Prince Rupert Public Library Board Meeting Minutes

Wednesday, March 12, 2025

101 6th Ave. West, Prince Rupert, BC V8J 1Y9

Wap Liitsx - House of Reading

Prince Rupert Public Library Board Meeting Minutes

Wednesday, Feb 19, 2025

101 6th Ave. West, Prince Rupert, BC V8J 1Y9

Wap Liitsx - House of Reading

Prince Rupert Public Library Board Meeting Minutes

Wednesday, Jan. 15, 2025

101 6th Ave. West, Prince Rupert, BC V8J 1Y9

Wap Liitsx - House of Reading

Chair: B. Turner

Members: J. Amante, R. Braun, Vice Chair, R. Butler (Zoom), C. de Ryk, T. Forster, City Council, N. Purewal (Zoom)

Regrets: K. Lyon

Staff: M. Taylor, Acting Chief Librarian, Secretary of the Board

City Council: B. Cunningham

1. Call to Order/ Introductions
   
   1. The Prince Rupert Library Board acknowledges the traditional and unceded territory of the Ts’msyen on which this meeting takes place.
   2. Call to Order at 7:00 p.m.
2. Consent Agenda (Additions/deletions)
   
   1. Adoption of Meeting Minutes

      That the Prince Rupert Library Board resolves to adopt the Dec. 18, 2024 Prince Rupert Library Board Meeting minutes as presented.

      Braun/de Ryk

      Carried

   2. Adoption of Financial Report

      That the Prince Rupert Library Board resolves to adopt the December 2024 Financial Report as presented.

      Braun/de Ryk

      Carried

   3. Adoption of Circulation Report

      That the Prince Rupert Library Board resolves to adopt the December 2024 Circulation report as presented.

      Braun/de Ryk

      Carried

3. Trustee Appointments
   
   1. The Board elected B. Turner as their Chair for 2025

      Nomination by J. Amante

      C. de Ryk seconded

      Carried

      R. Braun was elected Vice Chair for 2025

      Nomination by C. de Ryk

      J. Amante seconded

      Carried
      

   2. Trustees at the end of their 2 year term were asked to contact the City's director of Corporate & Legislative Services to request a renewal for another 2 year term. M.Taylor will keep record of trustee terms and provide renewal reminders.
   3. The PRL Board still requires a new trustee, M. Taylor will follow up with City on posting for the position.
4. Strategic Planning Committee
   
   1. • Members confirmed for this committee are J. Amante, R. Butler, C. de Ryk, N. Purewal and M. Taylor. K. Lyon yet to confirm.
      • Discussion around approaching strategic plan as a "framework" which allows for annual tweaking and no set timeline but a more continuous annual assessment.
5. Policy Sub-Committee
   
   1. The policy sub-committee will have their next meeting on Jan. 16 2025
6. New Facility Committee
   
   1. • New Facility Committee met on Jan. 7 2025 and will develop a comprehensive plan of building needs.
      • The committee will be exploring grant options and considering other community partners (Fire Hall, Archives) who may also be in need of a new building.
      • Motion put forward for M. Taylor on behalf of the committee to contact City Facilities and Maintenance Manager Kristin Ziebart and request information on the Library's current building - primarily how viable it is to continue to operate here. The committee requires data driven information on the building in order to move forward. If no such data exists, the committee will consider commissioning an assessment (granted this is allowable as a renter of a City owned facility).
        

        Braun/ Forster

        Carried

   2. The Board received another letter from the PRDTU on Jan. 14, 2025 offering their support for working towards a new facility and maintaining a locally appointed board. They requested a meeting with the Board to discuss ways to aid in the initiative. No date set at this time.
7. Additional Items
   
   1. Follow up on motion from last meeting. B. Turner to draft letter on behalf of Library and Board to address growing concern and comments around the future of the library
   2. M. Taylor gave update on some outreach initiates happening this month. The Library will have info. table set up at the Civic Centre during Unplug & Play week. Family Literacy Day event is Jan. 25th.
   3. Discussion of current phone system and options for replacement/ improvement. J. Amante suggested a few different grant ideas. M. Taylor discussed the need for a better understanding of the condition of the building in order to decide on a phone replacement plan. The current phone system is in dire need of replacement.
   4. R. Braun provided an update on the SharePoint site for Board members and its use.
8. Motion for In-Camera session
   
   1. Motion put forward citing policy 1.3.7 b) personal information of an individual, including an employee of the library, and c) the Chief Librarian's performance and pay review.
      

