Town of Sylvan Lake Library Board Regular Meeting – Program Room - SLML Wednesday, September 11, 2019, 6:00 p.m.

1. Call to Order - Deb 2. Emergency Procedures - Deb 3. Welcome Guests – Deb 4. Approval of the Agenda - Deb 5. Approval of the Minutes of July 10,2019 (Item A) – Deb 6. Communications (Item B) – Deb 7. Financials a. Treasurer’s Report – Kathy/Rhonda 8. Acting Director’s Report (Item C) – Jeri 9. Open Issues a. Hiring committee report – Jennifer/Mareen b. Personnel Policy Review – changes to Director’s probationary period to one year c. Drop Box – Jennifer d. Hedge & grant - Deb e. Policy i. Rescinding old policies that are now part of new Personnel Policy (Item D) - Mareen ii. Occupational Health and Safety Committee Updates (Item E) – Julie iii. Communication Policy (Item F) iv. Board Governance Policy (Item G) - Mareen f. Jasper conference – follow-up to discussion g. 100 Women – Kathy, Jennifer, Jeri 10. New items Complaint protocol/procedures - Deb 11. Information & updates – Deb PRL Conference September 23rd 9am – 4pm / carpooling? Filing cabinet for Board 12. Next Board meeting: October 9,2019 6:30pm - Deb 13. Adjournment - Deb

Item A

Town of Sylvan Lake Library Board Regular Monthly Meeting, Program Room

July 10, 2019

MEETING MINUTES

TIME: 6:30 pm MEMBERS PRESENT: Deb Parry, Mareen Redies, Kathy Inglis, Shirley Allen, Julie Maplethorpe, Rhonda Hamilton, Jennifer Blair, Megan Hanson, Robert Wiens, Jeri Wolf

REGRETS:

Minutes Taken By: Shirley Allen Action to be By who: Timeline: taken: 1. The meeting was called to order by Deb at 6:32 pm.

2. Emergency Procedures - Deb

3. Welcome guests - Deb introduced Virginia Beswick, a community member who is interested in applying for a Board position in the future.

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4. Mareen moved the agenda be accepted with additions. Carried

5. Kathy moved the minutes of June 12, 2019 be approved as read. Carried. Shirley moved the minutes of June 26, 2019 be approved as read. Carried

6. Communications - Deb. a) Letters were sent to five local MLAs and to the Mayor of and the Reeve of Lacombe County expressing our appreciation for their support of local libraries and the importance of their funding to us. Thanks to Kathy and Shirley.

b) Deb has sent thanks to Memorial Presbyterian Church, the Dairy Queen and SpeedPro for their assistance with Muster Point signs.

7. Financials - Treasurer’s report – Kathy, Rhonda Daily Banking and Savings $70,473.73 Common Shares ___1.27 Business Plan 70.472.46

GIC 1 year 89.828.84

Kathy reported that due to the recent unusual expenses she will be monitoring the accounts closely. Our grant money comes through in July and August. On the profit/loss statements there are some unexpected items due to the Garden Grant arriving and being utilized.

8. Acting Director’s Report - Jeri There is a correction to the Director’s Report: the statistics for “Exams to June 30” for both 2018 and 2019 should read “Exams in June’”

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A patron found a bedbug in a book. That book and the one with it in her bag were discarded. The books on the same shelf were all checked and found to be clean. The Library now has a Bedbug and Cockroach Procedure.

The crosswalk graffiti has been removed and the crosswalk is being repainted.

Deb read a follow-up from Corrie concerning her request to the Town to do a second Rainbow Crosswalk. The second Rainbow Crosswalk will be painted next year at the Nexsource Centre. These crosswalks as well as two Keyboards are to be permanent Art Installations for the town.

Robert reported that on the Facebook page for the Library, there were negative comments from some members of the community concerning the Rainbow Crosswalk. He felt that some library staff responses were inappropriate. Later, both the negative comments and their responses were deleted from the Facebook page. He suggested that the best response to a negative posting would Draft a Social Jennifer be no response, and that comments should not be deleted. Jennifer will work on developing a Media Policy Social Media Policy.

9. Open Issues -

a) Hiring committee report - Jennifer reported that the committee met last week with representatives from PRL. They made some suggestions which the committee will be incorporating. The position will be posted on Friday and will be on the following sites for 3 weeks: The Partnership Job Board Foothills Library Association Western Faculty of Information and Media Studies Jerome Listserv Libshare

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b) Personnel Policy Review - Megan recommended a change from the present 6-month probationary period for the new Director to a one-year probationary period as recommended by PRL. This would allow for us to evaluate the new Director’s handling of annual events which might not fall in the 6-month period. This would not change the 3-month review nor the start date on benefits. Megan moved that we review the Personnel Policy at the September meeting and change the Director’s probationary period to 1 year. Carried.

c) Marketing Position update - Jennifer reported that we now have a new Marketing Consultant. Shanna Doupe accepted the position with start date of July 28, 2019. She will be meeting with Maddie, Jeri and Corrie next Wednesday to discuss how projects and information will be handled. Deb thanked Jennifer and Jeri for their excellent work through this hiring process.

d) Policy

i) Mareen - There are old policies that need to be rescinded because they are now List outdated Mareen Sept. incorporated into the new Personnel Policy Personnel Policy. She will and prepare a list for the policies mtg September meeting.

Jeri would like the new Personnel Policy to be formatted in a searchable PDF file. Email a copy of this searchable Deb ii) Occupational Health and Safety Updates - Julie Personnel File to Jeri WHMIS training takes place next Monday morning from 9:00 to 12:00.

Muster signs are ready and will be installed this week.

The Safety Manual is still a work in progress.

We are a smoke-free property and yet we have an ashtray at the front door – an apparent contradiction between the Policy and the actual situation. However, if there is no ashtray, people discard cigarette butts in the planter. Megan reported that the town is aware of the problem as it happens on Town sites as well. She will take this issue back to Town Council. Also, the No Smoking

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signs on the front of the library are small and not clearly visible. The Town is already working on new signage. Deb suggested that the No Smoking policy could be put on the Library’s social media sites. Megan will send an appropriate social media package from the town.

e) Deb - Board Governance Policy - There have been changes to the vice-chair and treasurer’s job descriptions. This Board Governance policy was returned to Caroline in January for final printing but was never completed. Mareen brought point #7 to our attention for rewording. Robert suggested replacing “the complainant/s, the defendant, and the remaining board members” with “all parties involved”.

Julie requested a change to parallel wording in the following: i) in the sentences under Duties of… each executive position. ii) between each comparative item in the lists of bullet points Deb and Mareen will meet to review this. Any further revisions can be sent to them and they will bring it to the September meeting for final approval. Deb, Sept. Mareen mtg f) Jasper conference – Deb - There was extra expense this year because of an extra night at due to bad weather. Although it wasn’t a budget problem for this year, perhaps we should Revise Board budget for extra expenses in the future. Megan suggested we increase the amount budgeted to Governance cover the cost of single rooms. The rooms are already booked for 2020 with the expectation of Policy shared occupancy. Kathy suggested we return to this discussion when we work on the 2020 budget.

g) Pride Week - Pictures and information about the Rainbow Crosswalk should be posted on social media.

h) Logo - The Town of SL Library Board vs. Sylvan Lake Municipal Library Board Social media, emails, the Library website and correspondence all need to reflect the correct name pertinent to whatever is listed. Consensus is that we do not need a separate letterhead for the Library Board; we can continue to use the Library letterhead. Deb would like a high-resolution copy of the Logo and Jeri will send copies out to the Board members.

