AGENDA: The Saskatoon Public Library Board Meeting MEETING ... · 6/17/2020 · H. Adjournment...

AGENDA: The Saskatoon Public Library Board Meeting

MEETING DATE: June 17. 2020

MEETING TIME: 4:00 pm

LOCATION: Video Conference

PREPARED BY: Carol Cooley, Director of Libraries & CEO

A. Call to OrderWe are meeting on Treaty 6 territory and the homeland of the Métis and that as a LibraryBoard we affirm our relationship with First Nations Peoples and Métis Peoples of thisland.

A.1 Approval of Agenda

Recommended (Move, second)

THAT the Agenda of June 17, 2020, be approved as circulated, including any items added to the Agenda.

A.2 Previous Minutes


THAT the Saskatoon Public Library Board minutes of May 20, 2020, be adopted as circulated, including any revisions to be made.

A.4 Declaration of Conflict of Interest

B. Deputations / Presentations / Public Meeting

In accordance with Saskatchewan’s The Local Authority Freedom of Information andProtection of Privacy Act (LAFOIPP), The Saskatoon Public Library Board wishes toinform the public that all information including opinions, presentations, reports anddocumentation provided for or at a Public Meeting, Public Consultation, or otherPublic Process are considered part of the public record. This information may beposted on the Saskatoon Public Library’s website and/or made available to the publicupon request.

C. New Business

C.1 Pandemic Policy


THAT the Saskatoon Public Library Board approves the Pandemic, Public Health & Emergency Response Strategy.

SPL Board Agenda - PUBLIC June 17, 2020

C.2 Reopening Plan


THAT the Saskatoon Public Library Board approves the Reopening Plan.

C.3 Closure Dates 2021


THAT the Saskatoon Public Library Board approve the 2021 closure dates as

recommended.

D. Reports from the Board

D.1 Chairperson Update

D.2 SLTA Report

E. Report from Administration

E.1 Director of Libraries & CEO Report


THAT the Reports from Administration be received as information.

F. Business Carried Forward

F.1 Board Skills, Strength & Diversity (verbal)


THAT the Saskatoon Public Library Board receive this report for information, discussion, and direction.

G. In-Camera Session

Recommended (move, second)

THAT the meeting move in-camera for the purpose of addressing matters pertainingto Labour/Personnel under Sections 16(1)(c) of LAFOIPP and addressing matterspertaining to Economic/Financial-Land (Section 17(1)(d) and (e) of LAFOIPP.

Board moved in camera at:

Board moved into public session at:


H. Adjournment

Recommended (Move, second) THAT the Saskatoon Public Library Board does now adjourn at (time) p.m. to meet again Wednesday, September 16, 2020, at 4:00 p.m., Frances Morrison Central Library, 311 23rd Street East, Saskatoon or at the call of the Chair.


MINUTES of the

SASKATOON PUBLIC LIBRARY BOARD

The Saskatoon Public Library Board met on Wednesday, May 20, 2020, by video conference.

Present: Brett Bradshaw (Chair) Elise Truscott Hilary Gough John Thronberg Cheryl Starr Markel Chernenkoff Elizabeth Kuley Carol Cooley, Director of Libraries & CEO Jim Siemens Rachel Landriault (recorder)

Regrets:

Guests: Scott Gregor, Director, Finance & Administrative Service

B. Bradshaw, Chair called the meeting to order at 4:05 pm.

AGENDA Moved by C. Starr, seconded by J. Thronberg THAT the Agenda of May 20, 2020, be approved as circulated, including any items removed from, or added to the Agenda.

Carried.

Previous Minutes Moved by E. Truscott, seconded by H. Gough THAT the Saskatoon Public Library Board Minutes of April 15, 2020, be adopted as circulated, including any revisions to be made.

Carried.

No declaration of conflict of interest.

DEPUTATIONS/PRESENTATIONS/PUBLIC MEETING No deputations, presentations or public meetings.

C. NEW BUSINESS

C.1 Holds Lockers - Purchase

C. Cooley stated that SPL could not wait to order the holds lockers because the shipping andreceiving timeframe is lengthy, and they wanted to ensure they are in place for Phase 4 of theprovincial reopening plan.


A.2

H. Gough asked how the locations of Frances Morrison Central Library (FMCL) and Alice Turner (AT) were determined. C. Cooley indicated that since the Board report was prepared, the decision on proposed locations is under review. H. Gough appreciated the background provided and stated that she was pleased to hear that SPL is considering locations of services, in general, to ensure various services are offered across the city. H. Gough asked about the capacity of the holds lockers. C. Cooley responded that each set has 24 lockers. SPL is considering making them available for holds and by appointment. She indicated that the operational plans for these lockers would be shared with the Board when they are finalized. H. Gough asked if SPL intended to use the holds lockers before Phase 4 of the provincial reopening plan or if they would be utilized earlier. C. Cooley indicated that she obtained legal advice on those options, which was to wait for Phase 4 or until we receive the go ahead from the Province. This service delivery requires employees to access the libraries, which is against the provincial restrictions at this time. J. Siemens stated that this was an excellent initiative. Moved by J. Thronberg, seconded by J. Siemens THAT the Saskatoon Public Library Board ratifies the expenditure of $66,000.00 from the IT Reserve for the purchase of holds lockers. Carried. C.2 Occupational Health & Safety Policy C. Cooley reminded the Board that they could choose to make this an interim policy and that significant changes can be made, and reviewed by the Governance Committee later. For operational purposes, SPL needs to have something in place now. Moved by C. Starr, seconded by J. Thronberg THAT the Saskatoon Public Library Board approve the Occupational Health & Safety Policy. Carried. C.3 Committee Assignments B. Bradshaw informed the Board members that the Committee assignments were determined earlier in the year, before E. Truscott and M. Chernenkoff joined the Board. Therefore, the objective of this discussion is to appoint them to either the Personnel & Nominations Committee or the Governance Committee.


