AGENDA Stormont, Dundas and Glengarry County Library Board Council Chambers, 20 Pitt St Cornwall ON Thursday, Jan 22, :30 PM

Transcription

1 AGENDA Stormont, Dundas and Glengarry County Library Board Council Chambers, 20 Pitt St Cornwall ON Thursday, Jan 22, :30 PM 1. Adoption of Agenda 2. Declaration of Pecuniary Interest 3. Adoption of Minutes Page a) Minutes of Library Board Meeting -- December 17, Consent Items: a) Branch Reports 5-7 b) Correspondence c) Delegations -- Report from the Association of Friends of the SD&G County Library 5. Action Items: a) Election of Library Board Chairperson 8 b) Election of Library Board Vice-Chairperson 9 c) Appointment of Library Board Secretary 10 d) 2015 Library Board Meeting Schedule Discussion Items a) Statistics b) Financial Statements c) 2015 Library Board Work Plan d) Communications and Marketing Librarian Report 18 e) Manager of Library Services Report In Camera Page 1 of 19

2 8. Adjournment Page 2 of 19

3 Minutes of Library Board Meeting -- December 17, 2014 Stormont, Dundas & Glengarry County Library Board MINUTES A regular meeting of the Stormont Dundas & Glengarry County Library Board was held at the United Counties Administration building on December 17, 2014 at 10:00am with Bill McGimpsey, Chair, presiding. Present: Councillor Bill McGimpsey, Chair; Jeannie Gagnon, Vice-Chair; Barbara Lehtiniemi; Councillor Eric Duncan; Councillor James Locke; Councillor Chris McDonell Absent: Janet M. Milnes Staff Present: Karen Franklin, Manager of Library Services; Vanessa Bennett, Treasurer; Erika Heesen, Communications and Marketing Librarian 1. Approval of the Agenda MOTION Moved by: Chris McDonell Seconded by: Jeannie Gagnon That the Stormont, Dundas and Glengarry County Library Board approves the December 17, 2014 Meeting Agenda, as presented. CARRIED MOTION Moved by: Barbara Lehtiniemi Seconded by: Chris McDonell That the Stormont, Dundas & Glengarry County Library Board approves the Minutes of the November 20, 2014 regular Meeting, as written. CARRIED 2. Consent Items: Delegations On behalf of the Association of Friends of the SD&G County Library, Noella Whorrall extended wishes to everyone for a Merry Christmas and Happy Holidays. Page 3 of 19

4 Minutes of Library Board Meeting -- December 17, Action Items: MOTION Moved by: Jeannie Gagnon Seconded by: Eric Duncan That the Stormont, Dundas & Glengarry County Library Board approve that the Services Contingency and Website Translation Reserves be combined into the Mobile Services Reserve. CARRIED MOTION Moved by: Jeannie Gagnon Seconded by: James Locke That the Stormont, Dundas & Glengarry County Library Board approves the 2015 Library Board Budget, as amended. CARRIED 4. Adjournment MOTION Moved by: Barbara Lehtiniemi Seconded by: Jeannie Gagnon That the Regular Meeting of the Stormont, Dundas & Glengarry County Library Board be adjourned, and that an organizational meeting shall be called by the Manager of Library Services, pursuant to notification of appointment by County Council. CARRIED Board Chair Secretary Page 4 of 19

