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August 2017 Board Meeting Minutes

Prince Rupert Library Board Meeting Minutes

Wednesday, August 23, 2017

Present:

Barry Cunningham (BC) Cary Dalton (CD), Devlin Fernandes (DF), Glenn Groulx (GG), Stephanie Lysyk (SL), Brent Patriquin (BP), Andrea Wilmot (AW) and Joe Zelwietro (JW, Chief Librarian)

Regrets:

Dale White (DW)

Meeting commenced at 7:05 pm.

  • Agenda amended:
    1. Date corrected (May 23 changed to Aug 23)
    2. 3 items moved from consent agenda to discussion agenda (Monthly Financial report, statistical report and Librarian report)
  • Introductions of two new trustees (CD & SL)
  • Discussion about financial and statistical report, no action required
  • Discussion about collection development, specifically the pocketbooks and educational videos. JZ explained that educational are being phased out as circulating items and pocketbooks will be continued to circulate for the near future and re-assessed over time.
  • Discussion about upcoming negotiations, Board considering services of David Try as negotiator for the Library Board
  • JZ to investigate what energy conservation grants are available to help us transition from T-12 fluorescent lighting to LED ‘fluorescent’ lighting.
  • JZ to invite City’s CFO and Corporate Administrator to address Library Board for discussion in September or October
  • The discussion re: public group use of the Multi-Purpose room was tabled until next Board meeting.

Meeting Adjourned at 8:40 pm. Next Meeting at 7 pm (TBA).

October 2017 Board Meeting Minutes

Prince Rupert Library Board Meeting Minutes

Tuesday, October 3, 2017

Present:

Barry Cunningham (BC), Cary Dalton (CD), Glenn Groulx (GG), Chelsea Keays (CK), Stephanie Lysyk (SL), Joy Thorkelson(JT), Andrea Wilmot (AW), Dale White (DW), Joe Zelwietro (JZ, Chief Librarian) and 2 guests from the City of Prince Rupert: Corinne Bomben (City Chief Financial Officer and Rory Mandryk (Corporate Administrator)

Regrets: Brent Patriquin (BP), Devlin Fernandes (DF)

Meeting commenced at 7:10 pm.

  • The purpose of this meeting was to have the Library Board hear the two representatives from the City explain two matters that are significant to the Library: the new operating agreement between the City of Prince Rupert and the Prince Rupert Public Library which will replace the present funding mechanism (the Community Enhancement Grant Application(CEG)) and secondly the deficit liability of the Prince Rupert Public Library. Ms Bomben and Mr. Mandryk explained the City’s position and took questions from the library trustees. There was considerable discussion about the matters. Trustees then spoke amongst themselves discussing how the various issues will impact library services and timing of entering the new operating contract with the City while negotiating the collective agreement.
  • The Board did pass one motion. That JZ re-submit the library’s CEG budget to City after it receives approval from the Board.

Meeting Adjourned at 9:25pm. Next Meeting at 7pm (Nov. 15, 2017).

May 2017 Board Meeting Minutes

Prince Rupert Library Board Meeting Minutes

Wednesday, May 17, 2017

Present:

Devlin Fernandes (DF), Glenn Groulx (GG), Chelsea Keays (CK), Tim MacDonald (TM), Helen Moore (HM), Andrea Wilmot (AW), Joe Zelwietro (JZ, Chief Librarian)

Regrets: Brent Patriquin (BP), Dale White (DW)

Meeting commenced at 7:08 pm.

  • Motion to accept Consent and Discussion Agendas. Moved by AW, seconded by HM. Passed.
  • Review of Deputy Librarian job description and JZ will revise accordingly
  • Discussion about Deputy Librarian job description. Motion for JZ to edit this job description, by TM, seconded by AW, Passed.
  • Discussion of Chief Librarian's goals for the Library
  • Discussion about the liability report from the City CFO (Chief Financial Officer)
  • Chief Librarian will order the purchase a new lead-filtered fountain for library
  • JZ will contact City's Corporate Adminstrator to request a meeting with the Library Board.

Meeting Adjourned at 8:50 pm. Next Meeting at 7pm (Aug 23, 2017).

Annual General Meeting and April 19, 2017 Board Meeting Minutes

Annual General Meeting and Prince Rupert Library Board Meeting Minutes

April 19, 2017

Present:

Devlin Fernandes (DF), Glenn Groulx (GG), Chelsea Keays (CK), Tim Macdonald (TM), Helen Moore (HM), Brent Patriquin (BP), Heather Rose (HR), Andrea Wilmot (AW), Joe Zelwietro (JZ, Chief Librarian)

Regrets: none

Meeting commenced at 7:05 pm.

  • Motion to accept AGM Agenda by BP, seconded by AW, passed.
  • Motion to accept Board Chairperson's report by DF, seconded by CK, passed.
  • Motion to accept Chief Librarian’s report by TM, seconded by HR, passed.
  • Motion to accept Statement of Financial Information (SoFI) by BP, seconded by TM, passed.
  • JZ directed to request the Chief Financial Officer of the City of Prince Rupert to come to the next Board Meeting or to write a report to help Board understand options about the library debt to the City.
  • JZ directed to send AGM brochures to City Council, to the supporters of the Library and to the newspaper.
  • Motion to adjourn the AGM by TM.

Regular Prince Rupert Library Board April Meeting commenced at 8 pm.