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10. New items -

a) Drop box - Jennifer is willing to create a Dropbox as an online repository for Library Board documents. This would be a more convenient and secure alternative to memory sticks. The Library Create Jennifer Director or Acting Director would keep it updated. Instead of the Board packages being emailed out Dropbox before each meeting, each Board member would access them from the Dropbox.

b) Our Library Board posts it’s signed minutes to the Library website, but Mareen pointed out that other libraries post the whole Board package. This gives members of the public an opportunity to be aware of what will be discussed at upcoming meetings and they can attend if they are interested. The minutes of each meeting would continue to be posted after they are signed, as they are at present. Mareen moved that we upload our agenda and supplementary materials to the website prior to each board meeting. Carried

c) Corrie’s sponsorship drive - Deb - Corrie has sent a message to Deb and to FOSSL informing us that she will be approaching businesses to help with expenses for her Art programs and for the Film Society. She sent a list of potential contacts, but she does not want to approach any business that has already received a request from either the Board or FOSSL. There was some discussion whether FOSSL should be asked to cover funding library programs. Deb will inform Corrie that she should work with the Director or Acting Director to develop a plan to look for funding and that she can approach the businesses on her list except for the Lions Club and the Optimists. Kathy brought up the Hundred Women Who Care group. She and Jennifer plan to join this group and will make a presentation in support of the Library. They will put together a presentation package which could be used in other fund-raising situations as well.

d) The last Read for 15 was Jan 25, 2019, and free memberships were offered that day. There is also a free membership drive in September. There have been two Food for Fines events in the past year. Each of these will have some impact on the Library revenue.

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11. Information and updates – None

12. The next Board meeting will be 6:30 pm Sept 11, 2019.

13. Deb adjourned the meeting at 8:41 pm.

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Item B

100670 ENVIRONMENT AND PARKS

Office ofthe Minister Government House Leader MLA, Rimbey--

Deb Parry, Library Board Chair Sylvan Lake Municipal Library 4715 - 50 Avenue Sylvan Lake AB T4S IA2 [email protected]

Dear Deb Parry: Thank you for your letter and kind words regarding my re-election to the Legislative Assembly of Alberta. I am honoured to continue serving the residents of Rimbey-Rocky Mountain House-Sundre.

As Minister of Environment and Parks, I look forward to fulfilling the mandate given to me by the Honourable Jason Kenney, Premier of Alberta, to establish our province as an environmental leader and ensure Alberta's resources are developed using innovative and responsible approaches that protect our environment and provide a healthy Alberta for future generations.

The Government of Alberta strives to make life better for all Albertans. I commend the Sylvan Lake Municipal Library for strengthening our economy by providing services for job seekers, early literacy programs, and spaces for children to learn. Libraries are a vital component of thriving communities, and I commend your initiatives tor create innovative and sustainable ways for Albertans to connect with their neighbours.

Thank you again for taking the time to write. Our government believes that Alberta's stories must continue to be told and our histories shared, and I applaud the Sylvan Lake Municipal Library for •ts work in supporting literacy in rural areas.

Jason Nixon Minister

323 Legislature Building, 10800 97 Avenue, , Alberta T5K 2B6 Telephone 780-427-2391 Fax 780-422-6259 Printed on recycledpaper

Item C

Library Director’s Report - Reporting period July and August 2019 Prepared by Jeri Wolf, Acting Director, Sylvan Lake Municipal Library Statistics Visitors Visitors Comp.Sess. Comp.Sess. Circ 2018 Circ 2019 2018 2019 2018 2019 January 4482 4437 2016 2062 6667 7344 February 4173 3472 1896 1667 6076 6516 March 4971 5012 2082 2276 6952 5179 April 4625 4517 2429 2197 6658 6643 May 4904 5192 2631 2180 6396 7143 June 5609 5756 2377 2084 6623 7429 July 6658 6310 2625 2647 8740 8971 August 6900 5946 2696 2828 8317 7569 September 6149 2296 7834 October 7493 2528 7686 November 5314 2151 6921 December 3538 1681 5867 Total 64816 27408 84737 Difference

Wireless Sessions Sessions Users Users Studying 2018 2019 2018 2019 2018 2019 January 4964 5763 596 612 January 33 26 February 4815 4748 572 547 February 11 14 March 5389 5969 574 630 March 23 24 April 4916 5872 594 659 April 32 27 May 5285 6679 649 699 May 28 45 June 5129 6259 669 700 June 16 38 July 6113 7120 700 771 July 15 34 August 6516 5643 786 751 August 25 34 September 4797 692 September 21 October 6166 668 October 31 November 5872 651 November 34 December 5005 557 December 20 Total 64697 7708 Total 289 Difference Difference

Exams Summer Reading New Registrations Current patrons Aug 2018 Aug 2019 Sessions Participants July August July August

34 30 57 995 not inc. 61 59 2164 2108 school visits

1. Staff updates a. Alecia – The Summer Reading Program has been a great success this summer. I have seen many new and returning faces to the program this summer. I have had more teens than I've had any other summer! The addition of the second French program was needed as those always seem to fill up fast. Every single program, except for the teen, had full registration this year! This summer to track reading I challenged participants to reach the top of Mount Alberta. Ten minutes read would be equivalent to ten meters summited. Once participants had reached the top they received a pair of library sunglasses. So many businesses donated prizes this year. There were passes to the Innisfail zoo, WIBIT and Nexsource. There were coupons for Booster Juice, Chopped Leaf, Panago, Big Moo and Boston Pizza! I received craft supplies from Western Office and 32 bags of candy from Shoppers. For our grand prize, I am giving away a family pass to the Royal Tyrrell Museum and Head Smashed-In Buffalo Jump! Thank you for giving me the opportunity to run the Summer Reading Program for the past three summers. I have learned many valuable skills that I will be able to put into practice in my future career. I have been able to see the youth in community grow over the past three summers, and I feel fortunate to be a part of this growth. Before working at the library I never fully appreciated the value of the library in the community. The library welcomes all and it is great to see the services being utilized whether it be free programs, free wifi, the little free pantry or just a listening ear. The staff at the library is extremely helpful, I will miss them when I leave! b. Vincent - I have been asked by Jeri to write a paragraph or two on my experience working here at the library this summer and what I have done here. So here it goes. i. To start off, I really do want to say how much I enjoy working here. My past experience with jobs have been kind of rough, I had okay relationships with my co-workers/bosses, but never anything like I have here. I love every single person on the staff and I hope they love me too! I’m always happy to help any of them with any issues they have, personal or work related. Having a good relationship with the people around you every day is immensely important and I am so glad I have that. Thank you everyone. Now on to what I have been doing this summer. There were 3 main tasks given to me. ii. Weeding AF and ANF. This one sort of got set on the backburner unfortunately. Learning to get in the groove of it, getting the books, checking them, etc, takes a while and I was only able to get to the letter K. iii. Digital play packs. This was a fun one. It involved me searching online for digital resources, helping Corrie do some shopping, and using publisher to create slides/a booklet for each pack. I got fairly far, finishing 1 of the 3, and getting the format done for the other 2. It was also a time consuming project, but I’m proud of how far I got. iv. Organizing 3 programs over the summer. This was really successful! The first one was a coding from scratch program with grandparents with kids. We had a good turnout, and AJ (person who I did the program with) was very valuable in having this program work. The second was a social media marketing for people starting a business with my dad (Dwayne Stoesz) presenting it. Honestly this was my favourite one. We had a decent amount of people attend, and I am 100% sure everyone there learned something. The third was a “baby steps” on creating social media accounts for grandparents/parents to stay in contact with kids/family/friend. Unfortunately no one attended, which I found strange due to the amount of people who ask “how do I facebook” on a daily basis.

