Chinook Regional Library

Annual Report Contents (Top of Page)

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We have audited the balance sheet of the Chinook Regional Library as at December 31, 1997 and the statements of surplus accounts and revenue and expenditures for the year then ended. These financial statements are the responsibility of the library board and its administration. Our responsibility is to express an opinion on these financial statements based on our audit.

We conducted our audit in accordance with generally accepted auditing standards. Those standards require that we plan and perform an audit to obtain reasonable assurance whether the financial statements are free of material misstatement. An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the financial statements. An audit also includes assessing the accounting principles used and significant estimates made by management, as well as evaluating the overall financial statement presentation.

In our opinion, these financial statements present fairly, in all material respects, the financial position of the library as at December 31, 1997 and the results of its operations for the year then ended in accordance with accounting principles normally used by organizations of this nature.

These financial statements are not prepared in accordance with generally accepted accounting principles. The manner and extent of deviation from such principles are detailed in the notes to the financial statements. The methods, however, are considered to be appropriate for this type of organization and are consistent with those used by similar local government organizations.

(Signature)
Chartered Accountants
Swift Current, SaskatchewanFebruary 17, 1998

CHINOOK REGIONAL LIBRARY

BALANCE SHEET AS AT DECEMBER 31, 1997
 

1. Significant accounting policies

(a) Capital assets are valued at cost with no provisions for amortization. The Chinook Regional Library budgets annually for replacement reserves. Total replacement value and turn-over time of each piece of equipment is determined on the date of purchase and equal yearly instalments commencing with the year of purchase, are allocated to the replacement fund.

(b) Transfers to reserves are treated as operating expenses rather than as appropriations of surplus as is recommended under generally accepted accounting principles.

2. Sick leave benefits

Beginning in 1979 the library recorded a reserve for accumulated sick leave benefits for the branch librarians. This amount accumulates at the rate of 1.25 days per month up to a maximum of $250.00 for each individual. It is reduced by the amount of sick leave taken by the employee.

3. Reserves

The Chinook Regional Library has set up the following reserves which represent an allocation of accumulated surplus, designated for particular future purposes. When the identified cost is incurred, it is offset by an equal amount of the reserve which is taken into revenue for that year.

5. Long Term Debt

The library has a loan payable to Canadian Imperial Bank of Commerce. This loan requires monthly instalments of $441.00 including interest at the bank's prime lending rate. This loan is secured by an investment held by the library at Wood Gundy in an amount equal to the loan balance.

Principal payments estimated to be required after 1997 are as follows:

REGIONAL LIBRARY AGREEMENT

Changes to library legislation in 1996 required all regional libraries to prepare new agreements. The executive committee, with legal assistance from James Fitz-Gerald, drafted a new agreement and presented the document to the Annual Meeting of the board for their approval. The agreement was then sent to all municipalities within our regional library boundaries for their formal approval. 82 of 98 municipalities have signed the agreement. Those municipalities which have not signed the agreement are still participating municipalities of the Chinook Regional Library and are responsible for payment of the annual library levy as approved by the regional library board, but no longer have representation on the board.

An amendment to the library agreement was requested by the City of Swift Current dated August 12, 1997. As stated in legislation, "changes to the Agreement are effective and binding on all participating municipalities when the changes have been approved in writing and signed by the appropriate signing officers of each of the participating municipalities representing two-thirds of the participating municipalities and representing two-thirds of the participating population." The requirements were fulfilled on December 16 with approval being received from 67 municipalities representing 44,010 residents.

A request for a change to the terms of the agreement was also made by the Rural Municipality of Gull Lake No. 139. It was judged that this requested change would restrict the duties of the regional library board and would be contrary to the Legislation and Statutory conditions required to be part of the regional library agreement. Therefore, a motion was passed by the regional library board to take no action regarding the requested change.

MUNICIPAL LEVY

Spirited discussion preceded the drafting of the region's 1998 operating budget by the executive and approval of the document by the regional board at the Fall Board meeting. With the exception being the City of Swift Current, the increase to the municipal levy was approved at $1.00. The new grant formula as outlined in the Review of Regional Libraries Committee Report 1996 could provide $35,541.00 less provincial funding to Chinook Regional Library in 1998 which is equivalent to $0.695 per capita. 1998 municipal population figures will indicate a population loss of 2,078 residents compared to 1997 figures, or 3.9% of our total population. This population loss alone accounts for an increased levy requirement of $0.244. These two factors alone account for $0.939 per capita of the $1.00 per capita approved. (It should be noted that the municipalities of the Chinook Regional Library have provided the lowest per capita support of the seven regional libraries through our 26 year history.)

As presented, our 1998 operating budget has a projected expenditure increase of less than 1 percent over our 1997 operating budget. Even so, a significant deficit must be managed and eliminated before the region can return to the operational and funding consistency we have known in the past.

