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2023-02-24 General Board Meeting Minutes

February 24 2023

Northern Lights Library System Board - Regular Meeting

Northern Lights Library System Via Zoom

10:00 AM Friday, February 24, 2023



Mission: Bringing the world to our communities by collaboratively providing efficient, effective, and exceptional library service.

  1. Call to order [10:00 am]

  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.

  1. Quorum - Board Attendance

  2. M1- Dwayne Spicer moves the Adoption of Agenda, all in favor, carried. 

  3. M2- Kelly Chamzuk moves to accept the Minutes of the November 25, 2022 NLLS Board meeting all in favor , carried. 

For Information


  1. M3 - Jennifer Johnson moved to accept the Auditor’s Report, all in favor, carried. 

    Auditor's Presentation | Draft Financial Statements | Audit Findings Report

    Briefing Note: 
    The report will be available after the 20th. Metrix Group LLP: "In our opinion, the accompanying financial statements present fairly, in all material respects, the financial position of the Library System as at December 31, 2022, and the results of its operations and cash flows for the year then ended in accordance with the Canadian public sector accounting standards for government not-for-profit organizations."

    "In connection with our audit of the financial statements, our responsibility is to read the other information and, in doing so, consider whether the other information is materially inconsistent with the financial statements or our knowledge obtained in the audit or otherwise appears to be materially misstated. If, based on the work we have performed we conclude that there is a material misstatement of this other information, we are required to report that fact. We have nothing to report in this regard."

  2. M4- Barbara Smith moves to accept the verbal Chairperson’s Report - Vicky Lefebvre as presented, all in favor, carried. 

  3. M5- Sandra Nicholson moves to accept the  Library Manager’s Council (LMC) report – Jodi Dahlgren as presented, all in favor, carried. 

  4. M6- Josh Crick moves to accept the Alberta Library Trustee Association (ALTA) report – Jennifer Anheliger as presented, all in favor, carried. 

  5.  M7- Edie (Edith) Yuill moves to accept the 2023 Implementation Plan, all in favor, carried

    Briefing Note: the Executive approved the system’s big annual goals on February 10th. The implementation plan outlines the goals and actions required to meet the strategic directions and priorities set by the Board.

  6.  2022 Annual Service Survey 

    Briefing Note: The survey was conducted in late 2022 and it appears that we had the participation of every library manager. 49 participants indicated that they were library managers. See the Survey Report for an analysis of the results and recommended actions.

    Please read the survey report in advance and come with any questions concerns, or comments.

  7. Library Systems’ Advocacy Committee

    Briefing Note: The 7 systems met on January 19th and adopted a systems advocacy guide, a advocacy brochure/takeaway, and a logo/slogan for further promotion. We encourage all board members to familiarize themselves with the contents of the plan and their role in it. Yellowhead Regional Library System produced this excellent questions sheet for those given an opportunity to ask questions of candidates.

For Decision

  1. M8 - Kelly Chamzuk moves to approve the Annual Provincial Reports for the system and each if its service points as amended, all in favor, carried.

    Briefing Note: We are required to produce and submit annually a report of system services as well as reports for service points run by the board. These reports must be approved by the Board before submission to the province. The Executive is empowered to make such approvals on behalf of the Board. The reports will be brought to the Board at the February 24th meeting for adoption.

    Please read these reports in advance and come to the meeting with any questions, concerns, or comments.
  1. M9-Loraine Berry moved to accept all additions, deletions and amendments to the Policies presented, all in favor, carried. 

    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.

    The Executive Committee recommends the following new policy be adopted

    Terms of Reference - Indigenous Advisory Circle Mandate

    Briefing Note: This new TOR establishes an Indigenous Advisory Circle to assist the Board with establishing and delivering library services for Indigenous communities in the NLLS region.

The Executive Committee recommends the following updates to policies be adopted

Terms of Reference - Procedural Policy
Briefing Note: Added procedures for the board and its committees to call for and vote on motions via email, outside of regular Board or committee meetings.

Section 3:1F - Corporate Credit Cards
Briefing Note: This policy integrates Sec 1:1C Staff Expenses and Reimbursement with the Corporate CC policy. Several grammatical updates are made as well as updates to reflect changes in procedure. 

Section 3:1B - Accounting and Audit (name change to Financial Matters)
Briefing Note: This policy will combine the following financial policies: Accounting and AuditFinancial MattersInvestmentsPrincipleBorrowing Bylaw, and Banking under a single policy titled Financial Matters. The updates are largely clarifying - no substantive changes were intended. 

