2023-08-25 Annual General Meeting of the Board
Northern Lights Library System Board
Northern Lights Library System
Also available online:
Meeting ID: 912 878 2619
10:00 AM Friday, August 25, 2023
Mission: Bringing the world to our communities by collaboratively providing efficient, effective, and exceptional library service.
Advocacy Slogan: Libraries: Value Beyond Words
Chair Contact Information: Jennifer Anheligher | firstname.lastname@example.org
1. Call to order & Quorum
2. Acknowledgement of Treaty 6 and Land of the Metis:
Northern Lights Library System respectfully acknowledges that the land on which we gather is Treaty 6 territory and a traditional meeting ground and home for many Indigenous Peoples, including Cree, Saulteaux, Niitsitapi (Blackfoot), Métis, and Nakota Sioux Peoples.
3. Approval of the Agenda
4. Approval of the minutes of May 26, 2023
5. Chairperson’s Report –Jennifer Anheliger
7. Alberta Library Trustee Association (ALTA) report –Jennifer Anheliger
8. Budget Vs. Actuals & Financial Management Report - James MacDonald
Briefing note: Budget lines over by 10%. (Computer Server Infrastructure 6114 & Computer Software 6121) This is the result of last year's late decision to adopt Deepfreeze and is an anticipated overage. The OROS expenditures are also over by 10% and anticipated as we draw down the reserve in that area.
6616 shows a negative budget line. This is an adjustment by the auditor from 2020. We understand that a membership fee was inadvertently charged twice that year.
Library levies are nearly all paid.
Board Development Moment
A webinar by the Alberta Library Trustees Association discusses the intricacies of library budgets. Experts include library consultant Dr. Margaret Law, Hank Smit of the Hinton Municipal Library Board and the Yellowhead Regional Library System, and Renee LeBlanc, Finance Manager at The Alberta Library.
This webinar is directed toward local library budgets, but much of the content can be related to system budgets.
9. Draft Budget
Briefing Note: Given the size of our board and the lengthy process of development and approval, policies are voted upon at the general board meetings as an omnibus motion. Board members may make a motion to remove 1 or more policies from the omnibus motion for individual vote. Policy changes will not be entertained at the general board meeting. Policies are either accepted or rejected by the general board. Rejected policies are returned to the Policy Committee for further review and work where appropriate.
POLICIES FOR REVISION:
- Section 1:1M - Sick/Personal Days
Briefing Note: The intent is to remove as much duplication with Alberta Labour Standards as possible and simplify the language.
- Section 1:2D - Pandemic Situation renamed the Emergency Management
Briefing Note: A shift from the specific pandemic language to a more comprehensive policy relating to public health emergencies.
- Section 1:3J - Internet and Computer Usage
Briefing Note: The amalgamation of the Spyware and Spam Control Policy.
- Section 1:1H - Overtime
Briefing Note: Removal of everything already covered in Alberta Labour Standards. Shift to a group overtime agreement (template from Alberta Government)
- Section 2:1B - Governance
Briefing Note: Incorporates the Policy Development policy into the Governance policy and simplifies the governance language. It also removes Executive Committee term limits that are more stringent than the legislated requirements.
- Section 1:1J - Vacation
Briefing Note: Added language to require the establishment of vacation schedules twice each year. The requirement to use carry-forward vacation before mid-year included.
- Section 2:1M - Records Retention
Briefing Note: Simplifies the language and moves to a digital-first strategy in records retention. The retention schedule also changes.
POLICIES TO DELETE
- Section 1:3K - Spyware and Spam Control
Briefing Note: Amalgamated into the Internet and Computer Use Policy
- Section 2:1N - Policy Making
Briefing Note: Amalgamated into the Governance policy
11. Next Meetings
Friday, November 24, 2023 (ONLINE) 10 am
Friday, October 13, 2023, at 10:00 am - in Cold Lake (online option available)