v. I did many other things as well. Checking the keys! Helping patrons with tech problems (daily). Helping the staff with any problems they had. Learned how to close on the evening shift. Doing beach book buddies, and many many more. Overall I was kept very busy this summer. And am quite happy with everything that was accomplished. Thank you so much to everyone for having me here this summer, and I hope to see you all again next year ☺ 2. What we’ve been working on: a. Library Survey from Red Deer County – completed and submitted on July 31, 2019 b. Funding – Confirmed with Jen Anderson on July 30, 2019 that our operating grant information for Provincial funding was complete and in compliance as the Public Library Services Branch applied for and received approval to provide 50% funding to libraries while waiting for for Budget 2019 to be approved in November 2019. Jen said that everything was good and the Board could expect a payment of $39,710 in the next four to six weeks. This was been received and deposited on August 22, 2019. c. Received a cheque for $8,993.78 on the van run on Friday, August 23, 2019. This amount represents a projected 50% of the 2019 library services grant to enhance library service to rural patrons. The Summer Villages of Sylvan Lake and Red Deer County have both allocated a portion of their population allotment to our library. Parkland Regional Library is encouraging the board to send a thank you letter to Kaycee Madu, the Minister of Municipal Affairs for the advance funding and to invite our local MLA, Devin Dreeshen, to the library to show just how much work our library does and how important we are to the community. d. Library card sign-up month - We chose Thursday, September 12 for Free Library Card day during Library Card Sign-up Month. Shanna has been busy promoting the whole month on social media as well as on the TV in the library and the September newsletter to be released shortly. In-house promotions are going full steam ahead as well. Rather than have a prize draw on Free Library Card day, we are encouraging community members to help us win a Nintendo Switch package worth $560 that PRL has up for grabs. The library with the greatest percentage growth in new library patrons will win. e. Signed and returned the exhibition loan agreement from the Alberta Society of Artists. We have been confirmed for the Travelling Exhibition called Mystical Landscape between April 8 and May 6, 2020. The exhibit features the work of Arthur Nishimura, an Alberta photographer whose medium is traditional black and white, hand developed, film-based photography. The exhibit will consist of 20 works from the collection of the Alberta Foundation for the Arts. The cost is $75.00. f. Staff are looking forward to attending Parkland Regional Library’s “Let’s Talk Communication” workshop on Monday, September 23. Thank you for allowing us to close the library for the day to attend a workshop that wasn’t specifically aimed at us. A few of us reviewed the agenda and feel it will be a benefit to all. Are any Board members attending? g. Film Society – Pricing has been adjusted for the remainder of this year. Cost of tickets will be $8.00 purchased in advance, $10.00 if purchased at the theatre that night. This will be re-visited in the New Year to see if it is helping or if it should just be $10.00. Corrie is looking into funding the September film with grant funding. Will revisit in the New Year, leaning towards 10 across the board h. Unlocked windows: We have discovered unlocked windows on the back of the building twice this summer while closing. One time, a staff member saw a person unlock it and asked them why they did it. A couple of days later a different window was unlocked. When I reached out to Darren Smilar about the unlocked windows and the alarm not arming correctly, he suggested that we call the RCMP and let them know. I sent an email to Sgt. Stephanie Lesyk as she was the officer I had an email address for. I also let her know about the vandalism on the rainbow crosswalk. i. Beach Book Buddies: BBB has come to an end. It was a successful summer despite the lack of summer days. This year $128.20 was raised compared to $51.70 last year. Corrie, Alecia, and Vincent all took turns taking the wagon out. The rest of the shifts were done by volunteers. Thanks to Tammy for organizing everyone. j. The first aid kits in the library have been brought up to code and are now usable thanks to Julie, Jesse, Ella, and Tammy. k. Working with Shanna on marketing has been going well. There is a learning curve for all of us, but the work she has been doing is amazing. She has been making adjustments to fit her marketing style and our needs. We are communicating well and everything has been falling into place. l. Our staff is amazing. They are pulling together and helping out in any way possible during the transition between Directors. I am thankful for them each day.

Programming Report to the Board: September 2019 Report by: Corrie Brown, Programmer We ran a variety of programs this summer for all ages. While most of our weekly afterschool programs ended in June with the school year, we continued Prism Club through the summer, a program for LGBTQ+ youth, adults, and allies. Alecia Daniels ran the Summer Reading Program and coordinated some special events with volunteers, including the 1913 Days Parade and a Bat Box Building event. Meghan and Tammy helped run programs to accommodate staff shortage and vacations; these programs included Canine Therapy and Mystery Book Club. Due to my vacation in August, we cancelled two Prism Club events, and one B.Y.O.B. Book Club (Bring Your Own Book). Our other summer student, Vincent Stoesz, ran our monthly Tech Help programs, as well as a coding program for grandparents, and two social media marketing programs. There were requests to run Social Media Marketing again in the new year, which we are eager to accommodate. Photo: Summer Reading Below are attendance stats for our summer programs. Program Kick-off Party

Summer Reading Programs Ran by Summer Reading Program Coordinator, Alecia Daniels:

Age Group Number of Sessions Participants French 4-8 8 63 French 9+ 8 70 Tuesday 2 – 6 8 114 children, 41 adults Wednesday 2 – 6 8 78 children, 40 adults Friday 2 – 6 8 68 children, 29 adults Tuesday 7 – 12 8 86 children, 1 adult Wednesday 7 – 12 8 65 Thursday 7 – 12 8 81 Thursday Teens 8 30 SRP Reading Only (passive, at-home reading) 144

Photo: Building “Frankenstuffies” in the Summer Reading Program.

Monthly Programs Continued in the Summer:

Program Name Number of Sessions Participants Come Write In 2 18 Mystery Book Club 2 9 Prism Club 7 17 Film Society Flashback 2 11 BYOB Book Club 1 3 Canine Therapy 2 14 dogs, 13 handlers, 20 participants Tech Help 2 5

Photo: Family attending Family Game Night

Special Events That Ran in the Summer:

Program Name Number of Participants Sessions Family Game Night 1 18 Teddy Bear Sleepover 1 37 Bat Box Building 1 13 Career Leap Open House 2 6 Coding: Grandparent & Child 1 11 Social Media Marketing 1 4 Social Media Baby Steps 1 0

Photo: Teddy Bear Sleepover

Photo: Social Media Marketing Photo: Bat Box Building. This event was arranged entirely by a volunteer, to spread awareness of bat conservation and to establish bat habitats in Sylvan Lake.

Programs in Collaboration with the Town:

Program Name Number of Sessions Participants Teddy Bear Picnic/Ladybug 2 (only 1 with ladybug 65 at Teddy Bear Picnic with ladybug Release release) release. 14 at 2nd Teddy Bear Picnic. 79 total participants. Crosswalk Painting 4 30 at initial painting, 4 at 2nd painting, 2 at 3rd painting, and 1 at 4th painting. 37 total participants.

Photo: Crosswalk Painting with Volunteers

Photo: Ladybug Release at the Library. We collaborated with the Town of Sylvan Lake to release 30,000 ladybugs in three locations around Sylvan Lake, to help drive away pests from the Community Gardens. Corrie ran a story time at the Lions Legacy Park before releasing ladybugs there, while Susan ran the ladybug release at the Library.

Sylvan Lake Municipal Library Marketing Report – August 2019

Prepared by Shanna Doupe August 31, 2019 Sylvan Lake Municipal Library Marketing Report - August 31, 2019

Highlights Welcome to Hogwarts event: • At capacity (24 registered) • Last year: two age groups, 25 attendees at school-age event and eight at teen event • Marketing efforts: paid social media advertising ($11.78) and press release. o Social media advertising would not normally be used in a case like this. I only had the numbers for 2018’s teen event (under the impression there was only one event) and judged that social media advertising was necessary in order to boost numbers for this year’s event. I ended the ad campaign once I found out about the school-age event.

Traditional Marketing Press release regarding the Welcome to Hogwarts event resulted in coverage in the Red Deer Advocate on August 27. The article then received significant attention when shared on social media.

Social Media Marketing Considerations At the beginning of July, content around the ladybug release event was extremely popular on Facebook. • A single post about the ladybug release reached over 11,000 people, when other posts that month reached an average of about 380 people each.

