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REGULAR MEETING AGENDA SUMMER VILLAGE OF BIRCHCLIFF
FEBRUARY 21, 2019 @ 9:00 A.M. LUB PUBLIC HEARING @ 10:00 A.M.
A. CALL TO ORDER
B. AGENDA - additions/deletions - adoption
C. ADOPTION OF MINUTES - Regular Meeting Minutes, January 17, 2019 - Municipal Planning Commission Minutes, January 17, 2019
D. STAFF REPORTS
1) Accounts Payable Report2) Financial Report3) Annual Information Meeting4) Municipal Accountability Program5) ASVA Provincial Election Strategy6) Public Works Report7) Development Update
E. REQUESTS FOR DECISION
1) Financial and Administration
a) Capital Budgetb) 3 Year Operational Plan
2) Council & Legislation
a) Cannabis Bylawb) Committee Remuneration Policy
3) Public Works
a) Green Space Policyb) Road Maintenance and Repair Policy
4) Planning & Development
a) Land Use Bylaw Amendmentsb) Cannabis Brochure
F. INFORMATION ITEMS
1) Council Reports
a) Roger Dufresneb) Ann Zacharias
c) Marvin Hood
2) Committee Reports
a) Julie Maplethorpe, Summer Village of Jarvis Bay a. Sylvan Lake Library Board
3) Upcoming Meetings
a) Council Meeting –March 21, 2019
G. ADJOURNMENT
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Summer Village of Birchcliff
Administration and Finance
Information Item
Agenda Item: Accounts Payable Update
Background: Total payables processed and presented to Council $ 19,039.04 The following list identifies any payments over $3,000:
1. Brownlee LLP $3,620.08 a. Professional Fees
2. 1473929 Alberta Ltd $4,961.25 a. Remove Dangerous Trees
Administrative Recommendations: Council to accept as information. Authorities: MGA 207 (c): The chief administrative officer advised and informs the council on the operations and affairs of the municipality.
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Summer Village of Birhcliff List of Accounts for Approval
As of 2019-02-11 Batch 2019-00003 to 2019-00018
Computer Cheques:
638 Assoc of Summer Villages 2019-01-11 900.00 ASVA Membership 2019
639 Brownlee LLP 2019-01-11 Professional Fees 3,620.08
640 Parkland Regional Library 2019-01-11 Quarterly Requisition Payment 253.38
641 Wild Rose Assessment Service 2019-01-11 Assessment Fees 1,995.00
642 Ace Line Location Ltd 2019-01-14 Line Locating Maint 105.00
643 1473929 Alberta Ltd. 2019-01-14 Remove Dangerous Trees 4,961.25
644 Xandal Backhoe Ltd. 2019-01-14 31 BC Rd Valve Turned on 78.75
645 Alberta One Call Corporation 2019-01-21 Wastewater Maintenance 6.30
646 Alberta Urban Municipalities 2019-01-28 AUMA Membership 979.88
647 Brian Dyrland 2019-01-28 Garbage Service 630.00
648 Brian Dyrland 2019-01-31 Garbage Service 945.00
649 Keegan Diebold 2019-01-31 DP & Variance Payment Refund 300.00
650 Bryan Viala 2019-01-31 Completions Deposit Refund 1,000.00
EFT: 42 Al’s Bobcat & Trucking 2019-01-21
Plowing 1,252.65 43 Summer Village of Norglenwold 2019-01-31
Land Titles 45.00 Metrix Group-Audit 1,200.00 1,245.00
44 Wells, Michael 2019-01-31
MPC-Jan 17 100.00 45 Al’s Bobcat & Trucking 2019-02-01
Sanding 666.75 __________________________
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Total Payments: 19,039.04
Certified Correct this February 11, 2019 __________________________ ___________________________ Mayor Administrator
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February 13, 19
Summer Village of Birchcliff Finance Information Item Agenda Item: Financial Report Background: Administration would like to provide the following Financial information to Council. • The Operating Budget Report to January 31, 2019 Administrative Recommendations: That Council discusses and accepts as information. Authorities: MGA 207 (c) "advises and informs the council on the operation and affairs of the municipality"
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August 9, 2017
Summer Village of Birchcliff
Council & Legislative
Request for Decision
Agenda Item: Annual Information Meeting
Background:
Council has scheduled their Annual Information Meeting for July 21, 2018 to be held at the Sunnyside Christian Camp.