5 Branch Reports Board Report December 2014 District 1 AVONMORE BRANCH The branch welcomed the big man in red on December 23 rd for a Christmas story time. This program proved to be a popular event, with many children and their parents stopping by to hear Santa s story and spend some time with Mr. Claus. BSC Kelly was especially excited to showcase her new and improved children s section to all the little ones. With a new carpet and some refurbished children s furniture, the space looks better than ever! CHESTERVILLE BRANCH Several displays were created throughout the month of December, including Turning up the Christmas Spirit, Celebrating Different Abilities to promote awareness of disabilities seen and unseen, Time Travelling celebrating the classic sci-fi theme and Snow is Falling, highlighting the best in winter fun. A Christmas story time was held on December 23 rd, with crafts and snacks for all. CRYSLER BRANCH The Library is decorated with sparkly snowflakes and other winter décor after the successful It s Snowing at the Library program. English Book Club members discussed Trains and Lovers by Alexander McCall Smith; it was enjoyed by all. FINCH BRANCH The first snowstorm of the year was the perfect backdrop for the branch s Christmas program. 15 participants braved the wintry weather in search of a Grinchy good time at the Seussical Christmas event. BSC Kathy read How the Grinch Stole Christmas and participants played Pin the Heart on the Grinch, while also taking part in a scavenger hunt. The Overdrive station remains popular in Finch, with patrons regularly using the computer for a variety of reasons (downloading e-books, saving documents to USB keys, etc). MOREWOOD BRANCH What a great month in Morewood! Several Scrabble Game Night events have taken place, with families coming in and enjoying this traditional game on Tuesday and Thursday evenings. BSC Ruth hosted a Teddy Bear Sleepover on December 18 th, with 9 children and 4 adults in attendance. Teddies were left overnight in the Library after a story time. On December 20 th, children returned to the branch for their teddies and were met with a pleasant surprise! A visit from Santa created quite the turnout, with 23 participants lining up to meet the big man in red. WINCHESTER BRANCH Branch displays included Give the Gift of Books and Baby It s Cold Outside. A Christmas tree and some snowflakes hanging from the ceiling turned the branch into a veritable winter wonderland! Patrons are pleased about the amount of new Graphic Novels that have arrived and are happy that this collection is being expanded. Looking ahead to 2015, branch staff has plans to extend their outreach services while continuing to build on their already successful programs (book clubs, youth programs, etc). SERVICE DELIVERY TECHNICIAN Colours Personality Workshop (December 5 th ) Exam Proctoring (December 16 th ) Wire management (Winchester) and Thin Client troubleshooting (Avonmore) Began outreach at Nor-Stor Seniors Support Centre with first book deposit (December 11 th ) Submitted by: Jenna Lamarche, Service Delivery Technician, District 1 Page 5 of 19

6 Branch Reports BRANCH REPORT TO THE LIBRARY BOARD Date: January 2015 Branch Area: District 2 INGLESIDE BRANCH The Branch was nicely decorated for the holiday season and the Friends continued their annual tradition of putting up a Christmas tree and decorating it The Christmas Story Time, sponsored by the Friends of the Ingleside Library, was a lot of fun for both parents and children. Class visits continued in December with students enjoying the wide selection of Christmas books. The featured local artist for December was Jordan Thompson. Those in attendance at the artist meet and greet were treated to a viewing of the original pen and ink drawing of Blessed Kateri Tekakwitha which was chosen to be her official portrait at the Vatican. LONG SAULT BRANCH Christmas Story Time and program well received by our young patrons, lots of singing, stories and activities New this year was our Christmas book exchange, will return next year by popular demand Best Christmas gift this season Grandmother came in to get a library card for her granddaughter Great response from our "Books and so much more..." postcard, as a result new members and existing patrons asking about our ebook collection IROQUOIS BRANCH Iroquois branch was bustling with patrons getting a stock of books before the holiday closures. Christmas books were circulating well and now it is time to "Start Something New" for the New Year! Our Saturday Lego club has wrapped up and our 'Lego creations" have been put away until the next time. Winter displays are enticing patrons to find a good read to curl up with on a cold winter day. MORRISBURG BRANCH In preparation for Human Library Day to be held on Feb 21 staff contacted various people and have three confirmed "Human Books" Seaway Yarn Crafters will be continuing to meet in the Morrisburg Branch after the New Year Several patrons planning winter vacations booked Tech Tutorials in December to become more familiar with the functions of their tablets Families visiting the branch were very pleased with the selection of DVDs suitable for family viewing Displays of children and adult Christmas books were popular with the patrons SOUTH MOUNTAIN BRANCH Preschool Story Time with Christmas theme - sang, made tree ornaments and played with play dough Patrons ordering extra books and DVDs for holiday reading and viewing. Branch decorated for Christmas, with book displays for both adults and children. SERVICE DELIVERY TECHNICIAN Completed training of new Stormont and Dundas call-in staff Attended inspection site visit for new Williamsburg location, assisted with the coordination of the move of Williamsburg furniture to the new location, setting up of shelving and furniture at the new branch Organized collection arrangements for new Williamsburg branch with Branch Support Clerk Beverley Richmire along with coordination the delivery of books for the new branch Attended meeting with North Dundas Director of Recreation regarding usage South Mountain Library Resource room, with Manager of Library Services and Communications and Marketing Librarian Submitted by: Cheryl Servais, District 2 Service Delivery Technician Page 6 of 19

