MINUTES Brampton Library Board Tuesday, December 12, 2017 6:00pm - 7:00pm Chinguacousy Ski Chalet 2 nd Floor Lounge BOARD: J. Massey-Singh (Chair) K. Hay (Vice-Chair) J. Awde P. Waters K. Ladak R. Bunn M. Palleschi C. Phung REGRETS: M. Ben D. Whillans STAFF: R. Raven, Chief Executive Officer J. Simone, Director Business Management & Operations J. Baty, Director Innovation & Technology J. Andrews-Jotham, Director Customer Engagement & Partnerships R. Jones, Director Neighbourhood Services G. DePrisco, Manager Human Resources M. Kwok, Executive Assistant to CEO 1. Call to Order: 6:02pm 2. Approval of Agenda a. Addition of 7b) Nomination Committee for 2018 Library Board Executives * The nomination committee will be: * P. Waters, K. Ladak, J. Awde, K. Hay Approval of the amended Agenda moved by R. Bunn Seconded by J. Awde CARRIED 3. Declarations of conflict of interest: NONE 4. Adoption of Minutes from November 28, 2017 * Received Approval of the Minutes moved by R. Bunn Seconded by J. Awde CARRIED 5. Actions Arising from Minutes a. Final policy review and approval * All policies reviewed at the special policy review meeting held in November have been amended as requested and are ready for approval from the Library Board * Two new Human Resources policies are in development * Recruitment and Hiring * Accommodations for Religious Beliefs * the new policies will be presented to the Board in the new year for approval Motion to approve the policies reviewed as amended moved by M. Palleschi Seconded by C. Phung CARRIED b. Internal Auditor update * R. Raven provided a verbal update * Board members asked what the City of Brampton audit timelines were * Library finance staff has been advised that there are no expectations for a repeat audit for a few years based on current City staff workload, the capacity of the audit team and the fact Brampton Library had a clean audit c. External audit procedures update * R. Raven advised that staff will meet with the City Clerk for clarification around audit procedures * R. Raven will consult with other GTA libraries to determine their processes for audits 6. Consent Agenda a. Report of the Chief Executive Officer * Received Approval moved by M. Palleschi Seconded by C. Phung CARRIED 7. New Business a. Tour of Springdale - Wednesday, December 13 at 4:00pm * occupancy has not been granted by the construction company * the tour will be deferred until substantial completion and occupancy is achieved * Board members to be contacted as soon as a visit is possible Move to Executive Session: Motion to move to Executive Session moved by R. Bunn Seconded by K. Hay CARRIED 8. Executive Session (formerly In-Camera): a. Approval of minutes from November 28, 2017 Adjourn from Executive Session: 7:22 9. Adjournment: 7:25pm Motion to adjourn meeting moved by C. Phung Seconded by M. Palleschi CARRIED 10. Upcoming Meetings: Meetings are held at Four Corners Branch in the 2 nd Floor Boardroom unless otherwise specified below: Tuesday, January 23, 2018 Tuesday, February 27, 2018 Tuesday, March 27, 2018