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. 1 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 Red Deer County 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’” 2 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 3 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 4 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 Nordegg 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. 5 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.