May 8 2024 Board Meeting Minutes

Prince Rupert Public Library

Library Board Meeting


May 8, 2024

Present: Ronald Braun (RoB), Richard Butler (RiB), Teri Forster (TF), , Kate Lyon (KL), Brendan Turner (BT), Joe Zelwietro (JZ-Chief Librarian)

Regrets: Carolina de Ryk (CdR), Tiffany Prystay (TP)

Meeting Minutes by JZ.

Meeting commenced at 7:05 pm.

Chairperson: BT

• Traditional Territorial Acknowledgement by BT
• Motion to accept the Consent Agenda moved by RiB, seconded by BT, Passed.
• Truth and Reconciliation Conversation:
• JZ detailed his attendance (along with Lou Allison and her spouse) at a Stone moving feast
  for deceased Library employee Lisa (Doolan) Latimer at Gingolx (Kincolith) BC on May 4,
  2024.
  
  The hosts recognized the importance of the Library to Lisa, her family and their community. As well they gifted the Library with a unique handmade doll in Laxgibuu (wolf clan) regalia and a $1000 donation to the Library. We were honoured to be part of this experience.
• Focus on Strategic Plan, Goal: Establishing Community Partnerships
• We been supporting/promoting both BC Transit and Bus the North operations through both
  hosting an information table here at the Library and by posts on our social media
• We shared an Author (Robin Stevenson) readings/workshop at both CHSS and here at the
  Library. Both events were successful.
• We're continuing our involvement in the City's Accessibility program.
• BT reminded everyone of the importance of our Federation work, that is the NWLF (North
  West Library Federation).
• Discussion Agenda
• Re: moving Board meeting dates, a motion by RoB was proposed:
• In order to ensure that the trustees receive all pertinent information for their meetings, it is
  desired that all meeting materials be received by trustees 1 week prior to the meeting dates. This
  will mean that the Monthly meeting date be moved from the second Wednesday of the month to
  the third Wednesday of the month. As well a change in the policy manual (Section 1.3.5) is
  needed. The change being that the text in Section 1.3.5. "...at least three days before the meeting time." is changed to"...at least 1 week before the meeting time."
  
  Motion seconded by RiB, Passed.
• JZ detailed the BC Co-op security breach to the Board. RoB thought that the Co-op should
  make a greater effort in notifying patrons, even if if it is difficult because our users,
  specifically our more intensive users trust the Library and it's notifications and are less
  likely to be suspicious of 'fake' library requests for money. JZ will communicate with the
  BC Co-op and report to the Board what response was received.
• Board discussion re: restarting the City Relationship committee with a focus on trustee
  recruitment. TF is looking for sharper definitions of what the Board wants re: trustee
  recruitment. TF has found out that City has sent out acceptances to two possible trustees
  but has not heard back from them yet. KL notes that the Board is looking for diverse
  individuals and wants Board to focus on ways to attract these individuals, she wonders what
  new ways of recruting can we try? KL wants the public to better understand what Library
  trustees do, and how to make it appealing. TF recommends that trustees do a writeup or
  video for social media to inform the public. BT will start an email thread to further
  discussion and action among trustees regarding this matter.
• Trustees discussed further possible actions related to First Nations seasonal activities the
  Library could act upon. RiB suggested the Library expand the calendar of seasonal beyond
  First Nations to include other cultures.
• Open Forum
• TF talked about the recent Seed Exchange event at the Library and wished the Board to
  know that it was successful and that Lou Allison's contribution was much appreciated.
• TF informed the Board of a complaint about the Library's professionalism. A father of a
  Page applicant was upset that his daughter did not receive a notification that she didn't get
  the job. JZ informed the Board that the recent job posting of Library Page stated "Only
  those individuals short-listed will be contacted" and this applicant was not interviewed. JZ
  understood that this was common practise in hiring situations. Further discussion occurred
  and it was suggested that the Library post a notice with something like "Position filled" on
  our website and social media. JZ stated that he would communicate with the applicant's
  father with this information.
• Motion to adjourn by RiB, seconded by TF, at 8:30pm, Passed.

Next Meeting June 19, 2024 at 7pm.