7 Branch Reports Board Report January 2015 District 3 ALEXANDRIA BRANCH So many patrons are appreciating the new look of the branch and our two new Branch Support Clerks. We registered 14 new patrons in December and had a class visit from Terre des Jeunes. Our DVD circulation continues to grow. DALKEITH BRANCH Book display on all things Christmas and Snow! Patrons looking for last minute recipes or Christmas ideas, had lots of reads to choose from. With assistance from patron, Roz Charest, the branch was given a wonderful Christmas makeover with a theme of frost. All white and icy! We held our Holiday Season gathering which we topped off with a carol sing-a-long. MAXVILLE BRANCH Children s Story Time was about snow and the joy that it brings. Maxville Book Cub read The Language of Flowers, by Vanessa Diffenbaugh, which generated a lively discussion on second chances. Displays included Graphic Novels, Lego Projects and Christmas for young and old. LANCASTER BRANCH Lancaster welcomed 12 new patrons in December, all but two in response to postcard mail promotion. Holiday Trivia Challenge and Goody Guess was much enjoyed by patrons. Book displays included "Snow is Falling, Books are calling", and snow and holiday themes in both juniors and adults. ST. ANDREWS BRANCH: Patrons enjoyed browsing the display for St. Andrews Day and we had quite a discussion on the plaids. Class visit are going well and children are getting to know about the Library. SOLS Compass 201 course kept us busy during the four week period. Three new patrons visited for memberships, having received Library postcards. WILLIAMSTOWN BRANCH Twelve new patrons registered in Williamstown in December. Library looks and sounds festive for the holidays. Raisin River Reads Book Club enjoyed some refreshments to mark their last meeting of How the Light Gets In by Louise Penny was the chosen read. Participants have been enjoying various Book Club in a Box selections. SERVICE DELIVERY TECHNICIAN Worked the desk in several Branches Training session for the new Daisy/reading devices for patrons who are visually and physically impaired. Three i-pad tutorials Proctored an exam in Alexandria. Submitted by: Darlene Atkins, Service Delivery Technician, District 3 Page 7 of 19

8 Election of Library Board Chairperson To: Date of Meeting Subject: Relevance to priorities: ACTION REQUEST LIB No Chair and Members of the Library Board January 22, 2015 Election of Library Board Chairperson Building Internal Capacity RECOMMENDATION(S): That the Stormont, Dundas and Glengarry County Library Board elect one of its members to the position of Chairperson. EXECUTIVE SUMMARY: Under PART IV, 17 ORGANISATIONAL MEETING of the Stormont, Dundas and Glengarry County Library Board s Procedure Bylaw, the business of the meeting shall include: ii. Election of Chairperson. This Action Request addresses that requirement. OPTIONS AND DISCUSSION: None. FINANCIAL ANALYSIS: None. Page 8 of 19

9 Election of Library Board Vice-Chairperson To: Date of Meeting Subject: Relevance to priorities: ACTION REQUEST LIB No Chair and Members of the Library Board January 22, 2015 Election of Library Board Vice- Chairperson Building Internal Capacity RECOMMENDATION(S): That the Stormont, Dundas and Glengarry County Library Board elect one of its members to the position of Vice-Chairperson. EXECUTIVE SUMMARY: Under PART IV, 17 ORGANISATIONAL MEETING of the Stormont, Dundas and Glengarry County Library Board s Procedure Bylaw, the business of the meeting shall include: iii. Election of Vice-Chairperson. This Action Request addresses that requirement. OPTIONS AND DISCUSSION: None. FINANCIAL ANALYSIS: None. Page 9 of 19

