AGENDA: The Saskatoon Public Library Board Meeting · C. Cooley reported that the Rusty McDonald Public Open House was well attended; B. Cote, L. Warner , and RM Branch Manager Sarah

AGENDA: The Saskatoon Public Library Board Meeting

MEETING DATE: April 17, 2019

MEETING TIME: 4:00 p.m.

LOCATION: Board Room, Frances Morrison Central Library

PREPARED BY: Carol Cooley, Director of Libraries & CEO

A. Call to Order

A.1 Approval of Agenda

Recommended (Move, second)

THAT the Agenda of April 17th, 2019, be approved as circulated, including any items added to the Agenda.

A.2 Consent Agenda


With the adoption of the Consent Agenda, all recommendations found within previous Committee Reports or Minutes and Correspondence are then received by the Board as noted. The Consent Agenda is not subject to discussion from the floor.

That the Consent Agenda of April 17th, 2019 be adopted as circulated, less any items requested for separate review and discussion.

A.3 Previous Minutes


THAT the Saskatoon Public Library Board minutes of March 20th, 2019 be adopted as circulated, including any revisions to be made.

A.4 Declaration of Conflict of Interest

B. Deputations / Presentations / Public Meeting

In accordance with Saskatchewan’s The Local Authority Freedom of Information and Protection of Privacy Act (LAFOIPP), The Saskatoon Public Library Board wishes to inform the public that all information including opinions, presentations, reports and documentation provided for or at a Public Meeting, Public Consultation, or other Public Process are considered part of the public record. This information

SPL Board Agenda_Public April 17, 2019 Page 1

may be posted on the Saskatoon Public Library’s website and/or made available to the public upon request.

C. New Business

C.1 Election Board Vice-Chair


That the Saskatoon Public Library Board receive this report for information and action.

C.2 Closure Dates


THAT the Saskatoon Public Library Board approve the 2018 closure dates as recommended.

C.3 Audit (Verbal Update)

D. Reports from the Board

D.1 Chairperson Update

D.2 SLTA Report

E. Report from Administration

E.1 Director of Libraries & CEO Report


THAT the Saskatoon Public Library Board receive this report for information.

F. Business Carried Forward

G. In-Camera Session In

Recommended (move, second)

THAT the meeting move in-camera for the purpose of addressing matters pertainingto Labour/Personnel under Sections 16(1)(c) of LAFOIPP and addressing matterspertaining to Economic/Financial-Land (Section 17(1)(d) and (e) of LAFOIPP.

Board moved in camera at:

Board moved into public session at:


H. Adjournment


THAT the Saskatoon Public Library Board does now adjourn at (time) p.m. to meetagain Wednesday, May 15th, 2019, Frances Morrison Central Library, 311-23rd St E,Saskatoon or at the call of the Chair.


A.2

A. Recommendation

With the adoption of the Consent Agenda, all recommendations found within previous Committee Reports or Minutes and Correspondence are then received by the Board as noted. The Consent Agenda is not subject to discussion from the floor.

That the Consent Agenda of March 20, 2019 be adopted as circulated, less any items requested for separate review and discussion.

A.1 Meeting Minutes

A.2. CorrespondenceAuthor Recommendation/

Action

A.2.1 P. Johnson Thank you letter Information

Respectfully submitted, Carol Cooley___________________________

REPORT TO: Saskatoon Public Library Board

MEETING DATE: April 17th, 2019

SUBJECT: Consent Agenda



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SPL Board Agenda_PublicApril 17, 2019 Page 5

MINUTES of the

SASKATOON PUBLIC LIBRARY BOARD

The Saskatoon Public Library Board met on Wednesday, March 20, 2019, in the Meeting Room, Frances Morrison Central Library.