LIBRARY SERVICE

Major changes to our library service were incorporated in 1997. Swift Current Branch has become our first automated library leading the way for this process to continue with other branches in 1998. Bookmobile service was discontinued in September but two new services were initiated. The Chinook Reader Request Line is now providing 24 hour request service to all regional library patrons. Nine Corner Libraries have been established in communities where populations number less than 100 residents and are providing direct service to local patrons young and old.

The Chinook Regional Library comprises of 98 municipalities to which the regional library board and executive are responsible. If our regional library is to remain a relevant and cherished institution, we must be prepared to balance the need for change with the necessity of providing competent service to those whose simple desire is to read and learn. To meet this challenge, fair funding from our municipalities and the provincial government will always be a requirement.

Submitted on behalf of the Executive,

Linda Linnen, Chairman
 

EXECUTIVE COMMITTEE
 

LIBRARY AUTOMATION

In March, the executive committee approved an implementation plan for a change in library software from Mandarin to Dynix. Using the Internet, Headquarters and branch libraries become remote site users of Dynix off the Provincial Library computer. In the spirit of the Review of Regional Libraries Committee Report 1996, Chinook strenghtens the level of compatibility within the provincial union catalogue and provides its communities with the opportunity to automate their branch libraries. The process began in May for Headquarters, and Swift Current Branch was connected for Dynix operations in July. It has been a learning process for Chinook and the Provincial Library and in 1998 we will be prepared to bring more branch libraries into the electronic world.

BOOKMOBILE

At the April Annual Meeting, the board approved a plan that would at year's end replace bookmobile service with alternate modest services. In September, circumstance resulted in the early termination of bookmobile service and the immediate implementation of the Chinook Reader Request Line (1-888-CRL-8844) and Corner Libraries.

CHINOOK READER REQUEST LINE

The Chinook Reader Request Line is a toll-free telephone mailbox service available to residents of Chinook 24 hours a day. Requests are processed at Headquarters and the required material is dispatched through our interlibrary loan service.

CHINOOK CORNER LIBRARY

Corner Libraries contain a collection of popular paperbacks that can serve all age groups. Collection size varies but averages 650-750 titles. The regional library provides the paperbacks and the display furniture and the community provides the facility. Locations include senior citizen centres, community halls, post offices, municipal offices, and even a cafe. Opening hours vary from daily to weekly or less. All of the nine corner libraries established in 1997 serve communities with populations of fewer than 100 residents.

The regional library is committed to providing an affordable and responsive service to both urban and rural residents. Through shared responsibility, corner libraries are providing direct service to some of our smallest communities and the Internet and automation will be a reality in many of our branch libraries. The love of reading and the need for information will always exist but the library must continue to adjust and refine its service according to the environment of the day.

Respectfully submitted
Michael J. Keaschuk

.

SUMMER READING PROGRAM

This program continues to generate a great deal of activity in our branches. Nineteen branches took part in "Summer is so cool at your library". Each branch offers what is felt to be a manageable program for them, depending on the manpower and facility available. Special events can occur once a week, or maybe once or twice during the summer. Every event is very important and without a lot of activity we probably would not have close to 10,000 books read by the children.

The Summer Reading Program committee continues to do a great job coordinating the entire program for the Province, and it is they who make it possible for us to have attractive posters, bookmarks and logs as well as great touring performers. 'Ara the clown' entertained 671 children at ten of our branches, and kept her program true to the theme 'cool'.

AUTHORS

Coteau Books requested that four of our branches help them launch two of their new titles. Swift Current, Maple Creek, Eastend and Shaunavon branches were happy to oblige and were hosts to David Carpenter, author of 'Banjo Lessons' and Bill Robertson who's new book is called 'Somewhere Else'. Shaunavon Branch also offered a "Cowboy Poetry Reading" by Anne Slade and Doris Bircham, as well as a reading by Chris Fisher. Samuel Hofer was a guest at the Swift Current Branch during Saskatchewan Library Week.

STAFF CHANGES

At Maple Creek Ev Southwood replaced Vi Bethel ( on staff for 19 years ), and Gwen Montgomery was appointed to replace Ev as assistant. At Climax Joan Bennett replaced Sue Smith ( on staff for 25 years ). Swift Current Branch had to say farewell to Irene Curtin, but were pleased to welcome Jackie Hudec as Irene's replacement, and also Lori Schultz as one of the part time staff.

Respectfully submitted,
Myra Leyshon

With all of our catalogue-related card files entered into Mandarin and double-checked, the last remaining card file, the A-Z file, was officially closed and a new block exchange report process including a computer print-out was adopted.

January 8

A Dell Latitude LMP 133ST laptop computer was ordered. This computer will be used for branch library demonstration and training.

