YELLOWHEAD REGIONAL LIBRARY BOARD MEETING Harvey Treleaven Boardroom 433 King Street, Spruce Grove June 13, :00am

Transcription

1 YELLOWHEAD REGIONAL LIBRARY BOARD MEETING Harvey Treleaven Boardroom 433 King Street, Spruce Grove June 13, :00am PRESENT GUEST Chair: Derril Butler (Lac Ste. Anne County) Kerry Anderson (Public Library Services Branch) Vice Chair: Dan Pritchard (Woodlands County) Brother Allan Hagen (Village of Spring Lake) ABSENT Ann Morrison (Summer Village of Sunset Point) Brenda Zinck (Jasper Municipality) Anne Power (Village of Breton) Dale Miller (Village of Warburg) Barbara Maddigan (Northern Gateway Public Schools) Darlene Chartrand (Town of Whitecourt) Bernie Poulin (Summer Village of Silver Sands) Dawn Konelsky (Brazeau County) Bert Seatter (Westlock County) Debra McDaniel (Summer Village of Poplar Bay) Betty Lalonde (Village of Wabamun) Doris Mason (Leduc County) Bill Elliot (City of Wetaskiwin) Joan Wynne (Town of Calmar) Bill Kesanko (City of Spruce Grove) John Slater (Summer Village of Ma-Me-O Beach) Brian Schulz (Town of Barrhead Alternate) Kyle Archer (Town of Drayton Valley) Carla Frybort (City of Leduc) Richard Thompson (Town of Grande Cache) Cathryn Pharis (Village of Thorsby Alternate) Sheri Watson (Pembina Hills R.D. No. 7) Darrel Erickson (Town of Westlock) Tony Wadsworth (Town of Millet) Don Podlubny (Town of Hinton) Wade Hanlan (Summer Village of Yellowstone) Ewald Kwirant (Yellowhead County) Walter Schlese (Summer Village of Crystal Springs) Gael Lehman (Summer Village of Val Quentin) Gary Beeson (Town of Swan Hills) NO REPRESENTATIVE APPOINTED Gean Chouinard (Town of Edson) Summer Village of Birch Cove Gerald Nanninga (Barrhead County No. 11) Summer Village of Grandview Glenn Norby (Wetaskiwin Regional Public Schools) Summer Village of Kapasiwin Grant Geldart (Town of Devon) Summer Village of Lakeview Jan Baker (Summer Village of Nakamun Park) Summer Village of Norris Beach Judy Bennett (Town of Stony Plain) Summer Village of Ross Haven Kathy Rooyakkers (Wetaskiwin County No. 10) Summer Village of Seba Beach Kim Connell (Town of Mayerthorpe) Summer Village of Silver Beach Laurie Stilwell (Summer Village of West Cove) Len Spink (Town of Beaumont) YRL STAFF Lynn Ferland (Alberta Beach) Kevin Dodds (Director) Sandi Benford (Summer Village of South View) Wendy Sears Ilnicki (Assistant Director and Susan Kathol (St. Thomas Aquinas R.C. Schools) Bibliographic Services Manager) Tammy Svenningsen (Public Libraries Council Vice Chair) Stephanie Thero (Client Services Manager) Tracey Melnyk (Parkland County) David Gould (Accounting Technician) Yvonne Slemko (Town of Onoway) Shannon Edge (Communications Coordinator) Laurie Brock (Administrative Associate and Recorder) Yellowhead Regional Library Board Meeting June 13, 2011 Page 1 of 5