Present: Lisa Erickson, Chair Robyn Robertson, Vice Chair Councillor Gough Brett Bradshaw Nicholas Kaminski Cheryl Starr Carol Cooley, Director of Libraries & CEO Janice Hiebert, Recorder

Regrets: John Thronberg

Guests: Janna Sampson, Director, Marketing & Communications Beth Côté, Director, Public Services Laura Warner, Director, Corporate Services & Facilities Scott Gregor, Director, Finance Audrey Sanders, Director, HR

L. Erickson, Chair called the meeting to order at 4:05 p.m.

AGENDA

Addition to the Agenda: E.1 Director’s Report Verbal Update

Moved by C. Starr, seconded by R. Robertson THAT the Agenda of March 20, 2019, be approved as circulated, including any items removed from, or added to the Agenda.

Carried.

Consent Agenda Moved by N. Kaminski, seconded by B. Bradshaw THAT the Consent Agenda of March 20, 2019, be adopted as circulated, less any items requested for separate review and discussion.

Carried.

Previous Minutes Moved by R. Robertson, seconded by B. Bradshaw THAT the Saskatoon Public Library Board minutes of February 13th and March 6th, 2019 be adopted as circulated, including any revisions to be made.

Carried.

No declaration of conflict of interest.

B DEPUTATIONS/PRESENTATIONS/PUBLIC MEETING

None

C NEW BUSINESS

C.1 Rusty McDonald Public Open House

C. Cooley reported that the Rusty McDonald Public Open House was well attended; B. Cote, L. Warner,and RM Branch Manager Sarah Donald attended. Patrons were enthusiastic about the branch visuals on


A.3

display. One comment that was made by a patron was the scope of the project, a true renovation of the space.

J. Sampson added that compared to other similar SPL events the attendance was high. There wereseveral tech pieces available for patrons to test.

Councillor Gough stated a number of people are anticipating using the space itself more. For example, students and quiet study space, will there be additional power outlets? Is this part of the scope of the project? C. Cooley confirmed it was. C. Cooley also stated patrons are interested in the modern feel of the renovation, similar to Round Prairie. The children’s area was designed to have some separation; there was added sound modification in the ceiling and the study carrels and booths are located in the rear of the library.

R. Robertson responded that there doesn’t seem to be a lot of input from the public regarding thecharacter or design features of the space. Going forward it would be nice to think about how we cantranslate that information, possible earlier in the design process related to public art. Potentially have anartist be involved in the design process giving a unique opportunity to illustrate or connect to thecommunity. This could be done through poetry or a piece of artwork. C. Cooley responded this could beincorporated into the budget.

N. Kaminski asked if there was any constructive criticism or feedback that stood out. J. Sampsonresponded there were a few questions and suggestions regarding programming in the Branch, but as faras the space, people are excited to see the improvements.

Moved by Councillor Gough, seconded by B. Bradshaw THAT the Saskatoon Public Library Board receive this report for information, discussion.

Carried.

C.2 Harassment Free Work Environment Policy

L. Erickson thanked the Governance and Nominations Committee for their work on this policy.

R. Robertson asked the Board if they had any comments they would like to incorporate. Governance &Nominations made minor edits to the language and added a few definitions.

Councillor Gough asked if this was an existing policy that is being updated. C. Cooley confirmed. Councillor Gough commented that the actual policy statement is very short; the majority of the content is in the appendix and suggested adding, “see Appendix A” to the statement.

C. Cooley stated when this policy is rolled out to the employees; it will be mediated by the manager.There is a process being developed that includes staff signing off acknowledgment of reading thepolicies and will be tracked.

Moved by Councillor Gough, seconded by R. Robertson THAT the Saskatoon Public Library Board adopt this policy with the amendment with reference to Appendix A in the policy statement.

Carried.

D. REPORTS FROM THE BOARD

D.1 Chairperson Updates

None

D.2 SLTA Report

STLA Report attached to the agenda package.