February 6-14

A small furnace fire and resulting smoke damage resulted in the closure of Swift Current Branch the afternoon of February 6 through February 14. During that period, Swift Current Branch staff members received training and assisted in other duties at Headquarters.

February 14

The regional librarian met with Swift Current mayor, Paul Elder, and Bob Jamieson to discuss city funding of the regional library.

February 20

An InterLEND workshop was conducted in Regina and was attended by Headquarters staff Myra Leyshon, Doreen Roberts, Donna Olson, and Swift Current Branch staff member Pat Palmer.

March 3

A 1997 E150 Ford van was acquired from Cypress Motors (S.C.) Ltd.

March 4

With the assistance of Provincial Library staff, Swift Current Branch and Headquarters staff were instructed in the use of the interlibrary loan software, InterLEND.

March 5

The regional librarian spent the day at the Provincial Library discussing the requirements necessary for the migration to Dynix and preparing for the computer education work that Headquarters staff will be doing with branch staff and local boards.

March 15

An executive meeting approved the implementation plan for the migration to Dynix software, approved the Bookmobile Replacement Plan to be presented to the Annual Meeting, accepted the tender from CIBC for a minimum of 3 years, and approved the purchase of a fax machine from Office Outfitters.

March 17

Staff from Headquarters, Swift Current Branch, and the Provincial Library journeyed to Moose Jaw Public Library to examine their Dynix structure and operation.

March 19

Myra Leyshon and Michael Keaschuk met with city representatives to discuss and plan the next stages of the automation project at Swift Current Branch.

March 25

Myra Leyshon and Michael Keaschuk met with branch staff and local board members at Shaunavon Branch to discuss the prospects of branch library computerization.

April 12

Executive and Annual meeting. The 26th Annual Meeting of the Chinook Regional Library was attended by 55 delegates representing 57 of 97 municipalities and one Aboriginal Band. Reports were presented by Dorothy Saunderson representing the Saskatchewan Library Trustees' Association and Maureen Woods of the Provincial Library. Delegates approved new operating agreements in accordance with The Public Libraries Act, 1996 and corresponding changes to our bylaws. Bookmobile service was discussed and a motion to retain the service was defeated. Executive elections were conducted with Linda Linnen being returned as chairman and Krystine Singh of Gull Lake replacing Barry Elderkin of Maple Creek.

April 17

Linda Linnen and Michael Keaschuk represented Chinook at a Library Directors' and Chairpersons meeting at the Provincial Library.

April 17-19

Chinook was officially represented at the SLA/SLTA Spring Conference in Regina by four executive members, two Headquarters staff, two branch staff and Dorothy Saunderson, Chinook's representative on the SLTA executive. The conference theme was Convergence, Sharing, Renewal: The Future of Library Services in Saskatchewan. Dorothy Saunderson was returned for one more term as President of SLTA.

April 18

The Gull Lake library board organized Book the Crook, a fund raiser for the library expansion project.

May 8

Ponteix Branch was proclaimed the 1997 Library Access Award winner in the rural category at award presentations in Regina. The award is presented by the National Access and Awareness Week, Saskatchewan Committee in recognition of achievements towards making libraries in Saskatchewan more accessible to people with disabilities.

May 9

Swift Current Branch and Coteau Books sponsored a reading by Saskatchewan authors William Robertson and David Carpenter celebrating their recently published works.

May 12

Myra Leyshon and Michael Keaschuk met with Liz Gordon of the Cypress Hills Regional College to be informed and discuss the Career Services Initiative presently being coordinated by the college.

May 13

The regional librarian attended a Swift Current Branch Library Board meeting to discuss regional and branch operations and issues.

May 22

The mayor of Swift Current, Paul Elder, was in attendance at an executive meeting. A document outlining the funding and service relationship between the city and the region was presented to Mr. Elder and discussed. The first draft of the region's 1998 operating budget was presented to the executive and discussed.

May 23

Michael Keaschuk attended a Z39.50 information session at the University of Regina. The session was coordinated by the National Library of Canada.

May 26

18 branch librarians, 9 assistants, and 4 local board members attended our annual Branch Workshop at Headquarters. Discussion of issues, operations and programs was the focus of the morning session. In the afternoon, an Internet training session at the Fairview School Computer Lab introduced the attendees to e-mail and the World Wide Web.

Our Mandarin library catalogue was officially closed at 4:00 p.m. in preparation for the data conversion to Dynix software on the new computer at the Provincial Library.

June 4 & 5

Chinook's annual booksale, located at the Wheatland Mall, raised $1,728.82. The Kiwanis Club of Prairie Pioneers and other volunteers supervised the sale.

June 9

The regional librarian attended a council meeting of the R.M. of Piapot to discuss the new legislation and agreement.

June 10

The regional librarian attended a council meeting of the R.M. of Bone Creek to discuss the new legislation and agreement.