February 2017 Board Meeting Minutes

Prince Rupert Library Board Meeting Minutes

Wednesday, February 15, 2017

Present:

Barry Cunningham (BC), Devlin Fernandes (DF), Chelsea Keays (CK), Tim MacDonald (TM), (Helen Moore (HM), Heather Rose (HR), Dale White (DW)Andrea Wilmot (AW), Joe Zelwietro (JZ, Chief Librarian)

Regrets: Glenn Groulx (GG), Dave Uppal (JU), Brent Patriquin (BP)

Meeting commenced at 7:05 pm.

Library Merchandise

We do have an on-going sale of items at the library. There is a display case showcasing our merchandise. Located to the right of the gate when entering the main entrance of the library.

Our merchandise includes:

Rainy Day T-shirt: $25.00

GTP Hotel Notecards:
$1.50 each,
or 10 for $12.00

Frameable Prints:
6" × 9": $10.00
12" × 18": $30.00

Bookbags:
Halibut or NLF
$25.00

January 2017 Board Meeting Minutes

Prince Rupert Library Board Meeting Minutes

Wednesday, January 18, 2017

Present:

Tim MacDonald (TM), Devlin Fernandes (DF), Brent Patriquin (BP), Glenn Groulx (GG), Dale White (DW), Heather Rose(HR), Joe Zelwietro (JZ) (Chief Librarian)

Regrets: Helen Moore (HM), Jagdev Uppal (JU), Andrea Wilmot (AW), Chelsea Keays (CK)

Meeting commenced at 7:10 pm.

  • General discussion about the Consent Agenda method and ways of improving it. JZ will separate the next Agenda into two parts: the consent agenda and the discussion agenda and will provide printed versions of all digital materials to those trustees who wish to have printed. At this point I think 2 trustees have requested paper copies (DW and BP). Anybody else, please let me know.
  • Consent modified by removing the “Imperial Oil grant” from the consent agenda. Motion to pass modified consent agenda by HR, seconded by GG, passed. Items accepted in consent agenda:
    • Minutes of the November 16, 2016 meeting
    • NWLF/NELF letter
    • Libraries Branch’s response to NWLF/NELF letter
    • Community Enhancement Grant letter
    • Library financial statement
    • Read with the Rampage event advertisement
    • Librarian’s Report
  • Items to be discussed in Discussion agenda:
    • Chair and vice-Chair elections
    • Imperial Oil grant
    • Idea for used books
    • Job share discussion
    • Chief Librarian job discussion
    • Prince Rupert Library Letter of Support to SD#52

Moving onto Discussion Agenda:

November 2016 Board Meeting Minutes

Prince Rupert Library Board Meeting Minutes

November 16, 2016

Present:

Devlin Fernandes (DF), Tim MacDonald (TM), Helen Moore (HM), Brent Patriquin (BP), Heather Rose (HR), Andrea Wilmot (AW), Dale White (DW) and Joe Zelwietro (JZ, Chief Librarian)

Regrets: Jagdev Uppal (JU)

Meeting commenced at 7:00 pm.

  • Motion to approve everything in the “Consent Agenda”except for matters removed from the Consent Agenda. Moved by AW, seconded by BP, passed.
    • Matters included in Consent Agenda:
      • acceptance of previous Board Meeting minutes of October 21, 2016
      • Librarian report
    • Matters not included in consent agenda and discussed
      • librarian report
      • 3 year budget forecast
      • librarian job description
      • unaudited library financial statements
      • update on potential library winterfest event

Discussions included:

October 2016 Board Meeting Minutes

Prince Rupert Library Board Meeting Minutes

October 21, 2016

Present:

Devlin Fernandes (DF), Tim MacDonald (TM), Brent Patriquin (BP), Jagdev Uppal (JU) Dale White (DW), Andrea Wilmot (AW), Joe Zelwietro (Chief Librarian, JZ)

Regrets: Helen Moore (HM)

Meeting commenced at 7:05 pm.

  1. Agenda was amended to include discussions about:
    1. Northwest History Room promotion
    2. Safety in Library for all individuals

    Motion to pass agenda with amendments, BP moved and DW seconded, Passed

  2. Motion to pass May Board minutes, DF moved and seconded by DW, Passed.
  3. New Business
    1. Presentation by Friends of the Library representative Barb Leonard. She informed the Board that the Friends of the Library have over $14,000 ready for the Library. Various ideas were discussed and the Board thanked Barb and all the Friends in supporting the library.
    2. Motion by Board: The Board directs JZ to refer the Operating Funding Agreement with JZ's comments back to Corporate Administrator Rory Mandryk to be re-written to be consistent with the Library Act. Moved by AW and seconded by JU, Passed.
    3. Other matters were discussed (see attached page 'actions for Joe') but no further motions.

Meeting Adjourned at 9:20 pm. Next Meeting at 7 pm Wednesday, November 16, 2016.

May 2016 Board Meeting Minutes

Prince Rupert Library Board Meeting Minutes

May 26, 2016

Present:

Barry Cunningham (BC), Devlin Fernandes (DF), Helen Moore (HM), Brent Patriquin (BP), Jagdev Uppal (JU), Dale White (DW), Andrea Wilmot (AW), Joe Zelwietro (JZ, chief librarian)

Regrets: Tim MacDonald (TM), Lauren Williams (LW), Glenn Groulx (GG)

AGM commenced at 7:15 pm.