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January 2015 (Pdf) AIRDRIE LIBRARY BOARD MEETING AGENDA 6:30pm, Tuesday, January 2th, 2015 1. Call to Order 2. Consideration of the Agenda 1 3. Approval of minutes from the Dec. 9 h Board Meeting 4. Public question and answer period 5. Board Development and Advocacy 5.1 PLSB Board Basics Workshops 5.2 Calgary Public Library Special Report 5.3 Southern Alberta Library Conference: March 20, 21 6. Business arising from the minutes 6.1 Board Report: Fund Development Consultant RFQ 6.2 Smart Locker Proposal 6.3 Board Report: Marigold Representative 7. Reports 7.1 Financial Report 7.1.1 November Financial Statements 7.1.2 Board Report: Fund Development Reserve: meetings with City 7.2 Facility Expansion: New Facility Planning Staff Committee - Patti Murray & Clay Aragon 7.3 Advocates for Airdrie Public Library · 7.4 Personnel Committee Report 7.5 Library Director Report- J. Jevne 7.5.1 Director's Report 7.5.2 Library Link: December, January 7.6 Marigold Report- K. Jessen-White 8. New Business 8.1 New Children and Youth Services Manager 1 8.2 Free a Book I Free a Reader: Feb. 2 to Feb. 28 h 8.3 Plan of Service 2015-17 Update 8.4 Notice of Motion- New Policy Proposal: Social Media 9. Board Paperwork 9.1 2014 Volunteer Hours for Board Members (add hours for all events, reading, meetings, presentations) Please review your 2014 hours as they will be tabulated next week to add to our annual report for PLSB. 10. Circulation 10.1 Correspondence: 1 0.1.1 City of Airdrie Grant Confirmation 1 0.1.2 Calgary's New Central Library 10.2 Marigold Report 10.3 Marigold Newsletter 10.4 APL 2014 Statistics: November, December 11 . Summary of action items for next meeting Next Board Meeting - February 24th, 2015 at 6:30pm 12. Adjournment At the Library CITY OF AIRDRIE LIBRARY BOARD DECEMBER 9, 2014 Minutes of the Regular Meeting of the City of Airdrie Library Board, held at the Airdrie Public Library, with the following: PRESENT: Members (Chair) D. Nelles T. Daigle Alderman K. Hegg K. Jessen-White Alderman C. Kolson S. Sweet M. Weger Staff Director J. Jevne M. Aalhus Recording Secretary K. Kirkpatrick-Lauzon Absent with Regrets J. Dufort D. Fedun Agenda Item 1 CALL TO ORDER The Chair called the meeting to order at 6:30 p.m. Agenda Item 2 CHANGES TO AND ACCEPTANCE OF AGENDA 5.3 Resignation Letter 7.1.4 Moved up to become item 6.3 8.4 Moved up to become 8.1 10.3 Current Population 10.4 PLSB Letter 2014-L-030 MOTION: C. Kolson/K. Jessen-White CARRIED That the agenda be accepted as amended. Agenda Item 3 APPROVAL OF MINUTES A grammatical correction was noted to the last sentence of agenda item 5.2 in the minutes of the October 28, 2014 meeting. 2014-L-031 MOTION: T. Daigle/C. Kolson CARRIED That the minutes of the meeting of October 28, 2014 be approved as amended. 2014-L-032 MOTION: S. Sweet/K. Jessen-White CARRIED That J. Dufort and D. Fedun be excused from the meeting. Agenda Item 4 PUBLIC QUESTION AND ANSWER PERIOD There was no public in attendance. Agenda Item 5 BOARD DEVELOPMENT AND ADVOCACY Agenda Item 5.1 PLSB Board Basics Workshop J. Jevne presented information on PLSB Board Workshops. The Board Regular Meeting of Airdrie Library Board December 9, 2014 Page2 agreed to investigate hosting a workshop in Airdrie in late February or early March, 2015. Agenda Item 5.2 The Community and the Library - Kitty Pope J. Jevne presented information on Kitty Pope and her work in the library world. The Board will review the information on their own time. Agenda Item 5.3 Letter of Resignation J. Jevne presented J. McClean's letter of resignation from the Board. Agenda Item 6 BUSINESS ARISING FROM THE MINUTES Agenda Item 6.1 RFQ Fund Development Consultant M. Aalhus presented progress on the Request for Proposal for a Fund Development Consultant. The Board expressed that they would like to be part of the process of selecting a candidate. 2014-L-033 MOTION: K. Jessen-White/M. Weger CARRIED That the Airdrie Library Board accept the Request for Proposal as presented with an amendment that the award date falls after the next Library Board meeting and that the Library Board reviews the quotes. Agenda Item 6.2 Fund Development Initiatives 2015 and draft Case for Support M. Aalhus elicited feedback from the Board on which initiatives to pursue and move forward on in 2015. M. Aalhus announced that the Library has been awarded the 2015 Rotary Golf Tournament (one-time) and the Lions Golf Tournament (a yearly commitment). Concern was raised by the Board over hosting two golf tournaments in 2015. The Board committed to host the Lions Golf Tournament and to co-host the Rotary Golf Tournament with another not­ for-profit organization. M. Aalhus presented successes for the upcoming year and reported on her application for a casino license on behalf of the Advocates. The Board granted approval for the