The Saskatoon Public Library Board Meeting

Transcription

1 AGENDA: The Saskatoon Public Library Board Meeting MEETING DATE: October 17, 2018 MEETING TIME: LOCATION: PREPARED BY: 4:00 p.m. Board Room, Frances Morrison Central Library Carol Cooley, Director of Libraries & CEO A. Call to Order A.1 Approval of Agenda Recommended (Move, second) THAT the Agenda of October 17, 2018, be approved as circulated, including any items added to the Agenda. A.2 Consent Agenda Recommended (Move, second) With the adoption of the Consent Agenda, all recommendations found within previous Committee Reports or Minutes and Correspondence are then received by the Board as noted. The Consent Agenda is not subject to discussion from the floor. That the Consent Agenda of October 17, 2018 be adopted as circulated, less any items requested for separate review and discussion. A.3 Previous Minutes Recommended (Move, second) THAT the Saskatoon Public Library Board minutes of September 19, 2018 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 and Protection of Privacy Act (LAFOIPP), The Saskatoon Public Library Board wishes to inform the public that all information including opinions, presentations, reports and documentation provided for or at a Public Meeting, Public Consultation, or other Public Process are considered part of the public record. This information SPL Public Board Agenda October 17, 2018 Page 1

2 C. New Business may be posted on the Saskatoon Public Library s website and/or made available to the public upon request. C.1 Writer in Residence (Verbal Update) C.2 Year-End Transfers Recommended (Move, second) THAT the Saskatoon Public Library Board receive this report as information and discussion; And that the Board deposit half of any year-end surplus into the IT Reserve and half into the Mayfair maintenance reserve. D. Reports from the Board D.1 Chairperson Update D.2 SLTA Report E. Report from Administration E.1 Director of Libraries & CEO Report Recommended (Move, second) THAT the Reports from Administration be received as information and discussion. F. Business Carried Forward F.1 Board Self Evaluation (L. Erickson Verbal Update) G. In-Camera Session In Recommended (move, second) THAT the meeting move in-camera for the purpose of addressing matters pertaining to Labour/Personnel under Sections 16(1)(c) of LAFOIPP and addressing matters pertaining 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) SPL Public Board Agenda October 17, 2018 Page 2

3 THAT the Saskatoon Public Library Board does now adjourn at (time) p.m. to meet again Wednesday, November 21, 2018, Frances Morrison Central Library, rd St E, Saskatoon or at the call of the Chair. SPL Public Board Agenda October 17, 2018 Page 3

4 A.2 A. Recommendation REPORT TO: Saskatoon Public Library Board MEETING DATE: October 17, 2018 SUBJECT: PREPARED BY: Consent Agenda Carol Cooley, Director of Libraries & CEO With the adoption of the Consent Agenda, all recommendations found within previous Committee Reports or Minutes and Correspondence are then received by the Board as noted. The Consent Agenda is not subject to discussion from the floor. That the Consent Agenda of October 17, 2018 be adopted as circulated, less any items requested for separate review and discussion. A.1 Meeting Minutes None A.2. Correspondence Author Recommendation/ Action A.2.1 C. Grant Letter to C. Chubb A.2.2 C Cooley Louis & Barbara Holtorf A.2.3 CBC News Saskatoon Library Hires Outreach Workers to Meet Social Needs of Visitors A.2.4 CUPE National Letter to C. Grant Information Information Information Information A.2.5 C. Grant Letter to C. Chubb Information Respectfully submitted, Carol Cooley SPL Public Board Agenda October 17, 2018 Page 4

5 A.2.1 March 15, 2005 Dear Dr. Chubb: Thank you for your continued interest in Saskatoon Public Library (SPL). Over the last year, we ve had many opportunities to engage in conversation and information sharing with you regarding your concerns about change at SPL. With each opportunity, we have done our best to communicate these changes and the impacts with you. We have heard you, have thoughtfully considered your concerns, and have taken care in answering your questions. The responses from the Board are also in addition to the calls, meetings, and s in which you have also engaged with library administration. Your most request to speak to the Board at the September 2018 meeting regarding Concerns regarding changes in staffing and the Saskatoon Public Library Collection _Transparency, Staffing, Library Collection, Treatment of Staff laid off in 2017 are concerns and information requests for which you have previously brought forward, and for which answers were given. The summary of information previously provided regarding these topics are: The staffing changes were required for SPL to modernize and continue to meet the needs of the community now and into the future. These decisions were carefully and strategically made using information gained from employee consultation and industry best-practices. We have shared all of the contexts for these decisions with you. The Service & Staffing Review Summary Report and the FAQ on our SPL s website are publicly available. Employees who were impacted by the layoffs in May 2017 were treated respectfully, fairly, and according to the law. They were compensated according to the terms of the Collective Agreement, and the bumping process was negotiated with and endorsed by the union executive. The library does not have the level of detail you are requesting regarding the historical make-up of the library collection. SPL is committed to maintaining a diverse collection of materials, and a strong physical collection. We have shared all of the detailed information we have regarding the collection with you. The Board will accept your deputation request. However, we believe it is worth clarifying that we have heard from you twice now on these topics within the last 12 months, and there is no significant new information available about these topics. Regards, Candice Grant SPL Board Chair SPL Public Board Agenda October 17, 2018 Page 5

