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2019 AGM Minutes

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2019 AGM Minutes Wapiti Regional Library ANNUAL GENERAL MEETING Saturday, April 27, 2019, 1:00 p.m. Messiah Lutheran Church, Prince Albert Present: City of Humboldt W. Tesch Executive Committee City of Melfort A. Phillips Executive Committee; Board Vice-Chair K. Duncan Town of Nipawin L. Serack Executive Committee Town of Tisdale D. Gruending-Hallman M. Baker Towns S. Gilbert Big River L. Hood Birch Hills N. Pochipinski Carrot River C. White Choiceland A. Smith Duck Lake M. Lozinski Hudson Bay E. Olexson Cudworth G. Klamot Kinistino E. Fish Shellbrook Villages J. Graham Archerwill J. Klassen Candle Lake T. Reed Codette J. Verbonac Leask D. Reiter Marcelin S. Fujimagari Paddockwood Wapiti Regional Library AGM, 2019- 4 - 27 Page 1 | 6 I. Urlin Pilger A. Weiers Shell Lake W. Matieyshen Smeaton D. Hill St. Benedict – Executive Committee J. Boyer St. Louis M. Emro Valparaiso Rural Municipalities B. Gray Arborfield #456 H. Shilling Birch Hills #460 T. Smith Hudson Bay #394 D. Fyrk Buckland #491 C. Bauer-Hyde Lakeland #521 – Executive Committee; Board Chair B. Hildebrand Duck Lake #463 C. Gossen Leask #464 V. McShannock Moose Range #486 L. Corriveau Paddockwood #520 M. Leigh Pleasantdale #398 – Executive Committee B. Franc Prince Albert #461 D. Oleksyn Shellbrook #493 K. Willson Spiritwood #496 A. Campbell Star City #428 R. Parent St. Louis #431 Guests S. Graham RM of Archerwill Staff: T. Murphy, Regional Director/CEO B. Lawreniuk, Finance Manager L. Baker, Community Services Librarian K. Desormeau, Administrative Assistant & Recording Secretary Attendance: Humboldt/Melfort/Nipawin/Tisdale Representatives 6 Towns Representatives 9 Village Representatives 12 Rural Municipality Representatives 15 Guests 1 Total Attending 43 Staff members 4 Call to Order: Chairperson C. Bauer-Hyde called the meeting to order at 1:00 p.m. Wapiti Regional Library AGM, 2019- 4 - 27 Page 2 | 6 Announcements: C. Bauer-Hyde welcomed delegates, reviewed meeting and voting guidelines and outlined procedures regarding resolutions and trustee member nominations. C. Bauer-Hyde presented 2018 Branch Awards to the Arborfield and St. Louis Public Libraries in recognition of outstanding increases in several areas of public library service over the past year. Honorable mention was made of Big River, Prairie River, and Weldon Public Libraries, all of which showed consistent increases in service. Introductions: C. Bauer-Hyde introduced the Executive Committee members and Regional Office staff. Agenda: C. Bauer-Hyde presented the agenda. MSC that the agenda be accepted as presented. Minutes: C. Bauer-Hyde presented the minutes of the November 24, 2018 Semi-Annual Meeting. MSC that the minutes be adopted as presented. Chairperson’s Report: C. Bauer-Hyde provided update on the Provincial Public Libraries Engagement process, including the online Public Survey conducted in late January 2019 that received 5,800 responses. She presented a report published by the Saskatchewan government identifying major themes pulled from the responses and a summary of the survey input. C. Bauer-Hyde reported that at the February 2019 Chairs/Directors meeting, attendees met with the Provincial Librarian and Associate Assistant Deputy Minister of Education. Themes pulled from the online Public Survey were discussed, followed by a commitment to create a Public Library Sector Plan. Chairs and Directors felt that the government had created a comprehensive report after listening to input from public libraries and members of the public. They look forward to building a positive, constructive relationship with government officials throughout the planning process. MSC to accept the Chairperson’s report as presented. Annual Report: T. Murphy shared the 2018 Annual Report along with Wapiti’s mission, vision and values, emphasizing how service is always moving forward with lifelong service provided from birth to death, along with assisting kindergarten through grade 12. He reported significant anniversaries celebrated by Wapiti branch libraries in 2018, including Melfort Public Library’s 90th and Tisdale Public Library’s 91st anniversaries. He advised that Wapiti Regional Library, the first and oldest Regional Library in Saskatchewan, will celebrate its 70th anniversary in 2020. Plans are under way to observe this significant milestone. Wapiti Regional Library AGM, 2019- 4 - 27 Page 3 | 6 T. Murphy reported continued emphasis on STEAM (Science, Technology, Engineering, Art, Math) kits available to Branch Librarians for use in local programming, with a Virtual Reality kit currently under construction. He advised that due to increased volume, the original 5-day delivery schedule of materials to branches has been