YELLOWHEAD REGIONAL LIBRARY BOARD MEETING Harvey Treleaven Boardroom 433 King Street, Spruce Grove June 14, 2010 – 10:00am Members Present Chair: Derril Butler (Lac Ste. Anne County) Helmut Ehrenholz (Barrhead County) Vice Chair: Dan Pritchard (Woodlands County) Jeff Acker (Spruce Grove City) Allan Hagen (Spring Lake Village) Jim Scott (Grande Cache Town) Angela Greenidge (St. Thomas Aquinas R.C.S.R.D. No. 38) Joan Wynne (Calmar Town) Ann Morrison (Sunset Point Summer Village) Judy Bennett (Stony Plain Town) Barbara Maddigan (Northern Gateway R.D. No. 10) Kim Connell (Mayerthorpe Town) Bert Seatter (Westlock County) Kyle Archer (Drayton Valley Town) Betty Lalonde (Wabamun Village) Leigh Friesen (Edson Town) Bill Elliot (Wetaskiwin City) Leonard Spink (Beaumont Town) Brenda Shantz (Wetaskiwin County) Marjorie Sterling Miller (Westlock Town) Carla Frybort (Leduc City) Sandi Benford (South View Summer Village) Doris Mason (Leduc County) Shelley Oswald (Barrhead Town) Doug Ford (Alberta Beach Village) Tamara Van Biert (Public Libraries’ Council Chair) Ewald Kwirant (Yellowhead County) Teresa Fritz (Warburg Village) Gael Lehman (Val Quentin Summer Village) Tony Wadsworth (Millet Town) Gail Beztilny‐Henderson (Jasper Municipality Alternate) Tracey Melnyk (Parkland County) Glenn Norby (Wetaskiwin R.D. No. 11) Yvonne Slemko (Onoway Town) Grant Geldart (Devon Town) Members Absent Ann Nagel (Swan Hills Town) Jim Robb (Thorsby Village) Carmen Fedirko (New Sarepta Village) Kim Webster (Pembina Hills R.D. No. 7) Darlene Chartrand (Whitecourt Town) Stacey Gupton‐McMann (Breton Village) Dawn Konelsky (Brazeau County) Vivian Sergeew (Hinton Town) Hugh Sanders (Crystal Springs Summer Village) Wade Hanlan (Yellowstone Summer Village) Guest Heather Massel (Communications Consultant) YRL Staff Kevin Dodds (Director) Robert Zylstra (Client Services Manager) Wendy Sears Ilnicki (Assistant Director & David Gould (Accounting Technician) Bibliographic Services Manager) Laurie Brock (Administrative Associate & Recorder) No Representative Appointed Grandview Summer Village Poplar Bay Summer Village Kapasiwin Summer Village Seba Beach Summer Village Lakeview Summer Village Silver Beach Summer Village Ma‐Me‐O Beach Summer Village Silver Sands Summer Village Norris Beach Summer Village Yellowhead Regional Library Board Meeting – June 14, 2010 Page 1 of 5 Item CALL TO ORDER Resolution The meeting was called to order at 10:00am by D. Butler and introductions were done. 1. Approval of the Agenda MOVED by S. Benford that the agenda be approved as presented. SECONDED by A. Morrison. CARRIED #3572 2. Approval of the Minutes MOVED by A. Hagen that the minutes of the March 8, 2010 Yellowhead Regional Library Board meeting be approved as presented. SECONDED by J. Bennett. CARRIED #3573 DECISION ITEM 3. Auditor Appointment for 2010 & 2011 K. Dodds explained the request for proposal and interview process that was used for the auditor recommendation, and that experience with not‐for‐profit organizations was required. K. Archer, L. Friesen, B. Seatter, T. Wadsworth and J. Wynne entered the meeting. MOVED by G. Geldart that Grant Thornton LLP be appointed as the 2010 and 2011 auditor for Yellowhead Regional Library. SECONDED by Y. Slemko. Proxy Vote in favour of the motion from one Trustee was noted. CARRIED #3574 INFORMATION ITEMS 4. The Alberta Library (TAL) Member Service Principles K. Dodds noted that the TAL approved principles were distributed at the April 16, 2010 TAL Board meeting, and were accepted by the YRL Executive Committee on May 10, 2010. 5. Regional Library Systems Review – Public Library Services Discussion Document K. Dodds provided an overview of the discussion document and explained that a response from the regional library systems would be provided to the government. D. Butler and B. Seatter noted that there were a lot of “out‐of‐scope” items; K. Dodds responded that the Public Library Services Branch requested that the MLA consultants revise their review, and the response by the Branch will be modified as well. He added that some of the recommendations from the MLA report are being addressed by the Branch. B. Seatter stated that he is not in favour of Edmonton and Calgary Public Libraries being the focal point; many Trustees voiced their agreement. 