Council previously discussed having the following topics at the AIM:
Sylvan Lake Management Committee FireSmart Presentation
Administration has provided a copy of last year’s Annual Information Meeting agenda for guidance in preparing the 2018 agenda.
Options for Consideration: 1) Council accept as information. 2) Council review and provide direction to Adminstration. Administrative Recommendations: Council review and provide direction to Administration.
Authorities: n/a.
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Summer Village of Birchcliff Council and Legislation Information Item Agenda Item: Municipal Accountability Program Background: Administration has been contacted by Municipal Affairs regarding the 2019 Municipal Accountability Program (MAP) review. The Municipal Accountabilty Program is a proactive approach aimed at helping municipalities achieve legislative compliance and is not invasive nor is it a governance review. The review will include working collaboratively with the municipality to ensure legislative non-compliance issues are identified and addressed in a timely and efficient manner. Representatives from Municipal Affairs will be present at the October 17th Council meeting to observe the meeting. They will provide Council a brief presentation on the Municipal Accountability Program. Options for Consideration: 1) That Council accept as information. Administrative Recommendations: That Council accept as information. Authorities: n/a
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Summer Village of Birchcliff
Council and Legislation
Information Item
Agenda Item: ASVA Provincial Election Strategy
Background: Administration provided Council with the Association of Summer Villages of Alberta Provincial Election Strategy to ensure political parties are aware of the value of the ASVA as a municipal association and the viability of summer villages in Alberta.
Options for Consideration: 1) That Council accept as information,
Administrative Recommendations: That Council accept as information.
Authorities: n/a
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February 13, 19
Summer Village of Birchcliff Public Works Information Item Agenda Item: Public Works Report Background: The following will provide council an update on Public Works projects and programs: - There are 20 properties remaining that still need to connect to the wastewater system. Four of these properties will likely apply for exemptions. - Letters have been sent out to impacted landowners requesting permission for surveyors from WSP to access their lots in regards to assesing drainage. Options for Consideration: Accept as information Authorities: MGA 207 (c) "advises and informs the council on the operation and affairs of the municipality"
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February 5, 2019
Summer Village of Birchcliff
Planning and Development
Information Item
Agenda Item: Development Update
Background: Administration has prepared this report to provide Council with updates on development activity. Currently there are 62 development permits issued in the Summer Villages (29 in Birchcliff, 1 in Half Moon Bay, 10 in Jarvis Bay, 19 in Norglenwold, and 13 in Sunbreaker Cove).
The following is the list in Birchcliff:
1. 46 Sunnyside Cabin Replace Modular Cabin 2. 39 Birchcliff Road Accessory Building 3. 13 Sunnyside Cabin Cabin Renovation 4. 357 Birchcliff Road Dwelling Renovation 5. 383 Birchcliff Road Addition 6. 66 Sunnyside Cabin Cabin 7. 325 Birchcliff Road Dwelling 8. 321 Birchcliff Road Dwelling 9. 327 Birchcliff Road Dwelling 10. 67 Sunnyside Cabin Cabin 11. 570 Birch Way Shed 12. 110 Birchcliff Lane Attached Garage 13. 145 Birchcliff Road Demolition & Dwelling 14. 202 Birchcliff Road Addition & Deck 15. 33 Birchcliff Road Hot Tub 16. 415 Birchcliff Road Detached Garage 17. 381 Birchcliff Road Demolition & Dwelling 18. 570 Birch Way Dwelling 19. 90 Birchliff Lane Addition
413 Birchcliff Road (dwelling addition) was recently closed. Administrative Recommendations: Council to accept as information. Authorities: Land Use Bylaw #170/13.