E. REPORT FROM ADMINISTRATION

E.1 Director of Libraries & CEO Updates

C. Cooley gave a verbal update on the Provincial Budget that was announced on March 20th, SPL isincluded in the Ministry of Education. SPL received an increase of 1.5% or $9,863 out of a total increase of$128,000 to the Public Library Sector in Saskatchewan. L. Erickson stated as a percentage the provincialgrant is approximately 3% of our budget.

C. Cooley reported there is a request from Saskatoon Business College to place a practicum student fromthe Graphic Design Specials Program at SPL. SPL is happy to support their request.

L. Erickson asked if SPL has a practice or policy in regard to practicum or placement students. C. Cooleyresponded that we do not at this time. If we can accommodate a request, we do. At some point in time,we will want to seek out other practicum opportunities. L. Erickson added there is a substantialinvestment federally in work-study placement for students announced this week.

R. Robertson asked if the students are compensated for work placements. C. Cooley responded they arenot; this is a practicum for credit as part of their program.

C. Cooley also reported a Community Librarian was working with Saskatchewan History & FolkloreSociety. The society passed along kudos to the library and the Board for the organizational structurechange that enabled this partnership to take place.

C. Cooley also stated SPL is working with Saskatchewan History and Folklore Society and theSaskatchewan Intercultural Associate, the partnership has received a $3000 grant to do multilingual storyseries.

Moved by Councillor Gough, seconded by N. Kaminski THAT the Saskatoon Public Library Board receive the verbal report for information.

Carried.

F. Business Carried Forward

F.1 Board Committee Appointments

L. Erickson reported at the February Board meeting Board Committee Appointments were discussed, anda motion was passed. There has been a slight change, Councillor Gough to Governance & NominationsCommittee and C. Starr to the Personnel Committee.

Moved by C. Starr, seconded by R. Robertson THAT the Saskatoon Public Library Board approve the Committee appointments as outlined.

F.2 Executive Committee Resolution

R. Robertson reported the Governance & Nominations Committee reviewed the draft resolution. C.Cooley stated the addition of the role of the Secretary and the statement, “following the meeting thecommittee will inform the Board as to the nature of the issue and the direction given to administration,notwithstanding privacy issues.”

Councillor Gough commented on the committee being named an Ad Hoc Committee and asked for clarification how this fits into that description. C. Cooley responded based on the SPL Board Bylaws there are standing committees and ad hoc committees. This would not be considered a standing regular meeting type of committee, only as needed. Councillor Gough responded this committee is more appropriately named an ad hoc committee rather than a standing committee.


R. Robertson asked if there was an addition regarding communication, responding in a timely mannernotwithstanding privacy issues or personnel. C. Cooley confirmed.

L. Erickson thanked the Governance & Nominations Committee for their work on this resolution.

Moved by N. Kaminski, seconded by B. Bradshaw THAT the Saskatoon Library Board receive this report for information, discussion; And that the Board approves the Executive Committee Resolution as recommended.

F.3 Deputation Revision

L. Erickson reported there is a slight change in language in the Deputation Resolution, presented is boththe current and proposed language.

Councillor Gough commented that the term Deputation is commonly misunderstood. The term deputation and delegation are used within the document, and the reference within the Board Bylaws and policies refer to public presentations to the Board as representations to the Board. Councillor Gough asked if the word deputation can be changed to representation and make a change to the Bylaws to read patrons wishing to address the Board would use the form “Request to Make a Representation or Presentation” which is more commonly used and understood.

L. Erickson stated the proposed language deals with the challenge of previously discussedcorrespondence and suggested the amendment can be approved, and requested Governance &Nominations Committee to review the congruence between the policies and bylaws.

Moved by Councillor Gough, seconded by B. Bradshaw THAT the Saskatoon Public Library Board receive this report for information, discussion; And that the Board approves the changes to the Request to make a Deputation form as recommended.

Moved by Councillor Gough, seconded by R. Robertson THAT the Saskatoon Public Library Board direct Governance & Nominations Committee review the Deputation form and related policies to consider plain language and language congruency.

