BRAMPTON PUBLIC LIBRARY BOARD Our Mission: Brampton Library enriches the lives of Brampton residents by promoting literacy, and by providing access to recreational materials and information in a welcoming environment that fosters connections with others and the community Regular Meeting Tuesday October 20, 2015 Mount Pleasant Village Branch, Program Room 7:00pm MINUTES PRESENT: P. Waters (Chair) K. Ladak M. Palleschi C. Phung M. Ben J. Massey-Singh R. Bunn K. Hay J. Awde REGRETS: D. Whillans STAFF: R. Raven, Chief Executive Officer J. Baty, Director Information and Innovation R. Jones, Director Service Delivery S. Yates, Director Service Development J. Dawson, Manager Finance G. De Prisco, Manager Human Resources M. Kwok, Executive Assistant to CEO L. Lipson, Branch Manager – Mount Pleasant Village L. Lalonde, President – CUPE Local 1776 Convened: 7:00pm 1. Approval of the agenda Approval moved by M. Palleschi Seconded by M. Ben CARRIED 2. Declarations of conflict of interest None 3. Delegation: CUPE Local 1776 Brampton Library Union Executive * L. Lalonde addressed the board and provided an overview of her history with the library * She emphasized that over the past couple of years the mutual respect and labour relations have improved dynamically * She was very pleased to announce that the negotiations were completed in 4 days as opposed to 20 days with the intervention of a mediator with the last contract * The contract was ratified with an 89% voting in favour of acceptance on Friday, October 16, 2015 * R. Raven added that it was a privilege to work together with a dedicated group of employees and was happy to build a solid relationship and respectful relationship with the Local Moved by R. Bunn Seconded K. Ladak CARRIED 4. Approval of the minutes: a) Regular Board Meeting, September 22, 2015 * Received Moved by J. Awde Seconded C. Phung CARRIED b) Special Budget Meeting, October 8, 2015 * Received Moved by R. Bunn Seconded M. Ben CARRIED 5. Business arising from the minutes a) Motion to amend Library Board By-laws re: Past Chair position * The City Clerk has advised that the direction from the City of Brampton regarding a rotating chair is not applicable due to the provincial Public Libraries Act supersedes Municipal requirements for elections * M. Palleschi moved to amend the By-laws to revert the term of office for Chair and Vice Chair to the original * The board agreed to defer the motion to the November meeting Moved by M. Palleschi Seconded by K. Ladak CARRIED 6. Items of Business a) Report of the Chief Executive Officer * R. Raven welcomed everyone to Mount Pleasant Village and gave a brief history of the development of the Branch * M. Palleschi requested an outline of the relationship with the school and library; with reference to extending the hours and the challenges associated with extending hours and services for the community; changes to JOMA; plans to expand * R. Raven reassured the board that strong mitigation measures will be taken to prevent and control bed bug infestation * She thanked all Board members who participated in Ontario Public Library Week and indicated that a consolidated report from the customer surveys will be brought back to the board at a future meeting * The Board agreed to defer a discussion re: eReaders and eBooks to a later meeting * Received Moved by K. Hay Seconded R. Bunn CARRIED b) Q3 Financials * J. Dawson provided an overview of the financial statements for Q3 2015 * Received Moved by M. Palleschi Seconded K. Ladak CARRIED c) 2016 Budget Preparation * The template provided in the Board package was provided by the City of Brampton finance department for Brampton Library staff input * R. Raven received a response from the City of Brampton at 6pm on Friday evening of Thanksgiving weekend requesting further refinement of the submitted budget request * K. Ladak expressed concern that the information provided by City of Brampton finance staff at the October 8 special budget meeting was not comprehensive * R. Raven advised that the requested 1.9% budget reduction was a surprise * She provided the context of the presentation to the City Council * The requested reduction has the potential to impact service and programming * enormous support from council backing the Library and the services provided * clarification of 3 issues that need to be addressed by COB finance * The City is asking for funding to Operating budget be reduced by $1M * The City wants to see new materials purchased out of