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June 12 2019 Library Board Meeting Minutes

Prince Rupert Public Library
Library Board Meeting

June 12, 2019

Present: Nick Adey (NA), Cary Dalton (CD), Carolina de Ryk (CdR), Chelsea Keays (CK), Stephanie Lysyk (SL), Andrea Wilmot (AW), Joe Zelwietro (JZ, Library Director)

Regrets: Glenn Groulx (GG), Brent Patriquin (BP), Dale White (DW)

Meeting commenced at 7:01 pm.

  • Request to add a matter to the agenda (a report on increased open hours on Mondays).
  • Motion to accept agenda with above amendment by SL, seconded by CD, passed.
  • Motion to accept Minutes of both April regular Library Board meeting and the Library 2018 Annual General meeting by NA, seconded by CD, passed.
  • Discussion about monthly financial and statistical reports. Motion to accept reports by AW, seconded by NA, passed. JZ will ask City Hall finance staff about financial report content change.
  • Discussion about tentative second survey to non-library users and suggested changes. JZ will make suggested revisions and report back to Board.
  • Discussion about meeting with City Council on July 22. JZ and CD will go to Council Chambers and talk about what we’re doing.

Meeting Adjourned at 9:00 pm. Next Board Meeting at 7pm (Sept. 4, 2019). Next Strategic Planning Committee is 7pm July 4, 2019 and the Library presentation is July 22, 2019 at 7pm in City Council Chambers.

2019 Annual General Meeting and April 10 2019 Library Board Meeting Minutes

Prince Rupert Public Library
Annual General Meeting

April 10, 2019

Present: Nick Adey (NA), Cary Dalton (CD), Glenn Groulx (GG), Chelsea Keays (CK), Stephanie Lysyk (SL), Brent Patriquin (BP), Dale White (DW), Andrea Wilmot (AW), Joe Zelwietro (JZ - Library Director)

Regrets:

Meeting commenced at 7:02 pm.

  • Motion to accept the agenda by NA, seconded, CK; passed
  • GG gave the chairperson’s report
  • JZ gave the Library Director’s report
  • Discussion about the Library’s 2018 Statement of Financial Information (SOFI). Motion to accept the SOFI by AW, seconded by BP; passed
  • Library Board elections,
    • new chairperson is Chelsea Keays
    • new vice-chairperson is Andrea Wilmot
    • new PRL trustee on the NWLF board is Cary Dalton

Meeting Adjourned at 8:10 pm.

Prince Rupert Public Library
April Library Board Meeting

April 10, 2019 (immediately following AGM)

Present: Nick Adey (NA), Cary Dalton (CD), Glenn Groulx (GG), Chelsea Keays (CK), Stephanie Lysyk (SL), Brent Patriquin (BP), Dale White (DW), Andrea Wilmot (AW), Joe Zelwietro (JZ - Library Director)

Regrets:

Meeting commenced at 8:11 pm.

  • Motion to accept Agenda, with two additional matters (“Rules” and “Nature of AGM”) by NA, seconded by GG; passed.
  • Motion to accept March 2019 Library Board Minutes by NA, seconded by CD; passed.
  • Discussion about March’s financial report

Truth and Reconciliation at PRL

The Prince Rupert Library (PRL) is committed to the process of reconciliation with the First Nations people of this area and local urban Indigenous communities. In the spirit of reconciliation, we respect unity and collaboration in our coexistence upon the unceded territory of the Ts'msyen Nation. We welcome all to PRL.

PRL has responded to the Truth and Reconciliation Commission’s Calls to Action. We have instituted these initiatives (with links to additional resources).

Pathfinder: Residential Schools (ongoing)
An informational sheet is available to the public. It lists some of the resources (Adult Non-Fiction, Juvenile Books, Videos, etc.) that are specific to the topic of Residential Schools and reconciliation. Visit our online catalogue for items on Residential Schools

Talking Circle 2017: Sharing, healing, reconciling, moving forward, together.
This was a group meeting, open to all, anyone who'd come forward in effort to speak of reconciliation, how we can play a role in bringing it about in our workplaces, home, community, etc. The initiative was to get the dialogue of reconciliation started, discuss collaborative ways to bring it to light, and lifelong learning for all.

