Executive Committee Meeting Minutes - Parkland Regional Library

Executive Committee Meeting Minutes
October 4, 2012
Present:
Debra Smith, Sheila Church, Jean Knudtson, Philip Massier,
Richard Poole, Randy Saler, Daryl Shillington, Janine Stannard
Absent with Regrets: Nathan Cooper, Lynda Haarstad-Petten
Staff:
Ron Sheppard, Anna Alexander
Meeting called to order at 10:05 a.m. by Smith.
1. Acceptance of the agenda:
Motion by Knudtson to approve the agenda as presented.
CARRIED
2. Acceptance of September 6, 2012 Executive Committee Minutes
Motion by Shillington to approve the September 6, 2012 minutes.
CARRIED
3. Status of AMBC
Sheppard gave an update on the status of AMBC. A meeting was held on September
18 for all consortium members where it was decided to terminate the consortium.
Four members decided to terminate their participation in the consortium by December
2012. Service to those members has been suspended immediately. Ten members of
the consortium agreed to pay money to Parkland to help wind down the collection.
AMBC is on the agenda for the Provincial Resource Meeting on October 11. It will
be discussed whether the Public Library Services Branch at Municipal Affairs will
pay for the continuance of the collection.
Motion by Poole to accept the report on the status of the Alberta Multilingual Book
Consortium for information.
CARRIED
Tim Spark entered the meeting.
4. Bulk Purchasing of Computers for 2013
PRL’s bulk purchasing of computers program has been very successful. Staff would
like to repeat this initiative. PRL staff would like to propose a one-time purchase of
computers in 2013 using PRL reserve funds exclusively. PRL received a $30,000
CIP grant in 2012 in support of our computers for libraries project. This money was
transferred to the Technology Reserve since it was too late to use for the purchase of
computers in 2012. With the new software PRL installed, staff can identify the age
and usage of computers in the member libraries and will know which ones need
replacing.

Staff would like to purchase 89 computers and five monitors for member libraries in
2013. Parkland plans to replace $6,720 worth of desktop computers at PRL’s
headquarters and $20,000 worth of servers. With these purchases added to the
computers for libraries, PRL would get better pricing from Dell. Dell’s year-end is
the end of January so these purchases would not happen until then. By the end of
these two years of computer purchases, all libraries should have no computers older
than 3-4 years. IT staff will work on retention schedules for libraries so libraries can
budget accordingly for computer replacement. With luck, the unit cost per computer
may be lower than anticipated.
Motion by Church to recommend that the PRL Board move up to $80,000 from the
Technology Reserve into Operating to purchase computer equipment for member
libraries in 2013.
CARRIED
Spark left the meeting.
5. Reallocation of Fund Account Levels
Sheppard reviewed the document in the package regarding the reserve levels and the
minimum/maximum levels. Currently two reserves are significantly above the
recommended maximum levels, the Building Reserve is over by $53,408.41 and the
Equipment/Furnishings Reserve is over by $19,294.43. The Technology Reserve is
also over by $900 but upcoming purchases will reduce this amount. PRL staff are
recommending that the dollar amounts over the maximum level in both the Building
Reserve and the Equipment/Furnishings Reserve be transferred to the Technology
Reserve in support of the anticipated purchases.
Motion by Knudtson that the Executive Committee recommends that the PRL Board
allow Parkland staff to reduce the Building Reserve level to its recommended
maximum level and transfer the excess funds to the Technology Reserve at 2012
fiscal year-end.
CARRIED
Motion by Stannard that the Executive Committee recommends that the PRL Board
allow Parkland staff to reduce the Equipment/Furnishings Reserve level to its
recommended maximum level and transfer the excess funds to the Technology
Reserve at 2012 fiscal year-end.
CARRIED
6. Strategic Plan Update
Sheppard reported on the status of the strategic plan. The strategic plan is not due
until June 2013. Sheppard is looking at the results of the March 1 st needs assessment,
reviewing plans of service of member libraries, and input from staff consultation.
The Board mandated that PRL complete a strategic plan with a work plan instead of
just a plan of service. The strategic plan includes items related to internal activities
and not just library services to members. The committee wanted to stay with the
same format as in the previous strategic plan.

The work plan will be reviewed yearly. Sheppard presented 5 goals. These goals are
similar to goals from the previous strategic plan. Each goal will have objectives with
timelines.
7. Lion’s Club Donations
Sheppard gave a short update on the Lion’s Club donations. Eighteen letters were
sent out and to date, two donations have been received, a donation of $300 from
Rocky Mountain House and a donation of $380 from Cremona.
8. Dates for 2013 Board Meetings
The Board meeting dates were reviewed. Included in the packages was a list of
holidays and conference dates. The Executive Meeting for the new Executive
Committee is set for December 6 at 10:00 a.m. All of the recommended dates were
acceptable to the Executive Committee.
9. Board Evaluation from September 6 Meeting
The board evaluation results from the September 6 th Board meeting were reviewed.
10. Board Meeting Agenda
The board meeting agenda for the November 8 th meeting was reviewed. A brief
board orientation will take place. Sheppard will do a short orientation which will
include the money flow, an update on the provincial initiatives, and a basic overview
of PRL.
A question will be included on the evaluation form asking for suggestions for short
orientation sessions topics.
11 Directors Review
Smith asked the staff members to leave the meeting.
Motion by Knudtson that Ron Sheppard be awarded a 2.5% raise and that he be
awarded one extra week of vacation above the yearly amount allowed in PRL’s
Human Resource Manual both to be effective January 2013.
CARRIED
12. Adjournment
Motion by Saler to adjourn the meeting at 12:20 p.m.
____________________________________
Chairman