On August 8th, staff live-tweeted from an event, using wide-scale trending hashtags and tagging accounts with a large following. • We had more impressions in those two days than we would normally have in six weeks. • We gained some great exposure. It can be assumed: o Part of this audience within o Part of this audience outside our service area

Facebook Responsiveness Goal, as per Marketing Plan: <1 hour response time to messages on Facebook Current response time: 8 hours 37 minutes

Posts In line with our Marketing Plan: posting at least 14 times per week on each platform.

Following How many people are watching for our content? This is a receptive audience.

Over the last four weeks, our audience has grown at the following rate: • Facebook: 5% lower than previous monthly average (most likely due to ladybug release event) • Twitter: 100% higher than previous monthly average (most likely due to August 8 live-tweeting) • Instagram: 44% higher than previous monthly average

Reach How many people saw our content? This statistic suggests the level of awareness of our programs, services, etc. Larger reach tends to lead to increased following.

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Sylvan Lake Municipal Library Marketing Report - August 31, 2019

“Organic” reach refers to the number of people who saw our content naturally, and “paid” reach refers to the number of people who saw our content only because we paid to show it to them.

No data is available for reach before August 2. Twitter does not currently provide reach data.

Reach Facebook Instagram Period (2019) Organic Paid ($11.78) Organic Paid August 2-8 1,074 0 323 0 August 9-15 1,410 0 413 0 August 16-22 1,187 0 423 0 August 23-29 2,985 1,288 499 0

Impressions How many times did people see our content? More impressions suggests greater awareness of our programs, services, etc.

Over the last four weeks: • Facebook: 21% lower than average (due to ladybug release event) • Twitter: 78% higher than average (due to August 8 live-tweeting) • There is no previous data available on Instagram impressions.

Engagement How many times did someone like, comment on, or share our new content? More engagement suggests that people are considering our programs, services, etc. On Facebook and Twitter, engagement can also translate to word-of-mouth advertising.

Limitations: This measurement only includes engagement with content posted within a certain period; does not include engagement with content previously posted (we do get engagement on content several days or more after it has been posted).

Over the last four weeks: • Facebook: 36% lower than average (due to ladybug release event) • Twitter: 80% higher than average (due to August 8 live-tweeting) • Instagram: 21% lower than average

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Item D

TOWN OF SYLVAN LAKE LIBRARY BOARD POLICY AND PROCEDURES P-011 MANAGEMENT PERSONNEL POLICY

This policy has been prepared to establish and maintain an effective organization of Management Personnel for the Sylvan Lake Municipal Library.

HOURS OF WORK AND ATTENDANCE:

1. There are no stipulated hours of work for management employees since the emphasis is upon achievement of results. Management employees are expected to work as many hours as are needed to fulfill the responsibilities of each position, which may sometimes, require hours considerably above those worked by other employees. In return, management employees will be allowed more flexibility in time off for personal business.

2. The "NORMAL" work week for management employees shall be 37.5 hours per week.

3. Notwithstanding Paragraphs 1 and 2 of this part, variances from the "normal" work week are subject to the discretion and approval of the Board.

4. Management employees shall not be paid overtime pay for any meetings or functions which are incidental to carrying out duties as detailed in the employees’ job description. For further clarity, this shall include regular Board meetings, committee and staff meetings.

5. An Employee may receive time off in lieu for overtime worked for any meetings or duties as required by the Town of Sylvan Lake and the Board in the amount of time plus one-half.

6. Where the basis for overtime is not specifically mentioned in this policy the final determination may be made by the Board.

7. All leaves of absence shall be recorded on the appropriate Application / approval forms and on the employee's time sheet.

STATUTORY HOLIDAYS:

The following shall be considered statutory holidays, with pay:

New Years Day, Alberta Family Day, Good Friday, Easter, Victoria Day, Canada Day, Civic Holiday, Labour Day, Thanksgiving Day, Remembrance Day, Christmas Day, Boxing Day, and all holidays proclaimed by the Board and/or the Government of Alberta and/or the Government of Canada. In the event that any one of the above mentioned holidays, except Boxing Day, is no longer recognized as such by the Government of Alberta or the Government of Canada, then it shall no longer be recognized as a holiday for the purposes of this policy.

VACATION LEAVE:

In this part, a year of service shall be defined as a period of 52 weeks of active full time employment with the Board. A year of service may be one continuous period of 52 weeks or an accumulation of several periods of full and part time service totalling 52 weeks of full time service. Active full time employment does not include a period of unpaid leave of absence of more than 22 working days. Vacation leave will begin accumulating following an unpaid leave of absence exceeding 22 working days upon that employee’s return to work.

Vacation leave is intended both to recognise years of service and to provide an opportunity for self-renewal. While it is recognised that a flexible vacation plan is necessary to meet widely differing individual needs and job requirements, these two basic purposes should be kept in mind when administering vacation leave.

Vacation leave is earned at the rate of: 1. 1.25 days per month (3 weeks) after one year of service. 2. 1.67 days per month (4 weeks) after five (5) years of service. 3. 2.083 days per month (5 weeks) after ten(10) years of service. 4. 2.5 days per month (6 weeks) after fifteen (15) years of service.

Notwithstanding the above, when in contract negotiations, the Board may offer vacation rates that vary from those above.

Unused vacation leave may be carried over from one year to the next immediately following year, but an employee will not be allowed to accumulate more than ten (10) days worth of vacation leave.

If a paid holiday falls or is observed during an employee’s vacation period, the employee shall be granted an additional day of vacation leave for each such paid holiday.

Cash Out of Vacation Benefits:

Subject to the approval of the Board, an employee may request pay in lieu of vacation leave as determined under Section (1) of this part. An employee must take at least two weeks of the annual Vacation Leave entitlement in the form of leave and will be permitted to cash out only that portion of the annual Vacation Leave entitlement which exceeds two weeks. As Vacation Leave is granted for self-renewal, the employee will be required to demonstrate unusual circumstances to support the cash out of regular vacation entitlement.

All cash out of Vacation Leave shall be paid out at the employee's regular rate of pay.

Subject to operational requirements, an employee entitled to a vacation in excess of three (3) weeks may take her vacation at one time during the calendar year.

LEAVE OF ABSENCE WITH PAY:

Upon application an employee may be granted a Special Leave of Absence subject to the approval of the Board who shall make their decision based on among other issues:

1. The contribution of the employee to the Board, in particular, the extent to which he/she has been willing to work extra hours. 2. Any unusual or exceptional case which applies. 3. The work requirements of the Board.

Special leave will normally be granted as follows:

1. Up to five (5) working days for extra hours worked by the employee. 2. Up to five (5) working days for a serious illness to a member of the immediate family for the purpose of making arrangements for the care of the person that is ill or for the care of the children plus up to two (2) calendar days travel time. 3. Up to four (4) working days in the case of a death in the family, and up to three (3) calendar days travel time. 4. Up to two (2) working days if designated as executor or appointed as an administrator of an estate. 5. Up to one (1) working day to attend a funeral. 6. Up to one (1) working day to attend adoption proceedings or to be present at the birth of the employee's child.

Where an employee is required to serve as a juror under the Jury Act, leave shall be permitted upon request as follows:

1. With pay, with any fees received or receivable to be paid to the Employer, or 2. Without pay, with any fees received or receivable to be retained by the employee. 3. Requests for leave shall be submitted in writing to the Board.

LEAVE OF ABSENCE WITHOUT PAY:

Since leave of absence without pay is normally for personal reasons, it shall be granted only if the employee's duties and responsibilities can be adequately provided for, and if the employee's performance is sufficient to warrant such leave.

If an unpaid leave of absence of more than 22 working days is granted, the employee shall cease earning vacation leave until the employee returns to work following the leave of absence.

