-CR-02 on December 9, 2020 be approved; And FURTHER, THAT the 2022 Operating Budget in the amount of $3,477,315, including a 1% COLA for Library Staff as per the Library’s 2022 Salary Plan, as approved by Council Resolution #2020.12.09-CR-02 on December 9, 2020 be approved, subject to the Town’s current Multi-Year Budget Policy.] 7. Reports a) Municipal Council Report (Information Update Only) b) Health & Safety Update (copy & motion) [Motion #2021. THAT the minutes of the JHSC December 17, 2020 meeting be received.] c) Statutory Holidays 2021 - Report #LIB-01-2021 (copy & motion) [Motion #2021.__ – THAT the recommended hours of operation for the Statutory Holidays from February 2021 through to New Year’s Day 2022 be approved as presented.] d) Land Acknowledgement Statement - Report #LIB-02-2021 (copy & motion) [Motion #2021.__ – THAT the Staff Report LIB-02-2021 Land Acknowledgement Statement be received.] [Motion #2021.__ THAT the Board agrees to form a Land Acknowledgment Statement Committee for the purpose of revitalizing the land acknowledgement statement; developing recommendations for adoption and implementation; and review and recommend best practices for onboarding and ongoing training for Board members.] 2 8. Policy a) BOARD – Honoraria Policy #B-2021-01 (copy & motion) [Motion #2021. THAT the BOARD – Honoraria Policy #B-2021-01 be approved as presented.] b) EMPLOYMENT – Carpool Management Policy #E-2021-02 (copy & motion) [Motion #2021. THAT the EMPLOYMENT – Carpool Management Policy #E- 2021-02 be approved as presented.] c) Exam Proctoring Policy #2021-03 (copy & motion) [Motion #2021. THAT the Exam Proctoring Policy #2021-03 be approved as presented.] 9. Strategic Issues No strategic issues at time of agenda creation 10. New Business None at time of agenda creation 11. Comments and Announcements a) Calendar of Events (link) https://innisfil.bibliocommons.com/events/search/index b) Professional Development Updates (Information update only) 12. In Camera No in-camera scheduled at time of agenda creation 13. Adjournment [Motion #2021. – THAT the meeting be adjourned The next regular Board meeting is scheduled for February 16, 2021 at 7:00 p.m. via Zoom 3 CORRESPONDENCE LIST for January 18, 2021 Barrie 360, December 8, 2020, online article entitled Innisfil ideaLAB Launches Online Job-Seeking and Homework Helpers, written by Brett 5b.01.01 Glover (link) Innisfil IdeaLab launches online job-seeking and homework helpers – Barrie 360Barrie 360 CBC, December 19, 2020, online article entitled Why OPL is Closing the Chapter on Late Fees, written by Hallie Cotnam, CBC News 5b.02.01 (link) https://www.cbc.ca/news/canada/ottawa/ottawa-public-library-waiving- overdue-fines-increase-accessibility-1.5847304 Barrie 360, December 31, 2020, online article entitled It Wasn’t All Doom and Gloom: 2020 Had some Highlights For Sure, written by Brett Glover 5b.03.01 (link) https://barrie360.com/it-wasnt-all-doom-and-gloom-2020-had-some- highlights-for-sure/ Simcoe.com/Innisfil Journal, January 5, 2021, online article entitled Innisfil Community Foundation Finds Real Purpose in 2020, written by Shane 5b.04.01 MacDonald (link) https://www.simcoe.com/news-story/10292388-innisfil-community- foundation-finds-real-purpose-in-2020/ Regional Government Review by the Province, January 2019, Draft (Copy) 5b.05.01 Library Services SDR Scope of Work and the accompanying Schedule 1 Gantt chart 4 5a.01.01 INNISFIL PUBLIC LIBRARY BOARD MEETING MINUTES Monday, December 14, 2020 – 7:00 p.m. Via Zoom In Attendance: Monica Goodfellow, Wendy Van Straten, Donna Orsatti, Kenneth Fowler, Barb Baguley, Sue Bennett, Rhonda Flanagan, Anne Smith Staff in Attendance: Susan Baues, Erin Scuccimarri, Jennifer Miyasaki Regrets: Raj Grover 1. Call to Order The Board Chair called the meeting to order at 7:18 p.m. 2. Approval of Agenda Motion #2020.103 Moved by: Rhonda Flanagan Seconded by: Anne Smith THAT the agenda of the December 14, 2020 meeting be approved as presented. CARRIED. 