      Turner/Forster

      Carried

9. Next Meeting Date
   
   1. The Prince Rupert Library Board will meet on Wednesday, February 19, 2025.
10. ADJOURNMENT
    
    1. Adjournment

       That the Prince Rupert Library Board adjourns their meeting meeting held on Jan. 15, 2025 the time being 8:45 p.m.

Prince Rupert Public Library Board Meeting Minutes

Wednesday, Dec. 18, 2024

101 6th Ave. West, Prince Rupert, BC V8J 1Y9

Wap Liitsx - House of Reading

Chair: B. Turner

Members: J. Amante, R. Braun, K. Lyon, N. Purewal

Regrets: R. Butler, T. Forster (City Council), C. de Ryk (Vice Chair)

Staff: M. Taylor, Acting Chief Librarian, Secretary of the Board

City Council: N. Adey

1. Call to Order/ Introductions
   
   1. The Prince Rupert Library Board acknowledges the traditional and unceded territory of the Ts’msyen on which this meeting takes place.
   2. Call to Order at 7:04 p.m.
2. Consent Agenda
   
   1. Adoption of Meeting Minutes

      That the Prince Rupert Library Board resolves to adopt the November 20, 2024 Prince Rupert Library Board Meeting minutes as presented.

      Purewal/Amante

      Carried

   2. Adoption of Financial Report

      That the Prince Rupert Library Board resolves to adopt the November 2024 Financial Report as presented.

      Lyon/Braun

      Carried

   3. Adoption of Circulation Report

      That the Prince Rupert Library Board resolves to adopt the November 2024 Circulation report as presented.

      Braun/Purewal

      Carried

3. Policy Sub-Committee Update
   
   1. Discussion on plan going forward. Next meeting for sub-committee is set for mid-January 2025.
4. Library's Current Building & VIRL Proposal
   
   1. City Councillor N. Adey provided some background information on previous ideas for a new library building.

   M. Taylor asked if the Board would be able to view the assessment of the building conducted by VIRL in June 2024. Councillor Adey will look into this.

   Motion put forward by R. Braun:

   That the Prince Rupert Library Board create an ad hoc "New Facility Committee" to research and develop a strategic plan proposal for building a new facility for the Prince Rupert Library.

   Braun/Purewal

   Carried

   Discussion of the committee's mandate:

   • The committee will perform initial research on the process for building a new facility and report back to the Board on January 15, 2025 with sufficient information to define and support the Board's 2025 Strategic Planning process.
   • The committee will then develop a long-term strategic plan proposal detailing how to secure City borrowing, grants, and public contributions to build the new facility for occupancy by 2030 and shall submit the draft strategic proposal and summary report for consideration by the Board.
   • The committee shall work with the City of Prince Rupert and other relevant community partners or grantors to achieve this outcome.
   • Discussion on timelines and deadlines for the committee.

   Action Item: R. Braun will confirm membership of New Facility Committee and set a date to meet before the Jan. 15, 2025 Board meeting.

   2. Letter from PRDTU

      The Prince Rupert Library Board received a letter from the PRDTU (Prince Rupert District Teachers' Union) on Nov. 29, 2024 which expressed support and recognition for the work and structure of the current library and its local community/ City appointed governance model, as well as a strong desire to maintain this structure.

      Motion for the Board to release a statement to the community addressing questions about the future of the library.

      Turner/Lyon

      Carried

      Action Item: B. Turner will draft a response on behalf of the Board to the community at large.