6 A.2.2 October 4, 2018 Louis & Barbara Holtorf Dear Mr. & Mrs. Holtorf: I would like to thank you for the donation of $ to the Saskatoon Public Library. Your commitment to helping make the Saskatoon Public Library a pleasant place to visit in our community is sincerely appreciated. On behalf of the Saskatoon Public Library Board and staff, thank you again for your generous donation and continued support. Sincerely, C& Carol Cooley Director of Libraries & CEO Cc: SPL Board Saskatoon Public Library/ Frances Morrison Central Library rd St E/ Saskatoon SK S7K 0J6 / / saskatoonlibrary.ca SPL Public Board Agenda October 17, 2018 Page 6

7 9/18/2018 Saskatoon library hires outreach workers to meet social needs of visitors CBC News CBC A.2.3 Saskatoon library hires outreach workers to meet social needs of visitors Frances Morrison library a refuge for people in need of more than just a good book Danny Kerslake CBC News Posted: Sep 17, :13 PM CT Last Updated: September 17 There is a growing demand for support well beyond book recommendations these days at the downtown branch of the Saskatoon public library, so they are hiring two full time outreach workers. (Jessica Ruscello/Unsplash) There's a shift happening at the Frances Morrison Central Library in downtown Saskatoon. No longer is it a place simply to check out book, the library has also become a refuge for those with nowhere else to go. "We are seeing the need come in the door," said Beth Cote, director of public services for Saskatoon Public Library. SPL Public Board Agenda October 17, Page 7 1/4

8 9/18/2018 Saskatoon library hires outreach workers to meet social needs of visitors CBC News They are one of the last places in our society where you can come in, you can use the washroom, you can sit and read. - Beth Cote In an interview with CBC Radio's Saskatoon Morning, Cote said that the library is hiring outreach workers to "meet people at their point of need." "People often come into the library, they are seeking either warmth or a safe space. They may be people who either do or don't access other social services in the community and it's really just being able to answer the depth of those questions," Cote said. The library's Beth Cote said that staff is sometimes not in the best position to meet the needs of people, and may resort to calling police, when other social support orgaizations might be more appropriate. (CBC) Librarians overwhelmed The problem, Cote said, is that librarians and other library workers may not have the time or knowledge needed to be able to meet some of those needs. Sometimes they feel they have no SPL Public Board Agenda October 17, Page 8 2/4

9 9/18/2018 Saskatoon library hires outreach workers to meet social needs of visitors CBC News options other than to contact police. Cote said that outreach workers should be in a better position to make that call. "Being able to identify just when it is a need to call police, or when it is something that just a security guard can deal with and when it is something maybe those are not the appropriate service and there needs to be another service in the community that a person is connected with." The two full-time outreach workers are set to begin work on October 1st, and are both registered social workers. They will join forces with a team of librarians and are all working to meet the complex needs of some of the people who've come to see the library as a safe place. Homeless find hope, refuge and community at public libraries Modern libraries have to navigate tricky societal questions, professor says Vancouver Public Library staff now allowed to administer naloxone Public space Outreach seems to extend the library's mission well past lending books and helping people access the information they need, but Cote sees this as core work that is appropriate for a public space. "[Libraries] are democratic spaces," she said. "They are one of the last places in our society where you can come in, you can use the washroom, you can sit and read, you can sit and look out the window, nobody is going to ask you to buy something, and nobody is going to ask you to leave." The full-time hires come as the result of a pilot program that worked to track the needs at the library and helped build the case for better outreach. SPL Public Board Agenda October 17, 2018 Page 9 3/4

10 9/18/2018 Saskatoon library hires outreach workers to meet social needs of visitors CBC News The need has been there for some time Cote said, adding that with the downturn in the provincial economy, the demand for help has only increased. With files from CBC Radio's Saskatoon Morning 2018 CBC/Radio-Canada. All rights reserved. Visitez Radio-Canada.ca SPL Public Board Agenda October 17, 2018 Page /4

