Owen Sound & North Grey Union Public Library Board Minutes September 24, 2015 7:30 p.m. Library Auditorium 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) Elizabeth Thompson (Township of Chatsworth, Councillor) Joanne Veerman (Township of Georgian Bluffs) MEMBERS ABSENT/REGRETS: Esra Samli (City of Owen Sound) STAFF PRESENT: Tim Nicholls Harrison, CEO Beth Hall, Administrative & Facilities Manager Lindsey Harris, Administrative Services Coordinator GUESTS PRESENT: None COMMENCEMENT: 7:30 P.M. 1. EMPLOYEE RECOGNITION Each September, the Library Board recognizes Library and Adult Learning Centre staff for milestone years of service. Prior to the calling of the Board meeting to order a reception was held and the following staff were recognized: Jennifer Davidson, Support Services Assistant 5 years of service Joan Rawski, Adult Learning Services Facilitator 5 years of service Laura Stirling, Public Services Assistant 5 years of service Shalynn Thompson, Shelving Assistant 5 years of service Maria Bertrand, Adult Learning Coordinator: Bruce County 15 years of service Owen Sound & North Grey Union Public Library Board: Minutes September 2015 1
2. CALL TO ORDER The meeting was called to order by Chair, Richard Thomas at 7:30 p.m. Thomas introduced and welcomed Lindsey Harris, Administrative Services Coordinator to the meeting. 3. ADDITIONAL ITEMS 3.1 Department Presentation: Beth Hall, Administrative & Facilities Manager gave an overview of the responsibilities of the administrative and facilities departments. 9.1 Request for Policy Review 4. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF None 5. CONFIRMATION OF MINUTES 78-15 Moved by Tom Wiley THAT the minutes of the June 25, 2015 meeting of the Library Board be approved as presented. 6. DEPUTATIONS/QUESTIONS FROM THE PUBLIC None 7. CORRESPONDENCE Hall reported that there was one item of correspondence to be circulated. 6.1 Thank you: A thank you card from Joanne Green to the Board and Staff for the floral arrangement that was sent to her following her injury. 8. REPORTS AND MATTERS TABLED 8.1 Board Chair s Report 8.2 CEO s Report CEO Tim Nicholls Harrison drew the Board s attention to the CEO s Report as distributed and provided additional information. 8.2.1 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 August was 322.42. In the month of August, we provided at least 84,957 services to our customers. This exceeds our June statistics by more than 10,000. The LSI is calculated by dividing the total services by the number of hours that we were open in the month. Our LSI for the year so far is 297.61. 8.2.2 Key Statistics: Our total library membership is 11,925. This is down 16 from June. We had 17,746 library visits and circulated 27,891 materials. There were 26,686 uses of technology. 376 items were added to our collection and 66 items were withdrawn. The library provided information assistance 2,150 times. 541 people participated in 4 adult and 25 youth programs. 8.2.3 Staff Anniversaries: We extend congratulations to Julia Campbell, Chris Carmichael, Helen House, Andrea McManaman, Christina Mollon, Laura Stirling and Owen Sound & North Grey Union Public Library Board: Minutes September 2015 2
Sharon Wagenaar on their work anniversaries. Thank you for contributing your time, effort, skills and talents! Helen House Public Services 33 years Chris Carmichael Support Services 27 years Tim Nicholls Harrison Admin 27 years Christina Mollon ALC 14 years Sharon Wagenaar Youth Services 11 years Laura Stirling Public Services 5 years Julia Campbell Youth Services - Page 2 years Andrea McManaman Public Services - Page 2 years 8.2.4 Staff Changes: Congratulations to Lacy Russell and her family as they welcome their first child. The following staff changes occurred over the summer. Chris Carmichael Dale Albrecht Joanne Green Lindsey Harris Melissa Harris Public Services Manager Support Services Manager Support Services Technician Administrative Services Coordinator Public Services Assistant 8.2.5 Elevator Update: Currently, the back-up generator is being installed at the west side of the building. The elevator project is now completed. We will regularly schedule an inspection of the pumps to monitor their condition. Nicholls Harrison reported that as of yesterday, the generator to run the back-up sump pump in the elevator shaft is now installed and operational. 