10 Appointment of Library Board Secretary To: Date of Meeting Subject: Relevance to priorities: ACTION REQUEST LIB No Chair and Members of the Library Board January 22, 2015 Appointment of Library Board Secretary Building Internal Capacity RECOMMENDATION(S): That the Stormont, Dundas and Glengarry County Library Board appoint the Manager of Library Services to the position of Secretary. EXECUTIVE SUMMARY: Under PART II, 14 (1) BOARD STRUCTURE of the Stormont, Dundas and Glengarry County Library Board s Procedure Bylaw, the Secretary, as appointed by the Board, shall conduct the official correspondence of the Board. This Action Request addresses the requirement to appoint a Secretary. OPTIONS AND DISCUSSION: None. FINANCIAL ANALYSIS: None. Page 10 of 19

11 2015 Library Board Meeting Schedule To: Date of Meeting Subject: Relevance to priorities: ACTION REQUEST LIB No Chair and Members of the Library Board January 22, Library Board Meeting Schedule Building Internal Capacity RECOMMENDATION(S): That the Stormont, Dundas and Glengarry County Library Board approves the dates and locations for its 2015 regular Meetings. EXECUTIVE SUMMARY: The Stormont, Dundas and Glengarry County Library Board s Procedure Bylay states that regular meeting of the Board shall occur once a month, except the months of July and August. The meeting will take place on the third Thursday at 5:30pm unless otherwise decided by the Board. Below is a list of the dates and recommended locations for regular Library Board meetings for 2015: February 19 Maxville (N. Glengarry) March 19 Finch (N. Stormont) April 16 Chesterville (N. Dundas) May 21 Lancaster (S. Glengarry) June 18 Ingleside (S. Stormont) September 17 Williamsburg, S. Dundas) *October 15 Dalkeith (N. Glengarry) November 19 Crysler (N. Stormont) December 17 (to be verified) Counties Administration Building *NOTE October is Canadian Library Month, and Ontario Public Library Week is celebrated October 18-24, 2015 OPTIONS AND DISCUSSION: Board members may opt for different meeting dates and locations, as they prefer. FINANCIAL ANALYSIS: None. Page 11 of 19

12 Statistics Branch Borrowers Adult Juvenile Teen Adult Juvenile Teen Administration % 303 Alexandria % 1294 Avonmore % 666 Chesterville % 561 Crysler % 650 Dalkeith % 426 Finch % 726 Ingleside % 1615 Iroquois % 777 Lancaster % 1118 Long Sault % 1244 Maxville % 699 Morewood % 719 Morrisburg % 1434 South Mountain % 903 St. Andrews % 588 Williamsburg % 384 Williamstown % 443 Winchester % SYSTEM TOTAL "Borrowers" are unique patrons checking out and renewing library materials. *OverDrive circulation included in these system totals. Overdrive ebooks & Audiobooks Dec 2014/2013 Dec 2014 Dec 2013 Difference Stormont, Dundas & Glengarry County Library Circulation Statistics: December 2014 English French Audio Visual Interlibrary Loan Nov 2014 Other Magazines Overdrive ebooks & Audiobooks *Dec 2014 Total *Dec 2013 *Dec 2014/2013 Difference % Interlibrary Loans to Other Library Systems Dec 2014/2013 Dec 2014 Dec 2013 Nov 2014 Difference *Nov % % 204 Page 12 of 19

13 Statistics Branch Visitors Information Questions & Requests Stormont, Dundas & Glengarry County Library Activity Statistics: December 2014 Class Visit Attend. Outreach Attend. Program Attend. PAC Stations New Adult Juvenile Teen Patrons Sessions Hours Dec 2014 Dec 2013 Dec 2014/2013 Difference Administration Ancestry Library % 64 Alexandria A to Z Maps/Etc Avonmore Consumer Reports % 21 Chesterville Ebscohost % 1011 Crysler Gale % 279 Dalkeith Library Press Display % 57 Finch Muzzy Online % 3 Ingleside SmartMath % 3 Iroquois World Book % 9 Lancaster Long Sault Maxville Morewood Morrisburg South Mountain St. Andrews Williamsburg Database Williamstown Dec 2014 Dec 2013 Winchester SYSTEM TOTAL "Visitors" are members and non-members visiting a Library branch. Database Usage Nov 2014 SYSTEM TOTAL % 1454 Database Usage is now based on sessions instead of searches. Website Visits Dec 2014/2013 Difference Nov % Page 13 of 19

