2023-06-01 Policy Committee Meeting Minutes - DRAFT
October 6 20232023-06-01 Policy Committee Meeting Minutes
Meeting Information:
Date: October 6, 2023 Time: 8:00 a.m.
Attendees via Zoom: Josh Crick (Chair), Barb Smith, Dwayne Spicer, Daryl Frank, James MacDonald (ED).
Regrets: Loraine Berry
Call to Order 8:00 a.m.
1. Approval of the agenda as presented
M1 Daryl Frank moved the agenda as presented.
Carried.
2. Approval of the minutes of June 1, 2023
M2 Barb Smith moved the minutes of June 1, 2023 be approved as presented.
Carried.
POLICIES FOR ADDITTION:
3. Section 3:1Q - Electronic Fund Transfers
Briefing Note: This policy establishes EFT as the preferred payment method of NLLS. It requires a second staff member to verify changes in EFT information. This change is to prevent instances of fraud. Discussion was had on the privacy implications of the policy and the procedural elements. Changes made to require that written and verbal confirmation be obtained.
M3: Barb Smith moved that the Electronic Fund Transfers policy be forwarded to the Executive Committee for review as amended.
Carried.
4. Section 3:1O - Sale of Capital Items
Briefing Note: Establishes the authority for the sale of capital items and outlines a procedure. This policy was being followed but never formally adopted - it is taken from the Marigold Library System.
M4: Daryl Frank moved the the Sale of Capital Items policy be forwarded to the Executive Committee for review as amended.
Carried.
POLICIES FOR REVISION:
- Section 1:1U - Equal Opportunity Employer
Briefing Note: This policy came up in the regular course of review. Language added that aligns with the Canadian Human Rights Act. Clarifies that the system discriminates solely on the basis of merit.
M5: Dwayne Spicer moved that the Equal Opportunity Employer policy be forwarded to the Executive Committee for review as amended.
Carried. - Section 1:3F - Library Property
Briefing Note: This policy came up in the regular course of review. Language was added to clarify requiring staff to obtain authorization to borrow NLLS property. A section is added clarifying the accumulation of loyalty and credit card points.
M6: Barb Smith moved that the Library Property policy be forwarded to the Executive Committee for review as amended.
Carried. - Section TOR - Plan of Service Committee
Briefing Note: Grammatical corrections and simplified language. Change to the Chair and vice-chair being defacto members of the committee.
M7: Daryl Frank moved that the Plan of Service Committee terms of reference be forwarded to the Executive Committee for review as amended.
Carried. - Section 4:1C - Confidentiality of User Records
Briefing Note: mostly grammar and simplification of text. We’ve added wording allowing the use of digital forms of consent – not just written consent
M8: Barb Smith moved that the Confidentiality of User Records policy be forwarded to the Executive Committee for review as amended.
Carried. - Section 1:1B - Compensation
Briefing Note: Mostly grammar and formatting for consistency and clarity. Some slight changes: move from an annual grid review to every three years. Tied the step increase to the fiscal year after the first year of employment, clarified the need for change in job classification to move levels.
Action: The executive Director to determine if the line in this policy about payroll deductions is covered in another policy. If not, to add the line back to this policy.
M9: Daryl Frank moved that the Compensation policy be forwarded to the Executive Committee for review as amended.
Carried. - Section 1:3A - Code of Ethics
Briefing Note: Removed the section on Pandemic Illnesses otherwise, grammar and language simplification.
M10: Dwayne Spicer moved that the Code of Ethics policy be forwarded to the Executive Committee for review as amended.
Carried. - Section 1:3V - General Communication Protocol - Library Managers
Briefing Note: The Code of Ethics policy covers much of this policy. This policy is operationally proscriptive. The desired outcome of this policy appears to be to ensure that NLLS maintains clear processes and standards for communication with its members. Those standards should be established in consultation with library managers and be reviewed regularly.
Action: Ed to take this policy and accompanying procedures to the Library Manager's Council for feedback and then bring it back to the policy committee. - Section 2:1B - Governance and Policy Development
Briefing Note: Amalgamated the "Policy Statements" policy into this policy.
M11: Barb Smith moved that the Governance and Policy Development policy be forwarded to the Executive Committee for review as amended.
Carried. - Section 3:1I - Request for Purchase
Briefing Note: Changes to simplify language and improve grammar. Change to establish that price is not the controlling factor in the purchase of library materials (vendors, quality, processes, etc., matter).
M12: Dwayne Spicer moved that the Request for Purchase policy be forwarded to the Executive Committee for review as amended.
Carried. - Section TOR - Advocacy Committee
Briefing Note: Simplified the language and improved grammar.
M13: Barb Smith moved that the Advocacy Committee terms of reference be forwarded to the Executive Committee for review as amended.
Carried. - Section TOR - Policy Committee
Briefing Note: Up for regular review. The only recommended edit is adding a period to the end of the first line.
M14: Daryl Frank moved that the Policy Committee terms of reference be forwarded to the Executive Committee for review.
Carried.
Barb Smith left the meeting at 9:23 a.m.
POLICIES TO DELETE
- Section 2:1A - Policy Statements
Briefing Note: Combined with the Governance and Policy Development policy - redundant
M15: Dwayne Spicer moved that the Policy Statements policy be sent to the Executive Committee for review and recommend its deletion. - Next Meeting
Daryl Frank moved that the meeting adjourn at 9:25 a.m.