8.2.6 Renewal: A Refreshing Look at the Library Main Floor: The audio-books have been relocated to the newly installed shelving near the internal entrance to the Tom. The new tables and chairs have arrived and we have set up a welcoming space in the Large Print area. We have placed similar tables in our current newspaper reading area. The adjustable tables have arrived and are set up along the east and west windows on the main floor. Library patrons now have more places to sit, read, work on computers and tablets and/or enjoy a coffee and conversation. 8.2.7 Self-Checkout Project: The RFQ proposed by SirsiDynix / Bibliotheca was approved by Owen Sound City Council on August 24 th. Management Team has begun teleconferencing with the vendor about the project details and timelines. We anticipate starting, within the next two weeks, the conversion of the library collection. The self-checkout machines will be installed in the coming months. The security system will be switched when the new gates are installed in the library entrance. We will need to purchase different book-drops to minimize interference with the new security gate placement. 79-15 Moved by Janice Currie THAT the Library Board approve the transfer of up to $10,000 from the Library Renovations Reserve Fund for the purchase and installation of two book-drop systems. 8.2.8 Community Foundation Grey Bruce Grant: In August, we received word that our letter of intent had been received by the Foundation. We were invited to Owen Sound & North Grey Union Public Library Board: Minutes September 2015 3
submit an application to their Capital Grants Program. We have been working on our Creation Station proposal that builds on the success of our MIY activities. The application is due on September 30 th. 80-15 Moved by Robert Droine THAT the Library Board authorizes the CEO to apply for the Community Foundation Grant for the purchase of Idea Labs/Creation Stations. 8.2.9 2015-17 Poets Laureate Selection: We are pleased to announce that Larry Jensen and Rob Rolfe have been selected as the Poets Laureate for the 2015-17 term of the program. They will be performing at the library on Monday, October 5 th. We would like to thank Terry Burns, 2013-15 Poet Laureate, for her service to the community. We have benefited from her knowledge, skill, grace and artistic talents during the past two years. 8.2.10 Wee Libraries: The Friends of the Library have been working on their Wee Library project. Students and staff at OSCVI have built a number of wee libraries. The Friends of the Library are planning a launch for October. More information will be available soon. 8.2.11 Word on the Street: The Friends of the Library group is hosting a bus trip to Word on the Street on Sunday, September 27 th. This is the first library fundraiser that our Friends group has initiated. Tickets are $45.00 and can be purchased at the library. 8.2.12 Upcoming Programs: The Financial Advice Talks are presented on the last three Wednesdays in September. We will be celebrating the Chinese Mid-Autumn Festival on Thursday, September 24 th. We are hosting a TOM Talks on Saturday, September 26 th. Jim & Sue Waddington will present In the Footsteps of the Group of Seven. We have author Barry Ruhl visiting on Thursday, October 1 st. Our Poets evening is on Monday, October 5 th. Youth Services is back to their fall programming schedule. Lego, Minecraft, Teen Book Club, Tag and story times are going full swing. 8.2.13 The Great Annual Book Sale: Thousands of books at great prices with new items added daily. A special fundraising preview night will be held on Monday, October 26 th. It is open to Library members only. Tickets to the preview night are $15 each and are available for purchase at the Public Services Desk. The 2015 book sale will wrap up with the $2 Bucks-a-Bag sale on Sunday, November 1 st. For only a toonie, fill a bag full of books! Special thanks to Dale Albrecht for managing this valuable library fundraiser. This event could not happen without the time and energy of many library volunteers. 8.2.14 October Board Meeting: Some Board members have indicated that they have scheduling conflicts with the October 22 nd meeting. 81-15 Moved by Joanne Veerman THAT the Library Board change the date of the next regular Board meeting to October 29, 2015. 8.2.15 Final Comments: We are excited about the ongoing changes to the main level. I commend staff for their energy and enthusiasm as we have tackled the projects before us. It is truly a pleasure to work with such a dynamic and hardworking team! Owen Sound & North Grey Union Public Library Board: Minutes September 2015 4
