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:

Trustees discussed the need for elections of Chair and vice-Chair positions. The election will be postponed, the present Chairperson TM will write to all trustees about this matter.
Discussion about the job share request and response.
JZ and DF will work together on a letter of support, circulate it among trustees and send an appropriate one to the SD#52.
Discussion of possibility of having local artist/craftsperson to make book art with some of our older discarded books.
In camera discussion of Chief Librarian’s job description. Requests to Chief Librarian:
Provide job description of Deputy Librarian (can be done working with the DL). Board does not want to finalize Chief Librarian’s JD in isolation.
Go through draft JD of Chief Librarian and identify which tasks are currently being done by Chief Librarian & % of time per month, and priority of categories of duties (e.g. does external relations take up 30% of time, and is most important?)
The Board would like to do performance review with Chief Librarian to offer feedback and growth opportunities. Can we discuss at the next meeting how to best conduct one?
Can we see performance review template as example?

Meeting Adjourned at 9:00 pm. Next Meeting at 7pm (Feb 15, 2017).