2024-04-05 Policy Committee Meeting Agenda

Meeting Information: 

Date: April 5, 2024                                                                    Time: 8:00 am   

Attendees via Zoom: Josh Crick (Chair), Barb Smith, Daryl Frank, Loraine Berry, James MacDonald (ED)

Regrets: Dwayne Spicer

AGENDA ITEMS: 

1. Approval of the agenda as presented

M1: Barb moved to accept the agenda. Carried

2. Approval of the minutes of February 2, 2024 minutes

M2: Lorraine moved to accept the February 2, 2024 minutes, as amended. Carried.

POLICIES FOR ADDITION:

3. Section 1:1C Driver Safety and Service
Briefing Note: Provides a quarterly bonus to contract drivers when defined safety and service standards are met.

M3: Barb moved to send the Driver Saftey and Service policy to the Executive Committee for consideration. Carried.

4. Section 1:3X Information Technology - Member Libraries
Briefing Note: Outlines the appropriate use of technology connected to the NLLS network at member libraries. This policy is required for cyber insurance compliance.

M4: Lorraine moved to send the Information Technology - Member Libraries policy to the Executive Committee for consideration as amended. Carried

5. Section 3:1L Long-term Office Rentals
Briefing Note: Sets guidelines for long-term rentals or leases of NLLS-owned properties.

M5: Barb moved to send the Long-term Office Rentals policy to the Executive for consideration as amended. Carried.

POLICIES FOR REVISION:

5. Section  2:1C Governance Style of the Board and TOR Procedural Policy
   Briefing Note: Combines the Governance Style of the Board policy (2:1C) and the Terms of Reference: Procedural Policy of the Board. 2:1C becomes the preamble to the procedural policy. The policy is renamed to "Board Procedural Policy." Consider changing this from a TOR to policy 2:1C. Besides changes to grammar and punctuation, changes were made to better define quorum, rules regarding virtual participation in meetings, and changes to voting on motions made by email. 
   
   M6: Daryl moved to send the combined Governance Style of the Board and TOR Procedural Policy to the Executive Committee for consideration as amended. Carried.
   
6. Section 2:1E Executive Committee and 2:1O Election of Executive Committee
   Briefing Note: Combines 2:1E Executive Committee and 2:1O Election of Executive Committee under one policy called "Executive Committee." Besides grammar and punctuation, clarity was provided on the population used to determine auto-seats and what happens when an auto-seat is vacated prematurely. Added a requirement to obtain legal counsel on the dismissal of an ED (for compliance with insurance).
   
   M7: Barb moved to send the combined Executive Committee and Election of Executive Committee policies as amended to the Executive Committee for consideration. Carried.
   
   
7. Section 4:1A Collection Development 
   Briefing Note: This came up during the regular review. We tightened the language and simplified it for clarity.
   
   M8: Lorraine moved to send the Collection Development policy as amended to the Executive Committee for consideration. Carried.

POLICIES TO DELETE 

16. Section Sec 2:1O
    Briefing Note: Combine with Sec 2:1E
    
    
17. Section Sec 2:1C
    Briefing Note: Combine with TOR Procedural Policy
    
    M9: Barb moved to recommend to the Executive Committee that policies 2:1O and 2:1C be deleted after combining with other policies. Carried
    
    M10: Barb moved to reconsider the Driver Safety and Service policy motion (M3). Carried.
    
    M11: Barb moved to send the Driver Safety and Service policy to the Executive Committee for consideration as amended. Carried.
18. Next Meeting May 31, 2024

M12: Daryl moved to adjourn the meeting at 9:46 am.