E. Truscott indicated her interest in joining the Governance Committee. M. Chernenkoff indicated interest in joining either Committee as needed. B. Bradshaw stated that a yearly calendar of tasks for the Board and Committees would be beneficial to members. C. Cooley indicated that a draft activity calendar was created and can be shared with Board members. H. Gough stated that she recently completed a course through the Johnson Shoyama Graduate School of Public Policy in their Executive Leadership Program on Public Sector Governance. She has access to great resources that she could share with the Governance Committee or with all Board members. C. Cooley indicated that she would be pleased to receive any resource she has. Moved by H. Gough, seconded by E. Kuley THAT the Saskatoon Public Library Board approves the assignments as outlined in this report and appoints E. Truscott and M. Chernenkoff to the Governance Committee. Carried. C.4 Board Skills Matrix B. Bradshaw reminded the Board members of the purpose and the process for completing the Board Skills, Strength and Diversity Matrix. She stated that the responsibility of compiling the results and drafting the summary of this exercise falls within the Personnel & Nominations Committee. The results are shared with Board members and with the City Clerk’s office. Each Board members is required to complete the Matrix and forward it to B. Bradshaw and R. Landriault by May 29th. R. Landriault will compile the responses onto one form for the Personnel & Nominations Committee who will prepare the summary. H. Gough stated that sharing the results with the Board is very valuable because it highlights the skills and strengths of the Board members. It would also provide the Board with an opportunity to flag areas where expertise is lacking, and where extra support is required on a Committee or through contractors. Moved by E. Kuley, seconded by H. Gough THAT the Saskatoon Public Library Board receives this report for information, discussion, and direction. Carried.


D. REPORTS FROM THE BOARD D.1 Chairperson Updates B. Bradshaw thanked C. Cooley and her team for the great work they did for online programming. She stated that the work performed by the group is impressive, and she appreciated the inclusion of stories and anecdotes in this Board package. She was moved by the level of impact SPL is having on the community. They demonstrate the relevance of the Library in our city. D.2 SLTA Report J. Thronberg stated that the SLTA meeting is scheduled for tomorrow, May 21, 2020. E. REPORT FROM ADMINISTRATION E.1 Director of Libraries & CEO Updates C. Cooley informed the Board that she is on a Canadian Urban Libraries Council’s Task Force. They will have a report on reopening by the end of the week. Many provinces are ahead of us on this, and they reported feeling pressured, as they were not prepared to resume services. Some are delaying their reopening despite having received approval to start with services such as curb side drop-off. C. Cooley reported that she is also working with the City and other Boards. They met this morning with the CEO’s of the Boards (not including Police), P. Goulden-McLeod and L. Lacroix from the City who will provide support and resources needed. C. Cooley informed the Board that she had submitted her name to the Office of the Provincial Library to help with planning if there is time. She will share our plan with the Regional Libraries and support their work. C. Cooley reported that the Saskatchewan Information & Library Services Consortium (SILS) is meeting at the end of May. The Executive Director of SILS put forward an initial reopening plan that generated a lot of feedback which has since been revised. H. Gough stated her continued appreciation of C. Cooley’s tendencies towards collaboration and problem solving in this sector, in this city, in addition to her calm and collected focused approach that is evident in all her reports. C. Cooley thanked H. Gough. Moved by E. Kuley, seconded by M. Chernenkoff THAT the Report from Administration be received as information. Carried.


E.2 Financial Variance Report – Q1 S. Gregor joined the meeting. C. Cooley stated that they have been preparing projected year-ends based on a variety of scenarios. They did not get a chance to drill down into the variance report because their focus has been on preparing and working with Auditors on SPL’s financial statements. H. Gough asked S. Gregor what the Board should consider when looking at the report. S. Gregor indicated that the Q1 variance reports are complicated to report on. They include many one-time significant expenses such as insurance premiums, service agreements etc. Having these expenses in the first quarter allows flexibility with other costs throughout the year. Q1 also includes 2019 year-end accruals that had to be reversed, and any changes to financial coding from 2019 to 2020 are required to be done accurately. Some minor editing remains to be done, but when he generated the report, he felt nothing was alarming. When reviewing the report, he paid particular attention to what was overspent in Q1 because they will need to pay attention to that when reporting on the rest of the year. C. Cooley stated that she is mindful of the fact that SPL will not be able to request a budget increase from City Council in 2021 to cover unanticipated budget issues. She believes SPL will need to cover these additional costs with the current 2021 budget. H. Gough stated that she is pleased to see that SPL is making those considerations early. She appreciates receiving these reports and the format in which they are presented. She congratulated S. Gregor on doing a great job. S. Gregor thanked H. Gough for her feedback. Moved by H. Gough, seconded by J. Siemens THAT the Saskatoon Public Library Board receives this report for information. Carried. S. Gregor left the meeting. IN-CAMERA SESSION Moved by J. Thronberg, seconded by E. Truscott THAT the meeting move in-camera for the purpose of addressing matters pertaining to Economic/Financial – Land as permitted under Sections 17(1)(d) and (e) of LAFOIPP and matters pertaining to Labour/Personnel under Sections 16(1)(c) of LAFOIPP. Carried. Board moved in-camera at 4:59 pm.


Board moved into public session at 5:58 pm. Moved by H. Gough, seconded by J. Thronberg THAT the Saskatoon Public Library Board ratifies the Joint Job Evaluation MOA. Carried. Moved by E. Kuley, seconded by C. Starr THAT the Saskatoon Public Library Board ratifies the Covid-19 Pandemic Workforce Adjustment Measures MOA. Carried. ADJOURNMENT Moved by J. Thronberg, seconded by H. Gough THAT the Saskatoon Public Library Board does now adjourn at 6:02 pm to meet again on June 17, 2020, Frances Morrison Central Library, 311-23rd Street East, Saskatoon or at the call of the Chair.

Carried.

_____________________________


A. Recommendations

THAT the Saskatoon Public Library Board receives this report for information;

AND that the Saskatoon Public Library Board approves the Pandemic, Public Health & Emergency Response Strategy.

B. Background

The attached Policy updates the Board’s previous policy approved by the Board in October of 2009.

The policy provides guidance and establishes procedures in the event of a pandemic illness, public health or other emergencies that affect SPL’s ability to provide service or poses a risk to the health or safety of employees or patrons.

This updated policy outlines a more aggressive response to reducing services to mitigate the risks to the health and safety of employees and patrons.

As discussed by the Board in April, policies will come directly to the Board to expedite their implementation and, if necessary, will be reviewed by the Governance Committee at a future date.

C. The Saskatoon Public Library Strategic Plan

Goal#1 – Inspiring Learning, Discovery and Creation

Goal#2 – Honouring Indigenous Perspectives

Goal#3 – Connecting Communities

Goal #4 – Preparing for the Future

D. Budget ImpactN/A

REPORT TO: Saskatoon Public Library Board

MEETING DATE: June 17, 2020

SUBJECT: Pandemic, Public Health &

Emergency Policy

PREPARED BY: C. Cooley


C.1

E. Attached 1. Pandemic, Public Health & Emergency Policy 2. Pandemic Response Procedure (for information)

Respectfully submitted, Carol Cooley, CEO ____________________________________


Saskatoon Public Library / Page 1 of 4

Policy Title

☒ Operational Policy (Approved by SPL Board)

☐ Administrative Policy (Approved by CEO)

Date Effective: Click or tap to enter a date.

