Owen Sound & North Grey Union Public Library Board Minutes. June 25, :30 p.m. Library Board Room

Transcription

1 Owen Sound & North Grey Union Public Library Board Minutes June 25, :30 p.m. Library Board Room MEMBERS PRESENT: Richard Thomas, Chair (City of Owen Sound, Councillor) Tom Wiley, Vice-Chair (Township of Georgian Bluffs, Councillor) Steven Bartley (Municipality of Meaford, Councillor) Janice Currie (City of Owen Sound) Robert Droine (City of Owen Sound) Rick Holland (City of Owen Sound) Esra Samli (City of Owen Sound) Elizabeth Thompson (Township of Chatsworth, Councillor) Joanne Veerman (Township of Georgian Bluffs) MEMBERS ABSENT/REGRETS: STAFF PRESENT: Tim Nicholls Harrison, CEO Beth Hall, Administrative & Facilities Manager Chris Carmichael, Support Services Manager GUESTS PRESENT: COMMENCEMENT: 7:30 P.M. 1. CALL TO ORDER The meeting was called to order by Chair, Richard Thomas at 7:30 p.m. 2. ADDITIONAL ITEMS 2.1 Department Presentation: Chris Carmichael, Support Services Manager gave an overview of the responsibilities of the Support Services Department including acquisition and withdrawal of materials, serials, and IT systems. Carmichael left the meeting at 7:40 p.m. 3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF Owen Sound & North Grey Union Public Library Board: Minutes June

2 4. CONFIRMATION OF MINUTES Moved by Rick Holland THAT the minutes of the May 28, 2015 meeting of the Library Board be approved as presented. 5. DEPUTATIONS/QUESTIONS FROM THE PUBLIC 6. CORRESPONDENCE Hall reported that there were two items of correspondence to be circulated. 6.1 Thank you: A thank you to the Board and Staff for the floral tribute sent to Board member Janice Currie on the passing of her mother. 6.2 Community Foundation Grey Bruce: A letter from Community Foundation Grey Bruce presenting the yearly report on the Endowment Fund. 7. REPORTS AND MATTERS TABLED 7.1 Board Chair s Report 7.2 CEO s Report CEO Tim Nicholls Harrison drew the Board s attention to the CEO s Report as distributed and provided additional information Library Service Index: The Library Service Index allows us to capture and count more indicators than previously used in the performance report. The LSI for May was In the month of May, we provided at least 74,427 services to our customers. The LSI is calculated by dividing these services by the number of hours that we were open in the month. Our LSI for the year so far is Key Statistics: Our total library membership is 11,941. This is up 32 from last month. We were closed for two days during May for Victoria Day. We had 16,906 library visits and circulated 23,404 materials. There were 22,826 uses of technology. 444 items were added to our collection and 214 items were withdrawn. The library provided information assistance 1,727 times. 1,089 people participated in 8 adult and 34 youth programs and 7 class visits Staff Anniversaries: We extend congratulations to Dale Albrecht, Susan White, Shalynn Thompson, Carolin Brooks and Shauna MacWilliam on their work anniversaries. Thank you for contributing your time, effort, skills and talents! June Anniversaries Susan White Adult Learning Services 7 years Shauna MacWilliam Public Services 2 years July Anniversaries Dale Albrecht Support Services 8 years Shalynn Thompson Public Services Student 7 years Carolin Brooks Public Services 4 years Elevator Update: Due to unforeseen circumstances, final wiring of the 24 alert is still unfinished. We expect it to be completed soon. Nicholls Harrison reported that the wiring is now complete; one final test of the system remains. Owen Sound & North Grey Union Public Library Board: Minutes June