Indigenous Book Club Month 2018: Indian Horse by Richard Wagamese

March 13 2019 Library Board Meeting Minutes

Prince Rupert Public Library
Library Board Meeting

March 13, 2019

Present: Glenn Groulx (GG), Chelsea Keays (CK), Stephanie Lysyk (SL), Dale White (DW), Andrea Wilmot (AW), Joe Zelwietro (JZ ‑ Library Director)

Regrets:

Meeting commenced at 7:00 pm.

  • Motion to accept agenda with one change. The change is an addition of an item by GG. Motion by AW, seconded by CK, passed.
  • Notice from GG, GG will be stepping down as Library Board chairperson effective now, GG will remain on the Board. Next election date for Board chairperson and vice-chairperson will be on April 10, the date of the Library Annual General Meeting.
  • Discussion about the next set of trustees who will be expiring in June. There is some date confusion re: BP’s latest appointment date and expiry. City staff is looking into the matter and will report back to JZ.
  • City staff directed to start advertising for new Library trustee to fill the position vacated by the resignation of Devlin Fernandes.
  • AW will make final revisions on survey in the next few days, JZ will then distribute it to all Board members, Friends of Library and staff for completion and then the strategic planning committee will review completed results on the March 28 meeting.
  • Discussion about the library sending tax receipts to donors. The library’s tax receipt policy is changing slightly, Previously, JZ only sent tax receipts to donors who’ve donated $25 or more. From March 18 until further notice, we will:
    • Automatically give tax receipts for donations greater than $25 and only give out tax receipts for donations under $25 IF the donor explicitly requests a tax receipt.

February 13 2019 Library Board Meeting Minutes

Prince Rupert Public Library
Library Board Meeting

Feb. 13, 2019

Present: Nick Adey (NA), Cary Dalton (CD), Glenn Groulx (GG), Chelsea Keays (CK), Stephanie Lysyk (SL), Dale White (DW), Andrea Wilmot (AW), Joe Zelwietro (JZ ‑ Library Director)

Regrets: Brent Patriquin (BP)

Meeting commenced at 7:00 pm.

  • Motion to accept Minutes of Jan 9, 2019 mtg minutes. Motion by CD, seconded by AW, passed.
  • Discussion of rising number of invigilation by Deputy and Chief Librarians. JZ to put together report with various options for Board.
  • Discussion of childrens’ late fines options. JZ will write report to Board about “Read your Fines away” pilot project for children from Grade 1 to Grade 12.
  • Discussion about departure/resignation of trustee D. Fernandes. As well as discussion about next steps in Strategic Planning committee.
  • Discussion about City Relationship committee, no actions at this time.
  • Discussion about Literacy Fair at the Mall on Feb 23. Some trustees and library staff will work the tables throughout the event.

Meeting Adjourned at 8:06 pm. Next Meeting at 7pm (March 13, 2019).

January 9 2019 Library Board Meeting Minutes

Prince Rupert Public Library
Library Board Meeting

Jan. 9 2019

Present: Nick Adey (NA), Cary Dalton (CD), Devlin Fernandes (DF), Glenn Groulx (GG), Chelsea Keays (CK), Stephanie Lysyk (SL), Brent Patriquin (BP), Dale White (DW), Andrea Wilmot (AW),
Joe Zelwietro (JZ - Library Director)

Regrets: none

Meeting commenced at 7:05 pm.