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February 13, 19
Summer Village of Birchcliff Finance Request for Decision Agenda Item: Capital Budget Background: Attached is the proposed capital project budget for the 2019. Projects identified in the 5 year plan for 2019 include Community Boards, Drainage Improvements and Wildfire Mitigation. Options for Consideration: 1) That Council review and discuss the Capital Budget information provided and to provide any necessary input into the 2019 Capital Budget. Administrative Recommendations: 1) That Council approve a 2019 Capital Budget. Authorities: Section 242(1) of the Municipal Government Act, R.S.A. 2000, c M-26, provides that Council must adopt an operating budget for each calendar year.
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Summer Village of Birchcliff Finance Request for Decision Agenda Item: 3 Year Operational Plan Background: Administration would like to provide the 3 Year Operational Plan for Council. As per the Municipal Government Amendment Act, 2015, all municipalities must prepare a written three-year financial plan as well as continuing to adopt an operating budget for each calendar year. This operating plan can be defined as a rolling, multi-year budget that details expenses and anticipated revenues over the specified budget period. Each year of the plan is reviewed and approved, with adjustments as required and an additional year is added. Options for Consideration: 1) That Council review and discuss the 3 Year Operational Plan provided for the years of 2019 - 2022. Administrative Recommendations: 1) That Council approve the 3 Year Operational Plan as presented. Authorities: Section 283.1 of the Municipal Government Act, R.S.A. 2000, c M-26, (2) Each municipality must prepare a written plan respecting its anticipated financial operations over a period of at lease the next 3 financial years. (6) Council must annually review and update its financial plan.
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February 13, 19
Summer Village of Birchcliff Council and Legislation Request for Decision Agenda Item: Cannabis Bylaw Background: As Council is aware, October 17th, 2018 was the offical day smoking marijuana became legal. Administraiton has provided a draft Cannabis Bylaw for Council's consideration. This bylaw addresses where the consumption of Cannabis is permitted and fines for contravention. This item was tabled at the October 11th, 2018 Council meeting. Options for Consideration: 1. Accept as information. 2. That Council discuss and amend. 3. That Council provide 1st, 2nd, and 3rd reading to the Cannabis bylaw. Administrative Recommendations: That Council provide 1st reading to the Cannabis Bylaw That Council provide 2nd reading to the Cannabis Bylaw That Council provide 3rd reading to the Cannabis Bylaw. Authorities: N/A
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Summer Village of Birchcliff Council and Legislation Request for Decision Agenda Item: Committee Remuneration Policy Background: Administration has created a policy to provide a fair and equitable means for reimbursing members-at-large for their time, travel and subsistence while attending meetings and training sessions. Options for Consideration: 1) That Council approve the Committee Remuneration Policy as presented. 2) That Council approve the Committee Remuneration Policy as amended. 3) That Council accept as information. Administrative Recommendations: That Council review and approve the Committee Remuneration Policy as presented. Authorities: n/a
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February 13, 19
Summer Village of Birchcliff Public Works Request for Decision Agenda Item: Green Space Policy Background: Administration would like Council to review and possibly amend the current Green Space Maintenance Policy for inclusion of any additional requirements. The current Green Space Maintenance Policy has been attached. Options for Consideration: 1. That Council amend the existing Green Space Maintenance Policy. 2. That Council accept as information Administrative Recommendations: That Council approve the existing Green Space Maintenance Policy as amended. Authorities: Open Space Master Plan The Open Space Vision for Birchcliff is: An enduring system of interconnected places which conserve and anchor the natural character of the community while encouraging healthy living through the enjoyment of passive recreation facilities.
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Policy Title
GREEN SPACE MAINTENANCE POLICY
Date:
May 22, 2018
Resolution No.