revised to 6 days. This will more adequately handle daily van delivery loads. T. Murphy cited the Job Service Centres in the Melfort and Nipawin libraries as good examples of partnering with a government entity to illustrate the importance of libraries as community hubs. He reported on support received for public libraries from SUMA (Saskatchewan Urban Municipalities Association) and SARM (Saskatchewan Association of Rural Municipalities). Personnel from Saskatchewan public libraries maintained a well-attended booth at both the SUMA and SARM 2019 conventions. T. Murphy provided explanation of how the annual provincial grant funds Wapiti Regional Office operations, noting that the 2019 annual grant amount will reflect the reduction of the City of Prince Albert population due to its withdrawal from Wapiti Regional Library. He stated that municipal levies do not support Regional Office but exclusively fund local branch libraries in the form of wages and materials. Recognition and appreciation was expressed concerning the valuable partnership Wapiti enjoys with municipalities who contribute to local libraries by providing buildings, heating, lighting, etc. T. Murphy reported on successful negotiations with Canadian Union of Public Employees (CUPE) Local 1788 resulting in a new three-year agreement. MSC to accept the 2018 Annual Report as presented. MSC to approve thanks to Wapiti Regional Office staff for consistent, “behind-the- scenes” work. Audit Report: B. Lawreniuk, Finance Manager, reported that auditor Cogent Chartered Professional Accountants LLP returned a clean audit report for 2018. MSC that, as recommended by the Executive Committee, the 2018 Audited Financial Statement be approved as presented. MSC that, as recommended by the Executive Committee, Cogent Chartered Professional Accountants LLP be retained for annual audit services for 2019 and 2020 according to Wapiti Regional Library policy. Budget: B. Lawreniuk stated that no revisions had been made to the proposed 2019 Wapiti Regional Office and RMTV budgets since they were approved in principle at the November 24, 2018 Semi-annual meeting. It was noted that the Executive Committee had reviewed the budgets and recommend them for approval. Wapiti Regional Library AGM, 2019- 4 - 27 Page 4 | 6 MSC that, as recommended by the Executive Committee, the 2019 Wapiti Regional Library Budget be approved as presented. MSC that, as recommended by the Executive Committee, the 2019 Wapiti RMTV Budget be approved as presented. Other Business Saskatchewan Libraries Trustees Association (SLTA) Report: L. Serack, member of the Executive Committee and Wapiti’s SLTA representative reported a brief SLTA meeting was held in February to discuss the budget. She stated that some public libraries have withdrawn from SLTA so membership has dwindled. She will attend the annual SLTA annual meeting during the first week of May. New and Donated Materials: W. Tesch (Town of Humboldt) asked for clarification for handling of new and donated materials forwarded by branch libraries for inclusion in the material catalogue. It was clarified that branch libraries are to purchase materials only through Wapiti’s approved vendors as these materials are pre-processed, allowing for quicker inclusion in the catalogue. Donations made at branch libraries or purchased locally result in costly processing so the cataloguing takes lower priority than materials purchased through Regional Office. Branches can use donated materials as a source to generate funds, such as local book sales. Election 2019/2020: T. Murphy reviewed the election procedures for the Executive Committee members then conducted elections for the 2019/2020 Wapiti Regional Executive Committee. Nominations/Appointments: Melfort - April Phillips Humboldt - Wanda Tesch Nipawin - Leslee Serack Tisdale - Deanna Gruending-Hallman Towns - Vacant Villages - Debora Sulimma Hill, St. Benedict RM category - Cheryl Bauer-Hyde, RM/District of Lakeland #521 - Sue De Bruijn, RM of Canwood #494 - Margaret Leigh, RM of Pleasantdale #398 MSC to accept the 2019/2020 Executive Committee be declared as elected by acclamation. Chair & Vice-Chair Elections: L. Serack nominated C. Bauer-Hyde as Chairperson. MSC that C. Bauer-Hyde be declared elected by acclamation. C. Bauer-Hyde nominated A. Phillips as Vice Chairperson. MSC that A. Phillips be declared elected by acclamation. Wapiti Regional Library AGM, 2019- 4 - 27 Page 5 | 6 Next Meeting 2019 Wapiti Semi-Annual meeting will be held 1pm, Saturday, November 16, at the Messiah Lutheran Church, Prince Albert. Adjournment C. Bauer-Hyde thanked all for attendance and participation. The Agenda being complete, the meeting was adjourned at 3:00 pm. Wapiti Regional Library AGM, 2019- 4 - 27 Page 6 | 6 .
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