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Owen Sound & North Grey Union Public Library Board Minutes. May 26, :30 p.m. Library Board Room

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Owen Sound & North Grey Union Public Library Board Minutes

May 26, 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) Bob 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:

Steven Bartley (Municipality of Meaford, Councillor) Janice Currie (City of Owen Sound)

Esra Samli (City of Owen Sound) STAFF PRESENT:

Tim Nicholls Harrison, CEO

Lindsey Harris, Administrative Services Coordinator GUESTS PRESENT:

None

COMMENCEMENT: 7:31 P.M.

1. CALL TO ORDER

The meeting was called to order by Chair, Richard Thomas at 7:31 p.m.

2. ADDITIONAL ITEMS

7.3.3 Adult Learning Centre Audit

3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF

None

4. CONFIRMATION OF MINUTES

45-16 Moved by Tom Wiley THAT the minutes of the April 28, 2016 meeting of the Library Board be approved as presented. Carried.

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5. DEPUTATIONS/QUESTIONS FROM THE PUBLIC None

6. CORRESPONDENCE

Harris reported that there were no items of correspondence circulated in the package.

7. REPORTS AND MATTERS TABLED

7.1Board Chair’s Report No report.

7.2CEO’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 April we provided at least 90,379 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 April was 333.50.

7.2.2 Key Statistics: Our total library membership is 11,623. This is down from the previous month. In April, we had 20,712 library visits and circulated 26,126 materials. There were 28,832 uses of technology. 848 items were added to our collection and 211 items were withdrawn. The library provided information

assistance 1,910 times. 920 people participated in 7 adult and 31 youth programs. We had 10 class visits.

7.2.3 Staff Anniversaries: We extend congratulations to Shirley Misener as we recognize her twenty-five years of service! Thank you for contributing your time, effort, skills and talents!

Shirley Misener Administration 25 years 7.2.4 Launch of BLUEcloud Visibility: The Ontario Library Consortium has agreed to adopt BLUEcloud Visibility (Zepheira). This would enable our library catalogue to appear in local Google and other web searches. We hope to have the service operating by the fall.

7.2.5 Volunteer Appreciation:Our volunteer appreciation events were held on April 27th and April 30th. Thank you to the Friends of the Library for hosting. Thank

you to the Board Members and Library Staff able to attend.

7.2.6 Remedial Action for Elevator Shaft Rehabilitation:We met with GM Blue Plan, Davidson Hill Elevator, JP Contracting and a representative from Sika. GM Blue Plan will provide a report with timelines and project goals. They will research the product warranties. We believe that the project will not be able to be

undertaken until September. The report will be available in time for the June Library Board meeting.

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reserves to address the need for new computers for the public, youth services and staff needs.

46-16 Moved by Rick Holland THAT the Library Board approve the transfer of up to $45,000 from the ALC Administrative Reserve Fund to undertake the 2016 technology upgrade project. Carried.

7.2.8 Recent Programming: On April 16th, we hosted a LEGO® Community

Planning event with volunteers from the Ontario Professional Planners Institute. The Grey Bruce Youth Film Festival Screening was held on April 27th. On May 2nd, Master

Gardener, Lynne Marie Sullivan presented a Seed Saving workshop. We had great attendance for our Mother’s Day Tea on May 4th.

7.2.9 Chatsworth Business Fair: We were at the business fair on May 6th

and 7th. We talked about the library services that we offer, ways that the library can

support local businesses, our new seed library and upcoming library programs. We were able to provide library memberships to some of the Business Fair visitors. We look forward to next year’s event.

7.2.10 Owen Sound Mini Comicon:On Saturday, May 7th, the Library’s Youth

Services and the TOM hosted the Mini Comicon. Library visits for the day totalled over 1,500. Thanks to Youth Services for delivering stellar programming!

7.2.11 May 19th - Special Guest Lecturer - Professor Carolyn Harris: We are excited to have author and historian Carolyn Harris present a talk

about Canadian attitudes toward Queen Elizabeth II, from a young Queen in the 1950s to a venerable monarch celebrating her Diamond Jubilee and her 90th birthday in the 21st century.