Employees granted a leave of absence without pay in excess of thirty (30) working days shall make arrangements to pay both the Employer and the Employee portion of applicable employee benefit premiums before the leave of absence commences.

Requests for leave shall be submitted in writing to the Board.

MATERNITY LEAVE AND ADOPTION LEAVE:

A pregnant employee who has been employed by the Board for a continuous period of at least 12 months is entitled to maternity leave without pay pursuant to the Alberta Employment Standards Code. If during the 12-week period immediately preceding the estimated date of delivery the pregnancy of an employee interferes with the performance of the employee's duties, the Board may, by notice in writing to the employee, require the employee to commence maternity leave.

Upon application by the employee, a maternity leave may be extended up to a maximum of 25 weeks.

For the period of time that maternity leave is involuntary, (ie. that period during which the state of the employee's health prevents her from working) that employee shall be treated in substantially the same manner for purposes of entitlement to sick leave and income replacement plan benefits as employees who are absent from work for other health-related reasons.

The Employment Standards Code requires an employee to provide 2 weeks' written notice prior to the date the employee commences maternity leave. In addition to the formal 2 week notice, an employee is requested to provide preliminary notice of her intention to take maternity leave approximately 3 months prior to the anticipated commencement of the maternity leave. The preliminary notice is required to allow the employee's supervisor to make arrangements for completion of the employee's duties during the maternity leave.

An employee who is the adoptive parent of a child under the age of 3 years and who has been in the employment of the Board for a continuous period of at least 12 months is entitled to an unpaid adoption leave pursuant to the provisions of the Employment Standards Code. Only 1 parent of a child referred to shall be granted leave under this section.

The Employment Standards Code requires an employee to provide 2 weeks' written notice prior to the date the employee wishes to resume working following either a maternity or adoption leave. In addition to the formal 2 week notice, an employee is requested to provide preliminary notice of his/her intention to return to work approximately 1 month prior to the anticipated return to work date. The preliminary notice is required to allow the Board to make arrangements for the employee to return to work.

WEEKLY INDEMNITY, LONG TERM DISABILITY & SICK LEAVE:

Employees shall enroll in the Weekly Indemnity and Long Term Disability (income replacement) plans offered by the Board. Income replacement plan benefits are provided through an insurer and, notwithstanding the provisions of this policy or the details of the benefits provided herein, the specific income replacement plan benefits are as set out in the insurer's policies. In the event of a discrepancy between this policy and the insurer's policies, the insurer's policies shall prevail.

Whenever an employee is absent from work due to an illness or injury not covered by workers' compensation, that employee shall submit a claim to the insurer. The employee must cooperate fully with the Board and the insurer in processing the claim. Failure to do so may result in the loss of benefits.

Weekly Indemnity: Permanent employees will receive their regular pay from the Employer while receiving benefits under the weekly indemnity plan. The maximum period of coverage is from the first day of hospitalization or the seventh day of an illness to the end of seventeen (17) weeks. Coverage is subject to acceptance and continuance of the claim by the insurer. An employee receiving this benefit shall turn over to the Employer all benefits received from the insurer. Payment for time lost during the waiting period shall be taken from the employee's sick leave bank.

Long Term Disability: Permanent employees will receive benefits directly from the insurer. Coverage will coincide with the end of the weekly indemnity coverage subject to acceptance of the claim by the insurer. The benefit is 66 2/3% of regular gross wages.

The premiums for weekly indemnity shall be paid by the Employer. And the premiums for long term disability shall be shared 50/50 Employee and Employer.

With proper written notification to the Board, including a medical certificate, any illness or injury occurring during an employee's vacation period will be transferred to weekly indemnity and/or long term disability subject to acceptance by the insurer.

Sick leave benefits are provided by the Board to protect permanent employees in the event of an unavoidable illness or injury not covered by Workers' Compensation; by weekly indemnity and/or long term disability (income replacement) plans or to cover an employee absent on the health-related portion of a maternity leave.

a. Employees under this policy shall earn sick leave credits at the rate of 1.5 working days per month cumulative to a maximum credit of 18 working days. A part time employee shall earn sick leave credits according to that employee's full time equivalency ratio.

b. Sick leave credits shall not accumulate during: i. periods of leaves of absence; ii. periods of illness or injury for which the employee would normally be entitled to payment of sick leave payments or receipt of workers' compensation benefits; iii. periods when the employee is in receipt of income replacement plan benefits.

Sick leave payments will be paid whenever the employee is absent from work due to the health-related portion of a maternity leave or an illness or injury not covered by workers' compensation, unemployment insurance benefits or by an income replacement plan. Sick leave payments will be paid at the employee's regular rate of pay for the number of whole and part working days the employee is absent from work due to the illness or injury. Sick leave payments will discontinue on the earlier of:

a. the employee returning to work; b. the employee obtaining workers' compensation, unemployment insurance or income replacement plan benefits; or c. sick leave credits in the employee's sick leave bank being exhausted.

No sick leave payments will be made with respect to:

a. any illness or injury which falls within an employee's vacation period unless such payment is the result of a claim under an income replacement plan; b. any period when the employee is in receipt of workers' compensation, unemployment insurance or income replacement plan benefits.

An employee is not entitled to any payment whatsoever from the employee's sick leave bank upon retirement, resignation, termination, layoff, death or for any other reason except as provided in paragraph 5 of this section.

An employee who will be absent from work under this section shall, if able, report same to her supervisor at least one hour before the scheduled commencement of her shift in order to permit the supervisor to obtain a replacement or distribute that employee's duties among other staff.

The Employer may require proof of illness or injury to support any claim for benefits under this section. Such proof shall include:

a. a medical certificate from the employee's attending physician and/or; b. a statement signed by the employee which substantiates the illness or injury. c. failure to comply with any of these requirements will result in a loss of pay and benefits.

EMPLOYEE BENEFITS:

The precise provisions of the following benefit plans are as described in the policies of the benefit plan carrier. In the event of a discrepancy between this policy and the policies of the benefit plan carrier, the policies of the benefit plan carrier shall prevail.

CANADA PENSION, UNEMPLOYMENT, DISABILITY AND LIFE INSURANCE:

CANADA PENSION

The Employer and the Employee shall make contribution in accordance with the provisions of the plans.

LOCAL AUTHORITIES PENSION PLAN:

The Employer and the Employee shall make contribution in accordance with the provisions of the Plan.

HEALTH INSURANCE:

Extended Health Coverage - (Encon), the Employer shall pay after six (6) months probation has been met, one hundred (100) percent of health coverage premiums for the employee and family for benefits not covered by the Alberta health Care Insurance Plan.

Alberta Health Care Insurance - the Employer will pay one hundred (100) percent for health coverage premiums for the employee and family benefits.

Dental Insurance - the Employer shall pay one hundred (100) percent of dental insurance premiums for full time employees to an annual maximum of one thousand five hundred dollars ($1,500.00).

WORKERS' COMPENSATION:

All Employees are insured in accordance with The Workers' Compensation Act of Alberta. Assessment rates are paid by the Employer. All on the job injuries must be reported immediately to the employee's supervisor who shall notify the payroll clerk and file a statement of claim with the Workers' Compensation Board.

Supplementation of Compensation Award:

An Employee prevented from performing her regular work on account of an occupational accident that is recognized by the Workers' Compensation Board as compensable within the meaning of the Compensation Act shall receive her regular pay and sign over to the Employer any benefits payable by the Workers' Compensation Board. In any case where this is granted, the Employer reserves the right to terminate, after a six (6) month period, the benefit received under these provisions.

VISION CARE:

As described in Encon benefit booklet.

PAYMENT OF WAGES, ALLOWANCE AND VACATION PAY:

Permanent employees shall be paid every other Friday.

RELATIVES IN EMPLOYMENT:

Relatives shall not be allowed to work under the direct or indirect supervision of a related employee. Where special circumstances dictate, exception may be made only by the Board.