June 10-12

Provincial Library staff travelled to Swift Current to begin the Dynix training process with Headquarters and Swift Current Branch staff.

June 16

Myra Leyshon and Michael Keaschuk conducted an Internet and library catalogue workshop at Maple Creek Branch. Branch staff and a town employee were in attendance.

June 19

Myra Leyshon and Michael Keaschuk conducted an Internet and library catalogue workshop at Cabri branch. Branch staff and local board members were in attendance.

June 24 & 25

Lynnette Butts attended a Dynix training workshop at the Provincial Library dealing with structuring and producing reports.

June 28-July 1

The regional librarian attended the American Library Association annual conference in San Francisco, California.

July 9

Swift Current Branch was connected for Dynix operations and Internet inquiry.

July 23

Dorothy Saunderson was part of a delegation that presented the Review of Regional Libraries Committee Report to the Minister.

August 6

The regional librarian conducted an Internet and library catalogue workshop in Leader for interested community members of Leader and Fox Valley.

August 11-15

In conjunction with the Summer Reading Program "Summer is so Cool at Your Library," Barbara Clanchy as "Ara the Clown" performed to enthusiastic audiences in ten communities:
 

The regional librarian began his annual tour of branch libraries by accompanying John Carlson on block exchanges.

September 4

Myra Leyshon attended a meeting at Cypress Hills Regional College at which Saskatchewan author, Rod MacIntyre, was introduced as Writer-In-Residence for the next nine months.

September 10

The bookmobile travelled the highway for the last time making stops in Bracken and Orkney.

September 11

At a meeting of the regional library executive, it was determined that bookmobile service would be terminated immediately and that all efforts would be focussed toward initiating Chinook Corner Libraries and the Chinook Reader Request Line.

September 22

The Chinook Reader Request Line (1-888-CRL-8844) is operable.

October 6-12

The Chinook Regional Library declared an Amnesty Week providing negligent borrowers an opportunity to return overdue material at no charge.

October 15

The regional librarian met with Bob Jamieson and city commissioner Ron Hilton to discuss city funding of the regional library.

October 20-26

Saskatchewan Library Week. Provincial programs were organized by the Saskatchewan Library Asociation and many communities offerd local programs. The Chinook Regional Library used this opportune time to establish its first Corner Libraries. This year's theme was Living and Growing Through Libraries.

October 20

The first Corner Library was established in Cadillac with a paperback collection of 700 titles. The Corner Library is located in the Community Hall. Hours of opening are planned for Monday- 6:30 p.m.-8:00 p.m. and Wednesday- 9:30 a.m.-11:00 a.m.

October 21

The Senior Citizen's Centre in Bracken is the site of the second Corner Library. Opening hours will be 9:00-11:00 a.m., Monday through Friday.

October 24

The third Corner Library was established in the Senior Citizen's Centre in Hazenmore. Hours of access will be Monday-Saturday, 8:30-10:00 a.m. and 2:00-4:00 p.m.

October 29

The regional librarian met with Ron Hilton at Swift Current City Hall to discuss a proposal for an agreement with the city for services at Swift Current Branch.

October 31

The fourth Corner Library was established at Judy's Place (cafe) in Aneriod. Hours of access will be 8:00 a.m-1:00 p.m., 2:30-5:00 p.m., and 7:00-10:00 p.m., seven days a week.

November 6

The regional librarian conducted an Internet and library catalogue workshop in Herbert for the local library board.

November 14

The fifth Corner Library was established in the museum in Lancer.

November 17

The regional librarian attended a Library Directors meeting at the Provincial Library. Database licensing, reference service, and interlibrary loan services were primary topics of discussion.

November 19

Corner Library #6 was opened in the R.M. office in Shamrock.

November 21

An official opening of the Cadillac Corner Library and recognition of the implementation of the new regional service was celebrated in Cadillac. Library representation included Chinook chairman, Linda Linnen, SLTA chairman, Dorothy Saunderson, as well as library staff from Headquarters and the Provincial Library.

November 22

The Fall Board Meeting was attended by 38 delegates representing 41 municipalities. Topics of discussion included the new regional library agreement and municipal participation and the 1998 operating budget. A $1.00 per capita increase to the municipal levy was approved for 1998 with the exception being the City of Swift Current.

December 4

Corner Library #7 was set up in a vacant house in the community of Success.

December 15

Corner Library #8 opened in the new Post Office facility in Golden Prairie. A Grand Opening for both services followed in the afternoon.

December 16

A change to the agreement as requested by the City of Swift Current received approval from 67 municipalities representing 44,010 residents meeting the requirements as stipulated in The Public Libraries Regulations, 1996.

December 17

Corner Library #9 was established in the R.M. office in the Village of Rush Lake.
 
 

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