6. Alberta’s Regional Library Systems’ Brief to Municipal Affairs Minister K. Dodds explained that the Chair of Peace Library System prepared the report that was presented to The Honourable Hector Goudreau at a meeting between the Minister and the library system Chairs and Directors that took place on April 30, 2010 in Jasper. D. Butler added that the Minister accepted the report but then asked what he could do to assist libraries in the province and, unfortunately, those present were not fully able to answer; D. Butler suggested that attendees be better prepared prior to the next meeting with the Minister. Yellowhead Regional Library Board Meeting – June 14, 2010 Page 2 of 5 MOVED by G. Norby that the information about The Alberta Library Member Service Principles, the Public Library Services Branch discussion document on the Regional Library Systems Review, and the Regional Library Systems’ Brief to the Municipal Affairs Minister, be approved as presented for information. SECONDED by J. Acker. CARRIED #3575 BREAK – 10:45 to 10:55 7. Reports a. Executive Committee Meetings – March 29, 2010 & May 10, 2010 D. Butler noted that both sets of minutes were included in the meeting package. b. Alberta Library Conference Reports K. Dodds thanked Board Members C. Frybort, A. Morrison and Y. Slemko for providing reports on their experience at the Alberta Library Conference that was held in Jasper from April 29, 2010 to May 2, 2010 and noted that they were included in the meeting package. c. Public Libraries’ Council Report – T. Van Biert T. Van Biert stated that Laurel Kelsch, Director of Grande Cache Municipal Library, is the new medium library representative on the PLC Executive Committee replacing Eleanor Mitchell who retired from Mayerthorpe Public Library. She added that a technology training request was brought forward to YRL and that they have responded with more webinar training. She noted that the next Public Libraries’ Council meeting will be on June 18, 2010. d. Chair’s Report – D. Butler D. Butler stated that the remaining Lac Ste. Anne County Summer Villages are in the process of joining YRL. e. Director’s Report – K. Dodds K. Dodds reported on the following meetings and events he attended from March to June: − meeting in Wetaskiwin with the Director of Westlock Municipal Library and Manager of Wetaskiwin Public Library Manager, and a second meeting in Wetaskiwin with the library Manager, − met with the Leduc Public Library Director and attended their Board meeting, − Public Library Services Branch meeting in Edmonton with the regional library system Directors and Chairs, − The Alberta Library (TAL) Board meeting in Calgary, − Alberta Public Library Electronic Network (APLEN) Standing Committee meeting in Calgary, − Alberta Education School Library Advisory Committee meeting in Edmonton, − meeting in Edmonton with the Director of Library Development for Polaris and the TRAC Directors regarding school libraries coming on to Polaris, − TRAC Directors’ monthly meetings as well as the TRAC Directors’ Annual General Meeting, − TRAC Advisory Council meeting, − meeting with YRL’s lawyer in Edmonton to discuss the merging of YRL’s membership agreements, − several meetings with the communications consultant, Yellowhead Regional Library Board Meeting – June 14, 2010 Page 3 of 5 − YRL Public Libraries’ Council meeting, − YRL Public Libraries’ Council Executive Committee meeting, − Alberta Library Conference in Jasper, − Canadian Library Association conference in Edmonton, − regional library systems booth hosting at the Alberta Association of Municipal Districts and Counties (AAMD&C) and Vitalize trade shows in Edmonton. He also provided the following comments: − work is continuing on the 2010‐2012 Plan of Service action plan, − the provincial operating grant should be received soon, − painting and flooring tile in both entryways has been completed, and the Director’s office will be done next, − painting and new carpet in the boardroom will done during the summer months, − heating and ventilation system replacement quotes will be gathered during the summer. H. Massel entered the meeting; G. Norby left the meeting. EX‐AGENDA ITEM: the birth date of every Trustee needs to be provided to YRL as per Canada Revenue Agency requirements; please send your birth date to YRL’s Accounting Technician, David Gould, via email ([email protected]), and note that this information will be kept strictly confidential by him. f. Assistant Director / Bibliographic Services Manager’s Report – W. Sears Ilnicki W. Sears Ilnicki provided the following information: − a government delivery service study is underway, − a copyright legislation session was held at the Canadian Library Association conference that was very interesting; Bill C32 has already had the first reading in parliament, − a new delivery van has been ordered but not yet received, − the TRAC work groups (Bibliographic Services, Public Services and System Administrators) have been very effective in improving procedures and processes for the four regional library system partners in TRAC (YRL, Marigold Library System, Northern Lights Library System, and Peace Library System). G. Geldart left the meeting. g. Client Services Manager’s Report – R. Zylstra R. Zylstra reported