Board Meeting Minutes

Board Meetings are usually held at 7:00pm at the Crossfield Municipal Library on the third Wednesday of January, February, March, April, May, June, September, October and November.  All meetings are open to the public, and the most recent approved meeting minutes will be posted here.  (Previous meeting's minutes can be viewed in person at the Library).  For any date changes, please check the calendar on the Library website at the top of the right hand column.
November 2017 Minutes - Approved

Crossfield Municipal Library Board Meeting
November 1, 2017
Location: Library
In attendance: Lorea Anderson, Ken Gosling, Janice Graham, Lisa McNeil, Brenda Rosvick, and Jo Tennant
Guest: Val Palmer
Called to order at 7:00 pm.
Brenda requested to add discussion on AMSC Insurance to the Agenda
MOTION by Janice to accept Agenda, VOTES all in favour
MOTION by Brenda to accept September Minutes, VOTES all in favour
Val Palmer is a guest, but would like to join the Board again, so Jo will forward her name to Town Council
-          majority of the work is completed, a few things to still be settled
-          book movers completed the job in three days, though had estimated 4
-          they came on the fourth day to help move things around inside the new space
Grand Opening
-          scheduled for November 18, 10am-1pm
-          Lorea and Jo to send along invites to our special guests
-          food and door prizes
-          Ken to connect with Carmen about food and drinks
-          estimate 100 people to come
-          Lorea to get a Costco cake
-          special thank you gift cards to Russ Nash and Mark Lang for all the work they did
-          we’ll have some local authors there for book signings
Room Rental Agreement
-          some minor edits to this agreement, but it’s pretty settled now
-          will revisit in the spring after we’ve used it for some time
-          Liability Insurance
o   Town only needs it for the Community Hall if liquor is being served
o   our insurance does cover some
o   add a line to the room rental agreement indicating if the renter has it or not
-          Fees
o   non-commercial venture during library hours will be free
o   non-commercial venture outside library hours, $10/$15/$20/$30 (depending on size of room)
o   commercial venture any time, $20/$30/$40/$60
-          MOTION by Brenda to use charge Room Rental fees as discussed, VOTES all in favour
-          MOTION by Ken to use the updated Room Rental Agreement, VOTES all in favour
-          MOTION by Brenda to update Schedule A in the Bylaws to include the room rental prices, VOTES all in favour
Policy on Age
-          Marigold’s age of 14 for TRAC cards is for the community libraries they operate, individual libraries can choose their own age, it is not a system-wide policy
-          discussion on this to be tabled until the new year
Dress Code
-          this is a staff personnel issue, not needed as part of library policies
-          FCSS request due in two weeks
Building Insurance
-          MOTION by Brenda that we submit a request for cancellation of general liability and contents insurance with AMSC effective December 31, 2018 (14-months from now), VOTES all in favour
-          Brenda to shop around for different insurance quotes
2018 Budget
-          current budget that Brenda has put together we are about $50,000 short, wages being our biggest expense with other budget increases due to janitorial and utilities in the new building
-          this will be the first year without the building reserve or large grants to fall back on
o   grants are usually for a specific project, so we’re likely to receive less funding here
-          Rec Board has not responded about what they’ve decided about our supporting our programs
o   Brenda to follow-up
-          Brenda has completed a tentative budget for programs for FCSS and Rec Board applications
o   adjusted for increase to minimum wage
-          wages increasing
o   minimum wage increased again
o   new rules on paying holidays
o   double staffing increases the budget by about $17K
-          may need to consider cutting some of the less attended programs
-          could we find a sponsor for certain programs like Lego Club or Robotics
-          Brenda to put together a bare bones budget of the most basic operating costs, plus options for different scenarios of reducing hours (e.g. closed Fridays and/or Saturdays, opening later)
-          Email from Enmax confirming our sign-up with them for electricity and natural gas services
-          Thank you card from the Crossfield Legion for our donation to the poppy fund
-          Letter from Municipal Affairs for the 2017 Library Operating Grant of $16,650
-          Letter from Intact Insurance with a $500 volunteer donation on behalf of Brenda Rosvick
-          Copy of letter sent to CFEP for support of a new facility for Marigold main office
-          Letter from Marigold for the Service Grant of $2431.67
-          Letter from Municipal Affairs asking for nominations for the annual Minister’s Awards for Excellence in Public Library Service
-          Letter from Town of Crossfield that following the recent Council elections, Mayor Jo Tennant is our Council rep and Councillor Glenn Price is an alternate
Meeting adjourned at 9:57 pm.  Next meeting will be on November 22 starting with a potluck supper at 6pm.