Date Last Reviewed or Revised

Review Cycle: Every five years by Director, Corporate Services & Facilities

Purpose

The Pandemic, Public Health & Emergency Response Policy provides guidance and establishes

procedures in the event of a pandemic illness, public health emergency or another emergency that

could affect the operations of the Saskatoon Public Library and/or pose a risk to the health or safety

of employees or patrons.

This Policy and administrative procedures have been developed:

• For the safety of SPL employees and patrons.

• For direction on incident stabilization during a pandemic or emergency.

• To keep employees and patrons informed.

• To provide direction for business continuity during a pandemic or emergency.

The Policy applies to:

• All SPL employees, including permanent and temporary.

• All SPL contracts and contractual service providers.

Policy Statement

SPL takes all appropriate measures to protect the health and safety of employees and patrons during

a pandemic, public health or other similar emergencies. This Policy establishes the authority that is

granted and the actions that are taken to address these situations.

Pandemic Stages A pandemic usually unfolds in three stages with various levels of contagion, as reported by the World

Health Organization (WHO) and confirmed by provincial and federal health agencies.

Pandemic, Public Health & Emergency Response Policy



Stage 1: Pandemic Alert Period

There are one or more clusters of human-to-human infection; however, the contagion is localized,

i.e., limited to at least two countries in one WHO region. There is a substantial pandemic risk.

Library Response

The Policy and supporting procedures and guidelines are activated when WHO and Canadian

provincial and federal authorities announce a pandemic alert. SPL’s Board and CEO announce the

Policy activation.

1) Upon Policy activation, a Pandemic Response Task Force consisting of critical employees, is

struck. The committee must have representation from Facilities, Human Resources, Public

Services, Information Technology Services and the SPL Executive Team.

2) The Pandemic Response Task Force develops and implements a strategy with a phased-in

response where the rate of escalation reflects the growing severity of the situation. SPL will:

Continue to provide service to the public in a safe environment with minimal disruption.

Reduce public services temporarily to protect staff and patrons from exposure to

contagion or to recover from infection.

Discontinue in-branch services and change to a digital provision of services only.

Change workplace procedures and standards as necessary to reduce the risk of

employee exposure.

Stage 2: Pandemic Period

The pathogen is easily transmitted to and among humans, resulting in an increased and sustained

spread of the disease. Community-level outbreaks have now appeared in at least one other country in

a different WHO region. A global pandemic is occurring.

Library Response

1) In the event of an officially declared pandemic or public health emergency, SPL follows the

advice and/or recommendations of federal, provincial or municipal authorities where

appropriate. From time to time, however, SPL makes operational decisions about matters

within its control or jurisdiction that go beyond the scope of advice or recommendation of

federal, provincial or municipal authorities.

2) It is a professional, ethical and legal requirement to ensure all medical information remains

confidential per The Local Authority Freedom of Information and Protection of Privacy Act to

the greatest extent possible.

3) Where sections of this Policy conflict with applicable Collective Agreements (CA), federal

legislation or provincial legislation, the provisions of that CA or statute prevail.

4) Each branch/work area and/or contractual service provider is responsible for ensuring that

their contributions to the business continuity plan are up-to-date, and the plan is available to

employees.

Stage 3: Post-Pandemic Period

The contagion has subsided, and recovery has begun.



Library Response

1) The Policy and related procedures are suspended or deactivated at the discretion of the CEO or

designate when the WHO indicates the pandemic has reached this last stage.

Roles & Responsibilities

CEO or Designate

1) Activates and deactivates the Policy and the emergency response plan-related administrative

procedures at their discretion and in response to a pandemic, public health or other

emergencies.

2) Approves updates to the Policy.

Executive Team

1) At the direction of the CEO or designate, enforce the Policy and related administrative

procedures for their organizational and departmental responsibilities.

2) Activate related business continuity plans to minimize business disruption. Executive Team

members may recommend to the CEO any reduction in service levels.

3) Report related incident rates, i.e., illness and injury, to the CEO and Human Resources as

required.

Human Resources/Occupational Health & Safety Representatives

1) Recommend updates to this Policy and related administrative procedures.

2) Act as a liaison between the City of Saskatoon, the Saskatchewan Health Authority and/or

other relevant authorities.

3) Update the CEO, as applicable, with new information.

Employees

1) Cooperate with pandemic tracking requirements when calling in sick or reporting injuries.

2) Adhere to the Policy and associated procedures.

Definitions

1) “Business Continuity Plan”: Documented procedures that guide organizations to respond, recover, resume and restore to a predefined level of operation following the disruption.

2) “Emergency”: A serious, unexpected and often dangerous situation impacting or threatening

impact on the organization, employees, patrons and/or contractual services, which requires

immediate action.



3) “Executive Team”: SPL’s CEO; Director, Public Services; Director, Corporate Services &

Facilities; Director, Finance & Administrative Services; Director, Strategy & Communication;

and Director, Reconciliation.

4) “Pandemic”: The worldwide spread of a new disease, officially declared by the World Health

Organization (WHO) or a similar body.

5) “Policy”: Pandemic, Public Health & Emergency Response Policy.

6) “Public Health Event”: A manifestation of illness in a population or a significant occurrence

that creates the risk of illness in a population due to a biological agent for which a public

health response is required to mitigate the associated impact or risk.

7) “SPL”: Saskatoon Public Library.

References

City of Saskatoon Occupational Health and Safety Policy A04-011

City of Saskatoon Pandemic and Public Health Emergency Response Policy A04-024

The Emergency Planning Act

The Health Information Protection Act

The Local Authority Freedom of Information and Protection of Privacy Act

The Occupational Health and Safety Act

The Occupational Health and Safety Regulations

The Public Health Act

The Saskatchewan Employment Act

Related SPL Policies & Procedures

COVID-19 Fit for Work Questionnaire

COVID-19 Remote Work Checklist

COVID-19 Remote Work Safety Guidelines

In-Branch Work – Closed to Public COVID-19 Guidelines

Information Technology Acceptable Use Policy

Occupational Health & Safety (Interim) Policy

Personal Protective Equipment COVID-19 Guidelines

Saskatoon Public Library “Reopening SPL Framework”

Workers Compensation Board (WCB) Claim & Investigation Procedure



☐ Management (applies to directors, senior managers, managers of branches)

☐ Exempt (applies to exempt personnel)

☒ Operational (applies to all SPL personnel)

Owner: CEO

Date Effective: 2020-06-01

Date Last Reviewed or Revised: 2020-06-04

Purpose

This procedure provides guidance in the event of a pandemic illness, public health emergency or

another emergency that may affect the operations of Saskatoon Public Library (SPL) and/or pose a

risk to the health or safety of employees or patrons.