5. Programs & Events Update
   
   1. M. Taylor provided an update on recent Enhanced Mobility Kit launch, Family Literacy Day event, and joint initiatives with the Prince Rupert Rec. Centre and Change Makers' Society.
   2. The Library has a new private study room that can be booked on a first-come, first-served basis. Room booking policy will need to be developed.
   3. Review of new spreadsheet which outlines Enhancement Grant initiatives and spending.
6. Additional Items
   
   1. The Board will re-assess the Strategic Plan and its sub-committee in January 2025.
   2. B. Turner provided an update from the hiring committee.
   3. R. Braun provided login information to Board members for new document sharing platform and outlined its use and purpose. Board members are to acquaint themselves with the platform.
7. Next Meeting Date
   
   1. The Prince Rupert Library Board will meet on Wednesday, January 15, 2025.
8. Adjournment
   
   1. That the Prince Rupert Library Board adjourns their meeting held on December 18, 2024, the time being 8:35 p.m.

Prince Rupert Public Library
Library Board Meeting

Meeting Commenced at 7:02 PM

• BT gave territorial acknowledgment of the unceded Ts'msyen territory on which the meeting took place
• Minutes for the October 16, 2024 Board meeting approved
• Financial Report for October 2024 approved
• Circulation Report for October 2024 approved
• Update from Policy Sub-Committee. Current PRL policy manual will be assessed one piece at a time, with reformatting and updates made to out of date sections. Library staff will provide feedback before each section is brought to the PRL Board for approval.
• Update from MT on programming:
  • Enhanced Mobility Kit press release scheduled for Nov. 28th at the Library
  • Shames Lift Passes, Writer's Workshop Series, Tech Time with Tye, Fish Hatchery Fry, CELA services soon to be added to collection
• Discussion regarding different ideas to commission an art piece for the Library (from a local Indigenous artist). MT will continue to work on this.
• BT provided an update from the Hiring Committee. Application deadline for Chief Librarian position has now passed. Next step is to review applicants and decide on an interview process.
• BT provided information on a recent Prince Rupert Teacher's Union meeting, where a motion of support for PRL and its staff was passed.
  • PRL board members continued conversation around expected proposal from VIRL, community reactions, and feedback.
  • TF suggested if the PRL board has questions for the City of PR regarding the anticipated proposal from VIRL they should be communicated through our Board Chair.
• Update from BT on NWLF, who are still in the process of hiring a new director.
• Action items for Board: TF put forward a motion to add an action items registry for ongoing tasks to meeting agendas going forward. Passed.
  • Ongoing items include policy sub-committee and strategic planning actions.
  • Strategic planning sub-committee will reconstitute in January 2025
  • TF added action item: Formally start looking into funds for updating the Library's building
• CdR congratulated on another award (this time national) for the Urbariginal podcast.
  • Legacy piece with other interviews conducted at PRL will be made available through the Library's website soon.
• JA and RiB brought up some ideas around improved outreach with surrounding villages the PRL serves. Discussion of other outreach ideas in Prince Rupert and improved connections with other community organizations.

Meeting adjourned at 8:20 PM
Next meeting: Dec. 18, 2024 at 7 PM

Prince Rupert Public Library
Library Board Meeting

Meeting commenced at 7:05 pm.

• BT gave territorial acknowledgement of the unceded Ts'msyen territory on which the meeting took place.
• PR City Manager Dr. Rob Buchan addressed staff questions regarding future plans for the Library.
• Motion for the meeting to go in-camera made by BT, seconded by TF. Passed. Grounds for motion related to PRL Policy Manual article 1.3.7:
  • e) Labour relations or negotiations
  • g) Any matter that would cause financial or economic harm to the library, or to the relationship between the library and the government or other public bodies
• Motion from BT to resume out-of-camera portion of meeting. Seconded by NP. Passed.

• Rise and Report portion of in-camera session:

  1. Discussions around ideas to improve or replace the library's building began with a PRL Board request, which was responded to from the City of PR by exploring options with VIRL. This included VIRL engineers assessing the building in June 2024. In light of such preliminary stages, discussions were not intended to be public or shared with staff.
  2. Library Board and City representatives will not support a change that would negatively affect staff.
  3. There has been no official proposal to date.
  4. A proposal is expected from VIRL in early 2025.
• Minutes for the September 18, 2024 Board meeting approved.
• Financial Report for September 2024 approved.
• Circulation Report for September 2024 approved.
• Policy sub-committee created to improve and add to policy manual. Members are NP, RiB, TF, and MT. Possibility of staff member TBD.
• Motion to adopt new documentation platform for Board passed. Microsoft SharePoint was selected, RoB will set up.
• Update on patron complaint regarding Children's Computer. Complaint policy will be included in task list for policy sub-committee.
• Tiffany Prystay has resigned from PRL Board. Vacant spot will need to be filled.

