Clarington Public Library Regular Board Meeting Agenda

Meeting #:

Date:

Thursday, September 26, 2024

Time:

5:00 P.m. - 7:00 P.m.

Location:

MAC Meeting Room 1C (Room #120)

163 Church Street

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1.

Call to Order

2.

Land Acknowledgement (Board Chair or Designate)

We would like to respectfully acknowledge that the land on which we gather is the treaty and traditional territory of the Mississauga First Nations. We are grateful for our relationship with the First Nations of this territory, for their care for and teachings about the land, the water, and all our relations. As people of the Williams Treaty, we continue our journey to strengthen our understanding of our Treaty relationship and of how to move forward together in a good way. We acknowledge the contributions and accomplishments of all Indigenous people across Turtle Island, current and throughout history.

3.

Approval of Agenda

• THAT the Clarington Public Library Board approve the agenda of the September 26, 2024 Regular Board Meeting.

4.

Disclosure of Conflict of Interest

5.

R. Waite, Manager, IT, Cyber Security Update

R. Waite will attend the Board Meeting to provide Board Members with an update regarding Cyber Security.

6.

Administrative Report No. A37-24: Draft PRCMP – presented by M. Machacek

M. Machacek will present the draft Parks Recreation Culture Master (PRCM) Plan to Board members for discussion and deliberations.

• THAT the Clarington Public Library Board receive Administrative Report No. A37-24: Parks, Recreation and Culture Master Plan Draft for discussion.

• THAT the Clarington Public Library Board endorse the recommendations in the PRCMP that are relevant to the CLMA and advise Council of the endorsement

• THAT the Clarington Public Library Board direct the Chief Executive Officer to investigate the benefits of a Service Level Agreement (SLA) with the Municipality of Clarington and report back to Board for additional direction at later date

7.

Consent Items

• THAT the Clarington Public Library Board receive and approve the items in Consent.

7.1

Adoption of Minutes

7.1.1

Adoption of the Minutes of the June 20, 2024 Regular Board Meeting

7.1.2

Adoption of the Minutes of the July 11, 2024 Finance Committee Meeting

7.2

Correspondence, Media, Memoranda for Information

7.2.1

Municipality of Clarington Council Briefing – Social Worker Students dated Sept. 10, 2024

7.2.2

Intact Insurance – Thank You Letter for Volunteer Groundwork at Waverley Place dated Sept. 9. 2024

7.2.3

Boston Pizza – Thank You Letter for Kids Card Charity Campaign dated Sept. 9, 2024

7.2.4

“Book Sale Orono Library”, Durhamregion.com dated Sept. 5, 2024

7.2.5

CBC Investigative Article “Library workers punched, spat on as security incidents rise, data shows” dated Aug. 23, 2024

7.2.6

“What Are You Doing This Week – Five Things to Do in Clarington” dated Aug. 8, 2024

7.2.7

Ministry for Seniors and Accessibility – Inclusive Community Grant Funding Approval (for “Golden Tales: Chronicles of Our Community” project) dated June 19, 2024

7.2.8

Upcoming Board Member Advocacy Opportunities

7.3

Staff Reports

• That the Staff reports be approved in accordance with the agenda.

7.3.1

Administrative Report No. A38-24: August CLMA Financial Report

7.3.2

Administrative Report No. A39-24: Archival Remediation and Digitization

7.3.3

Administrative Report No. A40-24: Extended Hours at Library Locations

8.

Discussion Period

8.1

Administrative Report No. A41-24: July-September 2024 Chief Executive Officer Report

• THAT the Clarington Public Library Board receive Administrative Report No. A41-24: July - September 2024 Chief Executive Officer Report.

8.2

Administrative Report No. A42-24: July-September 2024 Curator & Heritage Services Manager Report

• THAT the Clarington Public Library Board receive Administrative Report No. A42-24: July - September 2024 Curator & Heritage Services Manager Report; and

   

  THAT the Clarington Public Library Board approve the items listed in the Deaccession List 2024-06 (Appendix A) be approved for removal from the Museums & Archives collections.

8.3

Administrative Report No. A43-24: 2024 Second Quarter (Q2) Operations Report

• THAT the Clarington Public Library Board receive Administrative Report No. A43-24: Second Quarter (Q2) Operations Report.

9.

New Business / Updates

• Better Boards. Better Communities. Online Training (M. Machacek - verbal)
  Determine October meeting date for Board members to meet and discuss recently completed training.
• Call for Policy Review Committee Meeting in November 
• Call for Executive Committee Meeting 

10.

Closed Session – Confidential Administrative Report No. A44-24

• THAT the Clarington Public Library move into closed session to discuss Administrative Report No. A44-24 - Personal matters about an identifiable individual(s). (Public Libraries Act, R.S.O. 1990, c. P.44, Sec. 16.1, 4).
  
  The meeting will resume in open session.

• THAT the Clarington Public Library approve the motions made in closed session.

11.

Adjournment

• THAT the Clarington Public Library Board be adjourned at   p.m.