Section 1:1K & Appendix E - Benefits 
Briefing Note: Update to reflect the motion of the Board to cover health benefits premiums and clarify staff responsibilities around short and long term disability. Some grammar and clarifying edits.

Section 1:1L & Appendix - Leaves
Briefing Note: Clarification and simplification of the policy and alignment with current and future Alberta labour standards. We would delete the appendix and refer to the current Alberta labour standards on protected leaves.

Section 1:1T - Inclement Weather
Briefing Note: Clarification and organization of the policy, with grammar updates.

Section 1:3G - Political Activity
Briefing Note: Addition of two points regarding political activity outside of work and rental of building to political parties or causes.

Section 1:3U - Communication Protocol - Employee(s)
Briefing Note: Slight grammatical updates for clarity.

Section 2:1L - Freedom of Information and Protection of Privacy (FOIP)
Briefing Note: Slight grammatical updates, removal of erroneous hyperlink, clarification on when NLLS provides FOIP training.

The Executive Committee recommends the following redundant policies be deleted.

Section 1:3P - Privacy Issues
Briefing Note: This policy was incorporated into the Internet and Computer Usage Policy previously and its deletion was overlooked.

Section 1:1Q - Retirement
Briefing Note: This policy is unnecessary, the hiring of past employees that have retired is governed by Alberta labour standards.


  1. Plan of Service Committee

Briefing Note: The Plan of Service expires at the end of 2023. The Executive Committee has proposed that we form a Plan of Service Committee to develop our new 2024-2026 Plan of Service. The Committee’s Terms of reference stipulate the following structure:

  1. The Executive Director (as facilitator and committee support)
  2. The Chair and Vice Chair of the Board are defacto members
  3. 3 elected members of the Board

Additionally, the Library Manager’s Council has elected the following individuals and requests they be added to the committee:

  1. 1 library manager from a school-housed public library - D'Arcy Evans (Myrnam Community Library)
  2. 1 library manager serving a municipality of 3,000 or fewer residents - Tracy Woloshyniuk (Newbrook Public Library)
  3. 1 library manager serving a municipality of greater than 3,000 residents - Maureen Penn (Lac La Biche County Libraries)

Service on the committee is governed by our Committees of the Board policy. Honorariums, mileage, and meals are governed by our Board Honoraria and Expenses, and travel policies.

The 3 members of the Board to sit on the Plan of Service Committee will be nominated and elected now. Self-nominations are accepted and encouraged.

First call for nominations. [wait 30 seconds]

Dwayne Spicer, Wanda Cochrane and Josh Crick self nominate.

Second call for nominations. [wait 30 seconds]

 Nothing from the floor

Third call for nominations. [wait 30 seconds]

 Nothing from the floor

M10 - Maxine Fodness moves to cease nominations, all in favor, carried. 


  1. Next Meeting

Briefing Note: Our next Board meeting is the Annual General Meeting. There are several Executive Committee positions open for election at this meeting. These are:


Board Chair (currently filled by Vicky Lefebvre of the City of Cold Lake)

Zone 1 Rep (currently filled by Larry Tiedemann of the S.V of Mewatha Beach)

Zone 1 

Athabasca County

S.V. of Bondiss

S.V. of Sunset Beach

S.V. of Island Lake

S.V. of Island Lake South

S.V. of Mewatha Beach
S.V. South Baptiste

S.V. of West Baptiste

S.V. of Whispering Hills

Smoky Lake County

Thorhild County

Town of Athabasca

Town of Smoky Lake

Village of Boyle

Village of Vilna

Village of Waskatenau

Zone 3 Rep (currently filled by Dwayne Spicer from the Town of Redwater)

Zone 3 

Beaver County

Lamont County

Sturgeon County

Town of Bon Accord

Town of Bruderheim

Town of Gibbons

Town of Lamont

Town of Morinville

Town of Mundare

Town of Redwater

Town of Tofield

Town of Viking

Village of Andrew

Village of Holden

Village of Ryley


Officer-at-large (Currently filled by Curtis Schoepp of the S. V. of Island Lake)

Officer-at-large (Currently filled by Josh Crick of the M.D. of Bonnyville)

The number and type of officer-at-large positions will be made available in the following order:

  • Auto-seat for the City of Cold Lake
  • Officer-at-large Indigenous
  • Officer-at-large Summer Village
  • Officer-at-large

This meeting will be held in-person on Friday May 26, 2023 at Northern Lights Library System. We will be providing an online option for those that wish to attend virtually.

  1. Meeting Adjourned by Vicky Lefebvre at 11:06am. 

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