Meeting adjourned at 9:10 pm. Next meeting on November 20, 2024, at 7 pm.

Prince Rupert Public Library
Library Board Meeting

Meeting commenced at 7:00 pm.

• BT gave territorial acknowledgement of the unceded Ts'msyen territory on which the meeting took place.
• Minutes for the July 17, 2024 Board meeting approved.
• Financial Report for August 2024 approved.
• Circulation Report for August 2024 approved.
• Discussion around Library as an advanced polling station from Oct. 10-16 for the provincial election. Ideas to promote the Library during this time, questions of rules around this. MT mentioned the Library could also have a display providing information about provincial politics.
• New board email aliases have been created. Discussion on how they will be used and by whom.
• Discussion regarding patron feedback and complaints. Motion by NP for board and Chief Librarian to form a complaints policy. Motion by NP that individual board members will not respond or comment to complaints or questions without consensus from the board. Both motions passed.
• RoB gave an update on the Chief Librarian job posting, which will be up soon. Last edits are being made. The job will be advertised for two months.
• 2025 Library budget (created by Joe prior to retirement) was approved after some discussion.
• NWLF conference in Kitimat on Sep. 20 and 21. Some trustees and staff to attend, MT will forward expense claim form.

Meeting adjourned at 8:30 pm. Next meeting on October 16, 2024, at 7 pm.

Regrets: Nina Purewal (NP), Teri Forster (TF), Kate Lyon (KL), Tiffany Prystay (TP)

Meeting commenced at 7:05 pm.

• BT gave an acknowledgement that the Library is on traditional Tsimshian territory
• BT spoke about the September 20-21 NWLF (North West Library Federation) conference and how it is worthwhile for trustees as well as staff.
• JZ detailed a resolved union grievance in June/July. The matter is now complete.
• JZ provided the Board with the final Board-Union Collective Agreement for signatures by the Chairperson and Vice-Chairperson.
• Discussion about Interim Chief Librarian position after present Chief Librarian retirement.
• Motion moved by BT and seconded by RiB "That the Board recognize the Chief Librarian's contributions to the library by matching the retirement pay and sick bank pay with that of any other member of library staff" Passed.
• Discussion about possible changes of access to PRL's wireless network and to the login procedures of PRL's public access computers to be in accordance with the new Privacy guidelines for BC Public Libraries, not violating laws or Library policies while using these resources.

Meeting Adjourned at 8pm. Next Meeting at 7pm (Sept. 18 2024).

1. Adoption of the agenda adopted (DR/JM) Carried All
2. Minutes of the previous meeting accepted (DR/LM) Carried All
3. Deputy Librarian's Report accepted (DR/JS) Carried All
• Board discussed report :
• A letter of thanks will be sent to BC Hydro thanking them for their donation of $1,000.00.
• The idea of letting a for-profit group operate out of the internet room is a no go.
4. Chief Librarian's Reportaccepted (JS/CM) Carried All
• In response to Statistical Report : discussion of timeliness and logistics of adding DVDs to our film collection ACTION: Librarian to investigate feasibility of adding DVDs to the collection focussing on circulation procedures required to safeguard as well as to promote, display and circulate the collection.
• -Inter-library loan statistics : what do they reveal about any weaknesses in our collection. ACTION:Librarian to consult with Kathleen with a view to identifying any trends or gaps in our collection.
5. 5.Reports/Updates
• a) Chair's Report : Myrna reported on her discussions with the bank regarding the two board bank accounts. The account with the larger amount will be changed to a non-profit category thus reducing service charges. The other will be
• b) Friends of the Library: Doris and Trudy will be resigning their positions but will remain the signatories until new executive members are in place. The literacy project will continue. It was suggested by Paul Kennedy that items purchased with the donation be acknowledged in a bookplate. Myrna suggested that a photo showing the stack of books purchased with the gift would be very effective.
  MOTION: that a letter be sent acknowledging the gift from the Friends of the Library. Carried All.
6. Business:
• (a) Book Sale: John Shepherd suggested that a book sale could be held in the College Annexe (Stingray store) It is empty and there is plenty of space to store the books in preparation for the sale.

