Owen Sound & North Grey Union Public Library Board Minutes February 25, 2016 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) Janice Currie (City of Owen Sound) Bob Droine (City of Owen Sound) Rick Holland (City of Owen Sound) Esra Samli (City of Owen Sound) Elizabeth Thompson (Township of Chatsworth, Councillor) MEMBERS ABSENT/REGRETS: Joanne Veerman (Township of Georgian Bluffs) STAFF PRESENT: Tim Nicholls Harrison, CEO Lindsey Harris, Administrative Services Coordinator GUESTS PRESENT: COMMENCEMENT: 7:51 P.M. 1. CALL TO ORDER The meeting was called to order by Chair, Richard Thomas at 7:51 p.m. 2. ADDITIONAL ITEMS 3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF 4. CONFIRMATION OF MINUTES 20-16 Moved by Bob Droine THAT the minutes of the January 28, 2016 meeting of the Library Board be approved as presented. Owen Sound & North Grey Union Public Library Board: Minutes February 2016 1
5. DEPUTATIONS/QUESTIONS FROM THE PUBLIC 6. CORRESPONDENCE Harris reported that there was 1 item of correspondence circulated in the package. 6.1 Audit Plan: A letter from Traci Smith, Partner BDO Canada LLP, outlining the audit plan for the audit of the 2015 financial statements of the Owen Sound & North Grey Union Public Library. 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: We have been using our Library Service Index since 2015. It allows us to capture and count many indicators that cover the breadth of our customer services. In the month of January we provided at least 78,550 services to our customers. The LSI is calculated by dividing the total services by the number of hours that we were open in the month. The LSI for January was 294.75. 7.2.2 Key Statistics: Our total library membership is 11,718. In January, we had 15,700 library visits and circulated 25,228 materials. There were 25,799 uses of technology. 416 items were added to our collection and 394 items were withdrawn. The library provided information assistance 2,061 times. 581 people participated in 5 adult and 23 youth programs. We had 4 class visits. 7.2.3 Staff Anniversaries: We extend congratulations to Jennifer Davidson and Lacy Russell on their work anniversaries. Thank you for contributing your time, effort, skills and talents! Jennifer Davidson Support Services 6 years Lacy Russell Public Services 3 years 7.2.4 Self-Checkout Launch: The self-checkout machines were installed during the first week of January and we went live the following week. Vicki Tichbourne, one of our regular patrons, was on hand to check out the first materials. Staff received training on the new devices and we will be assisting the public as they become more familiar with our new services. 7.2.5 Integrated Library System Update: We are working with the Ontario Library Consortium and SirsiDynix to upgrade our ILS. We have moved to a Software as Service (SaaS) model. Testing of the system continues. Staff will be trained on the new mobile circulation app. The server will be updated to a new version of Enterprise software on March 30 th. 7.2.6 RFID Service Contract: The self-checkout stations and RFID pads have a maintenance agreement. By prepaying the maintenance agreement for the next five years, we are able to save over $2,000 in costs. Owen Sound & North Grey Union Public Library Board: Minutes February 2016 2
21-16 Moved by Richard Holland THAT the Library Board enter into a five year service and maintenance contract with SirsiDynix for upkeep of our RFID equipment. 7.2.7 2016 Review of the Union Library Agreement: According to the current Union Library Agreement, the parties involved agree to consult with each other in 2016, in order to review the terms of the agreement. We have completed five years of the ten year agreement. 22-16 Moved by Esra Samli THAT the Library Board request that the City of Owen Sound contact our partner municipalities to initiate the mandatory five year review of the Union Library Agreement. 7.2.8 Adult Learning Centre Support of ESL in Our Communities: The Adult Learning Centres are working to provide intake and assessment, referrals, instruction and volunteer coordination. These enhanced services are offered in 2016 as a pilot project in partnership with other agencies and organizations. We have received $15,000 through the United Way Bruce Grey from a Bruce Power donation. The funds will be used to support ESL service delivery in Bruce Grey. 23-16 Moved by Bob Droine THAT the Library Board extend thanks to Bruce Power and the United Way Bruce Grey for supporting local ESL initiatives. 