Library Board Members 2022
Chair – Carol Lessard
Reeve – Henry Hogg
Trustee – Donna Wood
Trustee – Betty Bass
Trustee – Patricia Dicks
Trustee – Karen Lips
Councillor – Kirby Thompson
Councillor – Helen Yanch
Recorded Minutes (PDF)
2023 Minutes
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Addington Highlands Public Library Board
Minutes of February 2,2023 meeting at Flinton Library
Call to Order: by C.Lessard at 10:00 am.
Attendees:
D.Wood
C.Lessard
H.Yanch
B.Lessard
K.Lips
Absent with regrets Reeve Hogg at Large, B.Bass, K.Thompson
Staff: Leoen/CEO
Approval of the Agenda February 2,2023
Motioned by: K.Lips
Seconded by: D.Wood
Carried
To approve agenda of February 2,2023
Approval and Adoption of the minutes of October 27,2022
Motioned by B.Lessard
Second by D.Wood
Carried
To approve and adopt the minutes of October 27,2022
Business arising from minutes
- Nothing at this Time
Matters for Consideration
- IT Support and Library Webpage was mention
Reports of Officers
- Td Summer Reading Club’s theme for 2023 is “Check this Out” Supplies have been ordered
- Staff member has registered for OLS Excel program
- We have received the new Quinte Conservation Park Passes
- We have completed the survey and sent invoices in for the IDA grant
- Touchless hand dryer was installed by Lemke Electric
- Children’s Program for October and December was mentioned
- Roger’s mobile wifi devices are ready to be used for patrons of the library
- We received the new By-Law to Appoint Library Board Members and all new members to complete AODA Customer Service Training
- Leoen mention Governance 101: Library board training through OLS
- We have signed up for Overdrive for 2023
- Leoen mentioned Flinton and Denbigh received donations
- Leoen mentioned having a phone conference with the Township clerk and OTF Leader about progress on the grant
- Leoen mentioned receiving the new computers, and makerspace items for the new makerspace at the library
- We received the new 2023 Ontario Park Day Passes
- We have completed the 2022 year end report for the Information and Privacy commissioner of Ontario
- We mentioned needing to upgrade deep freeze on the new public computers
- Annual Survey opened on January 17,2023 . We have completed and submitted
- We mentioned connectivity funding for 2023
- Leoen mentioned enrolling in two upcoming webinars
- Leoen mentioned the makerspace guidelines for the new cricut machines.
Makerspace Policy
Motion # 230202
Motion By: K.Lips
Seconded By: D.Wood
Carried
To review and accept makerspace policy
Monthly Activity was reviewed
Financials
We received our Annual PLOG grant
Vacation pay was added to November 30th pay
Everything Balance for October, November and December
Waiting on a couple more things to finish 2022 year end
T4’s have been completes and will be sent out with Jan 31st pay
Proposed 2023 Budget
Motion # 230202b
Motioned by: H.Yanch
Seconded by: B.Lessard
Carried
To send 2023 proposed budget to council
Motioned by: H.Yanch
Seconded by: B.Lessard
Carried
To accept CEO report of February 2, 2023
Correspondence received for consideration
- Adult Book Club was mentioned about restarting the monthly program
Correspondence received for information
- Nothing at this time
New business
- Policy Review
Motion # 230202c
Motioned By: K.Lips
Seconded By: D.Wood
Carried
To receive and review annual policies of Workplace Harassment and Discrimination, Prevention of Workplace Violence and Health and Safety
Date and time of next meeting: March 23, 2023 at the Denbigh Library at 10:00AM.
Motion to Adjourn
Motioned by: B.Lessard
Second by: D.Wood
Carried
To adjourn meeting at 10:55 am
Board Chair C.Lessard B. Leoen CEO
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Addington Highlands Public Library Board
Minutes of March 23,2023 meeting at Denbigh Library
Call to Order: by C.Lessard at 10:00 am.
