May 6 2004 Board Meeting Minutes

Prince Rupert Public Library

Library Board Meeting


Thursday, May 6, 2004

Present:Myrna Hiebert, Chair (MH); John Shepherd (JS), Vice-chair; Councillor Paul Kennedy (PK), Dan Rodin(DR), Lorna Nelson (LN), Ian Gemmel (IG), Caroline McChesney (CM), Rev. John Martinson(JM), Denise St. Arnaud: Recording Secretary; Quorum.

Regrets: David Smook (DS)

Meeting begins 7:05 pm

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