Owen Sound & North Grey Union Public Library Board Minutes May 28, 2015 7:30 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) Robert Droine (City of Owen Sound) Rick Holland (City of Owen Sound) Elizabeth Thompson (Township of Chatsworth, Councillor): 7:45 pm Joanne Veerman (Township of Georgian Bluffs) MEMBERS ABSENT/REGRETS: Janice Currie (City of Owen Sound) Esra Samli (City of Owen Sound) STAFF PRESENT: Tim Nicholls Harrison, CEO Beth Hall, Administrative & Facilities Manager Lacy Russell, Public Services Librarian GUESTS PRESENT: COMMENCEMENT: 7:33 P.M. 1. CALL TO ORDER The meeting was called to order by Chair, Richard Thomas at 7:33 p.m. 2. ADDITIONAL ITEMS 2.1 Department Presentation: Lacy Russell, Public Services Librarian conducted a tour of the Public Services Department and gave an overview of services and programs offered. Russell left the meeting at 7:45 p.m. Thompson entered the meeting at 7:45 p.m. 3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF Owen Sound & North Grey Union Public Library Board: Minutes May 2015 1
4. CONFIRMATION OF MINUTES 42-15 Moved by Tom Wiley THAT the minutes of the April 23, 2015 meeting of the Library Board be approved as presented. 5. DEPUTATIONS/QUESTIONS FROM THE PUBLIC 6. CORRESPONDENCE Hall reported that there were no items of correspondence to be circulated. 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. 7.2.1 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 April was 276.84. In the month of April, we provided at least 73,085 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 290.33. 7.2.2 Key Statistics: Our total library membership is 11,909. This is down 91 from last month. We were closed for four days during April for Easter and a staff professional development day. We had 15,785 library visits and circulated 22,872 materials. There were 21,970 uses of technology. 548 items were added to our collection and 158 items were withdrawn. The library provided information assistance 1,856 times. 1,130 people participated in 12 adult and 37 youth programs and 6 class visits. 7.2.3 Staff Anniversaries: We extend congratulations to Shirley Misener on her work anniversary this month. Thank you for contributing your time, effort, skills and talents! Shirley Misener Library Administration 24 years 7.2.4 2015 Wage Adjustments: Owen Sound City Council has authorized a general salary increase for all non-union employees. The Library usually seeks to mirror the Human Resource policies of the City. The increase was anticipated and covered as part of our 2015 budget process. Nicholls Harrison noted that Owen Sound City Council has approved the 2016 increase as well. 43-15 Moved by Elizabeth Thompson THAT the Library Board directs the Chief Executive Officer to implement the same salary increase as the City of Owen Sound non-union employees for the Library staff retroactive to January 1, 2015 and further, THAT the Library Board directs the CEO to match the 2016 increase as already approved by the City of Owen Sound. Owen Sound & North Grey Union Public Library Board: Minutes May 2015 2
7.2.5 Summer Student: We were successful in receiving funding through the Canada Summer Jobs program and the Young Canada Works in Heritage Organizations program. Brooke Giles was the successful candidate and she will start with us in Youth Services on May 25 th. 7.2.6 Integrated Library System: Chris Carmichael and I attended the Ontario Library Consortium AGM meeting in Toronto on April 17 th. An update was provided about the negotiations with the vendor concerning the new contract for the Ontario Library Consortium. 7.2.7 Transition towards Integrated Customer Service Model: We have ordered a few smaller book carts to use on the main level. We have been testing out an ergonomic chair for use at the public service desk. At our recent staff meeting, we began working with scaled diagrams to brainstorm the best locations for self-checkout and other customer services. Nicholls Harrison noted that the plan is to bring more detail to the June meeting. 7.2.8 Elevator Update: Repairs have been completed. The additional back-up sump pump has arrived. Final wiring of the 24 alert will be occurring in the next two weeks. Nicholls Harrison drew the Board s attention to the report prepared by GM BluePlan Engineering regarding the waterproofing of the elevator shaft that was distributed and noted that this project will be presented as a capital request. 7.2.9 Capital Project Repairs to Retaining Wall: We have been working with the City of Owen Sound on the initial stages of this project. It was noted that there was to be a meeting May 22 nd however due to unforeseen circumstances it was cancelled, and is to be rescheduled. 7.2.10 Canada 150 Community Infrastructure Program: The government has just initiated a new infrastructure funding program. We are looking at possibilities for funding, but the timelines are very quick. More information can be found at the Canada 150 Fund site. Nicholls Harrison drew the Board s attention to the information distributed on the Canada 150 program, and noted that the Library s current project does not meet the criteria. 7.2.11 Records Management: As per the Library s Records Management Policy the Board is to be notified of the destruction of corporate records. The annual disposal process is scheduled for June. Management Team members have reviewed and approved the list of records to be destroyed. 44-15 Moved by Robert Droine THAT the Library Board approve the destruction of those records scheduled to be destroyed up to December 31, 2014 according to the Library s Records Management Policy L 30. 7.2.12 Libraries 2025 Conference: Nadia Danyluk, Chris Carmichael and I attended the sessions on April 30 th in Toronto. We found the presentations and panel discussions to be very informative. We are on target with our efforts in providing 21 st century library services to our community. Please consider reviewing some of the excellent source materials that are available at the Libraries 2025 website. 7.2.13 Print On Demand Services: In June, we will be launching 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. Owen Sound & North Grey Union Public Library Board: Minutes May 2015 3
