Wapiti Regional Library ANNUAL GENERAL MEETING Saturday, April 18, 2015 1:00 p.m. John M. Cuelenaere Public Library Time and Place: Present: The Annual Meeting of the Wapiti Regional Library Board was held Saturday, April 18, 2015 at the John M. Cuelenaere Library, Prince Albert. City of Melfort A. Phillips Melfort - Exec City of Prince Albert M. Ring Prince Albert - Exec S. Soulier Prince Albert Rural Municipalities B. Gray RM of Arborfield #456 V. Hodgson RM of Big River #555 M. Hovdebo RM of Birch Hills #460 L. Bisson RM of Duck Lake #463 P. Roslinski RM of Fish Creek #402 J. Ukrainetz RM of Hudson Bay #394 L. Kulchar RM of Kinistino #459 C. Bauer-Hyde District of Lakeland #521 Exec Chair L. Holmen RM of Moose Range #486 D. Neufeld RM of Nipawin #487 Z. Graham RM of Pleasantdale #398 M. Rovensky RM of Porcupine #395 - Exec L. Miller RM of Prince Albert #461 D. Oleksyn RM of Shellbrook #493 M. Belisle RM of Spiritwood #496 H. Gareau RM of St. Louis #431 L. Cronk RM of Star City #428 G. Cleaveley RM of Tisdale #427 D. Smith RM of Torch River #488 - Exec D. Wiebe RM of Willow Creek #458 A Towns M. McGirr Town of Nipawin Exec Vice-Chair C. Binkley Town of Hudson Bay B Towns K. Fiala Town of Blaine Lake 1
L. Hood Town of Birch Hills N. Pochipinski Town of Carrot River E. Olexson Town of Cudworth D. Poirier Town of Duck Lake G. Klamot Town of Kinistino E. Poniatowski Town of Porcupine Plain - Exec. E. Fish Town of Shellbrook L. Ewen Town of Star City Villages K. Anderson Village of Archerwill L. Anderson Village of Aylsham D. Puddicombe Village of Canwood B. Haveroen Village of Codette R. Craswell Village of Leoville I. Conway Village of Mistatim M. Emro Village of Valparaiso Guests A. Juorio, Director John M. Cuelenaere Public Library G. Elliott, Deputy Director John M. Cuelenaere Public Library M. O Leary, Collections & Readers Advisory Librarian - John M. Cuelenaere Public Library E. Treviak, Village of Shell Lake S. Gilbert, Town of Big River K. Fremont, Branch Librarian, Paddockwood Public Library B. Gray, Arborfield Public Library Board Chair Staff: Recording Secretary: T. Murphy, Regional Director/CEO B. Lawreniuk, Finance Manager K. Desormeau, Administrative Assistant J. Weldon, Acting Community Services Librarian K. Desormeau, Administrative Assistant Attendance: 3 City Representatives 2 A Towns Representatives 9 B Towns Representatives 20 Rural Municipality Representatives 7 Village Representatives Guests/Others 7 Total Attending 48 Staff members 4 Call to Order: Announcements: Introductions C. Bauer-Hyde, Chairperson, called the meeting to order at 1:07 p.m. C. Bauer-Hyde welcomed delegates, explained mileage reimbursement change to payment by municipality, announced vacant Village category Executive Committee seat, reviewed meeting and voting guidelines and also outlined procedures regarding resolutions and trustee member nominations. M. McGirr, Vice-chairperson, introduced the Executive Committee members and Regional Office staff. 2
Agenda: C. Bauer-Hyde requested that agenda items #2 (Feature Guest Speaker) and #8 (Ad-hoc Policy Committee Report) be removed. She asked for any other additions or changes to the agenda. There were none. Moved by M. Rovensky, RM of Porcupine, #395, Seconded by A. Phillips, City of Melfort, to accept the agenda as amended. Carried. Letter of Greeting A letter of greeting from M. Johns, Acting Executive Director, Provincial Library and Literacy Office, was read by Wapiti Regional Library Director T. Murphy. Minutes: C. Bauer-Hyde presented the minutes of the Semi-Annual Meeting of November 15, 2014. M. McGirr, Town of Nipawin, requested that Nipawin be represented as an A town in the minutes. Moved by M. Ring, City of Prince Albert, and Seconded by M. Bellisle, RM of Spiritwood, #496, that the Semi-Annual Meeting minutes of November 15, 2014 be adopted as amended. Carried. Chairpersons 2014 Report: C. Bauer-Hyde presented the Chairperson s Report. Highlights included: The Executive Committee updated the Wapiti Regional Library Strategic Plan with focus on funding, staff retention, building maintenance, library programs, community involvement, and strengthening communication and partnerships with local, regional, and provincial stakeholders, including appropriate government officials. A Letter from J. G. Miller, Associate Deputy Minister, Ministry of Education regarding 2015-16 library funding was read. C. Bauer-Hyde noted that although Regional Library funding was maintained (which is greatly appreciated), the lack of increase means funding slipped backwards, failing to cover the cost of inflation. She called for continued focus in raising awareness for needed increased operational funding. Vice-chair M. McGirr and former Regional Director J. Murray met with government agencies concerning need for increased funding. Resources they used will be made available upon request to Regional Board members wishing to present to their municipality or other stakeholders. C. Bauer-Hyde thanked all for a productive year. She thanked Regional Office and branch library staff, fellow Executive Committee members, local library board trustees and Regional Board members for continued work in creating the vital library system enjoyed within Wapiti Region. Moved by C. Bauer-Hyde, Chairperson, Seconded by E. Poniatowksi, Town of Porcupine Plain to accept the 2014 Chairperson s Report as presented. Carried. Annual Report 2014 T. Murphy, Regional Director, presented the 2014 Wapiti Regional Library Annual Report. Highlights included: To enhance efficiency and help meet budgetary constraints, a new tri-fold format was adopted for the 2014 Annual Report. Contents include the Chairperson and Regional Director Reports, Statistical Summary, Wapiti Mission, Vision, and Values, membership of the Executive Committee, and a selected list of Regional Office staff. T. Murphy thanked former Regional Director J. Murray for his contributions to Wapiti throughout 2014. 3