MOTION: that preparations be made for a book sale downtown in the old Stingray store for June 23-25. (JS/PK) Carried All.
ACTION: Advertise the need for donations.

• Budget : Dan talked everyone through the rationale for the budget item figures. Everyone found both the format and the explanation easy to understand and commended Dan for his efforts.
  MOTION : That the document be passed to the City Treasurer to format the monthly statements. (JS/PK) Carried All.
• Rattenbury Plans: Paul Kennedy reported that the Archives have enlarged their climate controlled room and are very interested in storing and displaying the plans.
  
  Ian Gemmel spoke to the Museum who are also offering to store the plans.    Their only proviso is that they be allowed to display them whenever they wish without having to consult with the Library.
  Dan Rodin contacted the University of Northern BC to investigate the offer to house and digitalize the plans. The only offer they would make was to take them on loan but we would be responsible for the physical plant ie. The cabinet to store them etc.
  MOTION: DK/LN that the Board accept with gratitude the offer of the Archives to store and care for the Rattenbury Plans in their climate controlled facility.    The plans would be displayed following consultation with the Board.
• Airport Kiosk: The airport will be undergoing further renovations such that the immediate future of the kiosk shelving is uncertain. MOTION: Due to airport construction, the Board will defer discussion about the kiosk until Fall and in the meantime, staff will choose the books to go over there keeping in mind that the best books will be saved for the big sale in June.
• Strategic Planning: The Board acknowledges the need for a strategic planning session but is not clear as to the shape it will take. The session is planned for September.

Next meeting Wednesday, June 2, 2004 : AGM 7 pm
        Regular meeting 7:30 pm

• Brendan Turner is the Chairperson for tonight's meeting.
• Stephanie has given her trustee resignation to City Staff for December 31, 2022
• The Library's new traditional territorial acknowledgement was given by Brendan: The library staff and board respectfully acknowledge that the Prince Rupert Public Library is located on the traditional, unceded territory of the Ts’msyen and Sm’algyax speaking peoples. We remain committed to learning and helping others learn about Indigenous history, language, and culture as well as embracing opportunities to enhance our understanding of Truth and Reconciliation.
• A question from SL regarding the Financial report of October 2022, so that subject was taken out of the Consent Agenda and moved to the Discussion agenda. The remainder of the items on the Consent agenda were then accepted by motion by BT, seconded by CdR; passed.
• Board approved the motion:
  The Prince Rupert Public Library casual employees and Pages, after 90 days of employment (not hours worked) now qualify for five (5) paid sick days. These 5 days are to be used from March 29 2022, to December 31, 2022. These days do not carry over from year to year if not used. On January 1 2023, this account will be credited with another 5 days for use from January 1 2023 to December 31 2023.
  This motion made by SL, seconded by DW and passed. This will be retroactive from March 2022.
• The Board also passed the supporting policy of City of Prince Rupert to support the above motion; motion by SL and seconded by BT.
• Discussion about moving to a shared-drive, Cloud computer method of storing Board materials digitally. We presently store Board Meeting Minutes on both our website and in hard copy format at the Library. We have to be careful to follow BC FOIPPA (Freedom of Information and Protection of Privacy Act) and not put any personnel or patron information on computers outside of Canada.
• SL recommended that the Library have a specific policy of a hitherto informal decision of buying local author's books. And to have a corresponding budget to support the policy. SL will write a draft policy statement to share with other trustees.
• After we have new trustees appointed, we will contact BCLTA for a training session for new trustees, sometime in the New Year (2023).
• After new trustees are appointed the Board (KL) will invite City Corporate Administrator (Rosa Miller) to the Library to discuss the method of Library Trustee appointments.
• DW moves that the PRL Board accept the the above traditional territorial acknowledgement and that it is included in our forthcoming Strategic Plan, seconded by BT, passed.
• KL moves that the Sm’algyax name for our Library -Wap Liistx- be included in the Strategic Plan, seconded by CdR, passed.

Meeting adjourned at 8:26 pm