Attendees:
D.Wood
C.Lessard
B.Bass
B.Lessard
K.Lips
Absent with regrets Reeve Hogg at Large, H.Yanch, K.Thompson
Staff: Leoen/CEO
Approval of the Agenda March 23,2023
Motioned by: D.Wood
Seconded by: B.Bass
Carried
To approve agenda of March 23,2023
Approval and Adoption of the minutes of February 2,2023
Motioned by B.Lessard
Second by D.Wood
Carried
To approve and adopt the minutes of February 2, 2023
Business arising from minutes
- Our former IT Support has gotten back with login information on our website
- IT Support from Madoc library has helped us out with putting our 2022 minutes on the website. And to help out in the future as IT Support is needed
- Following up on the AODA Customer Service Training
Matters for Consideration
- Library Logo was mention and Moved to next meeting
- Recognition was mentioned
- Flinton Library’s 75th Anniversary was mention for 2024
Reports of Officers
- TD Summer Reading is hosting another Storywalk for the summer. 2 were ordered. They can be displayed from June12-Sept4
- We now have Museum passes from the Museum of Lennox & Addington’s Museum and Archives, The National Gallery of Canada “Artpass”, and Canadian Museum of History and War Museum. 1 pass per library branch
- Kids Library Lego Program at both libraries was a enjoyed
- IDA is offering there mini grant for decodable books again this year
- In-Person tri-county CEO meetings are restarting again this year
- Leoen mentioned attending the Webinar training about Accessibility in the libraries and what you need to know. and mention what is required for public libraries checklist
- Public Health was at Flinton Library and did a water test
- The accessible outside button was repaired
- Northbrook BMO bank closure was mention
Motion #230323
Motion by: B.Bass
Second by: B.Lessard
Carried
To have CEO look into setting up e-transfer for payroll with the bank
Monthly Activity was reviewed
Financials
Everything balanced in February
Summary for 2022 had an overpayment 163.20
We received connectivity this year 2669.20 and have set up EFT for future payments
2022 books were delivered to Township for auditor
We have submitted the GST/HST for July-Dec 2022, 2151.73
Motioned by: B.Lessard
Seconded by: B.Bass
Carried
To accept CEO report of March 23, 2023
Correspondence received for consideration
- Kids Library Club Passes was mentioned
- Kids programing was mentioned
- Kids preschool and/or baby story time was mentioned
Correspondence received for information
- Nothing at this time
New business – Library Website
- 4 Quotes were received for new library website.
- Webpage sites were reviewed
Motion#230323b
Motion by: K.Lips
Second by: B.Lessard
Carried
To have CEO contact OSM Web designer for new website
Date and time of next meeting: April 27, 2023 at the Flinton Library at 10:00AM.
Motion to Adjourn
Motioned by: B.Bass
Second by: B.Lessard
Carried
To adjourn meeting at 10:52 am
Board Chair C.Lessard B. Leoen CEO
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Addington Highlands Public Library Board
Minutes of April 27, 2023 meeting at Flinton Library
Call to Order: by C.Lessard at 10:00 am.
Attendees:
D.Wood
C.Lessard
H.Yanch
B.Lessard
K.Lips
B.Bass
Absent with regrets Reeve Hogg at Large K.Thompson
Staff: Leoen/CEO
Approval of the Agenda April 27,2023
Motioned by: B.Lessard
Seconded by: B.Bass
Carried
To approve agenda of April 27,2023
Approval and Adoption of the minutes of March 23,2023
Motioned by B.Bass
Second by D.Wood
Carried
To approve and adopt the minutes of March 23, 2023
Business arising from minutes
- Council has agreed with budget for the library’s new website and OSM Web designer has been contacted
- Recognition Event is set for June 9th at 11:00am
- CEO looked into e-transfer for payroll
- There is new kids club pass cards at the libraries
Matters for Consideration
- Library Logo was mention
- Flinton Library’s 75th Anniversary was discussed
Reports of Officers
- The National Gallery of Canada “Artpass”, and Canadian Museum of History and War Museum have arrived at the library
- Changes to Overdrive was mentioned
- Flinton’s adult book club is back up and running
- The library has received a donation of audio books from Tweed Library
- The smoke detectors at Flinton Library were replaced
- The children’s Easter program at both libraries was well attended
Monthly Activity was reviewed
Financials
Everything balanced in March
We have received the GST/HST for July-Dec 2022,
WSIB premiums have increased
We have received the draft copy of 2022 financial statement from the auditor
Motion # 20230427
Motion by: H.Yanch
Second by: B.Lessard
Carried
To receive and approve the draft copy of the 2022 financial statements
Motioned by: D.Wood
Seconded by: K.Lips
Carried
To accept CEO report of April 27, 2023
Correspondence received for consideration
- Nothing at this time
Correspondence received for information
- We have two volunteers to help with baking for book sale in Denbigh
New business – Policy Review
Motion#20230427b
Motion by: D.Wood
Second by: B.Lessard
Carried
To review the annual policies of Health & Safety, Workplace Harassment & Discrimination, Prevention of Workplace Violence.
