2023-06-01 Policy Committee Meeting Agenda

Meeting Information: 

Date: October 6, 2023                                                                    Time: 8:00am   

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

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https://us02web.zoom.us/j/83292587182?pwd=SDJ1cDhkRGluakxYcjRWc0loVmxMUT09

Meeting ID: 832 9258 7182
Passcode: 711796

Full PDF Policy Meeting Pkg

AGENDA ITEMS: 

1. Approval of the agenda as presented

2. Approval of the minutes of June 1, 2023

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.

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.

POLICIES FOR REVISION:

5. 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.
6. 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.
   
   
7. 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.
   
   
8. 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
   
   
9. 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.
   
   
10. Section 1:3A - Code of Ethics
    Briefing Note: Removed the section on Pandemic Illnesses otherwise, grammar and language simplification.
    
    
11. 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.
    
    
12. Section 2:1B - Governance and Policy Development
    Briefing Note: Amalgamated the "Policy Statements" policy into this policy.
    
    
13. Section 3:1I - Request fo 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).
    
    
14. Section TOR - Advocacy Committee
    Briefing Note: Simplified the language and improved grammar. 
    
    
15. Section TOR - Policy Committee
    Briefing Note: Up for regular review.

POLICIES TO DELETE 

16. Section 2:1A - Policy Statements
    Briefing Note: Combined with the Governance and Policy Development policy - redundant
    
    
17. Next Meeting