3 7.2.5 Customer Service Charter: Staff have been working on the development of a Customer Service Charter as one way to ensure best practice service delivery at all times. While we receive many compliments from the public, we are striving for continuous improvement in all aspects of our customer service Capital Project Repairs to Retaining Wall: We have been working with the City of Owen Sound on the initial stages of this project. An RFQ is being developed Canada 150 Community Infrastructure Program: The City has included the repairs to the retaining wall as part of a larger capital request to the Canada 150 Program. If funded, this $575,000 project would include rehabilitation of the entry way to the library. This project was submitted as the third of three potential projects Transition towards Integrated Customer Service Model: The CEO Report Renewal: A Refreshing the Library Main Floor will be available at the Board Meeting. It is a summary of our ongoing efforts to refresh the main floor of the library without embarking on a huge and costly renovation. The goal is to enhance the user experience and make more space available for public use. One aspect has focused on the board and staff s commitment to create more meeting and working space for our patrons. Using ideas gained from our experience visiting other libraries, a committee of library staff members is researching options for appropriate furniture Moved by Esra Samli THAT the Library Board approve the transfer of up to $10,000 from the Library Renovations Reserve Fund for the purchase of library related furniture Twenty-seventh Pay Period: Every few years there are 27 pays in a year instead of 26. In order to plan for this additional pay period, funds have been budgeted to be set aside within the Wages and Benefits section of the Operating Budget Moved by Steven Bartley THAT the Library Board approve the transfer of $4,000 from Wages and Benefits to the Personnel Reserve in preparation for the 27th pay Print On Demand Services: We have launched print on demand services. Patrons can send their print tasks from a computer at home or from a wireless device in the library or another location, when connected. Later they can come to the library and print their document More the Library: We have doubled the amount of time available to library members on our public computers. We have enabled BrowseAloud on our website so that accessibility support is now available. We have installed Photoshop and CorelDraw on one of the public computers so that library patrons can do advanced photo editing and graphics design work Poet Laureate: The Poet Laureate program will be returning to the Owen Sound & North Grey Union Public Library. The program will be overseen by the library and supported by a committee of three community members. Funding for the Poet Laureate has been secured from three local patrons. The Poet Owen Sound & North Grey Union Public Library Board: Minutes June

4 Laureate program is funded by community fundraising and no municipal funds are used for the program. The Owen Sound Poet Laureate is a program of the Owen Sound and North Grey Union Public Library with support from the Owen Sound Little Theatre and generously sponsored by John A. Tamming Law, David Madill, CFP of BMO Nesbitt Burns, and Andrew Armitage Moved by Elizabeth Thompson THAT the Library Board thank the Owen Sound Little Theatre for their continued support of the Poet Laureate program and extend our gratitude to the Poet Laureate sponsors for their kindness and generosity as patrons of the arts MIY Rumpus June 13 th : Over 400 people attended our first MIY Rumpus. Some of the demonstrations and activities included 3D printing, panjos, papermaking, minecraft, lego, monsterland stories, stop motion animation and linux systems. Feedback from the participants and exhibitors was very positive. We will be presenting to the City s Economic Development Committee about the role of libraries and makerspaces in local community development work Upcoming Programming: Our Summer Wacky Wednesday schedule is posted. Families will also be participating in the Summer Story Tents and the TD Summer Reading Club. We will be hosting a Lego and Urban Design workshop. Upcoming workshops include an Adult Craft Night, a session on Downsizing Your Home, two gardening programs and International Folk Dancing Workshops Final Comments: As usual, the library continues to be very busy. I want to extend my thanks and appreciation to the staff for their commitment and energy. It is truly a pleasure to work with such a dynamic and hard-working team. We are looking forward to the summer programming. Additional items as per verbal report: Database Funding: Nicholls Harrison reported that notification had been received from the province that the funding libraries are currently receiving for databases is to be discontinued. He noted that this will have a major impact on our materials budget, and that the Board may wish to consider writing to the Ministry of Culture, Tourism and Sport Moved by Elizabeth Thompson THAT the Library Chair, on behalf of the Board, write a letter to the Ministry of Tourism, Culture and Sport encouraging the Minister to reconsider the funding cut to libraries for the provision of databases and further, THAT the Library Board stresses to the Ministry the importance of continued consortia purchasing as an efficient and fair use of tax dollars Moved by Robert Droine THAT the Library Board approve the CEO s Report as presented. Owen Sound & North Grey Union Public Library Board: Minutes June

