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March 30 2020 Library Board Meeting Minutes

Prince Rupert Public Library
Library Board Meeting

March 30, 2020

Present: Nick Adey (NA), Carolina de Ryk (CdR), Glenn Groulx (GG), Chelsea Keays (CK), Stephanie Lysyk (SL), Dale White (DW), Andrea Wilmot (AW), Joe Zelwietro (JZ-Chief Librarian)


Meeting commenced at 7:00 pm.

  • Discussion CUPE-105 Letter of Understanding and the City of Prince Rupert COVID-19 memo. JZ will communicate with City CFO to see if the Library can match the City policy and then send the Library Board one or more options for the Board to decide upon.
  • JZ updated the Board on what was happening at the Library, even though the Library is closed to the public.
  • The Board made the following motion:
    Due to the COVID-19 pandemic it is difficult for the Library Board to meet, and as it is important that the Board make a decision in a timely manner the Board agrees to accept an email vote regarding the Library Board's wage policy. For the vote to be valid there must be a quorum of trustees. The result of the vote will be determined by a majority of said quorum. Motion by AW, Seconded by CK; passed.

Meeting Adjourned at 8:30 pm.

February 12 2020 Library Board Meeting Minutes

Prince Rupert Public Library
Library Board Meeting

February 12, 2020

Present: Nick Adey (NA), Cary Dalton (CD), Carolina de Ryk (CdR), Glenn Groulx (GG), Chelsea Keays (CK), Stephanie Lysyk (SL), Dale White (DW), Joe Zelwietro (JZ-Chief Librarian)

Regrets: Andrea Wilmot (AW)

Meeting commenced at 7:05 pm.

  • Motion to accept consent agenda by NA, seconded by SL; passed.
  • One City Relationship committee matter and two event notices added to Discussion agenda.
  • Discussion about the Board contracting a consultant to assist with the Strategic Plan, all trustees will review the present draft of the Strategic plan and the Strategic Planning Cmte will meet on March 3, 7pm.
  • Discussion about possible fall NWLF conference here in Prince Rupert. The hiring of a new NWLF coordinator is happening now and that person might not be ready to assist JZ and Rupert Library staff in planning the event. JZ will talk to LDAG and the new coordinator in early March, we would need to know whether or not it's practical by middle June.
  • Discussion about iPad proposal by trustee. JZ will discuss the iPad experience with the Librarians of Smithers and Terrace Public Libraries.
  • Discussion re: Community Enhancement grant. NA stated that City of Prince Rupert Council recognizes that the Library funding is not an discretionary grant, but a legislative requirement and will produce a grant confirmation letter in 2021 that reflects this reality.
  • Discussion about recent water test on the Library fountain. The tests reveal that the new, filtered fountain dispenses water that is below the latest (2019) Health Canada Drinking water regulations MAC (Maximum Allowable Concentration) levels for both lead and copper.
  • SL briefly reviewed what the City Relationship cmte is working on with JZ.

Curbside Pick-up

Curbside Pick-up Procedure at the Prince Rupert Library

As of Monday, June 1st 2020, the Library will be offering Curbside Pick-Up Services, while continuing to deliver to those that need home delivery.

As of June 1st 2020, we will also be re-opening our blue Book Bin, and ask that patrons start returning all of those materials they’ve been kindly keeping at home. The book bin will be open during the day, as well as during the evenings, so please return all of your library materials to the book bin, regardless of the time of day.

Here’s how you can participate in our Curbside Pick-up Program:


There is one job opportunity posted at this time.

Title Job Type Closing Date
Library Page Part-time July 17, 2021

Fines Forgiveness

Apply for Fines Forgiveness

You may make a request for forgiveness of overdue fines (not including lost material replacement fees) by applying to the Chief Librarian and explaining your circumstances. Please include:

  • Full name
  • Contact information (e-mail and/or phone)
  • Library card number
  • A brief explanation of your circumstances

This information can be submitted:

Children and Teens: Read Away Your Fines

Children and teens (K-12) using their own cards may read away their overdue fines (not including lost material replacement fees) in the library (when we are open), at the rate of $1 per 15 minutes of reading (consequently, $4 per hour). Just sign up at the front desk.

January 8 2020 Library Board Meeting Minutes

Prince Rupert Public Library
Library Board Meeting

January 08, 2020

Present: Nick Adey (NA), Carolina de Ryk (CdR), Chelsea Keays (CK), Stephanie Lysyk (SL), Dale White (DW), Andrea Wilmot (AW), Joe Zelwietro (JZ - Chief Librarian)

Regrets: Glenn Groulx (GG)

Meeting commenced at 7:05 pm.

  • Consent agenda amended, moving the '2020 Funding letter' moved into Discussion agenda. Moved by AW, seconded by CK, passed.
  • Discussion about Library's relationship with City. The library should not be included in the Community Enhancement grant process due to the Library Act.
  • Discussion about proposed 2020 Library Board regular meetings. JZ will revise the schedule re: November Remembrance Day; the November meeting will be held on November 18, 2020
  • Discussion about possibility of all children's material becoming fines-free sometime in 2020. What would the repercussions be to library's revenue? JZ will investigate and report back Library Board.
  • Discussion about the 2020 Fall NWLF Staff/Board meeting in Prince Rupert during September or October. One time frame not to use is: Sept. 21-25, as this is the UBCM meeting and some Board members will not be available across the Federation.
  • Other tasks for JZ:
    • Send request to City to put Advertisement in newspaper for a Library trustee.
    • Complete first draft of Strategic Planning Committee from Committee rough notes.