IN-CAMERA SESSION

Moved by N. Kaminski, seconded by B. Bradshaw THAT the meeting move in-camera for the purpose of addressing matters pertaining to Economic/Financial – Land as permitted under Sections 17(1)(d) and (e) of LAFOIPP and matters pertaining to Labour/Personnel under Sections 16(1)(c) of LAFOIPP.

Carried.

Board moved in-camera at 4:31 p.m.

Board moved into public session at 6:43 p.m.

Moved by B. Bradshaw, seconded by C. Starr THAT the Saskatoon Public Library Board proceed with the development of the NCL Business Case as Discussed.

Carried

ADJOURNMENT Moved by C. Starr, seconded by B. Bradshaw THAT the Saskatoon Public Library Board does now adjourn at 6:43 to meet again April 17th, 2019 at 4:00 p.m., Frances Morrison Central Library, 311-23rd Street East, Saskatoon or at the call of the Chair.

Carried.

_____________________________


A. Recommendations

That the Board receive this report for information and action.

B. Background

The role of Vice Chair is vacant with the departure of R. Robertson. Therefore, an election is required to elect a new Vice Chairperson.

A description of the role is attached.

C. The Saskatoon Public Library’ Strategic Plan

Goal #4-Preparing for the future.

Our business processes are modernized, and our use of resources is optimized.

D. Budget Impact

N/A

E. Attached

1. Role Description – Vice Chairperson

Respectfully submitted,

C. Cooley____________________________________Signature

REPORT TO: Saskatoon Public Library

Board

MEETING DATE: April 17 2019

SUBJECT: Election Board Vice Chair



C.1

6.5. Absence from Meetings

Board members are expected to attend meetings regularly. A Board member who anticipates being absent from any meeting must notify the chair in advance. A Board member who misses two successive regular meetings shall advise the chair of the reasons for the absence, and the Board shall consider the circumstances and either

i. pass a resolution authorizing that person to continue as a memberuntil the next meeting; or

ii. notify Council that the person has ceased to be a member inaccordance with the Act [IV.13(6)].

7. Board Officers

The officers of the Board are the chair, the vice chair, and the secretary/treasurer.

7.1. Chair

The Board shall elect one of its members as chairperson at its annual meeting, to preside at meetings of the Board. The term of the chair is one year [IV.14(1)-(2)]. The term is renewable.

7.2. Vice Chair

The Board may also elect a vice chair to preside at meetings in the absence of the chair. The term of the vice chair is one year, renewable.

7.3. Secretary/Treasurer

The CEO is the secretary to the Board and to all of its committees, without vote [IV.15], and also acts as treasurer to the Board, with responsibility for preparation and presentation of financial statements, budgets and estimates.

7.4. Signing Officers

Signing officers for the Board are any two officers of the Board provided only that they do not have a conflict of interest in the matter.

8. Meeting Procedure and Voting

8.1. Frequency

The Board meets at least once every three months, and may meet more frequently as it considers necessary [IV.16(1)].


j.hiebert

Highlight

Committee: Governance and Nominations Committee

Type of Committee: Standing Committee

Date Approved: January 20, 2016

Date Revised: June 15, 2016

Purpose

The Governance and Nominations Committee exists to assist the Board in developing and maintaining effective governance documents and processes.

Membership, chair and secretary

The committee will consist of no fewer than 3 and no more than 4 Board members, to be appointed annually by the full Board.

The vice chair of the Board will normally chair the committee.

The chair of the Board is a voting member, ex officio, in accordance with the Bylaws.

The CEO is secretary to the committee (non-voting) in accordance with the Act.

Meetings

The committee will meet at least 2 times per year, and at the call of the committee chair or at the request of the CEO or of any member.

Meetings are held in closed session. Board members who are not members of the committee may attend with voice but no vote. At the discretion of the committee, resource officers and external consultants may be invited to attend and to assist in the discussion and consideration of matters before the committee.

