ALTA’s Board Minutes

ALBERTA LIBRARY TRUSTEES ASSOCIATION
Board of Director’s Face to Face Meeting
Spruce Grove, Saturday, June 15^th, 2019
10:00 am – 3:00 p.m. Consent AGENDA

(In attendance, Colleen McClure, Lennox Gomes, Tanya Pollard, Jennifer Anheliger, Bob Green, , Beth Gillis,)

(Regrets, Vic Mensch, Ernest Mudie, Jocelyn Phu, Jane Skocdopole, Geoff Ball, Jocelyn Pelkey, Jen Anderson)

1. Call to order – Tanya 10:12 am

2. Approve Agenda

  Motion by Bob, to accept the agenda as changed, CARRIED

3. Approve March 28^th, 2019 Minutes

 Motion by Bob, second by Beth, CARRIED

4. Consent Agenda

a. The President’s Report – verbal report
b. The Executive Director (ED) Report as circulated

Reports approved by consensus 

5. Projects

I. Operations, (policies, job descriptions, commitment letter)

• New incoming Board Members need to be mentored, possibly Vice-President?

Policies

• Took out policy 2.74
• 3.1 wording changed title to ED, formerly Senior Administrator
• Executive Committee comprises of President, Vice-President
• Board Meetings changed to include two annual face to face meetings
• ED job description needs to be reviewed
• Updating policies up to 3.1
• Board letter of agreement (as approved at February meeting) needs to be redrafted and the following added; meeting dates, calendar of events, job description and zoom contact. Tabled to September Board meeting to approve the changes, followed by circulation, signatures and filing.
• Policy changes, motion by Jen to adopt the amendments for 3.3 as presented, CARRIED
• Changes to 2.5, 2.7 and 3.1
• Motion by Colleen, policy 3.3.3 indicate ED prepares monthly report for Board approval. CARRIED

Welcome package 

• Welcome package for new incoming board members should also include; meeting dates, calendar of events, polices on board attendance, contact list, zoom information and letter of agreement. 
• Mentors are needed for incoming board members, suggested Vice-President could fulfil this role

Memlink Contract (ALTA Website/Database)

Motion by Jen to approve severing the contact with Memlink to oversee our database and website.  Bob added, and associated new purchases with new software. CARRIED.

II. Education

• 2016 Trustee Handbook. Post on Google doc. 
• Board will review, add comments to revise, updated information, content review etc.

LAA – United Library group

• Looking for an ALTA representative to keep the spirit going.  
• Jenn has volunteered

III. Membership

• 2019 membership list of paid members to be sent to Board members in Excel sheet format.
• Stats from Jon with the number of ALTA members in 2018 and 2019.
• Board has also requested the letter of commitment to be sent out.

IV. Partners/Stakeholders

• PLSB – Partial funds to be distributed, ALTA hasn’t received anything yet

• ALC 2019, 193 Trustees attended, surplus is very marginal 
• ALC 2020 -Theme is Vision 20/20
• ALC 2020Conference fees will increase

RMA/AUMA

• AUMA is Sept 25 -27, 2019
• Jenn will represent ALTA  at AUMA (heather will let Linda know Jenn is attending)
• RMA is March 16-18, 2020

New Alternate for Area 1 (Peace): Camille from Hines Creek.

Motion by Jenn to accept the nomination of Camille for Area 1. CARRIED

V. ALTA Board 

• New Alternate for Area 1 (Peace): Camille from Hines Creek.

Motion by Jenn to accept the nomination of Camille for Area 1. CARRIED

• 2019 ALTA Executive
• Vice-President, Lennox will remain as Vice-President for 2019
• Treasurer position will not be filled

Financials

• Motion by Bob to accept the May 31^st financials as presented.  CARRIED

Fall & Spring Calendar

September 2019

• No ALTA Board Meeting
• September 20^th, YRL Conference – Tanya & Heather
• September 26 & 27 Rural Libraries Conference – Tanya
• September 20^th, Parkland – Jenn
• September 25 & 26 AUMA – Jenn
• NO NLLS Conference this year

October 2019

• October 5^th, face to face ALTA Board meeting in Morniville, please know you can also zoom into this meeting if you are not able to travel into this meeting.

November 2019

• November 21^st, Shortgrass Meeting, Tanya invited to ZOOM into the meeting
• November 28^th, ZOOM Board meeting starting at 6:30 p.m.

December 2019

• No Board meeting

2020 Calendar

• February PLSB Symposium
• March 5-7 – Chinook Arch Conference
• March 16-18, RMA Trade Show
• April 23-26, ALC 
• May 28 & 29 – NLLS Conference

2019 Fall Projects

• Trustee Handbook, revise, update and add content

Advocacy Discussion with Karla, YRL Director

See TAL Podcast on Advocacy as discussed by Punch Jackson and Dr Margaret Law

Advocacy “It’s A Way of Thinking”

Click here to see the podcast.

• TAL – Role in providing marketing information
• Tal is currently developing a briefing book, ALTA could be involved?
• Dr Margaret Law is available to work with ALTA, however additional funding maybe needed to cover the costs
• Punch Jackson is also available for further discussions

ALTA has access to trustees and trustees have responsibility to DO Advocacy!