Submitted Reports
Librarian’s Reportsubmitted by Lorea Anderson
Number of books (Sept)                                 2620 (166 less than Aug)
Number of patrons (Sept)                                 937 (265 less than Aug)
Number of computer users (Sept)                    145 (99 less than Aug)
Number of memberships sold to date               578 active
            Since October 16, 43 renewals, 45 new memberships
*Only open 21 days in September
New Library
We had 195 people through the doors on opening day and for the 14 days we have been open in October we had 986 patrons through the door. Many, many compliments! Unfortunately, some items remain outstanding: Airdrie Glass was up today to measure for the broken window panes and the front and back doors. They will send Russ their estimate and time frame. The large building signs and the building trim will be installed at the earliest this Friday November 3. However, the company won’t be able to do it when the temperature is below zero (because of the adhesive they have to use), so will hopefully get on it as soon as it warms up again. I will be looking into having one of our local print shops create a plastic “cling” sign for the front door and suggested to the Chamber that this might be something they would like to do as well. We remain without RISE equipment or wi-fi upstairs, but Marigold IT is expected tomorrow and hopefully we will have some of this taken care of.
Public Computers
There have been several days where after school we had far more students wanting computers than we had computers, as well as the usual trouble makers causing issues and so I had Marigold IT install “Cybrarian” software, that basically limits your time on the computer to half an hour unless you ask for an extension. I’m hoping that we can hold these extensions out as the “carrots” for good behaviour. The “problem children” seemed to take exception to the limiting of their time and misbehaved enough to get themselves banned AGAIN.
Both Lego and Robotics programs were to resume this week. Lego attendance was only 4, but it was also Halloween. We had 2 show up for the Robotics club, but Nathaniel was a no-show. Said he was so busy at school and at home that he forgot he was doing Robotics today. This is the first time this has ever happened. I spoke with Barb Code regarding the Adult Book Club and she said that they probably wouldn’t be making any changes before the new year as to location of their meeting, etc. She said she would update me to start advertising book choices, etc. when she knows more.
New Staff
The results of our staffing search provided us with 3 new employees: Cobi Kristianson who will be working Thursday mornings and doing relief coverage as she’s able, Kain Richards and Delaney Grant, both students, will be working evenings and Saturdays.
Formalization of Dress Code Policy
(Draft) Appropriate Clothing
Crossfield Library employs as “relaxed business casual” dress code policy. The following guidelines must be followed at all times:
-          Clothing must be free of provocative images or text
-          Clothing must cover the leg to just above the knee
-          Footwear appropriate to the task at hand must be worn
-          Clothing that reveals one’s back, chest, stomach, underwear or excessive cleavage is not appropriate
-          Clothing that is meant for recreational or exercise activity is not appropriate
-          Torn, dirty, or frayed clothing is not appropriate
-          When handling materials, moving furniture or involved in cleaning activities, wear footwear that prohibits injury. This requires closed toes, non-skid soles and low heels with adequate support.
Whenever staff is interacting with anyone outside the Library, we try to present a more professional appearance (no jeans) and, where appropriate, name tags are to be worn.
1.      An employee may be sent home to change his or her clothing and/or improve their appearance before returning to work if the supervisor feels that the employee is no adhering to the Library’s standard of personal appearance.
2.      Repeated non-compliance may result in disciplinary action up to and including termination.
Treasurer’s Reportsubmitted by Brenda Rosvick
As of Oct 1 Town is responsible for the old building and the library is responsible for the new building: 
-          Utilities: signed up with EasyMax for both gas & power
-          Insurance: - swapped buildings with Town. Town insures old building with whatever is left there. With new building, shelving on the walls is permanently attached so is part of the building; 'furnishings and equipment' limit is reduced to $50K
-          Phone: signed up with Shaw
For the YTD, any budget items with no comments are on track for year end. The building reserve is depleted this year; all funds are going towards the new library. For the grants, I hope to meet with Russ in November, to review invoices that Town paid, to ensure that I include all the ones that I can.