Procedure

The procedure supports SPL’s Pandemic, Public Health & Emergency Response Policy. It establishes

some of the actions that are taken to address a pandemic, public health or emergency situation.

SPL takes all appropriate measures to protect the health and safety of employees and patrons during

these emergency situations. This is our top priority.

Pandemic Stages

A pandemic usually unfolds in three stages with various levels of contagion, as reported by the World

Health Organization (WHO) and confirmed by provincial and federal health agencies.

Stage 1: Pandemic Alert Period

There are one or more clusters of human-to-human infection; however, the contagion is localized,

i.e., limited to at least two countries in one WHO region. There is a substantial pandemic risk.

Stage 2: Pandemic Period

The pathogen is easily transmitted to and among humans, resulting in an increased and sustained

spread of the disease. Community-level outbreaks have now appeared in at least one other country in

a different WHO region. A global pandemic is occurring.

Stage 3: Post-Pandemic Period

Pandemic Response PROCEDURE



The contagion has subsided, and recovery has begun.

Pandemic Response Strategy

A Pandemic Response Task Force develops and implements a strategy with a phased-in response,

where the rate of escalation reflects the growing severity of the situation. In a phased-in response,

SPL will:

1) Continue to provide service to the public in a safe environment with minimal disruption.

Employees take reasonable precautions, especially washing their hands and covering

their mouths properly when sneezing or coughing.

Employees monitor their health. If they suspect flu-like symptoms, they stay away from

work, visit a doctor or medical clinic to be checked and follow the recommendations of

the Saskatchewan Health Authority.

Employees are kept informed with progress reports from credible sources on the

severity of the contagion.

2) Reduce/change public services temporarily to protect staff and patrons from exposure to

contagion or to recover from infection.

Suspend Library programming.

Suspend room rentals.

Remove all toys, games and puzzles from public spaces.

Close Innovation Labs and Video Game Rooms.

Review all procedures and guidelines developed during the previous pandemic or public

health emergency, and update them as required.

Distance public computers from one another or eliminate the service as required.

Begin social distancing practices and expand personal space where possible to at least

two metres apart.

Start cleaning practices for surfaces touched regularly, e.g., door handles, keyboards,

public service desks and telephones.

Eliminate in-person meetings and conduct such business digitally.

Provide an inventory of required supplies to reduce the risk of exposure to infection,

e.g., gloves, masks and cleaning supplies.

Provide progress reports from credible sources on the severity of the contagion and

keep employees informed.

Organize employee vaccinations if possible.

Work with the City of Saskatoon Emergency Measures Organization (EMO) and the

Saskatchewan Health Authority to implement the Public Health Emergency Plan.



Provide appropriate procedures regarding personal protective equipment and workplace

guidelines.

Change workplace procedures and standards as necessary to reduce the risk of

employee exposure.

3) Discontinue in-branch services and provide digital services only.

Close facilities, including book returns, and stop receiving deliveries.

Have employees provide services from home and use remote work guidelines.

Suspend interlibrary loans and processing of materials.

Provide programming digitally.

Provide online materials to patrons.

Provide communication through email, phone and Chat for patron services.

Provide resources and support to the community.

Recovery

1) Recovery can begin in stages once the contagion has subsided. A phased return includes:

Opening for returns only.

Processing new materials.

Delivery between branches.

Curbside service while branches remain closed.

Opening branches with precautions in place and limited services.

Starting on-site programming.

Making room rentals available.


A. Recommendations

THAT the Saskatoon Public Library Board receives this report for information;

AND that the Saskatoon Public Library Board approves the Reopening Plan.

B. Background

The attached plan outlines our approach to pre-reopening services (contactless pickups) and service levels during the gradual easing of restrictions up to the point of fully reopening.

The attached plan, procedures and guidelines have been developed by a number of teams with work coordinated by a Steering Committee.

On May 22nd, the Provincial Library Office informed Directors that they could decide locally whether or not to offer contactless holds pickup before reopening in phase four. To date, SPL has taken the following actions:

Circulation Associates were recalled to their roles in support of preparing for andoffering contactless holds pickup.

Book drops were reopened.

Contactless holds commenced.

In addition, the following services will continue remotely:

Phone, email and chat services.

Programs including Knowlympics and the Summer Reading Program.

The 40th Writer in Residence was announced, and this service will be offeredremotely.


Goal#1 – Inspiring Learning, Discovery and creation

Goal#2 – Honouring Indigenous Perspectives

Goal#3 – Connecting Communities

Goal #4 – Preparing for the future



SUBJECT: Reopening Plan



C.2

D. Budget Impact TBD E. Attached

1. COVID -19 Phased Reopening Plan 2. In-Branch Work - Closed to the Public COVID-19 Guidelines 3. Contactless Pickup Report 4. Personal Protective Equipment COVID-19 Guidelines

Respectfully submitted, Carol Cooley, CEO ____________________________________



REPORT COVID-19 Phased Reopening Plan

Report To: Carol Cooley

Date: 2020-06-02

Prepared By: Beth Côté & Laura Warner

A. Recommendations

It is recommended that this report is received for information.

B. Background

COVID-19 Closure The Saskatoon Public Library (SPL) closed its doors on March 16, 2020, in response to the

COVID-19 global pandemic. Since then, SPL has deployed technology and VPN connections

to employees working remotely, reassigned and redirected programming, services and collections to be distributed virtually – online, by email, through chat services, and by

phone.

The Province of Saskatchewan released its provincial Re-open Saskatchewan plan on April

23, 2020. Later, the Province announced that libraries would be part of Phase Four of said plan. The official date of this plan is still to be determined. Some services, such as

curbside deliveries, which do not require patrons to enter branches, are permitted to

resume at individual library Boards’ discretion.

The framework below outlines a phased-in approach for a gradual return to service. This return to service will prioritize services that meet SPL’s strategic goals and needs of the

community.

SPL’s Reopening

SPL’s reopening plans have been developed with the health and safety of employees and

patrons as a top priority, in accordance with evidence-based best practices of others in the

global library community, other sectors, and in alignment with Provincial and City of

Saskatoon requirements, guidelines and plans. In particular, public health guidelines and legislative requirements under the Occupational Health and Safety Regulations have been

consulted to ensure our compliance.



SPL’s Strategic Plan (2016-2021) provides the strategic directions as does the SPL Board’s

“Guiding Principles during COVID-19”. Future considerations for reimagining SPL’s operations and services beyond reopening and within this strategy framework are also

outlined.

A Phased Approach

The reopening of branches and resumption of services will need to be prioritized and phased

based on guiding principles, assumptions, constraints, and risks.