7.2.14 Chatsworth Business Fair: Chris Carmichael, Laura Stirling and I were at the fair with a display about our e-books, e-magazines and other e-library services that we offer, ways that the library can support local businesses, our new seed library and other upcoming library programs. Thanks to Lacy Russell for assembling the display materials. We signed up new members and updated library cards. 7.2.15 Last Month s Programming: There were 49 programs and 6 class visits during April. A Mother s Day tea and Free Comic Book Day were just two of the events that we have held in early May. It has been busy at the library. 7.2.16 Upcoming Programming: The Owen Sound Little Theatre will be presenting a vignette from their upcoming play, The Mousetrap, on May 23 rd. We will be participating in the Grey Bruce One World Festival on May 22 nd. There is an adult craft program making decorative banners on June 17 th. 7.2.17 MIY Rumpus June 13 th : Some of the demonstrations and activities planned for the day will include 3D printing, panjos, minecraft, lego, magic, monsterland stories and linux systems. The Owen Sound Ghostbusters are planning to attend. 7.2.18 Final Comments: Summer programs are being finalized. We will be relocating our magazines shortly and creating more space for fiction books. It looks to be a busy summer. We are gearing up for the fun ahead. Staff have been very supportive when helping to plan our new customer service approach. Additional items as per verbal report: 7.2.19 Shelving: Nicholls Harrison reported that as part of the reorganization of the main level addition shelving is required. The collection is being shifted to allow the fiction section to be more accessible. Shelf ends would improve the aesthetics. 45-15 Moved by Joanne Veerman THAT the Library Board approve the transfer of up to $10,000 from the Library Renovation Reserve Fund to cover the cost of additional shelving and related items. 7.2.20 Poet Laureate: Nicholls Harrison spoke to the Poet Laureate program and the desire to bring it back to the Library. 46-15 Moved by Steven Bartley THAT the Library Board approve the CEO s Report as presented. 7.3 Financial Committee Report 7.3.1 Statements and Accounts: 47-15 Moved by Rick Holland THAT Library accounts totaling $31,430.13 for April be approved for payment and further, THAT the Adult Learning Centre s accounts totaling $5,913.15 for April be approved for payment and further, THAT the Library s and Adult Learning Centre s Financial Statements to April 30, 2015 be received as information. Owen Sound & North Grey Union Public Library Board: Minutes May 2015 4
7.3.2 Library Audit: 48-15 Moved by Rick Holland THAT the Library Board accepts the Library s audited Financial Statements for the year ended December 31, 2014 as prepared by BDO Canada LLP. 49-15 Moved by Rick Holland THAT the Library Board authorize the contribution of the 2014 surplus of $36.08 to the Library Renovations Reserve Fund rather than allocate such a minimal amount back to the member municipalities. 7.3.3 Adult Learning Centre Audit: Holland reported that BDO Canada LLP has completed the draft for the 2014-2015 audit for the Adult Learning Centre. Procedures now require that the Board approves the draft document prior to the final document being released. 50-15 Moved by Rick Holland THAT the Library Board approve the Draft Audit for 2014-2015 for the Adult Learning Centre as presented by BDO Canada LLP. 51-15 Moved by Rick Holland THAT the Library Board authorizes the Finance Committee Chair and the CEO to review and approve the Adult Learning Centre Audited Financial Statements to March 31, 2015 as prepared by BDO Canada LLP in order to meet Ministry of Training, Colleges and Universities reporting deadlines. 7.4 Personnel Committee Report 7.5 Property/Building Committee Report In the absence of Property/Committee Building Committee Chair Janice Currie Nicholls Harrison reported that a second HVAC unit has required repairs, and that the replacement of the units is becoming a priority. 7.6 Library Foundation Committee Report 7.7 Policies and Bylaws Committee Report Robert Droine, Policies and Bylaws Committee representative led the members through the policies presented. 52-15 Moved by Robert Droine THAT the Library Board approve Policy L 9 Health & Safety as revised. 53-15 Moved by Robert Droine THAT the Library Board approve Personnel Policy L 20 PE 1 Definitions as revised. Joanne Veerman left the meeting at 8:45 p.m. Owen Sound & North Grey Union Public Library Board: Minutes May 2015 5
54-15 Moved by Robert Droine THAT the Library Board approve Personnel Policy L 20 PE 2 Communications and Responsibilities as revised. Veerman returned to the meeting at 8:48 p.m. 55-15 Moved by Robert Droine THAT the Library Board approved Personnel Policy L 20 PE 3 Employment as revised and amended to change the probationary period from 6 months to 3 three months. 56-15 Moved by Robert Droine THAT the Library Board approve Personnel Policy L 20 PE 29 Retirement Functions as presented. 7.8 Friends of the Library Liaison Report 7.9 SOLS Saugeen Trustee Council Report 7.10 Cultural Advisory Committee Report Chair Thomas reported the meeting focused on discussion about the Cultural Mixer. 8. OTHER BUSINESS 9. STRATEGIC PRIORITIES 10. RESOLUTION TO MOVE IN CAMERA 57-15 Moved by Tom Wiley THAT the Library Board now move in Camera to discuss two matters relating to identifiable individuals. 11. DECLARATION TO MOVE TO THE REGULAR BOARD MEETING: 9:20 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 May 28, 2015 Agenda and other business. 60-15 Moved by Tom Wiley THAT the Library Board direct the CEO to implement organizational changes as discussed. 12. NEXT MEETING: Regular Board meeting to be held Thursday June 25, 2015 at 7:30 p.m. in the Library Board Room. 13. ADJOURNMENT: The meeting was declared adjourned at 9:25 p.m. Owen Sound & North Grey Union Public Library Board: Minutes May 2015 6