In accordance with the Bylaws, quorum is 2 members. The Board chair, as an ex officio member, may be counted for the purpose of quorum.

Accountabilities and Responsibilities

1. To review the SPL Board’s bylaws, committee structure, committee terms of reference,and governance resolutions on a regular basis, to ensure that they are current, relevant,and reflective of sound governance practices, and to recommend any proposed changesto the Board for approval.


j.hiebert

Highlight

2. To recommend the members of all other Board committees to the Board for approval.

3. To maintain a matrix of the skills, strengths and diversity that the Board as a whole shouldhave, and to identify potential candidates to apply to serve on the Board.

4. To identify the desired attributes of new appointments based on the matrix of skills,strengths and diversity, and provide this input to Council.

5. To develop a succession plan and role descriptions for the chair and vice chair and todevelop role descriptions for committee chairs.

6. To provide a comprehensive orientation to new members of the Board.

7. To identify and/or create opportunities for Board education and development that include

a. reinforcement of expectations for Board member conduct and responsibility;b. opportunities for strategic planning, generative thinking and risk identification;c. education on current trends and developments relating to Saskatoon Public

Libraries and to public libraries in general.

8. To develop a process for the annual self-evaluation of the Board, and to ensure theprocess is carried out and the results communicated to the Board.

9. To develop, in consultation with the CEO and the Board, a process for strategic planningfor the library that engages the library’s staff, Board and stakeholders.

Related policies and documents • City of Saskatoon Council Policy on Appointments to Civic Boards, Commissions,

Authorities and Committees and related procedures.• The following Board Governance Resolutions:

o Role and procedures for selection of the Board chair and vice chair*o Board member orientation, education and development*o Board skills, strengths and diversity matrix*o Board self-evaluation and peer evaluation procedures*o Board agenda and use of the consent agenda

* to be determined


A. Recommendations

That the Saskatoon Public Library Board approve the 2018 closure dates as recommended.

B. Background

Every year the Board approves our planned closure dates for statutory and observed holidays, early closures and one day per year for staff development.

There is a potential that September 30th may become a legislated statutory holiday. September 30th is included on the list as tentative.

C. The Saskatoon Public Library’ Strategic Plan

Goal #4-Preparing for the future.

Our business processes are modernized, and our use of resources is optimized.

D. Budget Impact

N/A

E. Attached

1. Closure Dates-2020

Respectfully submitted,

C. Cooley____________________________________Signature

REPORT TO: Saskatoon Public Library

Board


SUBJECT: Closure Dates



C.2

Closure Dates- 2020

Statutory & Recognized Holidays New Year’s Day Friday, January 1 Family Day Monday, February 17 Good Friday Friday, April 10 Easter Sunday Sunday, April 12 Easter Monday Monday, April 13 Victoria Day Monday, May 18 Canada Day Wednesday, July 1 Civic Day Monday, August 3 Labour Day Monday, September 7 Thanksgiving Monday, October 12 Remembrance Day Wednesday, November 11 Christmas Day Friday, December 25 Boxing Day Saturday December 26

Sunday Closures May 19th to September 6th

Early Closures:

Christmas Eve 5:00 New Year’s Eve 5:00

Employee Development Day Wednesday, September 23

Tentative-if legislated

National Truth & Reconciliation Day Wednesday, September 30


A. Recommendations

THAT the Saskatoon Public Library Board receive this report for information.

B. Background

1. The Ministry of Education provided funds to KidsFirst to partner with SPL andschools to promote early literacy development to families with kids 0-5 years ofage. SPL will host the majority of events. Family Literacy Fun Fairs arescheduled at Round Prairie, the Cosmo Civic Centre, Station 20 West, AliceTurner, Cliff Wright, and Mayfair.

2. Librarians from SPL attended a Faculty of Education Class at the University ofSaskatchewan. The purpose of the visit was to introduce future educatorsabout the resources available at the public library.