For the purposes of this policy the definition of "relative" may be left to the discretion of the Board, but the following must be regarded as relatives - spouse, child, parent, brother, sister, parent of spouse, in-laws, cousin, aunt, uncle and any relative who is a member of the employee's household.

In cases of conflict of opinion as to the intent of the conditions laid out in this policy the final interpretation shall rest with the Board.

CONFLICT OF INTEREST:

No employee shall engage in any activity, which may be considered by the Board to be in conflict of interest or potential conflict of interest with her regular duties as an Employee of the Board.

Should an Employee take on additional employment, the employment shall not adversely affect the Employee's ability, energies and attention to her duties.

An Employee shall inform the Board in writing of all secondary employment.

PROBATIONARY PERIOD:

Newly hired employees shall be considered on a probationary period for a period of six (6) months from the date of hiring. During this period all terms of this policy shall apply.

If a probationary employee is unsuitable in the opinion of the Board, the employment of such employee may be terminated at any time during the probationary period.

DISCIPLINARY ACTION:

The Board may attempt to modify an employee's behaviour through training, information and skills development. When circumstances so warrant, disciplinary action shall be undertaken.

Typically, disciplinary action will be progressive in nature, that is, it will normally progress through the following stages:

1. VERBAL DISCUSSION: intended to advise the employee of the unacceptable action or omission and to encourage improved performance. A record of the verbal discussion may be entered into the employee's personnel file at the discretion of the Board. 2. VERBAL WARNING: A record of the verbal warning may, at the Board's discretion, be entered into the employee's personnel file. 3. WRITTEN WARNING: A record of the written warning shall be entered into the employee's personnel file. Typically a written warning will describe the action or omission giving rise to the disciplinary action; the corrective action to be undertaken by the employee; and any disciplinary action being undertaken by the Board. A written warning may include advice to the employee regarding the ramification of a repeat incident. 4. SUSPENSION: with or without pay. Advice to the employee shall be in writing and may typically include a description of the action or omission giving rise to the suspension, the improvement in performance required of the employee, the start and end dates of the suspension and the ramification of a repeat incident. 5. TERMINATION: for cause.

The foregoing does not in any way preclude the taking of appropriate disciplinary or discharge action, outside of the normal progressive discipline route, as circumstances warrant.

Written notices of disciplinary action shall be served personally on the employee or by double registered mail. Failure by the employee to accept service of the written notice does not nullify or delay the implementation of the disciplinary action. The disciplined employee will be allowed to submit a written response regarding the discipline which response will form part of the employee's personnel file.

Whenever a written notice of discipline is issued, the Board shall ensure that the payroll clerk receives a copy of the notice.

A disciplinary notation or warning shall not be used against an employee after 24 months from the date of the notation or warning provided the employee has not been the subject of any further disciplinary action during that 24 month period.

REVIEW OF APPEAL:

The Review of Appeal section of this policy shall not apply to cases where the employment of an employee has been terminated.

An Employee who is affected may request the Board to review any action, occurrence or decision resulting from the interpretation, application or administration of this policy. The request must be made in writing within fifteen (15) working days of the date the employee becomes aware of the action, occurrence or decision.

The Board shall meet with the Employee within five (5) working days from the receipt of the request and afford the Employee a reasonable opportunity to be heard. The decision of the Board shall be made in writing to the Employee forthwith.

The Employee may, in writing, appeal the decision of the Board to the Board within five (5) working days of the date that Employee received the Board’s decision.

In the event of an appeal to the Board, the Board shall afford the Employee a reasonable opportunity to be heard. The Board’s decision shall be rendered in writing to the employee within five (5) days of the adjournment of the meeting. The Board’s decision shall be final.

REVIEW OF POLICY:

1. The Board may initiate a review of this policy.

2. The Board shall, wherever possible, prepare a recommendation for changes to this policy.

3. The Board, by resolution, may adopt any amendments to or replacements of this policy.

REVIEW OF PERFORMANCE:

Annually or more frequently as deemed necessary, a Performance Review shall be conducted with each employee by the Board. The Board shall review the Performance Review with the employee. The employee shall apply her signature thereon to indicate that the Performance Review has been discussed with the employee. The employee may attach comments to the Performance Review. A copy of the Performance Review shall be provided to the employee and one copy shall be kept in the employee's personnel file.

Changes to the wage schedule will only be considered after a Performance Review has been completed.

ACCESS TO FILES:

Each employee will have access to his own personnel file. An employee may view the contents of his personnel file but shall not remove damage or alter any item in the file.

PREVIOUS POLICY:

This policy shall supersede all previous related policies as they affect the said employees.

WAGE SCHEDULE:

Employees shall be remunerated at such rates as established by resolution of the Board.

Approval Date:

Board Chair:

Item E

September 11, 2019 – OH&S Update (Subcommittee and Library Staff)

Over the course of the summer many small items have been checked off the list with regards to OH&S for the Sylvan Lake Municipal Library:

1. WHMIS Training was completed with all staff members successfully. 2. All fire extinguishers have gone through an annual inspection. 3. A location for the fire extinguisher in the Program Room has been chosen and a case is on order for installation. 4. All first aid kits have been stocked according to OH&S standards with inspection sheets printed to be filled out on a monthly basis and attached to each first aid kit. 5. The primary muster point sign was installed at the east end of the Dairy Queen parking lot. 6. The secondary muster point sign was installed on the southeast wall of the Memorial Presbyterian Church. 7. Items within the Library Director’s office that presented a falling or tipping hazard have been removed and cleaned up.

1

FIRE DRILL PROCEDURE

*PRIMARY MUSTER POINT – EAST OF THE LIBRARY IN THE DAIRY QUEEN PARKING LOT ON THE EAST FENCE*

*SECONDARY MUSTER POINT – NORTH OF THE LIBRARY ON THE SOUTHEAST WALL OF THE MEMORIAL PRESBYTERIAN CHURCH*

WHO’S IN CHARGE? The First in Command is the Library Director, followed by Second in Command, the Assistant Director. When either or both is absent, the First in Command becomes the staff member with the most seniority on the current shift.

STEPS TO FOLLOW FIRST IN COMMAND - Call 911 immediately after the alarm has sounded. Inform the 911 operator (if possible) the location, type and extent of the fire including any knowledge of occupants in imminent danger. - Announce to occupants that there is an emergency evacuation and advise them to leave swiftly without belongings through the closest exit; instruct occupants to gather at the Primary Muster Point. - Check the east section of the library including the program room, storage room, bathrooms and children’s area to ensure all occupants are evacuated. Close all doors behind you. - Proceed to Primary Muster Point. Gather the staff calendar and program room sign in sheet to ensure all occupants including patrons, staff and volunteers are accounted for. Obtain verbal information on the condition of evacuated areas. - Wait for Emergency Personnel to arrive. Identify yourself and provide any information they require. Ensure staff members are available for any additional information requested. - Emergency Personnel will make notification when the building is cleared for occupancy. No one will be allowed to re-enter the building for any reason until advised by Emergency Personnel. - Complete an Incident Report. SECOND IN COMMAND - Get the staff calendar and computer sign in list (hanging on the staff room bulletin board and at front desk). - Announce to occupants that there is an emergency evacuation and advise them to leave swiftly without belongings through the closest exit; instruct occupants to gather at the Primary Muster Point. - Check the west section of the library including the staff room, the fireplace room, computer area and stacks to ensure all occupants are evacuated. If safe to do so, continue to sweep the library moving eastward towards the northeast exit. Close all doors behind you. - Proceed to Primary Muster Point. Report relevant information to the First in Command. - Complete an Incident Report. CHILDREN’S PROGRAM COORDINATOR (IF PROGRAMS ARE IN SESSION) - Get the program attendance list (on the table at the west entrance to the room). - Announce to occupants that there is an emergency evacuation and advise them to leave swiftly without belongings through the closest exit; instruct occupants to gather at the Primary Muster Point. - Ensure you accompany all children. Close all doors behind you. - Proceed to Primary Muster Point. Report relevant information to the First in Command. - Complete an Incident Report. POINTS TO REMEMBER - Do not panic; respond in a sensible, orderly manner. The first obligation remains to assist in the evacuation. All occupants must participate in the evacuation by walking, not running. - No one is allowed to re-enter the building for any reason until advised to do so by Emergency Personnel. - Staff should be aware of persons with disabilities in the library and assist them, if necessary. - In the event the Primary Muster Point is compromised the Secondary Muster Point is to be utilized.