14 United Counties of Stormont Dundas & Glengarry GL5410 Page : 1 Financial Statements Date : Jan 16, 2015 Time : 3:27 pm SDG LIBRARY BOARD BUDGET For Period Ending 31-Dec-2015 GENERAL FUND 2014 YEAR'S 2014 APPROVED 2015 BOARD BUDGET % ACTUAL BUDGET BUDGET CHANGE CHANGE REVENUE ANNUAL PROVINCIAL FUNDING -131, , ,761 0 SPECIAL PROVINCIAL FUNDING 0-5,500-29,000-23,500 SERVICE ONTARIO FUNDING -7,225-7,225-7,225 0 STUDENT FUNDING -3,836-6,000-5, FEES & FINES -18,337-15,500-16, DONATIONS -3,113-2,500-4,625-2,125 SALE OF ITEMS , % 427.3% 0.0% -4.0% 3.2% 85.0% -28.6% Total REVENUE -165, , ,121-25, % EXPENSES FULLTIME WAGES & BENEFITS 688, , ,430 12,380 BRANCH WAGES & BENEFITS 655, , ,709 12,758 STUDENT WAGES & BENEFITS 13,643 15,730 17,710 1,980 BOARD WAGES & BENEFITS 3,905 6,470 4,320-2,150 BOARD MILEAGE & CONFERENCES 4,223 6,065 4,765-1,300 STAFF MILEAGE 14,235 12,600 13, STAFF TRAINING & DEVELOPMENT 12,461 14,240 12,745-1,495 COLLECTIONS MATERIAL 185, , ,550 16,190 SUBSCRIPTIONS & PERIODICALS 102, , ,600-5,710 SUPPLIES & EQUIPMENT 21,063 18,250 20,650 2,400 PHONES & INTERNET 44,748 40,500 41, PROMOTIONS & WEBSITE 19,778 19,050 20,975 1,925 PUBLIC PROGRAMS 5,716 5,700 5,700 0 COMPUTER PURCHASES 14,461 14,000 18,500 4,500 SOFTWARE SUPPORT 34,932 37,500 36,000-1,500 DELIVERY VEHICLE 29,346 32,000 29,400-2,600 OUTREACH & MOBILE SERVICES 0 0 6,875 6,875 SERVICE CONTRACTS 42,496 46,000 44,500-1,500 BRANCH RENTS & INSURANCE 55,631 58,220 60,425 2,205 FURNITURE PURCHASE 43,996 35,750 40,750 5,000 AUDIT FEES 2,697 2,675 2, SPECIAL PROJECTS 20,819 19,375 6,000-13,375 SERVICE ONTARIO PROJECT 7,114 7,225 7,225 0 SUPPORT FROM OTHER DEPARTMENTS 122, , ,918 3,716 TRANSFER TO RESERVES ,000 21,000 YEAR'S SURPLUS/DEFICIT -75,039-53,500-53,500 0 Total EXPENSES 2,070,448 2,074,723 2,137,757 63, % Total GENERAL FUND 1,905,187 1,905,187 1,942,636 37, % 1.8% 2.0% 12.6% -33.2% -21.4% 7.1% -10.5% 10.5% -5.0% 13.2% 2.0% 10.1% 0.0% 32.1% -4.0% -8.1% 0.0% -3.3% 3.8% 14.0% 0.9% -69.0% 0.0% 3.0% 0.0% 0.0% Page 14 of 19

15 Financial Statements SD&G County Library Reserves & Surplus As At December 31, 2014 Reserve Name Jan 1, Dec 31, 2014 Comments: Opening Balance Used Reclassified Closing Balance Services Contingency $ 26,000 $ - $ (26,000) $ Library-On-The-Go Project did not proceed Website Translation 2,000 - (2,000) $ - Established in 2009 budget Furniture 50, $ 50,000 Established in 2012 to match Trillium funding if approved Mobile Services 11,000-28,000 $ 39,000 Established in 2012 as Signage, 2013 renamed to Mobile Services Reserve Total Reserves $ 89,000 $ - $ - $ 89,000 Library Accumulated Surplus $ 182,899 $ (75,039) $ - $ 107, Budget to use another $53,500 Total Reserves & Surplus $ 271,899 $ (75,039) $ - $ 196,860 Servcies Contingency and Website Translation reserves combined into the Mobile Servcies Reserve by resolution December 17, Page 15 of 19

