Executive Blog

View All News

2024-06 14 Executive Meeting AGENDA

June 4 2024

2024-06 14 Executive Meeting Agenda

Meeting Agenda- Executive Committee Meeting

Meeting Information

This meeting is in-person with an online option for those who cannot travel and the public.

Join Zoom Meeting

Meeting ID: 912 878 2619
Passcode: Executive

Agenda in FULL

Date: June 14, 2024
Location: Newbrook, AB

Attendees: Jenn Anheliger (Chair), Barbara Smith, Maxine Fodness, Leslie Cusack, Matthew McLennan, Kelly Chamzuk, Vicky Lefebvre, Josh Crick, Curtis Schoepp and Dwayne Spicer


Guests: Jodi Dahlgren (LMC Chair)

Staff: James MacDonald, Terri Hampson

Call to order 10:00am

  1. Land Acknowledgment 

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.

2. Approval of the agenda

3. Approval of previous minutes of 2024 04 12

4. Chairs Report (verbal) – Jenn Anheliger

5. Financial Report - James MacDonald
Briefing Note: 
We received our provincial grant in the nick of time. It came very close to an inability to cover payroll. We worked with the bank to ensure we would not bounce any of our financial obligations. We might consider a line of credit for the future to cover these scenarios. 

No new budget lines are over expended. Vehicle maintenance, and building maintenance are over expended. This is a result of large capital purchases in both lines.

Draft Motion: move to accept the financial report as information.

6. Line of Credit
Briefing Note: $100,000 Line of Credit, prime +2% and $40.00 month charge. $147 a year thereafter Require motion to approve the borrowing and it needs to be signed by 3 board members. Rest of paperwork can be signed by 2 signing authority.

Other Option is move to a second bank account at 5.05% on the first amounts below $1.5M on deposit and 5.15% on amounts above that 

DRAFT Motion: move to approve acquiring a $100,000 line of credit.

7. Election of Treasurer
Briefing Note: With Larry Tiedemann's departure from the executive committee we need to elect or appoint a new board treasurer. The role of the board treasurer is outlined in our policies.

DRAFT Motion: move to appoint xxxxx as the treasurer of the board for a one year term.

8. IAC Meeting Report 
Briefing Note: We held our first Indigenous Advisory Circle Meeting at the Stanley Milner Library in Edmonton on May 24th. The meeting gave us some excellent insights into further development of the GoLibrary self-registration website. We intend our nest meeting to be held at NLLS headquarters. We had an initial 8 members RSVP to the meeting in Edmonton. Four people ultimately attended. Three of the attendees will join us on a panel at the upcoming Stronger Together Conference.

DRAFT Motion: move to accept the IAC Meeting report as Information.

9. On Reserve On Settlement OROS budget discussion.
Briefing Note: The grant comes to us essentially in two portions: $4.75/capita for system operations (we budget about half of this for direct outreach to Indigenous communities - the other half supports basic system services), the other portion is $5.60/capita and is intended to be allocated to local library services - most often sent to local library boards under an MOU with the system.

We intend to allocate up to 10k from the $5.60 portion of the budget to establishing a library services contract with Blue Quills University. This is in the very early phase of discussions.

Fishing Lake is establishing a library board. Should they establish a board we recommend that the board use the grant to cover another 3 years of system levy costs with the OROS grant.

DRAFT Motion: Move to approve the 2024-25 On Reserve On Settlement budget as presented.

10. Stronger Together Attendance
Briefing Note: 
This year the conference will be held at the Double Tree in West Edmonton on October 3-4. We generally budget to send two Executive Committee members to the conference. We hope to select these members at this meeting.

DRAFT Motion: Move to approve the attendance of xxxx and xxxx at the Stronger Together conference and to cover the costs of their attendance as per our budget and policies.

11. Discovery Layers
Briefing Note: 
TRAC has identified a significant shortcoming in our online catalogue. The catalogue has not had a significant upgrade since its adoption in 2008. There are a number of "Discovery Layers" available of library catalogues that dramatically enhance library catalogue services. We are currently exploring a product by Innovative Interfaces (Polaris) called Vega and a product called BiblioCommons. The acquisition of a discovery layer is essential to reduce barriers to accessing the massive library collection we've invested in. However, it will come at a cost. We will talk about possible ways to fund this service enhancement. The acquisition of a discovery layer meets several of our strategic directions, including:

    • Provide convenient access to accurate and relevant information and training
    • Cultivate efficiencies in our services, and explore new opportunities and resources 
    • Improve relationships with technology that facilitate engagement and connection 

Both the Vega and Bibliocommons discovery layers were recently demonstrated to our libraries. THe Bibliocommons vendor helpfully split up the long webinar they gave into shorter and more palatable videos. These can be viewed online here. We will watch two or three of these during the meeting to get a sense of this new technology.

12. Princh Wireless
Briefing Note: 
For many years now our libraries have been asking for a wireless printing solution. We launched a pilot project several months ago with a wireless printing solution "Princh Wireless." The Library Managers Council reviewed the outcomes of the pilot project and discussed the possibility of rolling the service out system wide. The biggest barrier to adoption is the cost. We'd like to further pilot the service but will need as much as 16k in funding to do this.

Draft Motion: move to approve the Princh Wireless pilot project at a cost of up to $17,000.

13. Book Allotment Recommendation
Briefing Note: At the Library Managers Council on May 22 they discussed a potential change to how we expend the book allotment funds ($2.15/capita). The LMC recommends that starting in 2025, seven percent of each library's allotment be set aside for Overdrive purchases to be managed by NLLS staff. The recommendation was unanimously adopted by the LMC.

Draft Motion: Move to accept the recommendation of the Library Managers Council to establish a digital book allotment fund from the current book allotment to be managed by NLLS staff.

14. Next Meetings

Executive Meeting Schedule

Board Meeting Schedule

Feb 9, 2024 at 10:00 am - Paradise Valley Feb 23, 2024 at 10:00 am - Online
Apr 12, 2024 at 10:00 am - Bonnyville May 22, 2024 at 10:00 am - In Person
Jun 14, 2024 at 10:00 am - Newbrook Sept 11, 2024 at 10:00 am - In person
Aug 9, 2024 at 10:00 am - Gibbons Nov 29, 2024 at 10:00 am - online
Oct 11, 2024 at 10:00 am - Wainwright  
Dec 13, 2024 at 10:00 am - Headquarters  

15. Standing in-camera meeting (personnel - Executive Director evaluation)

16. Adjournment.