1561/18
Purpose and Scope: The purpose of this policy is to ensure that the Summer Village of Birchcliff is pleasing to the eye of all residents and visitors through the maintenance of the parks and green areas within the boundaries of the Village. This policy shall set out procedures and priorities for green space maintenance for the Summer Village of Birchcliff. Definitions: Green spaces shall include parks, roadsides and any other areas requiring maintenance as determined by Council and Administration. Specific Procedures: Mowing – On approval of Council, a contractor shall be employed each year to undertake the mowing and maintenance of green spaces every twenty-one (21) days for a period commencing May 15, 2018 through to September 15, 2018 inclusive. Trimming – The duties of trimming around posts, culverts and additional grooming and weed control will be the responsibility of Public Works. General: Summer Village Public Works will ensure the Contractor has the necessary resources and expertise to undertake the maintenance of the parks and green area within the municipal boundaries of the Village. The Contractor shall be responsible to dispose, at his own expense, any refuse generated by the required maintenance work. The Contractor shall take care not to direct grass clippings towards the roadway at any time and to avoid discharging clippings towards vehicles. Administrator
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February 13, 19
Summer Village of Birchcliff Public Works Request for Decision Agenda Item: Road Maintenance and Repair Policy Background: Administration has drafted a policy for Road Maintenance and Repair. The policy outlines what factors go into the decision making for road repairs and preventative maintenance. Options for Consideration: 1. That Council move to accept the draft Road Maintenance and Repair Policy 2. That Council move to amend the draft Road Maintenance and Repair Policy 3. That Council accept as information Administrative Recommendations: That Council move to accept the draft Road Maintenance and Repair Policy. Authorities: MGA Repair of roads, public places and public works 532(1) Every road or other public place that is subject to the direction, control and management of the municipality, including all public works in, on or above the roads or public place put there by the municipality or by any other person with the permission of the municipality, must be kept in a reasonable state of repair by the municipality, having regard to (a) the character of the road, public place or public work, and (b) the area of the municipality in which it is located. (2) The municipality is liable for damage caused by the municipality failing to perform its duty under subsection (1).
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Policy Title
Road Maintenance and Repair Policy
Date:
January 21, 2019
Resolution No.
/19
Purpose and Scope: The purpose of this policy is to establish guidelines for maintenance and repair of roadways. Policy Statement and Guidelines: All highway surfaces must be kept in a condition suitable for safe travel at the posted speed limit. Keeping the surface of all roads in a safe condition is the number one priority maintenance item. All roads will be inspected yearly to allow for effective maintenance planning that will allow the Summer Village to minimize the overall cost of road maintenance by being proactive. Specific Procedures: Crack sealing will be done on an annual basis. The purpose of crack sealing is to prevent moisture from penetrating the base and subgrade, thereby weakening the roadway structure. It also prevents material spalling from the edges of the cracks. Pavement patching will be done on an annual basis as needed and as the road maintenance budget will allow. Deep patching is used when base and surface pavement repair is required (i.e. structural failures). It helps to minimize the spread of damage and replaces the portion of pavement that has been damaged. Pavement overlay will be undertaken when roadways are showing signs of significant fatigue, specific signs of fatigue are Alligator Cracking, subgrade failures and longitudinal cracking. Areas that need consistent patching repairs and show obvious signs of road deterioration will be scheduled in the Capital plans for overlay. These areas will be identified during an annual inspection by Public Works along with a paving contractor. Pavement Distresses that may require patching, filling or overlay would include: • Pot Holes • Subgrade Failures • Alligator Cracking • Settlements/Distortions (i.e. culvert dips) • Longitudinal Cracking (Wheel Path Cracking) • Spalling and Raveling • Depressed Transverse Cracking • Rutting
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2 | P a g e
POLICY: ROAD MAINTENANCE AND REPAIR
Road Bans are set at 75% G.V.W year-round to help preserve road conditions. Overweight permits are managed through a third party (Road Data).