5 7.3 Financial Committee Report Statements and Accounts: Moved by Rick Holland THAT Library accounts totaling $21, for May be approved for payment and further, THAT the Adult Learning Centre s accounts totaling $6, for May be approved for payment and further, THAT the Library s and Adult Learning Centre s Financial Statements to May 31, 2015 be received as information. Accounts during July and August: Moved by Rick Holland THAT the Library Board authorizes the CEO to continue to pay the invoices through to the September Board meeting Adult Learning Centre Audit: Moved by Rick Holland THAT the Library Board accepts the Adult Learning Centre s audited Financial Statements for the year ended March 31, 2015 as prepared by BDO Canada LLP Moved by Rick Holland THAT the Library Board authorize the transfer of the Adult Learning Centre surplus of $2, to the Adult Learning Centre s Contingency Fund Community Foundation Grey Bruce Grant: Nicholls Harrison reported that a grant had been received from the Community Foundation Grey Bruce in lieu of interest earned on the Library s investments of bequests in its Designated Agency Fund. A motion acknowledging receipt of the grant and instructions for its use must be recorded in the Minutes Moved Rick Holland THAT the Library Board acknowledge receipt of a grant in lieu of interest in the amount of $6, from the Community Foundation Grey Bruce and authorize its use to enhance the landscaping around the Library and further, THAT the funds are deposited in the Future Projects Reserve Fund until required. 7.4 Personnel Committee Report Personnel Committee Chair Joanne Veerman noted that a report would be made later in the meeting during the In Camera session. 7.5 Property/Building Committee Report Main Floor Reorganization: Nicholls Harrison presented report Renewal: A Refreshing Look at the Library Main Floor on the progress and plans for the renewal and refreshment of the Main Floor. He noted that he and Beth Hall, Owen Sound & North Grey Union Public Library Board: Minutes June

6 Administrative & Facilities Manager were presenting to the Accessibility Advisory Committee on June 29. Veerman left the meeting at 8:20 p.m.; Veerman returned at 8:25 p.m. Property/Building Committee Chair Janice Currie noted that when the landscaping plans are being considered it is imperative to keep in mind that the ramp areas be kept clear of any obstructions. 7.6 Library Foundation Committee Report 7.7 Policies and Bylaws Committee Report 7.8 Friends of the Library Liaison Report 7.9 SOLS Saugeen Trustee Council Report 7.10 Cultural Advisory Committee Report 8. OTHER BUSINESS 8.1 Grey County Bar Association: Esra Samli reported that she had been approached by the Grey County Bar Association regarding the possibility of an Interlibrary Loan agreement between the Library and the Court House. 8.2 Legal Aid: Samli reported that Legal Aid had approached her and enquired about utilizing the library facilities for providing information to public. Nicholls Harrison noted that the Library would be open to both requests, and requested that Samli have the groups contact him. 9. STRATEGIC PRIORITIES 10. RESOLUTION TO MOVE IN CAMERA Moved by Janice Currie THAT the Library Board now move in Camera to discuss two matters relating to identifiable individuals. Nicholls Harrison left at 8:55 p.m.; He entered the In Camera meeting at 9:15 p.m. Owen Sound & North Grey Union Public Library Board: Minutes June

7 11. DECLARATION TO MOVE TO THE REGULAR BOARD MEETING: 9:25 P.M. The business of the In Camera meeting having been completed, the In Camera meeting was adjourned and the Board moved to the regular meeting to consider matters listed on the June 25, 2015 Agenda and other business Moved by Elizabeth Thompson THAT the Library Board extend congratulations to Tim Nicholls Harrison on the successful completion of his first year as Library CEO Whereas the Personnel Committee has accepted the recommendation of the CEO and Management Team it was Moved by Joanne Veerman THAT the CEO be authorized to proceed with the appointments as discussed. 12. NEXT MEETING: Employee Recognition and Regular Board meeting to be held Thursday September 24, 2015 at 7:00 p.m. in the Library Auditorium. 13. ADJOURNMENT: The meeting was declared adjourned at 9:28 p.m. Owen Sound & North Grey Union Public Library Board: Minutes June