SLML Safety Manual Section #7 Emergency Preparedness Revised: September 3, 2019 (JM/DP)

Emergency Lockdown Procedure

Emergency Lockdown Information

In the event that a lockdown order must be enacted please be aware of the following:

1. Safe Places (inside) – During an emergency lockdown ensure occupants are directed to an approved safe place; these include the staff storage room with the door closed and secured from the inside, the program room storage area with the door closed and secured from the inside and if necessary any washroom with the stall or door locked (ensure feet are lifted up and not visible). 2. Keys – If you are in possession of keys for the Sylvan Lake Municipal Library you must have them on your person at all times. In the event you must loan out your keys ensure areas are ready for a possible lockdown event. 3. Special Events – During a special event regular lockdown procedures are to be followed.

Steps to Follow in an Emergency Lockdown

The First in Command is the Library Director, followed by the Second in Command, the Assistant Director. When either or both is absent, the First in Command becomes the staff member with the most seniority on the current shift.

1. The First in Command is to call 911 on a cordless phone and take direction from police. 2. The Second in Command is to announce to occupants that there is an emergency lockdown occurring; occupants must follow all staff members’ instructions. 3. The Second in Command will instruct staff members to perform a sweep of the library in areas closet to them and gather with occupants in a safe place (inside) as noted above. 4. The First in Command will close and lock all doors and windows. Pull down window coverings where possible. 5. All staff members are to direct occupants to sit quietly in the smallest group possible. 6. All staff members are to keep doors and windows locked until police open the door or a police officer has provided adequate identification. 7. At the conclusion of the emergency lockdown, all staff members are to complete an incident report.

SLML Safety Manual Section #7 Emergency Preparedness Revised: September 4, 2019 (JM/DP)

1

If a Safe Place (inside) is Unavailable

The Sylvan Lake Municipal Library has a Primary Muster Point located east of the library in the Dairy Queen parking lot on the east fence and a Secondary Muster Point located north of the library on the southeast wall of the Memorial Presbyterian Church. A situation may arise that a safe place (inside) is not available, in this circumstance be advised:

1. If exiting is an option, without placing yourself or anyone else in further danger, run from the building to the Primary Muster Point, Secondary Muster Point or any other safe place. Move quickly and quietly. 2. Do not pull the fire alarm, if it is heard ignore it. 3. Emergency Personnel will make notification when the building is cleared for occupancy. No one will be allowed to re-enter the building for any reason until advised by Emergency Personnel.

SLML Safety Manual Section #7 Emergency Preparedness Revised: September 4, 2019 (JM/DP)

2 Item F

Communication Policy

Purpose

The purpose of this communication policy is to ensure efficient, effective, timely and comprehensive communications to stakeholders of The Sylvan Lake Municipal Library. Deleted: Town of Desired outcomes

Provide citizens with timely, accurate, clear, objective and complete information about polices, programs, services and initiatives.

Employ a variety of ways and means to communicate and provide information to accommodate diverse needs.

Citizens will be able to attend and participate in public meetings.

Library information, both online and in print, will have clearly recognized identity. CITIZENS FINDING INFORMATION A. Library Website A primary source of official information for the Sylvan Lake Municipal Library is: www.sylvanlibrary.prl.ab.ca. The website is utilized to access information written by the library Deleted: our staff and is a resource for searchable reference material pertaining to the library. Deleted: it Deleted: on the L 1. The website will maintain up-to-date user-friendly information to assist citizens regarding library access. The site will be informative to facilitate communication between the public, The Town of Sylvan Lake Library Board and library staff. A calendar of library programs, events and meetings open to the public will be kept up to date on the library website. 2. The library website is the primary source of official library information. It shall be neutral in focus, shall archive minutes of The Town of Sylvan Lake Library Board meetings, and shall be updated on a regular basis. 3. The website is not a forum for commenting on library issues and services. The website shall contain links to easily enable emails to the Library Board Chair and The Sylvan Lake Municipal Library. 4. Online library services shall be expanded where appropriate.

B. Press Releases The Sylvan Lake Municipal Library shall issue releases regarding library issues and activities. Commented [A1]: when appropriate or relevant; these releases Press releases will be issues by???? In consultation with the Board.? shall be issued by the Library Director in consultation with the Town of Sylvan Lake Library Board Chair and / or delegate.

1 Communications Policy Created: July 30, 2019 Communication Policy C. Advertising The Sylvan Lake Municipal Library shall place advertisements in any medium deemed appropriate………………? Commented [A2]: For the larger community served based on The Sylvan Lake Municipal Library does not purchase ads for general promotion of the library. identified needs.

D. Other Opportunities for Citizens to Find Information 1. The Town of Sylvan Lake Library Board will provide updates each month on upcoming Board Meetings that may be of interest to the public. 2. The Sylvan Lake Municipal Library has Facebook: @Sylvan Lake Municipal Library, Twitter: @SylvanLib, Instagram: @sylvanlakelibrary do we put this information in the policy? Commented [A3]: I wouldn’t put these items in a policy, I would just reference that the Library uses social media platforms and these CITIZENS COMMUNICATING WITH THE TOWN OF SYLVAN LAKE LIBRARY BOARD can be found on the main website.

1. The Town of Sylvan Lake Library Board Members are listed on the Library Website. Deleted: m 2. Citizens communicating verbally with any member of the Board is considered to be general in Deleted: in nature and will not receive a formal response unless specifically requested in writing. 3. Citizens communicating with any single member of the Board in writing is considered to be general in nature and will not receive a formal Board response unless specifically requested or unless the member of the Board puts that matter before The Board on an approved meeting agenda. . Deleted: Board meeting agenda 4. Citizens requesting action from the Board, or wishing to ensure their communication is addressed formally by all of the Board, should send their communication to the Board Chair email: [email protected] or addressed in care of The Town of Sylvan Lake Library Board to the library’s address.

All electronic communication sent by a member of the Board will include all members of the Board and reflect the vision and goals of the Board.

Any communication in writing addressed to all members of the Board will be added to an approved Deleted: Board agenda so that the Board can formally deal with the matter. Formal written responses will be sent to all communications listed on the Board agenda. CITIZENS ATTENDING MEETINGS A. Meeting space 1. The Town of Sylvan Lake Library Board holds its monthly meetings at the Sylvan Lake Municipal Library in the program room. The room is large enough to accommodate visitors and guests. Visitors/guests are requested to sit in chairs set along the wall, while the Board members will sit at the table. Deleted: vs sitting at the table with Board members. B. Process for Addressing the Board A person wishing to make a formal representation directly to the Board at a regular meeting Deleted: Board shall advise the Chair no less than 10 days prior to the regularly scheduled Board meeting.

2 Communications Policy Created: July 30, 2019 Communication Policy

Board meetings are scheduled the second Wednesday of the month unless changed due to conflicts. The written request shall include the contact information of the person wishing to appear before the Board along with a brief explanation of the subject to be addressed and the specific request to be made to the Board. All presentation material is to be provided with the written request and will be forwarded to the Chair in writing and must: i. Be legible and coherent; ii. Name the individual authorized to speak; iii. Indicate the reason/request to be spoken to; iv. Be signed by the person making the request; Deleted: be heard v. Be able to identify the writer and the writer’s contact information; vi. Not be libelous, impertinent or improper.