Project Management and Team Structure

SPL has established a steering committee to lead the reopening and reimagining of SPL

services and facilities. The team is cross-functional and consists of a core group of Directors

and Senior Managers supplemented by supporting employees and subject matter experts in the areas of Occupational Health & Safety and communications.

Guiding Principles

On May 20, 2020, the Saskatoon Public Library Board identified the following Guiding Principles to navigate the organization through these uncertain times.

1. Our highest priority will be the health & safety of employees and members of the

public.

2. In support of the community, we will focus on enhancing remote and virtual services.

3. We will contribute as an essential service towards efforts to serve vulnerable

populations and help people overcome social isolation.

4. We will support the City of Saskatoon in assisting with relief efforts and preparing to

assist with recovery, following the direction and advice from Public Health, and ensure

our decisions, as much as possible, align with the City’s to avoid confusion and

conflicting messages.

5. We will support employee development and well being as we plan for reopening, and

intend to minimize layoffs during the emergency.

6. We will keep our employees engaged in the mission, vision, values and work of SPL.

We believe that maintaining our dedicated workforce will ensure that we stay focused

on being a positive force during our community’s emergency response recovery.

7. We will be responsible stewards of public resources.

Key Assumptions

Phased reopening approach with access that increases over time;

Direction to reopen or close may come with very little notice;

Density and physical distancing protocols will be required for the foreseeable future;



Plans may change as the situation in Saskatoon or the Province evolves;

There will be significant unmet demand for library services and materials; SPL patrons may be used to and expect alternative service options, such as

contactless holds pickup or delivery;

Cleaning and sanitizing (people & facilities) will be part of operations from now on;

SPL employees will be available to support each phase;

Employees who can continue to work from home will do so as part of the phasing; Employee training is required as part of the phased plan;

Needs for internal automation, contactless process, and virtual tools will increase to

run library operations in new ways;

Community needs will change and may increase as the effects of the pandemic

continue into the longer term;

Demand for online and virtual services will continue and may increase.

Risks

Employee and contractor capacity and availability is currently unknown and will vary

over time; There might be additional waves of COVID-19 or other concurrent emergencies;

Rapidly changing information.

Constraints

Government imposed regulations & requirements;

External interdependencies – partners, vendors;

Building/premises/space limitations (e.g. co-located facilities);

Timelines for reopening are unknown and potentially changing;

Lengthened procurement timelines and potential shortages (e.g. PPE, equipment); Evolving Government-imposed restrictions on travel, gatherings, etc.;

Budget.

Reopening Stages Safely reopening SPL facilities and reimagining SPL services is a time-intensive, multi-staged process that must be planned out carefully and methodically, with our strategic

goals in mind.

Advice and information from public health authorities and the three levels of government

will guide the reopening, the provincial government and the City of Saskatoon’s advice

and protocols. The health and safety of employees and the public will remain the top priority as crucial public services are restored.

Each stage will have a specific framework for work conditions, the maximum number of

employees and/or patrons permitted in each location, what services will be reinstated,

and what preparation measures need to be taken.



The activities and considerations in each stage are split into seven categories for planning

and procedure development:

1. Public Services

2. Programming

3. Personal Protective Equipment

4. Employees

5. Physical Spaces and Equipment

6. Policy, Procedure and Guidelines

7. Communications

Stage 1: Pre-Reopening - Select employees only with restrictions

At this point, employees will be engaged in services to serve vulnerable sectors

only.

No more than five employees will be present in a branch location at any time.

Physical distancing requirements are still in place.

SPL is working with partners to deliver virtual services to meet community needs. Virtual programming is offered online.

Phone, email and chat services are available 10 a.m. to 6 p.m., Monday to

Saturday across the system.

Stage 2: Pre-Reopening - Employees Only Limited Services

At this stage, up to ten employees will be permitted to enter a branch at one

time.

Physical distancing is still encouraged at this time, but masks may be worn when

this is not possible. Book drops are reopened, and contactless holds pickup service will begin.

Some deliveries and pickups for home readers and care homes may resume with

restrictions.

SPL is working with partners to deliver virtual services to meet community needs.

Virtual programming is offered online and expanded to include summer reading, Knowlympics, and more partnered programming.

Phone, email and chat services are available 10 a.m. to 6 p.m., Monday to

Saturday across the system.

Employees who are not physically required in the branch to do their jobs are still

working remotely.

Stage 3: Branches Reopened with Restrictions

SPL locations reopen with reduced hours of 10 a.m. to 6 p.m., Monday to Saturday,

and with restrictive measures.

Branches will admit one member of the public per four square metres. A dedicated hour for seniors and those with compromised immune systems from 9

a.m. to 10 a.m., Monday to Saturday.

Measures such as screening questionnaires, mandatory hand-washing and

mandatory face coverings will be required for admission.

SPL will provide borrowing, returns, contactless and other holds pickup, information

services, access to computers with restrictions, internet and washrooms.



Some services, such as Outreach Services, may resume with restrictions.

In-branch programs and room/event rentals will not be available. Stacks are closed, and browsing can only happen online.

Increased cleaning and disinfecting measures will be in place.

SPL continues working with partners to deliver virtual services to meet community

needs.

Virtual programming continues to be offered online with the possibility of streaming from within the library.

Phone, email and chat services continue to be available from 10 a.m. to 6 p.m.,

Monday to Saturday across the system.

Employees who are not physically required in the branch to do their jobs are still

working remotely.

Stage 4: Branches Reopened with Eased Restrictions

All branches will be operating on parameters under Stage 3, but with a higher

density of people.

Stacks will be reopened for browsing, but programming rooms, innovation labs and

gaming rooms are still closed to the public. Employees who are not physically required in the branch to do their jobs are still

working remotely.

Stage 5: SPL Fully Reopened

All SPL branches are fully reopened, and all services available based on pre-

pandemic operations.

Operational changes will be developed to avoid contagion even if the risks are low such as limited in-person staff meetings, limited travelling between branches,

restrictions on food sharing, increased frequency of cleaning, etc.

Reimaging Library Services While the Task Force is dedicated to developing guidelines and procedures surrounding SPL’s

reopening, the team is also reimagining the library’s operations, services, partnerships and

priorities under the “new normal.”

The Reimagining and Reopening Task Force is deeply involved in a national conversation surrounding the new role of institutions in a post-COVID world. These conversations are

productive and continuously evolving. From discussions with each other and with other

libraries and institutions, the group will focus on the following areas of redevelopment.

New Health and Safety Practices

An increase in cleaning and disinfecting measures.

Educating employees and patrons on best hygiene practices such as washing hands,

not sharing food, use of dishwashers in employee areas, etc.

Planning for longer-term remote work practices from operational expectations and

Occupational Health and Safety standards. Less in-person meetings and an increase in electronic team meetings.