Additional items as per verbal report: No further items to report. 82-15 Moved by Janice Currie THAT the Library Board approve the CEO s Report as presented. 8.3 Financial Committee Report 8.3.1 Statements and Accounts: 83-15 Moved by Rick Holland THAT Library accounts totaling $100,531.46 for June, July and August be approved for payment and further, THAT the Adult Learning Centre s accounts totaling $45,966.97 for June, July and August be approved for payment and further, THAT the Library s and Adult Learning Centre s Financial Statements to August 31, 2015 be received as information. 8.3.2 Operating Budget 2016 Nicholls Harrison reported that the budget talks for the City of Owen Sound will begin in October. He presented a draft 2016 Operating Budget for the Board s information and consideration and that a final draft will be presented at a later meeting. He noted that the municipal support is based on December 2014 membership numbers, and that these figures will change accordingly when the December 2015 membership numbers are known. 8.4 Personnel Committee Report 8.5 Property/Building Committee Report 8.5.1 Main Floor Reorganization: Nicholls Harrison reported that the new accessible tables have arrived. New chairs and oak shelf ends have also arrived over the summer. 8.5.2 Carnegie Level: Nicholls Harrison reported that there was an issue with the pendant lights and west wall. The building inspector has begun investigation and a report will be forthcoming. 8.6 Library Foundation Committee Report 8.7 Policies and Bylaws Committee Report Policies and Bylaws Committee Chair Tom Wiley reported that the committee met and reviewed a number of policies. Owen Sound & North Grey Union Public Library Board: Minutes September 2015 5
84-15 Moved by Tom Wiley THAT the Library Board approves the recommendation of the Policies and Bylaws Committee that policies L 2 Code of Conduct, L 15 Community Information, L 26 Board Advocacy, L 27 Accessibility Standards for Customer Service, L 28 AODA Meeting the Requirements of the Legislation have been reviewed and no changes are recommended. 85-15 Moved by Tom Wiley THAT the Library Board approve Personnel Policy L 20 PE 4 Salary as revised. 86-15 Moved by Tom Wiley THAT the Library Board approve Personnel Policy L 20 PE 5 Hours of Work as revised. 87-15 Moved by Tom Wiley THAT the Library Board approve Personnel Policy L 20 PE 7 Sick Leave and Short/Term Disability Plan as revised. 88-15 Moved by Tom Wiley THAT the Library Board approve Personnel Policy L 20 PE 8 Pregnancy and Parental Leaves of Absence as revised. 8.8 Friends of the Library Liaison Report 8.9 SOLS Saugeen Trustee Council Report 8.10 Cultural Advisory Committee Report Chair Thomas reported that the Cultural Advisory Committee is in the process of reviewing the focus and function of the committee. 9. OTHER BUSINESS 9.1 Request for Policy Review: Rick Holland recommended that the Policy and Bylaws Committee review the Library s Procurement of Goods and Services Policy (L 17), and Bookkeeping Policy & Procedures (L 12) including the section referring to cheque signing. 10. STRATEGIC PRIORITIES Nicholls Harrison reported that, with the Board s endorsement, he would like to begin the Strategic Plan review process in February 2016 aligning with the new board year, and undertaking the review mainly in house. Members present were in favour. 11. RESOLUTION TO MOVE IN CAMERA 89-15 Moved by Janice Currie THAT the Library Board now move in Camera to consider personal matters about an identifiable individual. Owen Sound & North Grey Union Public Library Board: Minutes September 2015 6
12. DECLARATION TO MOVE TO THE REGULAR BOARD MEETING: 8:55 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 September 24, 2015 Agenda and other business. 92-15 Moved by Janice Currie THAT the Library Board received information regarding accommodation for an identifiable individual. 13. NEXT MEETING: Regular Board meeting to be held Thursday October 29, 2015 at 7:30 p.m. in the Library Board Room. 14. ADJOURNMENT: The meeting was declared adjourned at 9:00 p.m. Owen Sound & North Grey Union Public Library Board: Minutes September 2015 7