Date and time of next meeting: May 25, 2023 at the Denbigh Library at 10:00AM.
Motion to Adjourn
Motioned by: B.Bass
Second by: K.Lips
Carried
To adjourn meeting at 10:45 am
Board Chair C.Lessard B. Leoen CEO
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Addington Highlands Public Library Board
Minutes of May 25, 2023 meeting at Denbigh Library
Call to Order: by C.Lessard at 10:00 am.
Attendees:
D.Wood
C.Lessard
H.Yanch
K.Lips
K.Thompson
Absent with regrets Reeve Hogg at Large,B.Bass, B.Lessard
Staff: Leoen/CEO
Approval of the Agenda May 25,2023
Motioned by: D.Wood
Seconded by: K.Thompson
Carried
To approve agenda of May 25,2023
Approval and Adoption of the minutes of April 27,2023
Motioned by K.Lips
Second by D.Wood
Carried
To approve and adopt the minutes of April 27, 2023
Business arising from minutes
- Had a meeting with OSM web designers about the new website.
Matters for Consideration
- Library Logo was mentioned
- Teen program was mentioned
Reports of Officers
- Mother’s Day program was well attended at both libraries
- Staff attended a webinar on the Td Summer reading program
- Leoen mentioned Katie from the KPMG auditor went over the 2022 financial statements and have received the finalized financial statements
- Leoen mentioned she will be attending Tri-County meeting on May 29th
- Summer hours will be starting on June 1
- Denbigh library has set the date of July 22 for their book and bake sale
Monthly Activity was reviewed
Financials
Everything balance in April
Motion # 20230525
Motion by: H.Yanch
Second by: K.Thompson
Carried
To receive the finalized copy of the 2022 financial statements
Motioned by: D.Wood
Seconded by: K.Lips
Carried
To accept CEO report of April 27, 2023
Correspondence received for consideration
- Nothing at this time
Correspondence received for information
- Turtle Conservation was mentioned
New business
- Nothing at this time
Date and time of next meeting: June 22, 2023 at the Flinton Library at 10:00AM.
Motion to Adjourn
Motioned by:K.Lips
Second by: K.Thompson
Carried
To adjourn meeting at 10:30 am
Board Chair C.Lessard B. Leoen CEO
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Addington Highlands Public Library Board
Minutes of June 22, 2023 meeting at Flinton Library
Call to Order: by C.Lessard at 10:00 am.
Attendees:
D.Wood
C.Lessard
H.Yanch
B.Lessard
K.Thompson
B.Bass
Absent with regrets Reeve Hogg at Large, K.Lips
Staff: Leoen/CEO
Approval of the Agenda June 22,2023
Motioned by: B.Bass
Seconded by: B.Lessard
Carried
To approve agenda of June 22,2023
Approval and Adoption of the minutes of May 25,2023
Motioned by H.Yanch
Second by D.Wood
Carried
To approve and adopt the minutes of May 25, 2023
Business arising from minutes
- Contacted the school and spoke with Katie Okie about helping us design our logo
Matters for Consideration
Nothing at this time
Reports of Officers
- We have been chosen to receive the International Dyslexia Association mini grant again this year
- Bosley’s were call to Flinton Library to look at the air conditioner, because it wasn’t working and it needs to be replaced. It was 20yrs old.
- We have received the TD Storywalk and summer material
- June kids program was mentioned
- OSM designers are working on the new website
- Received word that our former IT has passed away
- OTF media release and picture was sent to the Frontenac news, eill be in the week of June 22, 2023
Monthly Activity was reviewed
Financials
-Everything balance in May
-We have received our 2nd installment from the Township
Motioned by: B.Lessard
Seconded by: K.Thompson
Carried
To accept CEO report of June 22, 2023
Correspondence received for consideration
- Nothing at this time
Correspondence received for information
- Nothing at this time
New business
- Payroll was mentioned
Motion#20230622
Motion by: H.Yanch
Second by: B.Lessard
Carried
To set up direct deposit for wages with Township payroll service
Date and time of next meeting: August 24, 2023 at the Denbigh Library at 10:00AM.