Less travelling between branches.

Spacing out employee areas and workspaces.



Community Needs

The crisis has also highlighted structural inequities that the library will work to bridge these

gaps.

Economic recovery issues may go on for years, and the library will need to be a

greater connector of social cohesion than ever before. Some patrons may not feel safe to come in; they’ll need home deliveries or more

online services.

The digital divide and other poverty issues have come to light during the pandemic;

we’ll need innovative ways to keep our vulnerable sectors connected.

Ongoing isolation continues to be an issue that the library will work to address.

C. Alignment with Strategic Plan

Goal #4 – Preparing for the future

D. Budget Impact TBD

E. Attached

[What other documents do we want to attach here?]






Owner: CEO

Date Effective: 2020-05-14

Date Last Reviewed or Revised: 2020-05-14

Purpose

These guidelines are intended to help minimize risks to employees for in-branch work during the

COVID-19 pandemic Library closure. They were developed based on current guidelines from the

Saskatchewan Health Authority and will be updated as local, provincial, and federal

recommendations change.

Guidelines

Before Leaving Home

1) Fill out the Fit for Duty Questionnaire each day before you come into work. As the

questionnaire states, if you answer Yes to any of the questions, do not report to work and

instead use the Sick Call-In Public Services Procedure.

If You Are Ill

If you become ill at home:

1) If you feel unwell or are showing symptoms of any illness, stay home. Do not come to

work. Call 811 if appropriate.

2) Contact your Manager/Senior Library Service Associate/Neighbourhood Librarian by email,

text or phone if you cannot come to work. Sick call-in procedures will be clarified at your

orientation.

If you become ill at work:

1) Stop what you are doing and immediately leave the workspace.

In-Branch Work – Closed to Public COVID-19 GUIDELINES



2) Inform your Supervisor that you need to leave because you are feeling unwell, then go

straight home.

3) The Supervisor will contact the Manager if COVID-19 symptoms are part of the illness.

4) Call 811 if your symptoms are similar to those of COVID-19 and update your on Call

Supervisor/Manager if you are referred for testing or asked to isolate or self-monitor.

While You Are at Work

Use proper hand hygiene:

1) Wash your hands thoroughly and often with soap and water for at least 20 seconds. These

handwashing techniques are posted near the washroom, and the meeting room sinks. At a

minimum, wash your hands:

When you first enter the facility at the beginning of your shift.

At least once per hour.

After coughing, using the washroom, blowing your nose, and before and after

eating.

Before you leave the facility at the end of your shift.

2) Use hand sanitizer only if soap and water are not available.

Hand sanitizer is not required if proper hand hygiene is followed. It is intended for

times when it is not possible to use soap and water. It is always best to pause what

you are doing and go wash your hands.

3) Try not to touch your face. If you need to touch your face, wash your hands thoroughly

with soap and water before and after.

Use proper respiratory hygiene:

1) Cough or sneeze into your elbow.

2) Wear a disposable or cloth reusable mask if you choose. If you do, follow the Personal

Protective Equipment COVID-19 Guidelines.

Practice physical distancing:

1) Be aware of where you are in relation to others at all times.

2) Maintain a physical distance of at least two metres (6.6 feet) from any other person in the

building.

3) When walking through doorways, look first and proceed when no one else is going through

at the same time. This may mean more waiting and a slower pace of work at times.

Minimize the touching of surfaces and objects:

1) As much as possible, avoid touching door handles, counters and objects with your hands.

For example, you can open doors with your hip or foot, or pick up an object without

touching the table. Wash your hands frequently for at least 20 seconds.

2) Use the same pen, stapler, cart, computer, etc., all day and do not share them with others.

Stay in designated areas:

1) Do not enter other civic center areas or unused areas of the Library, unless necessary.



2) If you need to enter other areas of the Library, inform your Manager or Supervisor so the

cleaners can be alerted to clean and disinfect that area.

3) In the case of an evacuation alarm, immediately evacuate and gather in the designated

muster area, maintaining a distance of two meters (6.6 feet) as best as possible.

Maintain safe food practices:

1) Do not share food.

2) Do not use the fridge, dishwasher or microwave.

3) Bring your dishes, cutlery and cups from home, and take them home to wash each day.

4) Use paper towels for hand drying. Do not use washable hand towels at this time.

5) Stagger meal and coffee breaks as much as possible and keep two metres (6.6 feet) away

from other people while taking the break.

Clean and disinfect surfaces and other items:

1) Disinfect surfaces and items in your work area before you begin working.

2) Wash your hands with soap and water for at least 20 seconds after your area and items

have been disinfected.

3) Assume that anything you use or touch is potentially contaminated unless you have

disinfected it first.

4) If you touch a shared surface or use a shared object, disinfect it afterwards utilizing the

spray and cloth provided, e.g.:

The table and chair you use during your break.

The washroom taps, handles, switches, etc., after you use the washroom.

The cart or desk space you use.

Clean keyboards and computers:

1) Clean and sanitize the keyboard, mouse and computer equipment before you begin your shift.

2) Sanitize the keyboard using a disinfectant wipe or a soft, linen-free cloth dipped in isopropyl

alcohol. Wipe the top and sides of each key and then clean the surface and bottom of

the keyboard thoroughly. Use a new disinfectant wipe or cloth to clean the mouse.

3) Do not clean the computer screen with a cleaner containing acetone. Use a cleaning solution or

wipe intended for use on a screen or display. Never spray cleaner directly on the screen. It

might drip inside the display and cause damage.

Gloves and masks:

1) Regular handwashing and distancing are the best way to protect yourself and others.

2) If you choose to use disposable gloves, a disposable or reusable mask, refer to the PPE

guidelines for more information on personal protective equipment.



Handling materials:

1) All returns will remain untouched and quarantined in book bins/rooms for at least 72 hours

before they are handled.

As per Saskatchewan Health Authority guidelines, items are deemed safe after that

time and can be handled, checked in and placed back on the shelves or sent for

delivery to our other branches.

SILS items are sent to Frances Morrison Central Library and stored in bins in the

basement until inter-agency delivery can be made.

2) Tasks should include a workflow that minimizes the number of people touching the same

item. For example: Ideally, items pulled for weeding are withdrawn and processed the

same day by the same employee who pulled them.

Cleaning/disinfectant supplies:

1) Cleaning supplies are provided and clearly labelled for use.

2) Each branch is deep cleaned daily by Maintenance/Custodians.

References

Personal Protective Equipment Guidelines and Fit for Duty Form

https://splconnect.saskatoonlibrary.ca/resources/covid19




REPORT Contactless Pickup

Report To: Carol Cooley

Date: 2020-06-04

Prepared By: Beth Côté and Laura Warner

A. Recommendations

That this report is received for information.

