Board Meeting Minutes

Board Meetings are usually held at 7:00pm at the Crossfield Municipal Library on the third Wednesday of January, February, March, April, May, June, September, October and November.  All meetings are open to the public, and the most recent approved meeting minutes will be posted here.  (Previous meeting's minutes can be viewed in person at the Library).  For any date changes, please check the calendar on the Library website at the top of the right hand column.
Crossfield Municipal Library Board Meeting
June 20, 2018
Location: Library Board Room
In attendance: Lorea Anderson, Ken Gosling, Janice Graham, Jo Tennant, Laura Blondin-Miller
and Brenda Rosvick
Absent: Lisa McNeil
Guests: Nathaniel Tschupruk
Called to order: 7:20 pm
MOTION by Ken to accept Agenda, VOTES all in favour
MOTION by Brenda to accept May Minutes, VOTES all in favour
Teen Program Ideas (Nathaniel)
-          There is a grant that we can apply for through Calgary Foundation. It is a quick process and we can know within a few weeks of applying.
-          Is there a program targeted to teens that we can look at starting with this funding?
-          Nathaniel suggested tutoring as many students need additional help
-          We would need to think about sustainability for after the funding ends
-          Ask WG Murdoch guidance counselor Melissa Hardy for feedback on which needs there might be, ideal times to host the program and names of potential tutors
Nathaniel left at 7:37pm
Revised Rentals
-          Discussion around charging chamber a small fee once their organization gains some traction
-          Capacity inspector here to evaluate and we should be receiving room capacity cards for each room soon
-          Issue with holding damage deposit from credit cards. The banks would not release them for 30 days, so this is not a viable option
-          Decided that upon booking, the renter would pay by cash or credit the fee plus deposit and then would be refunded the damage deposit by cheque within 5 business days or 30 days if there is any damage to be repaired and evaluated for cost
-          Fees for rooms was discussed and a new fee schedule will be created
-          Lorea is creating new contracts and will do separate ones for commercial and non-commercial rentals for ease of reading
-          Fees and wording on contracts will be updated by Lorea and sent for board review and approval
-          Waiting on confirmation of whether town will pay for the canopy as a cost of the building
-          If town pays for this, we can use the cost ($8200) as matching for CFIP grant
-          Brenda requires a letter of support from the board to apply for the lottery grant as it is due in September.
o   Could apply to cover the cost of the humidifier (quoted at approximately $6500)
o   Could also ask to cover cost of new books
Motion:Brenda moves that the board applies for lottery grant funding in September or January
            Votes: all in favour
Calgary Foundation Grants
-          Online grant application
-          May need letter of support to apply. Brenda will confirm.
-          In addition to idea to create a tutoring program, Laura suggested a week after daycamp event that would include:
o   Ice cream making
o   Large floor games from Marigold (Lorea will reserve these from marigold ASAP)
o   Run it Tuesday, Wednesday, Thursday of the 3rd week in Augugst
o   Brenda and Laura will meet to discuss the proposal further
Librarian’s Report (given by Laura as acting manager)
-          Delaney’s review was completed and her wage was increased as discussed in camera during the May meeting
-          She was given a master key
-          Parade: was a success and most of the little toys were given away
-          Fish: currently have a naming contest underway for the two new fish
-          Someone from marigold is coming July 11 to train Lorea and Laura on email databases
Treasurer’s Report
-          Signing Authority:
o   Motion: 1.) Brenda moves that we add Laura as signing authority on accounts.
§  Votes: All in favour
§  Will need a list of all names that have signing authority:
·         Jo as Chair
·         Janice as Vice-Chair
·         Brenda as Treasurer
·         Laura as Assistant Manager
o   Motion: 2.) Brenda moves that Laura will be the primary account holder on the Mastercard as signing authority.
§  Votes: All in favour
§  Brenda will be removed as the primary account holder so there are only 2 cards.
§  Signing authority on the Mastercard will be
·         Lorea as Manager
·         Laura as Assistant Manager
-          Legal Name for Contracts:
o   We need to use the legal full name “The Town of Crossfield Library Board” for all matters, especially anything legal as other names are alias’ and not official
o   Brenda will follow up as necessary to correct the legal name of the library to The Town of Crossfield Library Board and have ‘o/a Crossfield Municipal Library’ added where possible.
Motion: Brenda motions that we ensure all accounts accurately reflect the legal name of The Town of Crossfield Municipal Library Board”
Votes: All in favour
o   Jo suggests we order new cheques to reflect this and ensure we use the full legal name consistently on all correspondence and communication going forward.
-          Energy Audit:
§  Have not heard back for a date of when this will take place
§  Ken will be the contact person
-          Power and Gas Provider:
o   As of July 1, the library will be using the town’s power and gas provider
-          Brenda Stepping Down:
o   Brenda is stepping down as treasurer effective the end of 2018. She is willing to take on some of the treasurer duties, but not all
o   Jo suggested that as town already does our payroll, we could have them do our records/books at a small charge.
o   The library treasurer would still be responsible to do budgeting, receipts and timesheets
o   Brenda is making a list of all the tasks she does to pass along to someone new.
o   Laura is not able to take on the treasurer role as an employee of the board.
o   We need to recruit someone to join the board and take over treasurer responsibilities.
Motion: Jo motions that town takes over the day to day bookkeeping of current treasurer’s position on a mutually agreed upon date, on or before January 1, 2019.
            Votes: All in favour
Marigold Meeting
-          Jo is arranging the August 25 meeting
-          Will take place at the hall as the meeting is too large for our space
-          Jo will speak to Carmen at Bigway about catering
Town Report
-          The town may potentially rent a room as temporary office space
-          Town is looking into hiring a building maintenance/ management staff to coordinate cleaning, maintenance, etc.
-          Casino paperwork is in
-          Laura will do the report.
-          Letter from ATB Airdrie Branch indicating the value of the donated chairs
-          Agreement with Link Energy for power and gas
Meeting adjourned at 9:15 pm.  Next meeting will be on September 19, 2018, at 7pm.