3. Declaration of Interest There were no declarations of interest 4. Delegations to the Board There were no delegations to the Board 5. Consent Agenda Motion #2020.104 Moved by: Wendy Van Straten Seconded by: Sue Bennett THAT the consent agenda items 5 a) to 5 e), and the recommendations contained therein be approved as presented. CARRIED. 6. Business Arising a) Board Budget Committee Report Non-union wage freeze is incorporated in the budget, but the 1% COLA does not yet appear in the operating budget. The Finance Department will finalize and reflect this change. Motion #2020.105 Moved by: Donna Orsatti Seconded by: Kenneth Fowler THAT the Library’s proposed 2021/2022 Operating Budget be received and approved as presented. CARRIED. 7. Reports a) Municipal Council Report Donna Orsatti and Kenneth Fowler provided an update on the following: Finished budget, completed in one day; 0% 2021 and 1% in 2022 Lights contest; final voting in by December 18 Hope Tree launch is December 15, 2020 at IBP; mailbox encouraging residents to put letters of hope for 2021 We are in a red zone; this changes how we will celebrate the Holidays Kenneth Fowler – Movember fundraising b) Health & Safety Update Move to Red zone – doesn’t change much for Library service; small change is we are being strict with the 30 min max for computer use Ensuring customers maintain the 2m distance from one another Preparing for a “Grey” designation if it occurs Working with Town to ensure protocols are aligned Motion #2020.106 Moved by: Anne Smith Seconded by: Barb Baguley THAT the minutes of the JHSC November 19, 2020 meeting be received. CARRIED. 8. Policy No policies were put forward in this section (See 5e) 9. Strategic Issues Innisfil Public Library Board Meeting Minutes for December 14, 2020 Page 2 of 4 None at this time 10. New Business None at this time 11. Comments and Announcements a) Link provided to illustrate our online/virtual offerings as well as what we are doing in Branch The Deputy CEO advised that the 2020 Board Report to Council is slated for the February 24, 2021 Council; there is flexibility with date if adjustment is needed The CEO advised that the Library typically does a “Good News” stories as an annual report to Council in December It is in the PLA that the Board is required to report to Council each year; doing this in February gives us the opportunity to examine the full year; Not just annual report, also do a video presentation; might enlist the help of Board members for this process; more to come in the new year Deputy CEO added that the Fine Free Policy will count as a report to Council for 2020 b) Professional Development Sue Bennett, Wendy Van Straten and Barb Baguley provided feedback from a recent webinar she attended entitled “Leaving No One Behind At Public Libraries”; Board selection process and diversity were items of focus OLB Boot Camp is in February; any Board member with interest in this reach out to the Executive Assistant to be registered Councillor Orsatti attended a workshop; Introduction to Cultural Competency o Focus was the colonization of First Nations people; Cultural awareness, residential schools, etc. The Board Chair is currently completing an eight (8) module course focused on indigenous groups in Canada Barb Baguley advised the meeting she noticed that the Deputy CEO uses gender pronouns in her email signature (She/Her) o The Deputy CEO advised this has opened the conversation on inclusivity and gender diversity; to reinforce with staff and the public that in doing this, we are sharing the message that we are not assuming other people’s genders and we do not expect others to assume ours. Innisfil Public Library Board Meeting Minutes for December 14, 2020 Page 3 of 4 12. In Camera No In-Camera session 13. Adjournment Motion #2020.107 Moved by: Barb Baguley Seconded by: Kenneth Fowler THAT the meeting be adjourned at 7:55 p.m.
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