Meeting Adjourned at 8:10 pm.
Next Board Meeting at 7pm February 12, 2020 at the Library
Next Strategic Planning Committee meeting at 7pm January 23, 2020 at the Library

November 13 2019 Library Board Meeting Minutes

Prince Rupert Public Library
Library Board Meeting

Nov. 13, 2019

Present: Cary Dalton (CD), Carolina de Ryk (CdR), Chelsea Keays (CK), Stephanie Lysyk (SL), Dale White (DW), Andrea Wilmot (AW), Joe Zelwietro (JZ-Chief Librarian)

Regrets: Glenn Groulx (GG)

Meeting commenced at 7:09 pm.

  • Consent agenda accepted with October financial report moved to Discussion agenda, motion by AW, seconded by CD, passed.
  • Discussion about financial report and projection of very slight deficit for 2019 (≤1%)
  • Discussion about Turning the Pages, how the project was progressing, emphasis on the fact that the Library is not the owner of the newspaper items, but was a permission holder of the items for non-commercial use by patrons.
  • Discussion about Policy re: rental of Multipurpose room. The library is an welcoming, inclusive place which means that patrons renting our room can not discriminate against others on any of the grounds listed in the BC Human Rights code. After the meeting JZ found that there is already such a statement in the Policy manual and will bring it to the attention of trustees during the next meeting. We will be discussing how such a requirement could impact on commercial groups that rent the room for private purposes in a future meeting.
  • Discussion about the recent change to the City of Prince Rupert's Travel and Per Diem claim form and whether the Library should adopt it as well. It does make travel more expensive for the Library to afford, but it more fairly compensates those travelling for Library purposes. After discussion, a motion was made by AW and seconded by CD that 'The Library match the City's new rate commencing with the new year (Jan 1, 2020)'. Passed.

October 9 2019 Library Board Meeting Minutes

Prince Rupert Public Library
Library Board Meeting

October 9, 2019

Present: Cary Dalton (CD), Glenn Groulx (GG), Chelsea Keays (CK), Stephanie Lysyk (SL), Dale White (DW)

Regrets: Nick Adey (NA), Carolina de Ryk (CdR), Andrea Wilmot (AW)

Meeting commenced at 7:05 pm.

  • Motion by CD, seconded by DW to accept consent agenda. Passed.
  • Item to add to Discussion agenda Board liability insurance
  • Discussion about possible projects for Grant Advance funding, the two Board priorities are: TTP and new paperback racks. These will be our first focus for Grant Advance. Also there could be local residents who would be willing to make donations or bequeath gifts to the library. No action on this last point, but consider it for now.
  • Motion by CD to open Saturdays and Sundays of Long weekends (as per schedule) in 2020. SL
    seconded. Passed.
  • Discussion about CD's experience at the recent NWLF Board mtg. An idea came out of the matter for CD: A trustee exchange for Board meetings (ie. our trustees go to Board mtgs in other NW libraries and we would host other NW library trustees at our Board mtgs.)
  • Board Liability discussion: CK gave some background about whether the Library Board requires liability insurance. She spoke with a representative of the BCLTA and found out that there has been other conversations between the BCLTA and other library directors/trustees but no actions known to the representative to have been taken by BC libraries in this regard. CK will forward the email she received from the BCLTA representative to all of our trustees. SL added that we should flag the liability insurance possibility in the MoU.
  • Item for the agenda for the Nov Board mtg.: SL to provide the Board a tentative MoU (Memorandum of Understanding).
  • Mtg adjourned 8:40pm.

September 4 2019 Library Board Meeting Minutes

Prince Rupert Public Library
Library Board Meeting

Sept. 04, 2019

Present: Nick Adey (NA), Carolina de Ryk (CdR), Glen Groulx (GG), Chelsea Keays (CK), Andrea Wilmot (AW)

Regrets: Cary Dalton (CL), Stephanie Lysyk (SL), Dale White (DW)

Meeting commenced at 7:05 pm.

  • Item (possible partnership with another organization) added to Discussion agenda by AW. Motion to adopt amended agenda by NA, seconded by CdR, passed.
  • Consent agenda items accepted
  • Discussion Agenda items:
    • 2020 Budget discussion, Motion to accept option 2020-2 by AW, seconded by CK, passed.
    • JZ to write a letter requesting library interior leak repair for NA to discuss the matter with City manager
    • CK will write BCLTA to ask about Library trustee insurance and discuss the legal issues with trustee SL.
    • JZ to communicate with CD about details about October NWLF strategic planning meeting.
    • AW spoke on possible relationship with local Ecotrust project manager. The manager will contact JZ.
  • Motion to adjourn by AW at 8:40 pm.

Meeting Adjourned at 8:40 pm. Next Meeting at 7pm (Oct. 09, 2019).

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.