7.2.9 Appointment of Poet Laureate Committee: Members of the public have served as the selection and coordinating committee for the Poet Laureate program. We would like to thank current committee members, Liz Zetlin, Jane Mingay and Judy Beth Armstrong for their exemplary work in guiding and supporting this important cultural activity for our community. We are pleased that the three members are willing to continue in this role for the next two years. 24-16 Moved by Elizabeth Thompson THAT the Library Board appoint Judy Beth Armstrong, Jane Mingay and Liz Zetlin to the Poet Laureate Advisory Committee for 2016 and 2017. 7.2.10 Visit to Chatsworth Council: On January 6 th, Richard Thomas and I attended the Chatsworth Council meeting to provide them with an update about the library and our budget request. Special thanks to Councillor Elizabeth Thompson for promoting our library services. We will be attending an upcoming meeting of Georgian Bluffs Council. 7.2.11 Family Literacy Day: We celebrated Family Literacy Day on Saturday, January 30 th with songs, crafts and stories. The event was a partnership with the Bayview site of the Ontario Early Years Centre and the Grey County Early Years Literacy Facilitator. Fifty-one adults and children participated in the day s activities. 7.2.12 Chinese New Year: We celebrated the Chinese New Year on Saturday, February 6 th with crafts and games. Events were held at the library, the Tom Thomson Art Gallery and at Grey Roots Museum. Owen Sound & North Grey Union Public Library Board: Minutes February 2016 3
7.2.13 Upcoming Programming: The library will be hosting a Rock and Writing Workshop with Stuart Berman as part of Lupercalia on February 13 th. On Wednesday, February 17 th, our Poet Laureates have organized a Pickers and Poets evening. On the 19 th, we are presenting a workshop about using the library edition of ancestry to do genealogy research. On the 22 nd, as part of Black History Month, we are featuring a talk by Blaine Courtney. Author George Scott Auer will be talking about his new book, Soldiers of the Soil, on March 6 th. We will be celebrating Valentine s Day on February 14 th with a special story time in Youth Services. All of our regular children and youth programs are scheduled including story times, lego club, manga club and the teen writing circle. 7.2.14 Final Comments: January was a very busy time at the library. It was exciting to launch our new self-checkout service. Special thanks to staff on their efforts to make everything run smoothly for the public. I know that our team focused on making the launch successful for everyone! Additional items as per verbal report: 25-16 Moved by Janice Currie THAT the Library Board approve the CEO s Report as presented. 7.3 Financial Committee Report 7.3.1 Statements and Accounts: 26-16 Moved by Richard Holland THAT Library accounts totaling $71,486.57 for January be approved for payment and further, THAT the Adult Learning Centre s accounts totaling $11,729.79 for January be approved for payment and further, THAT the Library s and Adult Learning Centre s Financial Statements to January 31, 2016 be received as information. 7.3.2 Signatories for Bank Accounts: 27-16 Moved by Richard Holland THAT the Library Board approve the resolution as provided by the Royal Bank of Canada. Be it resolved that: 1. The ROYAL BANK OF CANADA (the Bank ) is appointed banker for the Company. 2. That ANY TWO OF THE LIBRARY CEO, ADMINISTRATIVE SERVICES COORDINATOR OR BOOKKEEPER JOINTLY FOR AMOUNTS UNDER $2500; & EITHER THE LIBRARY CEO OR ADMINISTRATIVE SERVICES COORDINATOR TOGETHER WITH EITHER THE BOARD CHAIR OR CHAIR OF THE FINANCE COMMITTEE FOR AMOUNTS OF $2500 OR GREATER are authorized on behalf of the Company from time to time: (a) to withdraw or order transfers of funds from the Customer s accounts by any means including the making, drawing, accepting, endorsing or Owen Sound & North Grey Union Public Library Board: Minutes February 2016 4