7.2.12May 20th – Governor General of Canada Luncheon: The Community Foundation Grey Bruce invited the Library as one of their grant recipients to showcase our Creation Stations project at the luncheon. Nadia Danyluk and I will attend and share information about the project and upcoming activities.

7.2.13 Five Year Review of the Union Library Agreement: Correspondence has been sent to both the appropriate municipalities and library boards to invite them to the five year review of the Union Library Agreement. The meeting was originally scheduled for June 21st , but due to scheduling conflicts we have changed

the meeting to September 20th . We will have an updated information sheet

available at the meeting which will be chaired by Richard Thomas. This format was used for the review that was held ten years ago.

7.2.14Visit to Georgian Bluffs Council: Richard Thomas and I will be attending the Council meeting on June 8th to provide an update about library services.

7.2.15Final Comments: The Library has been very busy this month. It has been very rewarding to enjoy the many happenings at the Library. I offer special thanks to the staff for their ongoing commitment, good humour and excellent customer service. I conclude this report by sharing a recent Google review of the Library.

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Additional items as per verbal report:

Nicholls Harrison toured Board Members around the Library’s exterior and discussed the retaining wall and landscaping projects.

47-16 Moved by Joanne Veerman THAT the Library Board approve the CEO’s Report as presented. Carried. 7.3 Financial Committee Report

7.3.1 Statements and Accounts:

48-16 Moved by Rick Holland THAT Library accounts totaling $35,939.23 for April be approved for payment and further,

THAT the Adult Learning Centre’s accounts totaling $17,950.80 for April be approved for payment and further,

THAT the Library’s and Adult Learning Centre’s Financial Statements to April 30, 2016 be received as information. Carried. 7.3.2 Reserve Accounts:

49-16 Moved by Rick Holland THAT the Library Board approve revenues and expenditures for the Book Sale Reserve Account, Poet Laureate

Reserve Account, Teen Advisory Group – TAG Reserve Account and Write @ Your Library Reserve Account to April 30, 2016. Carried.

7.3.3 Adult Learning Centre Audit:

Holland reported that BDO Canada LLP is working on the draft for the 2015-2016 audit for the Adult Learning Centre. Procedures now require that the Board approve the draft and final document prior to the next Board meeting in order to meet the required deadlines.

50-16 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, 2016 as prepared by BDO Canada LLP in order to meet Ministry of Training,

Colleges and Universities reporting deadlines. Carried. 7.4 Personnel Committee Report

No report.

7.5 Property/Building Committee Report No report.

7.6 Library Foundation Committee Report No report.

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7.7 Policies and Bylaws Committee Report

Policies and Bylaws Committee Chair Tom Wiley reported that the committee met and reviewed a number of policies.

51-16 Moved by Tom Wiley THAT the Library Board approve Policy L 7

Unattended Children and Child Protection as revised. Carried. 52-16 Moved by Tom Wiley THAT the Library Board approve Personnel

Policy L 20 PE 10 Employee Benefits as revised. Carried. 53-16 Moved by Tom Wiley THAT the Library Board approve Personnel

Policy L 20 PE 11 Employee Performance Appraisals as revised. Carried. 54-16 Moved by Tom Wiley THAT the Library Board approve Personnel

Policy L 20 PE 23 Health & Safety: Accident/Injury Reporting and

Investigation as revised. Carried.

55-16 Moved by Tom Wiley THAT the Library Board approve Personnel Policy L 20 PE 24 Vacation and Lieu Time Banks as revised.

Carried. 56-16 Moved by Tom Wiley THAT the Library Board approve Personnel

Policy L 20 PE 25 Workplace Harassment & Violence Policy as revised. Carried.

57-16 Moved by Tom Wiley THAT the Library Board approve Personnel Policy L 20 PE 26 Use of Personal Vehicles as revised. Carried.

7.8 Friends of the Library Liaison Report

Councillor Thompson reported that the Friends of the Library meet on May 31, 2016.

7.9 SOLS Saugeen Trustee Council Report No report.

8. OTHER BUSINESS

None

9. STRATEGIC PRIORITIES

None

10. RESOLUTION TO MOVE IN CAMERA - STRUCK

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12. NEXT MEETING: Regular Board meeting to be held Thursday June 23, 2016 at 7:30 p.m. in the Library Board Room.

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