11 A.2.4 SPL Public Board Agenda October 17, 2018 Page 11

12 A.2.5 Dear Dr. Chubb, Thank you again for your presentation to the Saskatoon Public Library Board on Wednesday, September 19. At the meeting, the Board passed a motion to receive your presentation as information. In response to the questions you posed of us, we have responded below. Regarding the direction of the Board concerning information you requested, the Board provided instruction to Administration to provide you with information, which is publicly available. We are satisfied that Administration has given you this information as per our direction. The report by Dr. Cheryl Stenström is not available, as it is not a public document. The summary document contains a great level of detail about why these changes were needed. Again, for your reference, this report is located here: iewsummaryfinal.pdf Regarding your questions about position qualifications, in order to be a librarian and to hold a librarian position, a Masters of Library Information Science (MLIS) is required. In the old structure, the non-librarian positions held undergraduate degrees. There is no undergraduate degree for library work, so all of these people came to SPL with no training for work in public libraries. The new positions have new accountabilities and new qualifications. The nonlibrarian positions now require a Library Technician diploma, which requires two years of training to work in a public library. This is the qualification for new employees who join SPL. The combination of education and experience of our existing employee group (most of whom have undergraduate degrees) was recognized, which is why all employees who were interested in continued employment with SPL are working in these roles. We are providing additional training for these employees in a few areas, in particular, technology as the demand for assistance with technology from the public has grown. As we hire new employees, we will apply the new qualification. The Board is confident that our new staffing structure is best leverages the talent and expertise of SPL employees. Regarding the decrease in the collection in the years , the Board has determined that an investigation is not warranted, based on the following considerations: SPL no longer employs the members of the library administration who provided the direction to reduce the collection. In the years since SPL s collection has been growing. There is a collection management strategy in place to ensure SPL has a strong physical and digital collection. We hope that as opportunities for public consultation regarding library service are available that you will continue to share your perspectives with us. Regards, Candice Grant, SPL Board Chair Cc: SPL Board

13 A.3 MINUTES of the SASKATOON PUBLIC LIBRARY BOARD The Saskatoon Public Library Board met on Wednesday, September 19, 2018 in the Meeting Room, Frances Morrison Central Library. Present: Candice Grant, Chair Councillor Hilary Gough Lisa Erickson, Vice Chair John Thronberg Venkat Subramanian Cheryl Starr Nicholas Kaminski Carol Cooley, Director of Libraries & CEO Janice Hiebert, Recorder Guests: Regrets: Janna Sampson, Director, Marketing & Communications Audrey Sanders, Director Human Resources Beth Côté, Director, Public Services Laura Warner, Director, Corporate Services & Facilities Robyn Robertson C. Grant, Chair called the meeting to order at 4:00 p.m. AGENDA Moved by L. Erickson, seconded by C. Starr THAT the Agenda of September 19, 2018, be approved as circulated, including any items removed from, or added to the Agenda. Consent Agenda Moved by V. Subramanian, seconded by L. Erickson THAT the Consent Agenda of September 19, 2018 be adopted as circulated, less any items requested for separate review and discussion. Previous Minutes Moved by V. Subramanian, seconded by C. Starr THAT the Saskatoon Public Library Board minutes of June 20, 2018 be adopted as circulated, including any revisions to be made. No declaration of conflict of interest. B DEPUTATIONS/PRESENTATIONS/PUBLIC MEETING B.1 Carroll Chubb Deputation C. Chubb is requesting the Board provide clear instruction to Administration the type of information to be shared with her. She is requesting access to Dr. Cheryl Stenström s full report and for the Board to reconsider the staffing strategy that reduced the expertise of the staff and begin making better use of the expertise in the remaining staff. C. Chubb has also requested the Board to instigate an investigation of why and how the number of items in the Library Collection decreased between the years 2013 to She would like this investigation to begin as soon as possible. The Board will discuss C. Chubb s deputation and will respond in writing at a later date. SPL Public Board Agenda October 17, 2018 Page 12