B. Background

The Saskatoon Public Library (SPL) closed its doors on March 16th, 2020, in response to the COVID-19 global pandemic. As part of SPL’s COVID-19 Phased Reopening Plan, SPL plans to offer contactless holds pickup services at all nine library locations from 10 a.m.

to 6 p.m., Monday to Saturday.

Keeping our employees and patrons safe is our paramount concern. Contactless holds pickup will allow SPL to get back to a core service of loaning materials while ensuring safety for all involved. Contactless services for print, fax and scanning can enable people

who may not have access to these services and who may rely on the library for these services during usual times to have options when more government and other types of

forms are necessary. All in-person employee work will begin with training on new procedures and guidelines

and an orientation to the latest safety protocols.

Receiving and Processing New Materials

In order to provide loans of new materials to SPL patrons, SPL will need to begin receiving and safely processing new materials. The following plans are in place to receive

and process new materials: Employees in the physical space are limited to ensure four square metres of space

and two-metre distancing.

Shifts are staggered to reduce physical contact in the branch. Employees fill out the Fit for Work form before reporting for their shift.

Deliveries (received in cardboard boxes) are left to sit for 24 hours before handling. All items and workstations used during a shift are wiped down and sanitized before

and after use. Items will be shipped to branches as usual when deliveries are reinstated.



Returned Materials Handling

In order to provide loans of materials, SPL will need to begin safely accepting the returns of borrowed materials. The following plans are in place to accept returns safely at all

locations: Employees in the physical space are limited to ensure four square metres of space

and two-metre distancing. Shifts are designed to ensure contact is limited to smaller teams of branch

employees.

Employees fill out the Fit for Work form before reporting for their shift. Book drops are emptied infrequently using PPE, such as gloves and with

handwashing protocols. Book drop items are labelled and quarantined in a designated area in each branch

for 72 hours before handling for check-in. Check-in process is modified to reduce the number of employees touching or

handling each item.

All items and workstations used during a shift are wiped down before and after use.

Contactless Holds Pickup

Employees in the physical space are limited to ensure four square metres of space and two-metre distancing. Employees answering phones and emails for the service,

and not required to be in the physical branch, work remotely from home. Shifts are designed to ensure contact is limited to smaller teams of branch

employees.

Employees fill out the Fit for Work form before reporting for their shift. Patrons are notified of holds and are asked to call or email to schedule a day for

their pick up. The number of bookings is limited to manage smaller numbers of patrons waiting in lines and picking up at one time.

Holds for a given day are pulled, checked out, and packed in recyclable paper bags

and labelled for pick up. Patrons call or text a posted number when they arrive. An employee is also

watching at the door for arrivals to greet people at a two-metre distance. Employees retrieve the bag(s) of items, place on the designated table (in a closed

vestibule or outside under a tent, depending on the branch design) and signal for

the patron to take their bag(s). Pickup table and area are wiped down and sanitized between patrons.

Loan periods are extended to four weeks during this time. Fines and fees are suspended during this time.

Grab Bags for Pickup

Bags of vetted and selected “SPL Favourites” on selected topics, genres, and formats of books will be assembled for quick pickup options.

Patrons can order or request a prepared bag and pick it up quickly without waiting for a hold to be processed.

This service will be phased in once contactless holds pickup is underway. This service will allow patrons who are not currently able to stop in to browse the

collection or stop by for materials without placing a hold quickly.



Some examples of these bags include picture books on various themes, westerns, romance, biographies, classics, CanLit, middle year readers, family movies, etc.

Home Reader Services

Home reader loan pickups will be scheduled during the contactless holds pickup

hours and will be handled in the same contactless way. The loans will be ordered through Accessibility Services, pulled and checked out to

the patron, and packed in a bag. The patron will then be notified that their loan can be picked up on a scheduled

day.

Holds Lockers (more details required)

Two RFID holds lockers with 24 lockers each have been ordered.

Lockers allow patrons to access their holds, check them out through the locker system, and leave with their materials without coming into contact with a person in

the process. Lockers can be filled with holds for patrons by employees and left to quarantine if

necessary.

Holds lockers can be offered as a much more contactless option for holds pick up, and can be accessed even when the library is not open to the public for other holds

pickup. Lockers can be used in any location (within the library or not) where power and

data source are available.

Contactless Print, Scan and Fax Service

Patrons can use a fillable web form or call to request this service. Any physical items patrons need to drop off for this service will be received during

the SPL open hours through the contactless pickup process. Employees handling

physical items will use PPE (such as gloves) and wash hands directly after handling the items.

The print, scan or fax task will be completed, and the patron will be contacted by phone or email preference or asked to return on a specified day, to receive or retrieve their completed job.

Completed jobs that involve physical items will be securely sealed in a paper envelope and labelled for the patron on their pickup day.

SPL will not store any patron personal or other information or items from this service beyond the delivery of the service.

This service will be promoted among SPL’s partners working with vulnerable

populations.

C. Alignment with Strategic Plan

Goal #1 – Inspiring learning, discovery & creation



Budget Impact

Two new outdoor tents: $800 for both

Recyclable paper bags for pickup: $2200 per month of service (to be reviewed) Impacts due to changing staffing needs to be determined Capital costs for two locker banks: $61,200

D. Attached

TBD






Owner: CEO

Date Effective: 2020-05-14 Date Last Reviewed or Revised: 2020-05-14

Purpose

Follow these guidelines to use Personal Protective Equipment (PPE) safely and effectively while

working during the COVID-19 pandemic.

Guidelines Background

PPE includes gloves, masks and other wearable protective equipment that, if used effectively, can

prevent illness and injuries.

Whether or not PPE is necessary, management and employees still need to adhere to basic requirements of handwashing, physical distancing and staying at home while ill.

PPE Equipment – Gloves

Gloves are not a substitute for washing hands or disinfecting surfaces.

SPL has provided gloves at each location in the event that you choose to use them as an extra precaution during materials handling.

Remove and dispose of gloves safely after each use. Find the following instructions here.

1) With both hands gloved, grasp the outside of one glove at the top of your wrist.

2) Peel off the first glove, peeling away from your body and from the wrists to the fingertips, turning the glove inside out.

3) Hold the glove you just removed in your gloved hand.

Personal Protective Equipment COVID-19 GUIDELINES


https://www.worksafebc.com/en/resources/health-safety/ppe-information-sheets/glove-removal-procedure?lang=en


4) With your ungloved hand, peel off the remaining glove by inserting your fingers inside the glove at the top of your wrist.

5) Turn the second glove inside out while tilting it away from your body, leaving the first glove

inside the second.

