2023-02-02 Policy Committee Meeting Minutes DRAFT

Meeting Information: 

Date: February 2, 2024                                                                    Time: 8:00am   

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

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Full PDF Policy Meeting Pkg 

AGENDA ITEMS: 

1. Approval of the agenda as presented

M1-Loraine Berry motions to approve the agenda, all in favor, carried.

2. Approval of the minutes of October 6, 2023 

      M2-Barb Smith motions to approve the minutes of Oct 6, 2023, all in favor, carried.

POLICIES FOR ADDITION:

3. Section 1:1N - Volunteer Time Off
Briefing Note: In response to a discussion of the Executive Committee in December this policy was developed to allow staff the opportunity for greater community service in NLLS member municipalities. The policy proposes 7 hours of annual paid time off for volunteer service. VTO policies are increasingly popular with industry and non-profit organizations. They lead to increases in staff morale and develop a culture of service. 

M3- Barb Smith motions to accept the Volunteer Time Off policy and send to the         Executive committee for review, all in favor motion 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-Barb Smith motions to accept the Sale of Capital items policy and send to the     Executive committee for review, all in favor motion carried.

POLICIES FOR REVISION:

5. Section  1:1V - Police Information Check
   Briefing Note: This policy came up in the regular course of review. Grammar and other slight changes were made for clarity.
   

   M5- Loraine Berry motions to accept the Police Information Check policy and send to the Executive committee for review, all in favor motion carried.

6. Section 1:2F - Pets in the Workplace 
   Briefing Note: This policy came up in the regular course of review. Grammar and other slight changes were made for clarity.
   

   M6 – Barb Smith motions to accept the Pets in the Workplace policy and send to the Executive committee for review, all in favor motion carried.

7. Section - 1 3:F - Library Property
   Briefing Note: This policy came up in the regular course of review. Requires employees to properly sign out library property before using it.
   

   M7 –Loraine Berry motions to accept the Library Property policy and send to the Executive committee for review, all in favor motion carried.

8. Section - 1:3L - Social Media Internal
   Briefing Note: This policy incorporates the service point (external) policy and slight changes for clarity have been made.
   

   M8 –Barb Smith motions to accept the Social Media policy and send to the Executive committee for review, all in favor motion carried.

9. Section 1:3S - Workplace Violence and Harassment  
   Briefing Note: This policy came up in the regular course of review. Very slight modifications for clarity.
   

   M9 –Loraine Berry motions to accept the Workplace Violence and Harassment policy and send to the Executive committee for review, all in favor motion carried.

10. Section 1:4A - Particpation in Occupational Health & Safety
    Briefing Note: I proposed a name change for clarity. It strikes the need for a Health and Safety Committee as we do not have enough employees to make this a requirement. Other minor grammatical changes.
    

    M10 –Loraine Berry motions to accept the Participation in Occupational Health & Safety policy and send to the Executive committee for review, all in favor motion carried.

11. Section TOR - Building Committee 
    Briefing Note: Minor changes made for clarity.
    

    M11 –Barb Smith motions to accept the Building Committee policy and send to the Executive committee for review, all in favor motion carried.

12. Section TOR - Executive Director Evaluation Committee & ED Evaluation
    Briefing Note: Major changes proposed to these. Potential to combine this TOR and Policy. The intent is to free the committee to use evaluation methods most appropriate for the time while still formalizing the process.
    

    M12 –Loraine Berry motions to accept Executive Director Evaluation Committee & ED Evaluation policy and send to the Executive committee for review, all in favor motion carried.

13. Section 3:1F - Corporate Credit Cards
    Briefing Note: We've added a section to the policy clarifying the use of loyalty and credit card points. We've also changed the policy from strictly using loyalty points for the NLLS conference to general revenue.
    

    M13 –Lorraine Berry motions to accept Corporate Credit Cards policy and send to the Executive committee for review, all in favor motion carried.

POLICIES TO DELETE 

16. Section - Social Media External
    Briefing Note: This policy was incorporated into the Social Media Internal policy and renamed the Social Media Policy. 
    

    M14 –Lorraine Berry motions to delete the Social Media External policy and send to the Executive committee for review, all in favor motion carried.

17. Next Meeting April 5, 2024

M15 – Barb Smith motions to adjourn at 8:20am, all in favor, motion carried.