  • Motion to pass agenda and Dec 2018 Library Board meeting minutes by AW, seconded by NA,
    passed.
  • Committee updates
    • Strategic Planning: review of already completed work, including meeting with the library
      staff and timeline planning. The next meeting date is 7pm on January 16 at the Library.
    • Fundraising/Grants: a change in the library’s fee schedule re: Multipurpose Room rentals.
      Motion to accept the following changes by CK, seconded by DW, passed. The Prince
      Rupert Library will make the following changes to the fee schedule: The rate for
      government and commercial groups will be $120/full day (between 4 hrs and 8 hrs) and
      $70/half day (4 hrs or less). As well there is now a 24 hour cancellation notice fee. This
      means that if a party (gov’t or commercial or non-profit) cancels a booking within 24 hours
      of the event, the party will be charged the rate quoted to that party. If a cancellation is made
      more than 24 hours prior to the event, the /party will not be charged.
    • City Relationship:
      • The library board wishes that the library values align with the City of Prince Rupert’s
        values. Following this JZ has placed the Employee manual part of the City’s Policies
        and Procedures into the City Relationship file for trustees to view and decide which
        parts should be incorporated into the Prince Rupert Library Policies.
      • SL will speak with a representative of the Shoop Group Consulting firm to see if

Strategic Plan

In order to best meet the information needs of Prince Rupert in the mid-21st century, the library is crafting a long-term Strategic Plan. Your feedback is very much welcome! Tell us about how you use the library and what you'd like to see! Come speak to us during open hours, or send e-mail to info@princerupertlibrary.ca.

Watch this space for updates!

December 5 2018 Library Board Meeting Minutes

Prince Rupert Public Library
Library Board Meeting

Dec. 5 2018

Present: Nick Adey (NA), Chelsea Keays (CK), Stephanie Lysyk (SL), Brent Patriquin (BP), Dale White (DW), Andrea Wilmot (AW)

Regrets: Devlin Fernandes (DF), Glenn Groulx (GG)

Meeting commenced at 7:03 pm.

  • Introduction of new City Council representative Nick Adey
  • Motion to accept consent agenda by N.A, seconded AW, passed
  • 3 items added to discussion agenda and motion to accept discussion agenda by NA and seconded by BP
  • Discussion about suggested 2019 meeting schedule. It is to be revised so that all meetings are on the second Wednesdays of each month. A revised schedule will be reviewed on Jan 9th meeting.
  • Discussion about Strategic Planning committee initial meeting notes. Next steps to include
    setting a meeting with library staff for input; Board will create a list of local stakeholders that
    will be asked for input. Goal is to complete the strategic plan by September 2019.
  • Discussion about recommendations of the fundraising/grants committee regarding possible
    increases in multi-purpose room rentals. Committee member CK will forward price sheet to all
    trustees.
  • Discussion about City relationship committee. NA added to committee
  • Discussion about Chief Librarian/Board review committee draft report. A draft policy was put
    forward to Board, it was tabled until January in order to obtain more feedback from trustees.
  • The three other items added to the agenda were:
    • Grant letter from City Hall (requested amount was granted)
    • Annual Library Christmas dinner reminder
    • Notice to trustees about Nathan Cullen/Jennifer Rice Holiday Open House on Fri Dec 6.

November 7 2018 Library Board Meeting Minutes

Prince Rupert Public Library
Library Board Meeting

Nov. 7 2018

Present: Cary Dalton (CD), Devlin Fernandes (DF), Glenn Groulx (GG), Chelsea Keays (CK), Stephanie Lysyk (SL), Dale White (DW), Joe Zelwietro (JZ - Library Director)

Regrets: Brent Patriquin (BP), Andrea Wilmot (AW)

Meeting commenced at 7:03 pm.

  • Motion to accept agenda by CD, seconded by CK, passed.
  • Discussion about Financial Report, JZ will discuss matter with City accounting staff and respond with answer to Library Board.
  • JZ provided background print materials for each of the four committees to review. Discussions about the the committees and how to move forward.
  • Motion to Adjourn by CD, seconded by CK at 8:10 pm, passed

Next Meeting at 7pm on Dec. 5, 2018.

September 5 2018 Library Board Meeting Minutes

Prince Rupert Public Library

Library Board Meeting

Sept. 5, 2018

Present: Devlin Fernandes (DF), Chelsey Keays (CK), Glenn Groulx (GG), Stephanie Lysyk (SL), Andrea Wilmot (AW); Joe Zelwietro (JZ-Chief Librarian)

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

Meeting commenced at 7:05 pm.