6) Dispose of the gloves. Do not reuse them.

7) Wash your hands thoroughly with soap and water as soon as possible after removing the

gloves and before touching any surfaces.

PPE Equipment – Masks

The recommended mask for all droplet protection from COVID-19 is the medical examination or surgical mask. Find more information about masks here. During the COVID-19 pandemic, the Saskatchewan Health Authority and other official Canadian

bodies require employees to wear masks if they cannot keep a safe distance of two metres

apart.

If you have your own reusable cloth masks, you are encouraged to wear them to work. Note that unless a mask is created to PPE standards, it may not be as effective as a mask that has been

tested to recognized standards.

If you opt for a reusable mask provided by SPL, you must follow the instructions for the application, as shown on the package. Wash the mask prior to reuse in hot, soapy water or

with your other laundry.

How to Put On a Face Mask

1) Clean your hands with soap and water or hand sanitizer before touching the mask.

2) Remove a mask from the box and make sure there are no obvious tears or holes in either side of it.

3) Determine which side of the mask is the top. The side of the mask that has a stiff bendable

edge is the top and is meant to mould to the shape of your nose.

4) Determine which side of the mask is the front. The coloured side is usually the front and should face away from you, while the white side touches your face.

5) Follow the instructions below for the type of mask you are using. a) Face Mask With Ear Loops: Hold the mask by the ear loops. Place a loop around each

ear. b) Face Mask With Ties: Bring the mask to your nose level, place the ties over the

crown of your head and secure with a bow. c) Face Mask With Bands: Hold the mask in your hand with the nosepiece or top of the

mask at your fingertips, allowing the headbands to hang freely below your hands. Bring the mask to your nose level and pull the top strap over your head so that it rests over

the crown of your head. Pull the bottom strap over your head so that it rests at the

nape of your neck.

6) Mould or pinch the stiff edge to the shape of your nose.


https://www.canada.ca/en/public-health/services/diseases/2019-novel-coronavirus-infection/prevention-risks/about-non-medical-masks-face-coverings.html


7) If you are using a face mask with ties, take the bottom ties, one in each hand, and secure with a bow at the nape of your neck.

8) Pull the bottom of the mask over your mouth and chin.

How to Remove a Face Mask

1) Clean your hands with soap and water or hand sanitizer before touching the mask. Avoid

touching the front of the mask, as it is contaminated. Only touch the ear loops/ties/band.

2) Follow the instructions below for the type of mask you are using.

a) Face Mask With Ear Loops: Hold both of the ear loops and gently lift and remove the mask.

b) Face Mask With Ties: Untie the bottom bow first and then untie the top bow and pull

the mask away from you as the ties are loosened. c) Face Mask With Bands: Lift the bottom strap over your head first and then pull

the top strap over your head.

3) Throw the mask in the trash. Clean your hands with soap and water or hand sanitizer.

Attachment

Occupational Health & Safety Policy

https://splconnect.saskatoonlibrary.ca/resources/policies_procedures/occupational_health__safety_policy_interim

COVID-19 In Branch Work Closed to Public Guidelines and Fit for Duty Form






A. Recommendations

THAT the Saskatoon Public Library Board approve the 2021 closure dates as recommended.

B. Background

Every year the Board approves our planned closure dates for statutory and observed holidays, early closures and one day per year for staff development.

There is a potential that September 30th may become a legislated statutory holiday. September 30th is included on the list as tentative.


Goal #4 - Preparing for the future.

Our business processes are modernized, and our use of resources is optimized.

D. Budget Impact

N/A

E. Attached

1. Closure Dates - 2021

Respectfully submitted,

Carol Cooley, CEO ____________________________________



SUBJECT: 2021 Closure Dates



C.3

Closure Dates – 2021

Statutory & Recognized Holidays New Year’s Day Friday, January 1 Family Day Monday, February 15 Good Friday Friday, April 2 Easter Sunday Sunday, April 4 Easter Monday Monday, April 5 Victoria Day Monday, May 24 Canada Day Thursday, July 1 Civic Day Monday, August 2 Labour Day Monday, September 6 Thanksgiving Monday, October 11 Remembrance Day Thursday, November 11 Christmas Day Saturday, December 25 Boxing Day Monday, December 27 Sunday Closures May 16th to September 5th Early Closures: Christmas Eve 5:00 pm New Year’s Eve 5:00 pm Employee Development Day Wednesday, September 23 Tentative - if legislated National Truth & Reconciliation Day, Thursday, September 30


A. Recommendations

THAT the Saskatoon Public Library Board receives this report for information.

B. Background

1. Our 40th Writer in Residence will be announced before the Board Meeting. I willprovide a verbal update at the meeting.

2. We have launched our on-line versions of Knowlympics and the SummerReading Program.

3. We are eligible for the Canadian Emergency Commercial Rent Assistance(CECRA). The Director of Finance is working on putting it in place. The programrequires SPL to forgive 25% of the rent for April, May and June; the tenants topay 25% of their rent for these months; CECRA covers the remaining 50%.

4. The SILS Directors met and made the following decisions, many of which we willrevisit at the end of September:

Inter-agency holds are suspended. We will ship any materials that are atour locations back to the owning agency.

There will be no fines charged, and at SPL, all blocks on SPL patron cards

will be suspended.

Loan periods have been extended to 4 weeks.

Holds shelf parameters are locally controlled.5. I have completed facility tours with two Directors and the Manager, Facilities. We

have identified changes required to our branches as we reopen, and we’ll startworking on our sites in advance of Phase 4.

6. The Steering Committee is working with the leads from the City responsible forreopening the Civic Centres to ensure we have a coordinated approach. EachCentre has its challenges, some more than others due to the design of thefacilities.

7. I have been in touch with the City to create loading zones for contactless holdspickup service at Frances Morrison Central Library, Dr. Freda Ahenakew, Mayfairand possibly Round Prairie.

8. We are meeting weekly with the Union Executive to keep them apprised ofreopening plans and together keep employees and patrons safe.

9. Our new Manager of HR starts on June 16th.



SUBJECT: Director’s Report



E.1


Goal #1 – Inspiring Learning, Discovery and Creation

Goal #2 – Honouring Indigenous Perspectives

Goal #3 – Connecting Communities

Goal #4 – Preparing for the Future

D. Budget Impact

N/A

E. Attached

Respectfully submitted,

Carol Cooley, CEO ____________________________________


AGENDA: The Saskatoon Public Library Board Meeting MEETING ... · 6/17/2020 · H. Adjournment...

Documents

Transcript of AGENDA: The Saskatoon Public Library Board Meeting MEETING ... · 6/17/2020 · H. Adjournment...