14 Moved by L. Erickson, seconded by J. Thronberg THAT the deputation has been received. C NEW BUSINESS C.1 Alice Turner Branch-Roof Repair C. Cooley reported that the project is now complete; the final cost to SPL is $28, Insurance covered $19, of the repair costs. C. Grant reported that due to the emergent nature of the repairs the Board Chair, Vice-Chair and Council Member were informed approximately one month previous and approved by . We require ratification from the Board. L. Erickson commented given the age of some of our facilities the Board should be given a buffer in terms of a contingency to some of the work going forward. C. Cooley agreed based on the age of the building we would add a larger contingency. N. Kaminski questioned if the repair addressed all inadequacies and if all public safety issues due to material falling off the roof were repaired. L Warner stated the roof was inspected after the repairs. Moved by J. Thronberg, seconded by N. Kaminski THAT the Saskatoon Public Library Board approved the expenditure of $28, repair the Alice Turner Branch roof. And that we fund the expense from the Alice Turner Maintenance Reserve. C. 2 Board Self-Evaluation L. Erickson reported that annually as a Board we engage in a Board Self-Evaluation. This is a way to monitor the Board functioning and for the Chair to receive feedback. It also serves as a teaching tool for the expectations of Board members. L. Erickson requested each member to complete the Self-Evaluation Instrument by October 5. L. Erickson will then compile a report, deleting Board members names with the exception of the Board Chair Effectiveness portion, which will be shared one on one with C. Grant. C.3 Safe Use Bylaw The Bylaw addresses the kinds of behaviors that are not permitted in the library and the consequences of non-conformance. It replaces the existing Bylaw. L. Erickson stated that Governance & Nominations reviewed the Bylaw and felt it was ready to come to the Board for consideration. C. Grant thanked Governance & Nominations for their work. L. Erickson would like the Board to decide if the review cycle of five years is too lengthy. C. Grant stated that as a Board we have the discretion to review the Bylaw earlier. C. Cooley stated that if a need was noted operationally, that would also trigger a review. Moved by C. Starr, seconded by J. Thronberg THAT the Saskatoon Public Library Board adopt the Safe Use Bylaw as circulated. D. REPORTS FROM THE BOARD D.1 Chairperson Updates SPL Public Board Agenda October 17, 2018 Page 13

15 No report. D.2 SLTA Report L. Erickson stated that the SLTA requested a report from Saskatoon Public Library. There is a meeting in October for SLTA, L. Erickson cannot attend and will request if an alternate Board member can take her place. Any Board member interested in attending is to contact L. Erickson. E. REPORT FROM ADMINISTRATION E.1 Director of Libraries & CEO Updates C. Cooley reported that recruitment for Senior Managers and Managers has been successful, most managers are now in place. Due to the exemptions not coming until February the process was delayed. The Senior Manager Planning will start on October 1 st. This is a planning and evaluation work group, which will be key moving forward. The Senior Manager Access is vacant; the administration has an interim plan. C. Cooley also reported there had been positive media coverage on the newly hired Outreach Workers who start on October 1 st. Twitter has been very positive, as well as the Saskatoon Police Service. J. Thronberg asked if all internal hiring is complete including the under filled positions. C. Cooley confirmed that we continue to recruit and work on under filling with the Union. V. Subramanian asked how many staff report to the Senior Manager Planning and what are the implications if the exemptions are not granted? C. Cooley responded there are two employees if we do not receive the exemptions the roles will be reviewed. B. Côté stated there are elements of the duties that are not appropriate for in-scope employees. V. Subramanian asked if there was a mitigation plan in place. C. Cooley responded the Directors are holding planning meetings in order to build in capacity for forward planning. C. Grant congratulated Administration on the success of the Good Readance Program. Moved by L. Erickson, seconded by J. Thronberg THAT the Reports from Administration be received as information. F. Business Carried Forward F.1 Board Communications C. Grant reported the intention of the procedure is to make it easier for patrons to contact the board. L Erickson reminded the Board that this work is in response to concerns regarding Board transparency, and to clarify with the public how to contact the Board. L. Erickson also has feedback from Councillor Gough. The first question is whether to include addresses next to the names and bios of Board members. Should there be a way to contact individuals without it being part of public record. If Councillors are contacted individually, this is not considered the public record. Councillor Gough feels the process is too rigid to engage in a discussion. C Cooley provided a point of contrast between Council and the Board. Councilors are elected by their constituents and would have one on one conversations. The Board is appointed and based on our Resolutions needs to speak as one voice through the Chair. SPL Public Board Agenda October 17, 2018 Page 14

