Meeting agenda – Executive Policy Committee Meeting

Meeting Information: 

Date: February 3, 2023                                                                                       Time: 9:00am   

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

AGENDA ITEMS: (full meeting package as PDF)

1. Approval of Agenda

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

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.

DRAFT MOTION: [...] moved to accept the proposed changes to the Procedural Policy as presented/amended and to recommend this policy to the Executive Committee to be considered by the Board for adoption. 

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. 

DRAFT MOTION: [...] moved to accept the proposed changes to the Corporate Credit Cards, and Staff Expenses and Reimbursement policies as presented/amended and to recommend this policy to the Executive Committee to be considered by the Board for adoption and deletion. 

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. 

DRAFT MOTION: [...] 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. 

6. Section 1:1Q - Retirement
Briefing Note: Minor changes for clarity and grammar.

DRAFT MOTION: [...] moved to accept the proposed changes to the Retirement policy as presented/amended and to recommend these amendments to the Executive Committee to be considered by the Board for adoption.

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.

DRAFT MOTION: [...] moved to accept the proposed changes to the Benefits policy as presented/amended and to recommend these amendments to the Executive Committee to be considered by the Board for adoption.

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.

DRAFT MOTION: [...] moved to accept the proposed changes to the Leaves policy as presented/amended and to recommend these amendments to the Executive Committee to be considered by the Board for adoption.

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

DRAFT MOTION: [...] moved to accept the proposed changes to the Inclement Weather policy as presented/amended and to recommend these amendments to the Executive Committee to be considered by the Board for adoption.

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.

DRAFT MOTION: [...] moved to accept the proposed changes to the Political Activity policy as presented/amended and to recommend these amendments to the Executive Committee to be considered by the Board for adoption.

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

DRAFT MOTION: [...] moved to accept the proposed changes to the Communication Protocol - Employee(s) policy as presented/amended and to recommend these amendments to the Executive Committee to be considered by the Board for adoption.

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.

DRAFT MOTION: [...] moved to accept the proposed changes to the Freedom of Information and Protection of Privacy (FOIP) policy as presented/amended and to recommend these amendments to the Executive Committee to be considered by the Board for adoption.

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.

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

POLICIES TO DELETE (not considered elsewhere in the agenda)

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.

DRAFT MOTION: [...] 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 (Proposed March 24th).

16. Adjournment