MINUTES GREATER VICTORIA PUBLIC LIBRARY BOARD - May 6, 2014
Minutes regarding 2013 financial statements and lease negotiations for server space.
MINUTES
GREATER VICTORIA PUBLIC LIBRARY BOARD
Central Library, 735 Broughton Street Board Room, 1st Floor May 6, 2014 at 12:00 pm
A meeting of the Greater Victoria Public Library Board was held on the above date at the above location. The following individuals were in attendance:
Board Members:
- Trustee G. Bunyan (Chair)
- Trustee D. Alexander
- Trustee R. Burris
- Trustee G. Goudy
- Trustee L. Hundleby
- Trustee Z. King
- Trustee A. Kirkaldy
- Trustee P. Madoff
- Trustee R. Martin
- Trustee P. McNair
- Trustee M. Milne
- Trustee D. Murdock
- Trustee J. Rogers
- Trustee K. Santini
Staff:
- Ms. M. Sawa, CEO
- Ms. T. Chyzowski, Director of Human Resources
- Ms. P. Eaton, Director of Public Services
- Mr. D. Phillips, Director of Technology
- Ms. D.J. Phillips, Director of Finance / Treasurer
- Ms. A. Polinsky, Director of Communications & Community Development
- Ms. L. Robertson (Recorder)
Regrets:
- Trustee W. Bembridge, Trustee K. Murdoch (Vice-Chair), Trustee K. Potts, Trustee K. Roessingh, Trustee L. Seaton
1. CALL TO ORDER & WELCOME
The Chair called the meeting to order at 12:12 pm.
2. APPROVAL OF AGENDA
MOTION Moved by Trustee Rogers, seconded by Trustee Milne, THAT the Agenda be approved as circulated. CARRIED
3. CHAIR'S REMARKS
The Chair indicated that branch tours with the new Trustees are underway.
4. 2013 AUDITED FINANCIAL STATEMENTS
Trustee Milne indicated that Ms. Lee of KPMG attended the April 29, 2014 Finance Committee meeting to present the Audit Findings Report. GVPL received a clean audit report, and congratulations were extended to Ms. Phillips for her excellent work.
The Finance Committee will meet again in May to consider recommendations to the Board regarding allocation of the 2013 operating surplus.
MOTION Moved by Trustee Milne, seconded by Trustee Murdock, THAT the 2013 Audited Financial Statements be approved. CARRIED
5. IN-CAMERA BUSINESS
MOTION Moved by Trustee Hundleby, seconded by Trustee Burris, THAT the Board move in-camera to discuss a property issue. CARRIED
6. RISE AND REPORT
Trustee Bunyan reported that the Board approved the following two motions:
MOTION Moved by Trustee Milne, seconded by Trustee Alexander, THAT Operating Fund surplus from the 2013 fiscal year in the amount of $160,000 be allocated towards the cost of a 3-year lease for the server room and office space. CARRIED
MOTION Moved by Trustee Milne, seconded by Trustee Burris, THAT the conditions be removed from the Offer to Lease and a 3 year lease be signed by the Board Chair (or designate) and the CEO, subject to full review by the Board Chair (or designate), management staff and the GVPL lawyer. CARRIED
Thanks were extended to the senior team for moving this initiative forward.
7. NEXT MEETING: May 27, 2014 at 12:00 pm
8. ADJOURNMENT
The Chair declared the meeting adjourned at 12:25 pm.
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