Motion to Adjourn
Motioned by: K.Thompson
Second by: B.Bass
Carried
To adjourn meeting at 10:20 am
Board Chair C.Lessard B. Leoen CEO
-
Addington Highlands Public Library Board
Minutes of August 24, 2023 meeting at Denbigh Library
Call to Order: by C.Lessard at 10:00 am.
Attendees:
C.Lessard
H.Yanch
B.Lessard
K.Thompson
K.Lips
Absent with regrets Reeve Hogg at Large, B.Bass, D.Wood
Staff: Leoen/CEO
Approval of the Agenda August 24,2023
Motioned by: K.Thompson
Seconded by: H.Yanch
Carried
To approve agenda of August 24,2023
Approval and Adoption of the minutes of June 22,2023
Motioned by H.Yanch
Second by B.Lessaard
Carried
To approve and adopt the minutes of June 22, 2023
Business arising from minutes
- Nothing at this Time
Matters for Consideration
Nothing at this time
Reports of Officers
- OTF Grant is finished and final report submitted
- Missing pay cheques of June 30th was mentioned
- New AH Library website has been launched and CEO has had training on how to maintain it. Pages have been added under Flinton and Denbigh.
- Leoen mentioned not getting stats from former hosting website before it was taken down
- Denbigh and Flinton’s Book and Bake sale was mentioned.
- Sign has been post at Denbigh library that phone is for library use only.
- Leoen mentioned that Service Canada has a new pilot project and will be at both libraries in October to offer support to the community for pensions, passports, EI, etc.
- TD Summer program was mentioned
- Library news has been added to the Townships e-newsletter
- AODA accessibility Compliance Report for 2023 has been completed and submitted
- We have received the mini grant from IDA and decodable books have been ordered
- Leoen mention getting forms set up with the Township to have payroll switched starting in 2024
Monthly Activity was reviewed
Financials
– Everything balance in June and July
– GST/HST rebate for Jan-June has been submitted
Motioned by: B.Lessard
Seconded by: K.Thompson
Carried
To accept CEO report of August 24, 2023
Correspondence received for consideration
- Nothing at this time
Correspondence received for information
- Nothing at this time
New business
- Nothing at this Time
Closed Meeting
Motion #20230824
Motioned by: H.Yanch
Seconded by: K.Lips
Carried to close meeting for personnel issue
Motion by: K.Thompson
Second by: H.Yanch
Carried to come out of closed meeting
Date and time of next meeting: September 28, 2023 at the Flinton Library at 10:00AM.
Motion to Adjourn
Motioned by: K.Thompson
Second by: K.Lips
Carried
To adjourn meeting at 10:22 am
Board Chair C.Lessard B. Leoen CEO
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Addington Highlands Public Library Board
Minutes of September 28, 2023 meeting at Flinton Library
Call to Order: by C.Lessard at 10:00 am.
Attendees:
C.Lessard
H.Yanch
B.Lessard
K.Thompson
B.Bass
Absent with regrets Reeve Hogg at Large, K.Lips, D.Wood
Staff: Leoen/CEO
Approval of the Agenda Sept 28,2023
Motioned by: B.Bass
Seconded by: B.Lessard
Carried
To approve agenda of September 28,2023
Approval and Adoption of the minutes of August 24,2023
Motioned by K.Thompson
Second by B.Lessaard
Carried
To approve and adopt the minutes of August 24, 2023
Business arising from minutes
- Nothing at this Time
Matters for Consideration
Adding more programs was mentioned
Reports of Officers
- OTF reporting requirements have been fulfilled. As part of grant requirements all publicly acknowledgements must be removed or taken down
- TD Summer reading for 2023 was mentioned survey has been completed and the 2024 Theme is ‘To the Stars’
- We have received a donation of knitted hats from the youth volunteer program
- Beyond Books Collection has been added to the website
- Provincial Licensing is open until Oct 27
- Both branches will be closed on September 30th for National Day for Truth & Reconciliation
- Fiero and Scratch Coding program was mentioned
Monthly Activity was reviewed
Financials
Everything Balanced
We received our 3rd installment from Township
We received our final payment for the OTF grant
We have received our GST/HST rebate for Jan-June
Minimum wage increase was mentioned
Motion # 20230928
Motioned by: B.Bass
Seconded by: B.Lessard
Carried
To purchase Novelist Package, Teen Health &Wellness, Ancestry Library Edition, and Access Video on Demand- Just for Kids e-resources for 2024
Motioned by: H.Yanch
Seconded by: K.Thompson
Carried
To accept CEO report of September 28, 2023
Correspondence received for consideration
- Nothing at this time
Correspondence received for information
- Nothing at this time
New business
- Nothing at this Time
Closed Meeting
Date and time of next meeting: October 26, 2023 at the Denbigh Library at 10:00AM.