____________________________ Mayor ____________________________ Administrator
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February 13, 2019
Summer Village of Birchcliff
Planning and Development
Request for Decision
Agenda Item: Public Hearing – Land Use Bylaw Amendments
Background: Public Hearing will be held at 10:00am during the Council meeting, regarding the Land Use Bylaw Amendment Bylaw #215/19.
Options for Consideration: 1. Council to discuss comments received from the public, then give second and
third readings to Bylaw #215/19. 2. Council to discuss comments received from the public, make minor
amendments to the Bylaw, then give second and third readings. 3. Council to discuss comments received from the public and make major
amendments to the Bylaw, therefore rescinding first reading on Bylaw #215/19 and creating a new Bylaw to be presented at the next Council meeting for first reading (with public hearing to follow).
Administrative Recommendations: 1. Give second reading, and 2. Give third reading to Bylaw #215/19. Authorities: Section 230(1) of the MGA – Council must hold a public hearing before second reading of a bylaw.
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January 10, 2019
Summer Village of Birchcliff
Planning and Development
Request for Decision
Agenda Item: Cannabis Brochure
Background: Administration has provided the attached brochure regarding the regulations of cannabis, with the intent of mailing them out to the residents if approved by Council for information purposes.
Options for Consideration: 1. Accept as information. 2. Mail brochures to residents.
Administrative Recommendations: Council to approve mailing of brochures. Authorities: Section 207(c) of the MGA – The CAO advises and informs the council on the operation and affairs of the municipality.
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Cannabis Cannabis is legal across Canada as of October 17, 2018.
Summer Village Property
• The Summer Village is working on creating a bylaw prohibiting the consumption of cannabis on public property
• Please visit the website for updates – http://www.sylvansummervillages.ca/birchcliff.html
Resources
For more information, please visit the following websites:
• Government of Alberta – https://www.alberta.ca/cannabis-legalization.aspx
• Municipal Guide to Cannabis Legalization – https://fcm.ca/Documents/issues/Cannabis-Guide-EN.pdf Dated: December 19, 2018
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Summer Village Home Occupations
• The Summer Village already allows for home occupations (if approved prior to, by the Development Authority)
• Residential buildings are not constructed for cannabis cultivation
• Home occupations shall not detract from the amenities of a residential neighborhood by creating dangerous or objectionable conditions
• Cannabis facilities are located in commercial, industrial, or agricultural zoning districts where the Summer Village only has residential
• Please visit the website for any updates – http://www.sylvansummer villages.ca/birchcliff.html
Provincial Rules
Yes, cannabis is legal in Alberta, but
• Only if you’re 18+ • Only from licensed stores or
albertacannabis.org • 30 grams is the most you can buy
or carry at a time • You can’t smoke in some public
places – see Summer Village Property
• Only 4 plants can be grown per household
• Driving high is illegal • It can’t be within reach of
anyone in a vehicle • Edibles are not yet legal to sell • Kids can’t enter cannabis stores,
even with an adult
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February 13, 19
Summer Village of Birchcliff Council Reports Information Item Council Reports: Roger Dufresne Ann Zacharias Marvin Hood Committee Reports: Julie Maplethorpe, Summer Village of Jarvis Bay
• Sylvan Lake Library Board
Correspondence: Upcoming Meetings: Next Council Meeting – March 21, 2019
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SYLVAN LAKE LIBRARY BOARD – REGULAR MEETING HIGHLIGHTS WEDNESDAY – NOVEMBER 28, 2018 – 6:30PM
1. Welcome New Board Members
Three new members were introduced to the Board at this meeting. Megan Hanson will be the Town of
Sylvan Lake Councillor replacing Teresa Rilling, Jennifer Blair and Rob Wiens will be on the Board in the
capacity of members at large.
2. Treasurer’s Report / Draft Budget 2019
The Treasurer’s Report was approved as presented.