16 J. Thronberg would like to see library addresses on the bios, rather than sent to private or professional addresses. He believes this lends to more transparency. We still need to speak as one, and all replies should be through the Board Chair. C. Grant stated when people send correspondence under privacy law it is a public document under LAFOIPP. L. Erickson would like Governance & Nominations to review the document. C. Cooley reported the current process to public s and letters is a draft response is created by the Director of Marketing & Communications, it is reviewed by the CEO, it is then sent to the Board Chair for revision, the response is sent in the form of a letter and then becomes part of the Board package. V Subramanian suggested contacting Remai Modern and SaskTel Centre Boards for their procedure. Governance & Nominations will draft to the Board for the November 21 st meeting. IN-CAMERA SESSION Moved by J. Thronberg, seconded by V. Subramanian 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. Board moved in-camera at 4:50 p.m. Board moved into public session at 7:30 p.m. Moved by J. Thronberg, seconded by C. Starr THAT the Saskatoon Public Library Board direct the Personnel Committee to finalize the CEO Evaluation as discussed. ADJOURNMENT Moved by J. Thronberg, seconded by N. Kaminski THAT the Saskatoon Public Library Board does now adjourn at 7:40 to meet again October 17, 2018 at 4:00 p.m., Frances Morrison Central Library, rd Street East, Saskatoon or at the call of the Chair. SPL Public Board Agenda October 17, 2018 Page 15

17 C.2 REPORT TO: Saskatoon Public Library Board MEETING DATE: October 17, 2018 SUBJECT: Year-End Transfers PREPARED BY: C. Cooley A. Recommendations THAT the Saskatoon Public Library Board receive this report as information and discussion; And that the Board deposit half of any year-end surplus into the IT Reserve and half into the Mayfair maintenance reserve. B. Background In anticipation of a year-end surplus, the recommendation for year-end surplus transfers are as follows: 1. The Mayfair Maintenance Reserve receives an annual operating transfer. The 2019 budgeted transfer is $14,000 and the balance is $84, The transfer is recommended in anticipation of a future renovation or update of this branch. 2. There is no budgeted transfer to the Information Technology Reserve. The balance in the reserve is $1,610, The transfer is recommended in anticipation of future technological requirements including emerging technologies and ever greening. D. The Saskatoon Public Library Strategic Plan Goal #4 Preparing for the Future Objectives: Goal #3 Objectives: Our business processes are modernized and our use of resources are optimized. Connecting Communities Renovate SPL branches to promote comfort, convenience and reflect the varied space needs of our patrons-from vibrant and collaborative to quiet and individual. D. Budget Impact Unknown E. Attached Respectfully submitted, C. Cooley Signature Page 1 SPL Public Board Agenda October 17, 2018 Page 16

18 E.1 REPORT TO: Saskatoon Public Library Board MEETING DATE: October 17, 2018 SUBJECT: PREPARED BY: Directors Report C. Cooley A. Recommendations That the Saskatoon Public Library Board receive this report for information. B. Background 1. I attended the Canadian Urban Library Council fall meeting in Calgary early this month. We were given a tour of the new central library. The library is outstanding. I was very interested to hear about all of the work they undertook organizationally (structure, services) for the past five years as part of getting ready for the new library. What we're doing at SPL aligns with their approach. 2. We had a substantial backlog in paging across the system but primarily at Frances Morrison Central library. I'm happy to report that everyone pitched in and the backlog is under control. New pages started at some of our locations and we continue to recruit for the remainder. 3. Our Senior Manager Planning position is now vacant. We are actively recruiting for the Planning Manager and for the Central Access Manager. 4. We believe that our exemptions for the planning unit will be significantly delayed. We have yet to develop a backup plan. 5. Due to privacy concerns mentioned by patrons in Saskatoon and elsewhere in the province, we are changing how we label holds. Holds will be labeled using a combination of the first few letters of the last name and the part of the patron's library card number. 6. While in Calgary, I participated in a panel discussion on leadership for the new cohort participating in the Public Library Leadership Fellowship. 7. We have been busy developing procedures for the central library to assist with workflow. Procedures range from cash handling to??? 8. Toronto Public Library along with several other libraries in Toronto developed a toolkit to assess technology services in public libraries. The toolkit will launch in Ontario this year and nationally next year. The kit measures access to technology and outcomes. 9. Digital access is becoming increasingly problematic for public libraries. The issue primarily stems from copyright which ensures our rights to purchase physical copies but does not prevent restrictions through licensing agreements for digital materials. In addition, libraries are often charged more for digital materials than a consumer and there are increasing instances where the publisher will not sell new e-books to libraries. Page 1 SPL Public Board Agenda October 17, 2018 Page 17

19 10. We re scheduling two system-wide training classes. The first is on respectful workplaces and the second is mental health first aid. C. The Saskatoon Public Library Strategic Plan Goals 1 to 4 including objectives. D. Budget Impact E. Attached Respectfully submitted, Carol Cooley Page 2 SPL Public Board Agenda October 17, 2018 Page 18