BRAMPTON PUBLIC LIBRARY BOARD MINUTES Tuesday, June 23, 2015 Four Corners Branch 2nd Floor Boardroom 7:00pm PRESENT: R. Bunn (Chair) K. Ladak M. Palleschi C. Phung P. Waters M. Ben K. Hay J. Awde J. Massey-Singh REGRETS: D. Whillans STAFF: R. Raven, Chief Executive Officer M. Kwok, Executive Assistant to CEO J. Baty, Director Information Technology S. Yates, Director Service Development R. Jones, Director Service Delivery G. De Prisco, Manager Human Resources M. Georgie, Manager, Projects and Facilities J. Dawson, Manager Finance J. Andrews-Jotham, Branch Manager – Chinguacousy The Chair called the meeting to order at 7:00pm. 1. Library Board Photographs * Library Board members had their pictures taken for the website and future business initiatives 2. Presentation a. MakerSpace Overview – Katrina Doktor, Service Development Librarian * Board members received an introduction and demonstration of the MakerSpace located in the Auditorium of Four Corners branch * K. Doktor provided an explanation of the partnership between the library, City of Brampton and Sheridan College 3. Approval of the Agenda for June 23, 2015 Approval moved by K. Hay Seconded by P. Waters CARRIED 4. Declarations of conflict of interest None 5. Election of Library Board Officers for the period of June 2015 through January 2016 The CEO, R. Raven, declared the position of Chair and Vice-Chair to the Library Board vacant and assumed the role of Acting Chair for the purpose of expediting the election of Chair for the term of June 2015 through January 2016. She clarified the regulations and processes according to the Public Libraries Act. a. Position of Chair * R. Raven called for nominations from the floor for the postion of Chair * M. Palleschi nominated P. Waters for the position of Chair * The nomination was seconded by K. Hay * P. Water accepted the nomination * R. Raven called for final nominations for Board Chair * No further nominations put forward * R. Raven declared that as there were no further nominations, P. Waters was acclaimed Chair of the Brampton Public Library Board for the term of June 23, 2015 through January 2016. * R. Raven turned over the position of Chair to P. Waters b. Position of Vice-Chair * P. Waters called for nominations from the floor for the position of Vice-Chair * K. Hay nominated M. Ben for the position of Vice-Chair * The nomination was seconded by J. Massey-Singh * M. Ben declined the nomination * P. Waters nominated J. Massey-Singh for the position of Vice-Chair * The nomination was seconded by M. Palleschi * J. Massey-Singh accepted the nomination * P. Waters called for final nominations for Board Vice-Chair * No further nominations put forward * P. Waters declared that as there were no further nominations, J. Massey-Singh was acclaimed as Vice-Chair of the Brampton Public Library Board for the term of June 23, 2015 through January 2016 c. SOLS Representative * Board members agreed that the representative for the SOLS meetings would rotate among the members for the term of this Board 6. Approval of the Minutes of the Regular Board Meeting for May 26, 2015 Received Approval moved by M. Palleschi Seconded by J. Massey-Singh CARRIED 7. Business arising from the minutes a. Motions to adopt Brampton Library Board: i. Job Descriptions Approval moved by R. Bunn Seconded by K. Ladak CARRIED ii. By-Laws Approval moved by J. Massey-Singh Seconded by M. Ben CARRIED iii. Meeting Procedures Approval moved by J. Awde Seconded by K. Hay CARRIED iv. Statement of Intellectual Freedom Approval moved by J. Massey-Singh Seconded by R. Bunn CARRIED 8. Presentations a. Chinguacousy Renovation – Michael Georgie, Facilities Manager & Julie Andrews-Jotham, Chinguacousy Branch Manager * board members asked about the 3rd floor space options * questions regarding the funding for the renovations were asked; unapplied capital assets would be used in addition to pursuing potential grant funding; * questions about the reduction of shelf space and collection size; * coordination with the landlord is essential * measurements for growth of visitors * projecting potential 20% increase in usage post renovation * like the addition of the teen gaming area * business disruption and continuity of service to be considered o a phased approach will be considered as the planning process moves forward Report received by M. Palleschi Seconded by K. Ladak CARRIED 9. Items of Business a. Report of the Chief Executive Officer R. Raven provided an overview of the following sections of the Orientation Binder with the board members: * R. Raven provided an overview of her report including: o Meeting with Mayor Jeffrey regarding the Blue Ribbon panel, downtown LRT support, downtown revitalization and a proposed increase to the operating budget due to growth * Memorandum of Understanding (MOU) with the City of Brampton (COB) regarding public internet, mobility options, core switches, environmental infrastructure and the CLASS registration pilot * PressReader will be introduced to staff and customers in late August / early September 2015 * Expansion of outreach to faith communities; pop-up computer courses; Brampton GO train stations for electronic services * Summer Reading Clubs (SRC) for children and teens launched a month early in June which allowed for greater outreach to schools prior to summer vacation * Very successful Librarian roundtable presentations at the inaugural BL Librarian meeting * Board members requested statistical information for Zinio Report received by J. Massey-Singh Seconded by R. Bunn CARRIED b. 1st Quarter Financial Statements * J. Dawson provided an introduction of the finance department and an overview of the reporting structure Report received by M. Palleschi Seconded by K. Ladak CARRIED c. Ad Hoc Summer Committee * R. Raven explained the responsibilities of the Summer Committee and asked for 5 members to represent the Board in the event that a Board decision or support was required. * The Summer Committee will consist of: o J. Awde, J. Massey-Singh, K. Hay, R. Bunn, K. Ladak Moved by K. Ladak Seconded by J. Massey-Singh CARRIED d. Library Board Meeting Schedule * Board members discussed options regarding which day of the month, time and location * It was agreed that the meetings would stay on the current schedule of the fourth (4th) Tuesday of each month but the location would alternate to other branches when feasible * R. Raven will speak to Councillor Whillans about his meeting schedule with other agencies and report back to the Board e. AODA (Accessibility for Ontarians with Disabilities) Training Requirements * New members received the instructions and login information for the AODA training requirements f. The State of America’s Libraries – Roundtable discussion * The article is relatable to many countries around the world such as England, Denmark and Australia * Members requested a Canadian version for comparison * R. Raven will send a link to Ken Robert’s article – “Facing the Future” Received Moved by M. Ben Seconded by K. Ladak CARRIED 10. Correspondence Items a. Incoming: i. Email to CEO’s office from K. Ladak re: Authorization waiving stipend for Vice-Chair ii. Email to CEO’s office from R. Bunn re: Authorization waiving stipend for Chair iii. Email to R. Bunn from Mr. Husain re: Customer complaint b. Outgoing: i. Email from R. Bunn re: Response to customer complaint from Mr. Husain Correspondence items received Moved by M. Palleschi Seconded by J. Massey-Singh CARRIED Motion to move to adjourn meeting moved by M. Ben Seconded by K. Hay CARRIED Meeting Adjourned – 9:05pm 11. Future Events Regular Library Board Meeting Tuesday September 22, 2015 Four Corners Branch – 2nd Floor 7:00pm Regular Library Board Meeting Tuesday October 27, 2015 Four Corners Branch – 2nd Floor 7:00pm Patty Waters, Chair September 22, 2015 Rebecca Raven, Secretary-Treasurer Date of approval