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HomeAbout the Library / February 21 2024 Board Meeting Minutes

February 21 2024 Board Meeting Minutes

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Prince Rupert Public Library

Library Board Meeting


February 21, 2024


Present: Ronald Braun (RoB), Richard Butler (RiB), Teri Forster (TF), Carolina de Ryk (CdR), Brendan Turner (BT), Joe Zelwietro (JZ-Chief Librarian)

Regrets: Kate Lyon (KL), Tiffany Prystay (TP)


Meeting commenced at 7:02 pm.

Chairperson: CdR

Minutes taken by JZ, Chief Librarian and Secretary of the Library Board.

Traditional territorial acknowledgement: CdR

  • Discussion about Consent Agenda items
    • A possibly confusing line in the In Camera portion of the Jan.10 PRL Board meeting:
      The line is: "I confirmed that this was an error"
      It should be: "JZ confirmed that this was an error"
      This has now been corrected in the Jan. 10, 2024 Meeting minutes
  • Discussion about Financial Report. There were a few specific questions that JZ has answered in a separate note to trustees.
  • Motion to accept Discussion Agenda, with the above answers to RoB's questions, made by BT, seconded by RiB, passed.
  • Truth and Reconciliation, JZ used the Strategic Plan goal of Continuing Collection
    Development. Specifically two matters:
    • The first is that we will soon be receiving the William Duncan Correspondence fonds from Library Archives Canada. This digital collection of the entire correspondence of William Duncan of Metlakatla BC and New Metlakatla AK will be a helpful resource for residents of both Metlakatlas, and researchers. As well as a possible focus to advance relations between South East Alaska and North Coast BC.
    • Secondly, we have just completed our Annual Book Sale during the 64th All Native Basketball tournament and we welcomed players and fans to the Library and Book Sale with our sign:
      Hats'anaasm ANBT 2024 Players & Fans
  • Continuing with the Strategic goal of Continuing Collection Development JZ detailed 4 other new resources for patrons.
    • We have (with much help from the BC Coop) a new subscription to Linked-In Learning, an educational video resource.
    • We (along with other North West Library Federation libraries) will be participating in a "Community Science Backpack kits" from the BC Parks Foundation. This could help people get active in citizen-science research. This is a similar idea to our Cognitive kits, but with a focus on exploring science in nature.
    • We have started a new Collections section. The Board games collection, we're starting with a $1000 funding and will add to it as we go further and adjust funding as is appropriate.
    • An unpleasant Collection Development experience just happened to us. We inadvertently purchased what we believe to be 2 AI (Artificial Intelligence) books from Amazon. While we don't know for sure they were created by AI (i.e. it could be a case of human self-published plagiarism) it gives us the opportunity to review our collection development policies and learn how we made the mistake. Fortunately, we are able to return the books and obtain refunds. It's an issue that will probably increase as we go forward.
  • Topics from Discussion Agenda
    • RiB mentioned a possible idea/event for the Library. We could host a Notary Public here in the Library and that person could perform notary duties for people who could not otherwise afford it. Discussion about this followed, from helpful idea to concerns about 'a professional do working pro bono' at the Library. We will consider the matter in the future.
    • Another idea similar to this was offered by CdR, perhaps we could have other professionals talking about their professions, eg. a paramedic event in McBride BC.
    • To help trustees be prepared to make financial decisions. The motion is:
      If the Chief Librarian is requesting a finance motion that needs Board approval, the Chief Librarian will provide a briefing notes ahead of the meeting with the pertinent information.
      Motion made by TF and seconded by RoB, passed.
      The motion was to include all motions being brought to the board by the Chief Librarian would require a written report ahead of time. TF
      • Discussion about moving the 2023 Library Enhancement grant to a reserve fund in order to ensure it's availability to the Library in 2024 and 2025. Our library's share of the province-wide $45 million grant is $270000. The intention of this grant was to enhance each Library's collection, programs and services, and provided significant leeway in how Libraries could use this money. The recommendation for use the reserve fund method was from the BC Ministry of Municipal Affairs as well as the Prince Rupert Municipal Accounting department.
        • The discussion re/$270,000 included a response from JZ that the City accountant indicated this money should be moved to the separate account. TF
        • A discussion in this same vein included fiduciary responsibility of the Board to consider spending with all the facts ahead of time to allow consideration of facts. TF
        • There were concerns about this matter such as:
          • If the funds were not moved into a reserve fund, the money might be unavailable for intended purposes if a 2024 deficit occurred.
          • Should the money be reserved if taxpayers are upset that the Library is not using it to pay for other costs besides Collections, programs and services.
          • This money was not municipally sourced, but came from all taxpayers of the province.

          After discussion there was a Motion: The Board will create a reserve fund to enable Prince Rupert Library to save the one-time Library Enhancement grant for 2024 and 2025 projects. Motion made by BT, seconded by TF and passed.

      • There was also a discussion about expectations for respectful communication and clarifying intent. TF
      • We discussed the 2024-2025 projects process list and the Trustees agreed it was good summary and to continue with it. One idea that came from trustees is that we could have more physical tactile objects such as mobiles for children to experience.
      • Trustees discussed the idea of the Library creating donor plaques to recognize local residents and organizations who have donated funds to the Library, and it was accepted by all present as a good idea, but there are different ideas of how to do it. Also it was suggested that we promote Library in memoriam opportunities on our social media pages.
      • Trustees have JZ to ask City if they have gone further on recruiting Library trustees as was previously discussed.
      • Matters of Consideration (for next meeting):
        • If needed, I can write a new motion at our next meeting as this aligns with the pre-reading for the board training on roles and responsibilities. All information needs to be presented to trustees for decisions to be made by the board in carrying out our duties. If I wasn’t clear, I apologize and will write a new motion next meeting. TF
      • Motion to adjourn by BT, seconded by CdR @ 8:55pm

      Next Meeting Wednesday March 13, 2024 at 7pm, in the MP

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