After receiving the request to speak on any item, the Chair will place the request on the agenda.

i. The Chair will introduce the speaker(s); ii. The speaker will state their name and address; iii. After the speaker has spoken to the reason/request, the Board will ask only questions of clarification that are relevant to the subject of the request and will avoid repetition. Persons speaking to the subject will be restricted to speaking to the relevant subject matter only. The speaker shall be limited to ten minutes of presentation time. iv. Once the speaker has presented to the Board, the meeting will proceed. Deleted: . C. Participation at Meetings 1. All Board meetings shall provide an opportunity for members of the public to speak at the monthly meetings. Participation from guests/visitors in general discussions is allowed if time allows. 2. Cell phones are to be placed in the ‘silent mode’ during a meeting. Deleted: M 3. No recording of procedures will be permitted by, but not limited to, cell phones, tablets, tape recorders, etc.

D. MEDIA COMMUNICATIONS – Media Enquiries The Media play an important role in providing information to the public on matters of civic interest. The Chair is the official spokesperson on behalf of Town of Sylvan Lake Library Board, and the Director of the library is the official spokesperson for all operational matters. While it is recognized that Board members are able to speak to the media in their capacity as individual Board members, Board members will be honest and respectful of each other in their communications. All communications with the media will be accurate in natureregarding Deleted: , and will communicate accurately with the media library/Board issues. Deleted: b

3 Communications Policy Created: July 30, 2019 Communication Policy LIBRARY INFORMATION WILL HAVE A CLEARLY RECOGNIZED IDENTITY Library Logo

The Sylvan Lake Municipal Library logo shall be utilized on letterheads, agendas, publications, the Deleted: on website and on signage where appropriate. Deleted: on Deleted: on

4 Communications Policy Created: July 30, 2019 1 Item G

Town of Sylvan Lake Library Board Operational Procedure: Board Governance

The general powers, duties, and responsibilities of the Board are defined in the Alberta Libraries Act, ch. L-11 RSA 2000, and The Libraries Regulation, AR 141/98. Board members are individually responsible for considering and deciding upon all matters of organization policy, programs and expenditures. Members of the Board collectively exercise full authority over all aspects of the Library’s operations. As appropriate, the Board delegates authority to the Library Director.

1. Policy Management a) Ensure adherence to the Libraries Act and Regulations b) Submit reports to provincial and federal regulatory agencies as required c) Prepare and review policies

2. Program and Service Management a) Identify program and service needs through regular needs assessments b) Prepare a new Plan of Service every three to five years c) Monitor and evaluate programs and services

3. Personnel Management a) Define role, responsibilities, and functions of the board and staff, including volunteers, through review and updates to the Personnel Policy b) Hire, evaluate and terminate the Library Director c) Provide orientation and training for Board members

4. Financial Management a) Review insurance needs b) Review contracts for services c) Authorize maintenance and replacement plans and facilities upgrading d) Ensure that facilities and capital equipment are meeting user needs e) Generate the resources needed to implement policy decisions f) Establish budgeting and financial reporting systems g) Develop the budget and review it regularly

5. Advocacy a) Represent the Library to the community b) Monitor government legislation and advise elected officials on the impact of current and proposed legislation on the Library c) Develop community awareness of the unique role the Library plays

6. Evaluation a) Evaluate the effectiveness of the Library and its programs and services b) Monitor Board effectiveness

7. Dismissal of Board Members a) Each board member is expected to attend board meetings and to notify the board Chair if they will be absent from a meeting. If a board member misses three consecutive meetings, without the 2

notification to the board Chair or the Board, or 4 meeting in total within a year, they will be considered to have resigned and will promptly be dismissed from their board position. b) Dismissal of a board member may also occur if a board member repeatedly fails to meet the duties or requirements of their board position, or has engaged in repeated acts of violence or harassment (as defined by Alberta’s Occupational Health and Safety (OHS) Act) against any Sylvan Lake Municipal Library employee or board member. The process for dismissal may include: a. An additional board meeting with all parties present. This should be held with the complainant/s, the defendant, and the remaining board members to facilitate open discussion of the issue and present any evidence that may corroborate the allegation/s. The burden of proof lies with the complainant/s. If board members agree that the evidentiary support, was not made in bad faith, found not to be arbitrary or discriminatory, and are not unfounded, a written warning to the defendant will be issued. b. If the behavior is not corrected and is repeated within the defendant’s remaining term on the board, an emergency subsequent board meeting will be held, in which the dismissal of the defendant will be voted upon. If there is quorum, and a majority vote is reached, the board member in question will be immediately dismissed.

Duties of the Chairperson The Chair will be elected annually. The duties of the Chairperson will include, but are not limited to: a) Chair the meetings for the Board and the Executive Committee, keeping the Board’s discussion on topic by summarizing issues b) Orient the new Chairperson and any new Board members c) Act as spokesperson or media liaison d) Provide leadership to the Library Board e) Make sure the Board adheres to its bylaws and policies f) Encourage Board members to participate in meetings and activities g) Keep the Board’s activities focused on the organization’s mission h) Evaluate the effectiveness of the Board’s decision-making process i) Make sure that committee Chairpersons are appointed j) Periodically conduct Board evaluations k) Recognize contributions of the Board members to the Board’s work l) Promote the Library’s purpose in the community, to government, and to the media m) Sign documents, including all minutes, as required n) Develop meeting agendas in consultation with the Director and/or Chair/Vice Chair o) Sign all Board correspondence to provincial, federal, or municipal officials p) Provide direction/supervision to the Library Director on behalf of the Board q) Is an ex-officio member of all Board committees r) Consult with the Library Director in the preparation of the Annual Report s) Possess a thorough understanding of the Libraries Act and Regulations t) Conduct an exit interview with Library staff as required u) When calling a meeting is inappropriate or prevented by time constraints, the Chair has the authority to put the item in question to a vote electronically (via email), to be ratified at the following meeting

Duties of the Vice Chairperson The Vice Chairperson will be elected annually. The duties of the Vice Chairperson will include, but are not limited to: a) Act as Chair in the absence of the Chairperson. 3

b) Serve on the Executive Committee c) Orient new Board members if Chairperson is unavailable d) In the absence of the Secretary, minutes will be taken by the Vice Chair e) Act as an alternate spokesperson or media liaison f) Learn the duties of the Chairperson and keep informed on key issues g) Work closely as consultant and advisor to the Chairperson h) Prepare and send out monthly Board Meeting package

Duties of the Treasurer The Treasurer will be elected annually. The duties of the Treasurer will include, but are not limited to: a) Chair the meeting in the absence of the Chairperson and Vice Chairperson until a new Chairperson is elected b) Serve on the Executive Committee c) Orient the new Treasurer d) Review financial statements monthly e) Report monthly to the Board on the financial state of the Library f) Chair the Budget Committee g) Meet with the accountant as necessary to review the Library financial procedures h) Review monthly expenditures with the Library Director i) Reviews the accuracy of the Director’s timesheets

Duties of the Secretary The Secretary will be elected annually. The duties of the Secretary will include, but are not limited to: a) Chair the meeting in the absence of the Chairperson, Vice Chairperson and Treasurer until a new Chairperson is elected b) Serve on the Executive Committee c) Orient the new Secretary d) In the absence of the Secretary, minutes will be taken by the Vice Chair e) Record minutes of regular Board meetings f) Record minutes at special meetings of the Board, as requested by the Board Chair g) Provide a copy of the minutes to the Board Chair and the Library Director in appropriate electronic and document formats, no later than one week following the meeting. h) Keep lists of officers, Board members, and committees i) Review all Board Correspondence and bring pertinent information forward to the Board

Date Approved: June 8, 2016

Board Chair: Lynda Fiedler

Amended: July 12, 2019

Board chair: Deb Parry