application to proceed. M. Aalhus presented the latest draft of the Case for Support. The Board expressed concern over the CRA Guidelines and sponsor advertising. Agenda Item 7 REPORTS Agenda Item 7.1 Financial Report Agenda Item 7.1.1 October Financial Statements J. Jevne presented the October, 2014 Financial Statements. No concerns were raised. Agenda Item 7.1.2 City of Airdrie Final Budget Deliberations Regular Meeting of Airdrie library Board December 9, 2014 Page3 The Board noted that the Library Board's presentation to the Council Budget Committee was a successful process this year. There was discussion regarding the Smart Lockers and a potential partnership with Croxford High School. MOTION: K. Jessen-White/C. Kolson CARRIED That the Airdrie Library Board pursue a potential Smart Locker partnership with Croxford High School. Agenda Item 7.1.3 Board Report: Unrestricted Reserves. Restricted Reserves (Capital and Operational) and Carry Forward Reserves J. Jevne clarified the meanings of the different types of reserves. Agenda Item 7.2 Facility Expansion Committee Agenda Item 7.2. 1 New Facility Planning Committee The Board discussed the report. Agenda Item 7.3 Advocates of library Report The committee had nothing new to report. Agenda Item 7.4 Personnel Committee Report The committee had nothing new to report. Agenda Item 7.5 library Director's Report J. Jevne presented the November, 2014 Director Report to the Board. Ms. Jevne noted that free library cards are now becoming quite common around Alberta. A discussion followed. Agenda Item 7.6 Marigold Report S. Sweet advised that the next Marigold Board meeting will be held in January, 2015. Ms. Sweet advised that a letter was sent from Marigold to the Premier regarding paying the provincial per capita grant based on current population figures. A response was received saying that no change would be made. Agenda Item 8 NEW BUSINESS Agenda Item 8.1 Financial Policies Proposed Changes J. Jevne presented proposed changes to the Financial Policies. The Board expressed concern over the number of quotes required in Section 6.5.2.1 (three written quotes) and in Section 6.5.2.3 (two written quotes). The Board raised concern over the proposed change to Section 6.2 requiring Board approval of expenditures over $5,000 outside the annual budget. The consensus was to reduce the threshold to $1 ,500. 2014-L-034 MOTION: K. Jessen-White/K. Hegg CARRIED That the Airdrie Library Board accept the notice of motion Regular Meeting of Airdrie Library Board December 9, 2014 Page4 with the reduction in amount for outside budget approvals without Board approval from $5,000 to $1 ,500. Agenda Item 8.2 Elections D. Nelles was elected Chair of the Airdrie Library Board by acclamation, effective immediately. S. Sweet was elected Vice-Chair of the Airdrie Library Board by acclamation, effective immediately. S. Sweet stepped down as Marigold representative for the Airdrie Library Board. K. Jessen-White was elected as the Marigold representative for the Airdrie Library Board by acclamation, effective immediately. J. Jevne noted that this appointment may need to be made by the City of Airdrie. Agenda Item 8.3 Plan of Service 2015-2017 Community Planning Session K. Hegg presented the Plan of Service 2011-2014 results. J. Jevne presented the results of the Plan of Service 2015-2017 Community Planning Session and Board input. 2014-L-035 MOTION: CARRIED That the Airdrie Library Board approve the top four Service Responses as chosen by the Community Planning Committee: Engage in Early Childhood Development Opportunities Connect to School-Age Children and Teens Arts and Cultural Awareness Understand How to Find, Evaluation & Use Information and to add a fifth Service Response: Know Your Community, which will be served through Community Profiles (a new opportunity through TRAG's ILS, Polaris Library System). Agenda Item 9 BOARD PAPERWORK Board members were asked to complete their Volunteer Hours for October and November, 2014. Agenda Item 10 CIRCULATING CORRESPONDENCE Board members were asked to review the Circulating Information. Agenda Item 11 MARIGOLD INFORMATION: CIRCULATING Board members were asked to review the Marigold Circulating Information. Agenda Item 12 APL INFORMATION: CIRCULATING Board members were asked to review the APL Circulating Information. Agenda Item 13 SUMMARY OF ACTION ITEMS FOR NEXT MEETING ALL Review information on Kitty Pope and her work in the library world Director Investigate hosting a Board workshop in the spring Regular Meeting of Airdrie Library Board December 9, 2014 PageS Arrange for book plate recognition for J. McClean Investigate concerns with City over CRA Guidelines Advise Council of change in Marigold representative Investigate Smart Locker partnership with Croxford High School in the new year M.
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