During 2014, initiatives such as NNELS improved library services to print disabled users and creation of a digital newsletter increased regional communication. Emphasis was placed on website and social media site content. In-kind funding grants enabled efficient Regional Office workflow and branch staff/public database training while Nethris, an on-line payroll service was adopted region-wide. Recent and upcoming events include the early 2015 creation of a new Wapiti website and pending September 2015 switch from the Sierra integrated library system to Polaris. It is anticipated that Polaris will provide enhanced service for library personnel and patrons. T. Murphy thanked the Regional Board, Executive Committee, Branch Library personnel and Regional Office staff for their work and support throughout 2014. Moved by E. Olexson, Town of Cudworth, Seconded by R. Craswell, Village of Leoville, to accept the 2014 Annual Report as presented. Carried. Audit Report T. Murphy, Regional Director, reported that auditor C. Skrupski returned a clean audit report. Wapiti Regional Library Budget: T. Murphy, Regional Director, reviewed the Library category budgets for 2015. T. Murphy presented the 2015 RMTV Budget and reminded that only RMTV delegates can vote on the RMTV budget. Discussion ensued. Moved by C. Bauer-Hyde, Chairperson, Seconded by E. Poniatowski, Town of Porcupine Plain, to approve the 2015 RMTV Budget as presented. Carried. T. Murphy presented the proposed Wapiti Regional Library 2015 budget. Moved by A. Phillips, City of Melfort, Seconded by M. Ring, City of Prince Albert, to approve the 2015 Regional Office Budget as presented Other Business Saskatchewan Library Trustees (SLTA) Report: M. McGirr, Vice-chair (and Wapiti representative to SLTA) reported that modules are being prepared to teach trustee responsibilities. She reminded that the SLTA newsletter and In a Nutshell publication also contain training material. She stated that advocacy is greatly needed, a factor recognized by SLTA, which responded by hosting province-wide advocacy sessions throughout 2014. It was recognized that inadequate funding at the regional level causes greater expense for local libraries as non-operational Regional Office costs are transferred to the local libraries. M. McGirr reported that Provincial government officials feel that everything is fine with libraries because MLAs are unaware of funding needs. She requested all representatives become actively involved in letting the truth about lack of funding be known to MLAs and other stakeholders. Appreciation: C. Bauer-Hyde, Chairperson, thanked J. Walker for her years of service as a Wapiti Executive Committee member. Resolutions: None received. 4
2014 Branch Awards: Election 2015/2016 Village Rep: C. Bauer-Hyde presented engraved plaques to Arborfield Public Library, B. Gray accepting, and Paddockwood Public Library, K. Fremont accepting, as winners of the Wapiti 2014 Branch of the Year Awards. Big River, Mistatim, Prairie River, Smeaton, Reid-Thompson (Humboldt), Melfort, and St. Louis branches were congratulated for showing consistent increases in 2014. T. Murphy advised of one Village representative vacancy, for which one nomination was received. T. Murphy called for additional nominations from the floor. There were none. T. Murphy introduced new Village representative, Ingrid Conway, Village of Mistatim. Election 2015/2016 T. Murphy reviewed the election procedures for the twelve Executive Committee members, then conducted elections for the newly elected 2015-2016 Wapiti Regional Executive Committee: Cheryl Bauer-Hyde District of Lakeland #521. Acclaimed Sharon Cameron City of Humboldt Acclaimed Connie Gerwing City of Prince Albert Acclaimed Maureen McGirr A Town - Town of Nipawin Acclaimed April Phillips City of Melfort Acclaimed Ed Poniatowski B Town Town of Porcupine Plain Acclaimed Martin Ring City of Prince Albert - Acclaimed Marilyn Rovensky RM of Porcupine #395 Acclaimed David Smith RM of Torch River #488 Acclaimed Ingrid Conway Villages Christopher Lake Acclaimed Ted Zurakowski City of Prince Albert - Acclaimed Chairperson Vice-Chairperson Elections: M. McGirr nominated C. Bauer-Hyde as Chairperson. C. Bauer-Hyde agreed to stand. Elected. C. Bauer-Hyde nominated M. McGirr as Vice Chairperson. M. McGirr agreed to stand. Elected. Moved by D. Smith, RM of Torch River, #488, Seconded by S. Soulier, City of Prince Albert, to accept the 2015/2016 Executive Committee as elected. Carried. Next Meeting 2015 Wapiti Semi-Annual meeting to be held on Saturday, November 21, 2015 at 1:00 p.m. at the John M. Cuelenaere Public Library, Prince Albert. Adjournment C. Bauer-Hyde, Chairperson, thanked John M. Cuelenaere library and staff for use of the facility. Moved by M. Rovensky, RM of Porcupine, #395, the meeting adjourned at 2:57 pm. 5