2 CALL TO ORDER The meeting was called to order at 10:05am by D. Butler and introductions were done. Item Resolution 1. Approval of the Agenda MOVED by A. Morrison that the agenda be approved as presented. SECONDED by S. Benford. CARRIED # Approval of the Minutes MOVED by J. Bennett that the minutes of the March 7, 2011 Yellowhead Regional Library Board meeting be approved as presented. SECONDED by G. Geldart. CARRIED #3606 DECISION ITEM 3. YRL 2010 Annual Report K. Dodds noted that this annual report is produced separately from the annual report and survey required by the provincial government (see item 4.b below). He added that the YRL Board Executive Committee members had provided their feedback to administration about the report. Discussion ensued about methods of distribution; the trustees agreed that municipalities and school divisions should receive the report electronically, and printed copies should be delivered to member public libraries for them and their boards by the YRL delivery service. MOVED by Brother A. Hagen that the Yellowhead Regional Library 2010 annual report be approved as presented. SECONDED by G. Nanninga. CARRIED #3607 INFORMATION ITEMS 4. YRL Update a. Membership Agreement K. Dodds reported that the current and proposed agreements were distributed to all stakeholders requesting their input by the end of August; the responses will be presented to the YRL Board Executive Committee in September. He added that the Public Library Services Branch has provided their feedback. K. Dodds reminded the Board that he is available for council and school division meetings to make a presentation on the membership agreement and/or answer questions. B. Seatter entered the meeting. b Annual Survey and 2010 Annual Report of Public Library Systems in Alberta K. Dodds thanked all members for their input on the survey noting that turnaround time for orders received a four out of five the highest ranking it s ever received. c Budget Planning K. Dodds stated that the budget projections were reviewed at the YRL Board Executive Committee meeting in May; a budget surplus is anticipated for 2012, but not for He noted that the current provincial operating grant funding rate per capita was assumed even though 2011 marks the end of a three-year commitment. Yellowhead Regional Library Board Meeting June 13, 2011 Page 2 of 5

3 d. Governance and Communications Online Survey K. Dodds explained that, based on goals included in YRL s Needs Assessment and Plan of Service, a survey will be developed to evaluate the changes that have occurred at YRL since 2009 and another survey will be about the communication strategies YRL used in He stated that the first survey will be conducted in October 2011 and the second survey in early e. September 23, 2011 Conference Transforming futures: the power of libraries K. Dodds noted that the conference program and registration form are available on the YRL website, online payments are being accepted this year and the early bird deadline is July 29. f. 40 th Anniversary K. Dodds reported that the 40 th anniversary celebration will be held on October 6, 2011 at YRL headquarters in Spruce Grove; a save-the-date announcement will be sent out soon. He added that YRL will be giving back to its member libraries they will have the option to pick either an ereader or a Playaway Viewer as a gift to their collection from YRL. He also noted that xbox Kinect kits will be created and member libraries will be able to borrow them. MOVED by G. Norby that the Yellowhead Regional Library information be accepted as presented. SECONDED by G. Geldart. CARRIED # Standards and Best Practices for Public Libraries in Alberta S. Thero provided an overview of the Standards and Best Practices for Public Libraries in Alberta document that was created by the provincial government for all libraries in Alberta. MOVED by B. Maddigan that the Standards and Best Practices for Public Libraries in Alberta information be accepted as presented. SECONDED by G. Chouinard. CARRIED # The Alberta Library (TAL) Update a. Strategic Plan K. Dodds reported that TAL has developed a new vision and is creating a new business plan. b. NEXT: A Library Futures Symposium Report K. Dodds explained that the NEXT symposium report highlights the future of libraries and is a great document to share with stakeholders. c Annual Report K. Dodds noted that the annual report is available at MOVED by B. Schulz that The Alberta Library information be accepted as presented. SECONDED by Brother A. Hagen. CARRIED # Rotary Club of Slave Lake Public Library Donations W. Sears Ilnicki reported that materials have been received at Peace Library System and it was discussed how YRL and its member libraries could assist the library (i.e. purchase of computers). MOVED by G. Geldart that administration explore funding opportunities for the Rotary Club of Slave Lake Public Library. SECONDED by Brother A. Hagen. CARRIED #3611 Yellowhead Regional Library Board Meeting June 13, 2011 Page 3 of 5

