Meeting minutes – Executive Policy Committee Meeting

Meeting Information: 

Date: February 3, 2023                                                                                       Time: 8:01am   

Attendees via Zoom: Josh Crick (Chair), Barb Smith, Dwayne Spicer, Daryl Frank, Loraine Berry, James MacDonald (ED), Terri Hampson (Staff).

AGENDA ITEMS: 

1. Approval of Agenda

MOTION: Daryl Frank moved to approve the agenda, all in favour, Carried

2. Approval of the minutes of October 4th, 2022

MOTION: Barbara Smith motions to accept the October 4, 2022 minutes, all in favour, Carried

POLICIES FOR REVISION:

3. Terms of Reference - Procedural Policy
Briefing Note: Added procedures for the board and its committees to call for and vote on motions via email, outside of regular Board or committee meetings.

MOTION: Barb Smith moved to accept the proposed changes to the Procedural Policy as amended and to recommend this policy to the Executive Committee to be considered by the Board for adoption. All in favour, Carried.

4. Section 3:1F - Corporate Credit Cards
Briefing Note: This policy integrates Sec 1:1C Staff Expenses and Reimbursement with the Corporate CC policy. Several grammatical updates are made as well as updates to reflect changes in procedure. 

MOTION: Loraine Berry moved to accept the proposed changes to the Corporate Credit Cards, and Staff Expenses and Reimbursement policies as amended and to recommend this policy to the Executive Committee to be considered by the Board for adoption and deletion. All in favour, Carried.

5. Section 3:1B - Accounting and Audit (name change to Financial Matters)
Briefing Note: This policy will combine the following financial policies: Accounting and Audit, Financial Matters, Investments, Principle, Borrowing Bylaw, and Banking under a single policy title Financial Matters. The updates are largely clarifying - no substantive changes were intended. 

MOTION: Dwayne Spicer moved to accept the proposed changes to the Accounting and Audit policy as presented/amended and the deletion of the Financial Matters, Investments, Principle, Borrowing Bylaw, and Banking policies and to recommend these amendments and deletions to the Executive Committee to be considered by the Board for adoption and deletion. All in favour, Carried.

6. Section 1:1Q - Retirement
Briefing Note: Minor changes for clarity and grammar. The Committee felt that this policy is redundant as this is all covered in Alberta labour standards.

MOTION: Dwayne Spicer moved to recommend to the Executive Committee that this policy be deleted and to forward that recommendation to the Board for adoption. All in favour, Carried.

7. Section 1:1K & Appendix E - Benefits 
Briefing Note: Update to reflect the motion of the Board to cover health benefits premiums and clarify staff responsibilities around short and long term disability. Some grammar and clarifying edits.

MOTION: Loraine Berry moved to accept the proposed changes to the Benefits policy as presented and to recommend these amendments to the Executive Committee to be considered by the Board for adoption. All in favour, Carried.

8. Section 1:1L & Appendix - Leaves
Briefing Note: Clarification and simplification of the policy and alignment with current and future Alberta labour standards. We would delete the appendix and refer to the current Alberta labour standards on protected leaves.

MOTION: Daryl Frank moved to accept the proposed changes to the Leaves policy as amended and to recommend these amendments to the Executive Committee to be considered by the Board for adoption. All in favour, Carried.

9. Section 1:1T - Inclement Weather
Briefing Note: Clarification and organization of the policy, with grammar updates.

MOTION: Loraine Berry moved to accept the proposed changes to the Inclement Weather policy as amended and to recommend these amendments to the Executive Committee to be considered by the Board for adoption. All in favour, Carried.

10. Section 1:3G - Political Activity
Briefing Note: Addition of two points regarding political activity outside of work and rental of building to political parties or causes.

MOTION: Dwayne Spicer moved to accept the proposed changes to the Political Activity policy as presented and to recommend these amendments to the Executive Committee to be considered by the Board for adoption. All in favour, Carried.

11. Section 1:3U - Communication Protocol - Employee(s)
Briefing Note: Slight grammatical updates for clarity.

MOTION: Dwayne Spicer moved to accept the proposed changes to the Communication Protocol - Employee(s) policy as amended and to recommend these amendments to the Executive Committee to be considered by the Board for adoption. All in favour, Carried.

12. Section 2:1L - Freedom of Information and Protection of Privacy (FOIP)
Briefing Note: Slight grammatical updates, removal of erroneous hyperlink, clarification on when NLLS provides FOIP training.

MOTION: Barb Smith moved to accept the proposed changes to the Freedom of Information and Protection of Privacy (FOIP) policy as presented and to recommend these amendments to the Executive Committee to be considered by the Board for adoption.All in Favour, Carried.

NEW POLICIES

13. Terms of Reference - Indigenous Advisory Committee Mandate
Briefing Note: This new TOR establishes an Indigenous Advisory Committee to assist the Board with establishing and delivering library services for Indigenous communities in the NLLS region.

MOTION: Dwayne Spicer moved to accept the proposed adoption of the Indigenous Advisory Committee Mandate Terms of Reference policy as amended and to recommend to the Executive Committee it be considered by the Board for adoption.

POLICIES TO DELETE 

14. Section 1:3P - Privacy Issues
Briefing Note: This policy was incorporated into the Internet and Computer Usage Policy previously and its deletion was overlooked.

MOTION: Loraine Berry moved to accept the proposed deletion of the Privacy Issues policy and to recommend to the Executive Committee it be considered by the Board for deletion.

15. Next Meeting

ACTION: ED to send out a poll to determine date of next meeting.

16. Adjournment

MOTION: Barb Smith moved to adjourn the meeting at 9:30am.