The draft budget was presented to the Town of Sylvan Lake and is awaiting approval by Council. An open
house is scheduled for December 11th to allow public engagement and the final budget is set for approval in
January; the Board will be updated at that time.
3. Auditor’s Change of Name
The past auditor used by the library was Collins Barrow; this company has gone through a name change and
is now working as RSM. The library will continue to use their services under the new name.
4. Director’s Report
During the fall season the Town of Sylvan Lake performed a community survey to measure the quality of
municipal services and resident satisfaction levels. Satisfaction levels with the Sylvan Lake Municipal
Library (97%) and the Town’s Youth Centre (97%) were among the highest of various discrete services
offered by the Town. For further details on this survey and the results please visit:
https://www.sylvanlake.ca/Modules/News/index.aspx?_mid_=14319&newsId=195d5a20-8f01-4e06-81a2-
849352322266
The “Librarian’s Lunch” was a very well received event with local librarians sharing information and
resources. Due to the high level of success this luncheon is in the works to become an annual event.
The Prism Club offered at the library is becoming a place where teens feel comfortable, fit-in, and belong.
The hope remains that this sense of well-being transfers over to their school-lives as well.
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Statutory holidays for 2019 at the library include the following:
January 1 / February 18 / April 19 / April 21 / May 20 / July 1 / August 5 / September 2 / October 14 /
November 11 / December 24 ( ½ day) / December 25 / December 26 / December 31 ( ½ day)
5. Subcommittees
Personnel Policy – Members of this committee provided documents for review and are hoping to have a
final draft of the Personnel Policy early in the new year for approval by the Board.
Health and Safety – Members of this committee provided documents for review and are currently working
on a lockdown procedure, muster point signage and hazard assessments.
Next Regular Meeting – December 12, 2018 at 6:30pm
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SYLVAN LAKE LIBRARY BOARD – REGULAR MEETING HIGHLIGHTS WEDNESDAY – JANUARY 9, 2019 – 6:30PM
1. Treasurer’s Report
The Treasurer’s Report was approved as presented.
2. Director’s Report
On January 18, 2019 the library will be hosting “Animal Assisted Therapy”; this is the first time the library
has offered this type of programming. This is a trial program that will take place after hours, registration is
required and the program fee will be collected directly by the dog trainer. Anyone who is interested should
phone the library early to register.
The annual “Read for 15” event will take place on January 25, 2019. All library users, local schools and any
other readers in the community are encouraged to phone, email or post their reading minutes for the day
to put the Sylvan Lake Municipal Library in the running for provincial rankings.
The “XOX Event” will be taking place on February 1, 2019 from 7:00 – 10:00pm. This Valentine’s Day
themed event is for ladies only and registration can be made by calling the Sylvan Lake Municipal Library at
403-887-2130. You must be 18+ to register and your name must be on the list in order to attend; additional
invitations can be picked up in person at the library.
On February 25, 2019 the library will be closed to train staff on a new database program initiated by
Parkland Regional Library Systems named “Polaris”.
3. Open Items
Personnel Policy Subcommittee – Members of this committee provided an update on the progress of this
document; a final draft will be distributed for the February Board meeting. The second subcommittee will
begin working on the annual review of the Library Director and all related documents.
Health and Safety Subcommittee – Members of this committee provided an update on the progress of the
safety documents. A hazard assessment workshop for all library staff is scheduled to occur on January 14,
2019. A partnership has been made with the Memorial Presbyterian Church regarding a second muster
point. In the event the primary muster point is not viable, (which is located east of the library in the Dairy
Queen parking lot), the secondary muster point would then be utilized.
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4. New Items
Minister’s Award – The library will be sending two submissions for this award that include the “Librarians
Luncheon” and the “Kindness Project”.
Social Media – A member of the library staff will be completing online training through the American
Library Association with regards to creating a social media policy; a draft will be brought forward to the
Board in the coming months.
Next Regular Meeting – February 13, 2019 at 6:30pm
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