signing of cheques, promissory notes, bills of exchange, other orders for the payment of money or other instruments or the giving of other instructions; (b) (c) to sign any agreements or other documents or instruments with or in favour of Royal Bank, including agreements and contracts relating to products or services provided by Royal Bank to the Customer; and to do, or to authorize any person or persons to do, any one or more of the following: (i) to receive from Royal Bank any cash or any securities, instruments or other property of the Customer held by Royal Bank, whether for safekeeping or as security, or to give instructions to Royal Bank for the delivery or other transfer of any such cash, securities, instruments or other property to any person named in those instructions; (ii) to deposit with or negotiate or transfer to Royal Bank, for the credit of the Customer, cash or any security, instrument or other property, and for those purposes to endorse (by rubber stamp or otherwise) the name of the Customer, or any other name under which the Customer carries on business, on any security or instrument; (iii) to instruct Royal Bank, by any means, to debit the accounts of third parties for deposit to the credit of the Customer; (iv) to receive statements, instruments and other items (including paid cheques) and documents relating to the Customer s accounts with or any service of Royal Bank (including any revisions to the Bank s rules and manuals of operation), and to settle and certify the Customer s accounts with Royal Bank; 3. That all instruments, instructions, agreements (including contracts relating to products or services provided by Royal Bank) and documents made, drawn, accepted, endorsed or signed (under the corporate seal or otherwise) as provided in this Resolution and delivered to Royal Bank by any person, shall be valid and binding on the Customer, and Royal Bank is hereby authorized to act on them and give effect to them. 4. That Royal Bank be furnished with: (a) (b) a copy of this Resolution; and a list of the names of the persons authorized by this Resolution to act on behalf of the Customer, and with written notice of any changes which may take place in such list from time to time, and with specimens of the signatures of all such persons; Owen Sound & North Grey Union Public Library Board: Minutes February 2016 5
each certified by the (1) LIBRARY CEO and (2) BOARD CHAIR of the Customer; and (c) in writing, any authorization made under paragraph 2(c) of this Resolution. That any document furnished to Royal Bank as provided for in paragraph 4 of this Resolution shall be binding upon the Customer until a new document repealing or replacing the previous one has been received and duly acknowledged in writing by the branch or agency of Royal Bank where the Customer has its account. 7.4 Personnel Committee Report 7.5 Property/Building Committee Report 7.6 Library Foundation Committee Report 7.7 Policies and Bylaws Committee Report Vice-Chair Wiley reported that the next meeting will be on March 21, 2016. 7.8 Friends of the Library Liaison Report Councillor Thompson reported that the Annual General Meeting will be held on March 6, 2016. 7.9 SOLS Saugeen Trustee Council Report 8. OTHER BUSINESS 8.1 Councillor Thompson reported that Dale Albrecht and Chris Carmichael made a presentation to over 175 delegates at the OLA Conference in January 2016. 8.2 Councillor Bartley requested further information on the 2015 membership numbers provided to Sydenham Township. Nicholls Harrison reported on the process of gathering the membership numbers for the supporting municipalities and the delivery of the information to the Municipal CAO s. 8.3 Nicholls Harrison updated the Board on the ongoing maintenance of the elevator. 9. STRATEGIC PRIORITIES 10. RESOLUTION TO MOVE IN CAMERA - STRUCK Owen Sound & North Grey Union Public Library Board: Minutes February 2016 6
11. DECLARATION TO MOVE TO THE REGULAR BOARD MEETING - STRUCK 12. NEXT MEETING: Regular Board meeting to be held Thursday March 31, 2016 at 7:30 p.m. in the Library Board Room. 13. ADJOURNMENT: The meeting was declared adjourned at 8:46 p.m. Chair Secretary Owen Sound & North Grey Union Public Library Board: Minutes February 2016 7