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Oct 15, 2020 Minutes

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Oct 15, 2020 Minutes Wapiti Regional Library Executive Committee Meeting Thursday, October 15, 2020, Conference Call Present Cheryl Bauer-Hyde, Chair, (RM) District of Lakeland Wanda Tesch, City of Humboldt Deanna Gruending-Hallman, Town of Tisdale Joyce Watts, Town of Nipawin Debbie Hill, Village of St. Benedict Staff Tony Murphy, Regional Director Beverley Lawreniuk, Finance Manager Kathy Desormeau, Administrative Assistant Lindsay Baker, Community Services Librarian Regrets April Phillips, Vice-chair, City of Melfort Sue De Bruijn, RM of Canwood #494 Margaret Leigh, RM of Pleasantdale #398 Recording Secretary Kathy Desormeau, Administrative Assistant 1. Call to Order Quorum status established, meeting called to order at 1:08 p.m. by Chair C. Bauer- Hyde. 2. Agenda Purpose of meeting: as requested, to deal with action items. 18-20 MSC to accept agenda as presented. 3. Minutes 3.1 September 17, 2020 Minutes. 19-20 MSC to accept Executive Committee meeting minutes of September 17, 2020 as presented. 3.2 Fines Free in Saskatchewan – Update This item was addressed in the Regional Director’s Report. 4. Correspondence No correspondence. 5. Regional Director’s Report T. Murphy reported that Regina Public Library and Saskatoon Public Library have announced their decision to go fines free. Because Wheatland and Southeast Regional libraries ‘surround’ these two municipal libraries, they have also decided to go fine free, as has Palliser Regional Library. Parkland Regional Library and Lakeland Regional Executive Committee Meeting – October 15, 2020 1 | Page Library are undecided. Prince Albert’s municipal library board (John M. Cuelenaere Public Library) has voted to continue charging fines. Discussion revealed that Wapiti Regional Library has always practised reasonable and fair “fine waiving” in extenuating circumstances. Being charged fines for late materials is part of the service contract a patron signs when applying for a library card. Aware of this at the time of application, each patron is then accountable to pay fines if materials are late. 20-20 MSC to, following current practices, continuing to charge fines for late return of library materials. T. Murphy reported that following the September 17, 2020 Executive Committee meeting, a letter and initial Special Contract was sent to the James Smith Cree Nation and Council in order to update the contract from the current version dated 2005. T. Murphy has since spoken to a representative from the Council and confirmed that library services in Saskatchewan must adhere to current legislation. A November 30, 2020 deadline was established for return of the signed contract. 21-20 MSC to accept Regional Director’s Report as presented. 6. Finance Report 6.1 September 2020 Financial Report 22-20 MSC to accept the September 2020 Financial Report as presented. 6.2 Proposed 2021 Category Budgets with ARC Included B. Lawreniuk presented the proposed 2021 budget now containing Area Resource Centre (Humboldt, Melfort, Nipawin, Tisdale public libraries) budgets. 23-20 MSC to accept and recommend to the Regional Board at the November 21, 2020 combined 2020 Semi-annual / Annual General meeting, the proposed 2021 Wapiti Regional Library Budget with Area Resource Centre budgets included. 7. Departmental Reports Ordering of materials for the new Candle Lake Public Library is complete. The Ministry of Education IT department is testing a wireless CNET connection at Alvena Public Library. This new technology has increased speeds by five times that of the previous connection. 24-20 MSC to accept the Departmental Reports as presented. 8. Wapiti Board Chair Report No report at this time. Executive Committee Meeting – October 15, 2020 2 | Page 9. Other Business 9.1 Wapiti Bylaws Revision At the 2019 Semi-annual meeting, a Wapiti Policy Manual revision established that grants payable by municipality or contract organizations were due on January 31 and June 30 of every year. To comply with this revision, the Wapiti Bylaws must now be revised to: 7.4(2) Levy Payments - The second installment balance of the levy shall be paid by June 30 of each year. 25-20 MSC to accept and recommend to the Regional Board at the November 21, 2020 combined 2020 Semi-annual / Annual General meeting, the proposed Wapiti Regional Library Bylaws revision as presented. 9.2 Marion Sherman Bursary Due to COVID-19 interrupting the school year, no applications were received. 9.3 2019 Branch Awards T. Murphy reported that the winners of the 2019 Branch awards are 1) Kinistino Public Library, and 2) Blaine Lake Public Library, with honorable mention going to Alvena, Wakaw, and Birch Hills public libraries. 9.4 Annual General Meeting, November 21, 2020 T. Murphy reported that due to increase in provincial COVID-19 cases, the provincial health authority just lowered the number of people meeting together in private homes from 30 to 15. This could soon be the case with publicly held meetings, which would impact the ability to hold an in-person meeting. Alternate meeting techniques were discussed including conference calls and the ZOOM app. T. Murphy will monitor provincial reports concerning COVID-19 cases and any change to health and safety regulations. 9.5 Executive Committee Meeting Dates - 2021 The 2021 schedule was reviewed, noting need for revision of the March 18, 2021 meeting details. 26-20 MSC to approve the Executive Committee Meeting Dates Schedule 2021 as amended. C. Bauer-Hyde reported that all Executive Committee members she spoke to were in favor of continuing their terms until an election can be held at the April 2021 Annual General meeting. 27-20 MSC that all Executive Committee members continue in their current terms until an election can be held at the April 2021 Annual General meeting. Executive Committee Meeting – October 15, 2020 3 | Page 9.6 2019 Annual Report 28-20 MSC to accept and recommend to the Regional Board at the November 21, 2020 combined 2020 Semi-annual / Annual General meeting, the 2019 Annual Report as presented. 10. Next Meeting Next meeting will be the combined 2020 Semi-annual / Annual General Meeting on November 21, 2020, 1:00pm at the Messiah Lutheran Church in Prince Albert, SK. 12. Adjournment Agenda completed, the meeting adjourned at 2:16 p.m. Executive Committee Meeting – October 15, 2020 4 | Page .
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