Motion to Adjourn
Motioned by: K.Thompson
Second by: B.Lessard
Carried
To adjourn meeting at 10:34 am
Board Chair C.Lessard B. Leoen CEO
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Addington Highlands Public Library Board
Minutes of November 23, 2023 meeting at Denbigh Library
Call to Order: by C.Lessard at 10:00 am.
Attendees:
C.Lessard
H.Yanch
|K.Lips
K.Thompson
B.Bass
D.Wood
Absent with regrets Reeve Hogg at Large, B. Lessard
Staff: Leoen/CEO
Approval of the Agenda November 23,2023
Motioned by: K.Lips
Seconded by: H.Yanch
Carried
To approve agenda of November 23,2023
Approval and Adoption of the minutes of September 28,2023
Motioned by B.Bass
Second by H.Yanch
Carried
To approve and adopt the minutes of September 28, 2023
Business arising from minutes
- E-Resources have been ordered for 2024
- Coding Program
Motion # 20231123
Motion by: D.Wood
Second by: H.Yanch
Carried
To start new youth coding program in 2024
- Library logo
Matters for Consideration
Library logo first draft was reviewed and changes were discussed
Reports of Officers
- PLOG application has been completed and submitted
- Flinton Library received a donation of 200.00
- October Kids program was mentioned
- Flinton Library’s adult craft program was mentioned
- Service Canada was at both library branches in October
- A complaint was mention about the neighbour’s at Flinton Library and Township was informed about it.
- An employee has completed the library excel programs first course
- Staff computer at Flinton library was sent away for repair. The LCD panel was replaced
- We have registered for the 2024 Ontario Parks Day Pass
- Switching to Township electronic pay roll was mentioned
- We have joined Belly’s Book Club with the Belleville Sens
- Overdrive-Libby has been ordered for 2024
- Holiday hours were mentioned
- Staff evaluations was mentioned
Monthly Activity was reviewed
Financials
– Everything Balanced for Sept & Oct. was an error of .09 in wages remittance
– Vacation pay will be added to Novembers last pay period
– Budget revision was reviewed
Motion # 20231123a
Motioned by: H.Yanch
Seconded by: D.Wood
Carried
To have budget revision sent to council
Motioned by: D.Wood
Seconded by: B.Bass
Carried
To accept CEO report of November 23, 2023
Correspondence received for consideration
- Nothing at this time
Correspondence received for information
- Board member resignation letter
Motion # 20231123b
Motioned by: H.Yanch
Seconded by : K.Lips
Carried
To accept B.Lessard’s email resignation letter
New business
- Policy Review
Motion # 20231123c
Motion by: K.Thompson
Second by: B.Bass
Carried
That the policies Staff Selection & Assignment, Vacation Public Holidays & Leave, Compensation & Benefits, Payment of job related expenses, Employee Conduct, and Professional Development performance & Discipline was reviewed.
Closed Meeting
Motion # 20231123d
Motion by: H.Yanch
Second by: D.Wood
Carried
To Close meeting at 10:40am for employee concerns
Motion # 20231123e
Motion by: D.Wood
Second by: K. Thompson
Carried
To reopen meeting at 11:04am
Date and time of next meeting: January 25, 2024 at the Flinton Library at 10:00AM.
Motion to Adjourn
Motioned by: H.Yanch
Second by: K.Thompson
Carried
To adjourn meeting at 11:06 am
Board Chair C.Lessard B. Leoen CEO
Addington Highlands Public Library Board – Meeting Dates for 2024
All Meetings Start at 10:00am on the Fourth Thursday of the Month.
NO Meetings in February, July and December.
Flinton Library
January 25, 2024
April 25, 2024
June 27, 2024
September 26, 2024
November 28, 2024
Denbigh Library
March 28, 2024
May 23, 2024
August 22, 2024
October 24, 2024