3. The Community and Neighbourhood librarians are hosting pop-ups at CivicCentres to promote library services. At the pop-ups the librarians are updatingborrower records, making new cars and promoting digital resources.

4. Our Welcoming Initiatives work unit partnered with the Saskatoon Council onAging to host a Volunteer Fair at the Saskatoon Field House. Our Friends of theLibrary group had a booth at the Fair.

5. Welcoming also attended the SODS Empowering Women Event – promotedSPL services and children’s tech programs to newcomer women in Saskatoon;and supported the SCOA Caregiver Workshop - supplied the Cliff Wright Librarymeeting room for the event at no charge, and presented on SPL resources andservices for caregivers; toured both the Public School Board’s SaskatchewanAlternate Media Format library and Newcomer Students areas, and discussedhow we could work together; and met with Faizul Khan, Computer SkillsProgram Worker from International Women of Saskatoon, to introduce digitaland print library resources that are relevant for their upcoming computer andjob skills training program.

6. Our Outreach Worker (also part of the Welcoming Initiatives work unit) hasbeen connecting with a variety of agencies to introduce this new role at theLibrary including the White Buffalo Youth Lodge, the Saskatoon Indian, andMetis Friendship Centre and the Saskatchewan Association of Social Workers.The Outreach Worker was also invited to speak to a social work class at theUniversity of Saskatchewan.

7. The Outreach Worker works at Dr. Freda Ahenakew one afternoon a week. TheOutreach worker has connected with several library patrons and had a referralfrom another agency.

8. Our second Outreach Worker starts on April 16th.9. Outreach statistics for March:

o There were 25 reports this month:o 14 new patronso 10 follow up appointments

REPORT TO: Saskatoon Public Library Board


SUBJECT: Director’s Report

PREPARED BY: C. Cooley


E.1

o One attempt by outreach to contact for follow up o Concerns involved housing, addictions, basic needs, mental health, and

personal matters. Personal matters included finding transportation, accessibility (worked closely with Accessibility Services office), researching health coverage, and working through a sexual assault.

o Requests came from FMCL (16), CK (1), DFA (4), and from other locations in the community (3)

o There were more self-initiated connections made this month compared to staff referrals. We were also able to connect with a few more patrons this month by reaching out to them and offering assistance.

10. Historically we provide storytimes at the Royal University Hospital Pediatrics Unit. This longstanding partnership has blossomed into a more robust partnership with the addition of storytimes in the waiting room and prescriptions for literacy. Details of the new projects are attached.

11. READ Saskatoon will be training our programmers at an all-day workshop in June. The workshop is titled “ Introduction to Family Literacy.”

12. Programmers are introducing a Father’s Day Tea Party and Paint nights for Mother’s and Father’s Day.

13. Overheard at paint night: “ These kinds of things are just so amazing. It’s what makes a place worth living in.”

14. Overheard at Evil Genius/CHEP cooking class at Mayfair from a 4-year-old: “We’re making good memories.’

15. Our Special Collections Librarian created two local history related summer programs for teens: Detective Day Camp and Time Machine Teens.

16. Our Community, Education & Partnership work unit is partnering with the Saskatchewan Ministry of Health, various Tribal Councils and community-based organizations to host a Provincial HIV Testing Day. Details of the partnership can be found in the attached report.

C. The Saskatoon Public Library Strategic Plan Goal #1: Inspiring Learning, Discovery & Creation Objective: Our programs offer opportunities that increase community knowledge & literacies. Goal #2: Connecting Communities Objective: We actively participate in community engagement initiatives to connect people to library services. D. Budget Impact E. Attached

1. Royal University Hospital Project Information 2. National HIV Testing Day Partnership

Respectfully submitted, C. Cooley ____________________________________












Documents

AGENDA: The Saskatoon Public Library Board Meeting · C. Cooley reported that the Rusty McDonald Public Open House was well attended; B. Cote, L. Warner , and RM Branch Manager Sarah