4 8. Reports a. YRL Board Executive Committee Minutes March 21, 2011 and May 9, 2011 D. Butler noted that both sets of minutes were included in the meeting package. b. YRL Trustee Orientation Feedback May 18, 2011 K. Dodds reported that five trustees along with three representatives from ALTA attended the session; the survey results and comments were included in the meeting package. c Alberta Library Conference Reports April 28 to May 1, 2011 D. Butler noted that two written reports were included in the meeting package. d. Public Library Services Branch (PLSB) Report Kerry Anderson K. Anderson reported the following: the PLSB strategic plan is available at a $790,000 grant was given to TAL to support database licensing for a two-year term 2011 grants are being processed and will be paid on 2010 populations the provincial technology plan has not yet been approved library trustee training in relation to provincial legislation will be done in conjunction with ALTA starting later this year; any library interested in hosting a training workshop should send an to kerry.anderson@gov.ab.ca e. YRL Public Libraries Council (PLC) Report Tammy Svenningsen T. Svenningsen noted that: the Coordinated Collection Development (CCD) tool created by YRL makes the ordering of material very easy and libraries appreciate being able to see their allotment balance as orders are placed telephony, the automated telephone notification system, is amazing and saves libraries significant staff time YRL member libraries and boards contributed $31,500 to the OverDrive ebook collection the grant for databases from the province is greatly appreciated by libraries member libraries are trying to reduce the use of government courier by filling holds from within YRL s region first before the request goes to a TRAC partner library f. YRL Chair s Report Derril Butler D. Butler provided an overview of two conferences attended, the Alberta Library Conference in Jasper and the Canadian Library Association conference in Halifax, as well as the YRL Trustee Orientation session. He also noted that the System Chair s and Director s meeting with the Public Library Services Branch focused on the indemnity of the future of libraries. g. YRL Director s Report Kevin Dodds K. Dodds noted that his report was included in the package; he pointed out that the system directors have identified a few initiatives to work on: seamless access, strengthened leadership mandate at the Public Library Services Branch, formation of an Alberta Library Council, continued collaboration with schools, and enhancements of services to First Nation and Métis communities. h. YRL Assistant Director s Report Wendy Sears Ilnicki W. Sears Ilnicki noted that her report was included in the package and added that the Alberta Multilingual Book Consortium (AMBC) is a service that lends foreign language blocks of books to libraries and the usage increased by 10 per cent in Yellowhead Regional Library Board Meeting June 13, 2011 Page 4 of 5

5 i. YRL Client Services Manager s Report Stephanie Thero S. Thero noted that her report was included in the package; she explained that the Client Services staff provide assistance with weeding, inventory and reorganization projects to libraries along with technical support, training for OverDrive, website maintenance and programming and have completed more than 50 visits to 40 different member libraries including 13 school libraries. j. YRL Communication Coordinator s Report Shannon Edge S. Edge noted that her report was included in the package and reminded trustees that YRL s next newsletter will be ed soon. MOVED by S. Benford that the YRL Board Executive Committee, YRL Trustee orientation, 2011 Alberta Library Conference, Public Library Services Branch, Public Libraries Council, Chair, Director, Assistant Director, Client Services Manager and Communications Coordinator reports be accepted as presented. SECONDED by S. Kathol. CARRIED # Correspondence D. Butler noted that 11 items of correspondence were included in the package. MOVED by E. Kwirant that the correspondence be accepted as presented. SECONDED by G. Chouinard. CARRIED # Media D. Butler noted that three print and two online media items were included in the package. J. Bennett also reported that Stony Plain Public Library was presented with a national award for the 2010 summer reading club program. MOVED by J. Bennett that the media be accepted as presented. SECONDED by G. Geldart. CARRIED #3614 NEXT MEETING The next YRL Board meeting is on November 7, 2011 at 10:00am in the YRL offices, Spruce Grove. ADJOURNMENT MOVED by B. Seatter that the meeting be adjourned at 12:15pm. CARRIED #3615 Derril Butler, Chair Kevin Dodds, Director Date Date Yellowhead Regional Library Board Meeting June 13, 2011 Page 5 of 5