16 2015 Library Board Work Plan SD&G County Library Board 2015 Work Plan New Board Orientation/Organizational Meeting Determine Board Work Plan for year Board Development Financial Oversight; Key Relationships (Board and Council) Policy Review -- Procedure Bylaw; Purpose of the Board; Duties and Responsibilities of Individual Board Members Reports from OLA SuperConference attendees Board Development -- Key Relationships (Board s relationship with the CEO) Policy Review Delegation of Authority to the Manager, Library Services; Financial Control & Oversight Policy; Purchasing Policy Board Development Library and Community Development Policy Review Accessibility Policy-Governance; French Services Policy Board Development -- Planning and Strategic Thinking Policy Review Circulation Policy; Program Policy Performance Review Manager of Library Services Date January February March April May May - June Done? Review and approve Annual Report Facility visits and public consultations Review marketing initiatives June June (tentative) September Recognize and advocate for Library in community (Public Library Month) Policy Development Advocacy Policy (new) October Determine developmental and training needs for 2016 Policy Review Board Conferences & Training November Page 16 of 19

17 2015 Library Board Work Plan Review 2015 budget and determine 2016 budget December Page 17 of 19

18 Communications and Marketing Librarian Report MONTHLY ACTIVITY REPORT TO THE MANAGER OF LIBRARY SERVICES COMMUNICATIONS & MARKETING LIBRARIAN Date: December 9, 2014 January 13, 2015 WORK COMPLETED: Collection Development: ebooks, AF/TF Graphic Novels, AF mass market paperbacks (Jan- March) Press Releases: o Williamsburg Branch to re-open January 13 (Dec. 15) Meetings with/programs: o December 10: Admin office meeting o December 11: website meeting with Giant Goat o December 15: Library Board meeting o December 18: website meeting with Giant Goat o January 6: meeting with Patricia, Triple P outreach worker (positive parenting program) regarding partnering to provide locations for the program o January 7: Admin office meeting o January 8: Long Sault Friends meeting o January 12: Management Team Meeting & 2015 planning meeting o January 12: Branch Planning Committee meeting Coordinated installation of graphics and snow tires on Library SUV Created and distributed promotional material for Williamsburg grand opening, including mailout to Williamsburg residents, coordinated with Municipality of South Dundas Summer Reading Club: 2015 materials ordered Updated signatures to include social media links WORK IN PROGRESS: Collection Development: Winter 2015 orders Library Services Survey: survey analysis in progress Crysler fundraising: draft sponsor package created, draft third party fundraising agreement in progress Communications & Marketing Plan: implementation of 2014 plan, evaluation and drafting of 2015 plan o Website: wireframe/design in final stages o Museum Pass program: discussion with possible new partners in progress. Page 18 of 19

19 Manager of Library Services Report MONTHLY ACTIVITY REPORT TO THE LIBRARY BOARD MANAGER OF LIBRARY SERVICES Date: January, 2015 WORK COMPLETED: Collections development: Winter 2015 new releases, suggestions for purchase, series gaps Adult non-fiction, children s fiction and non-fiction, ebooks Re-organization of Library Board Policy Manual Preparations of Library Board Orientation package for new Board Dec. 18 teleconference meeting with ARUPLO Kempenfelt Planning Committee Dec. 24 submission of grant application for student funding to Canada Summer Jobs Weekly department heads cooler meetings Weekly progress meeting with Communications and Marketing Librarian Jan. 7 Library Administration meeting Jan. 8 meeting with EBSCO account manager (periodicals and e-resources) Meeting with T. Simpson, CAO, and H. Thomson, County Clerk, re: Privacy Commission complaint Jan. 12 departmental annual planning meeting Jan. 17 attendance at Williamsburg Branch re-opening event Jan. 19 attendance at regular County Council meeting Registrations, hotel bookings and travel arrangements for OLA SuperConference, January 28-31, 2015 Preparations for January Library Board meeting WORK IN PROGRESS: Collections development: French materials, professional literature (for Library and Court Services), AV materials, Administration of cleaning services, security, items return and signage for new Williamsburg Branch 3-D Printer and electronic building blocks research Budget presentation to Council Library Board development Preparations for convening session at OLA SuperConference Page 19 of 19