capital budget * Is the $264 thousand reduction a permanent or one time only transfer * P. Waters – what are the next steps* * City of Brampton finance advised that further deliberations were in progress * If the board is in support of 3 issues and this is the direction the Board wants to proceed; BL staff will negotiate further with COB finance * P. Waters asked if we are using the 1.1M from the 5.1M reserves account * K. Ladak requested clarification regarding the funding increase of 3.04% that we require to maintain current levels of service and staff * Has the City agreed with the Operation budget* * Can we agree to supplement funding from current reserves* * City has identified 2 lines on the budget that could be mitigated ¦ Materials and Technology * M. Palleschi recommended that the board go before council to provide context for the requirements * also recommended presenting to council on a quarterly basis prior to budget to ensure that messages are heard and understood in advance of budget deliberations * set up a meeting with staff to try to mediate/negotiate a resolution * R. Raven advised that the Library was missed on the initial financial planning initiated by the City earlier in the year * The CEO has been assured that Brampton Library will participate in budgetary meetings moving forward from 2016 * She will ask for clarification and firm written instructions for direction for all future budget negotiations Moved by R. Bunn Seconded M. Ben CARRIED d) Policy Review: i) Accessibility Policy * Received * M. Palleschi mentioned that customers complained that the washrooms are too open at Cyril Clark branch and recommended that doors and quieter hand driers be added * RR will bring back information regarding background for the Cyril Clark expansion Moved by J. Awde Seconded K. Hay CARRIED ii) Health & Safety Policy * Received Moved by J. Massey-Singh Seconded M. Palleschi CARRIED iii) Workplace Harassment Prevention Policy * Received Moved by K. Hay Seconded R. Bunn CARRIED iv) Workplace Violence Prevention Policy * Received Moved by C. Phung Seconded M. Palleschi CARRIED e) CEO Review Committee * The Board Chair asked for volunteers to participate on the CEO Review Committee * The review committee will consist of: * P. Waters (Chair), K. Ladak, R. Bunn, C. Phung and M. Ben f) Marketing Strategy * R. Raven provided an introduction to Marketing Manager June Dickenson and a background and overview of marketing to date including the development of the Marketing Manager position * J. Dickenson provided an overview of the strategy for marketing moving forward * J. Massey-Sing felt that the strategy is applicable and asked what the message to be delivered was * J. Dickenson responded that the library is being promoted as a gathering spot that encourages engagement and is accessibility to anyone * She will provide more information and feedback from the data management company Analytux regarding the ‘success’ of our social media activity * Received Moved by M. Palleschi Seconded by K. Ladak CARRIED g) December Meeting: Date & Location of Holiday Dinner * The date and location for the December meeting was finalized as: * Tuesday December 8, 2015 * Location: Aria Bistro & Lounge, 485 Main Street North 7. Board Governance a) P. Waters reminded Board members that all contact with Brampton Library staff should be channelled through R. Raven as CEO, the Board Chair or the Board Vice Chair b) Follow-up to Statistical Report - Federation of Ontario Public Libraries (FOPL) Market Research * R. Jones provided a summary report from FOPL to be reviewed for discussion at the November meeting * The Board requested that a soft copy be forward to board members for access to links indicated in the report * Received 8. Information Items a) 2014 Brampton Library Annual Report b) Citizenship and Immigration Canada Invitation c) MakerSpace @ Brampton Library d) Brampton Library Service Awards Invitation e) MakerSpace Tech Fair 2015 9. In-Camera: Closed Meeting Motion to move In-Camera for the purpose of discussing issues pertaining to labour relations and an identifiable individual Motion to move to In-Camera moved by K. Ladak Seconded by J. Massey-Singh CARRIED Motion to adjourn meeting moved by J. Massey-Singh Seconded by P. Waters CARRIED Adjourned: 9:50pm Future Events Regular Meeting Date: Tuesday, November 24, 2015 Time: 7:00pm Location: Four Corners Branch, 2nd Floor Boardroom Regular Meeting – Holiday Meeting Date: Tuesday, December 8, 2015 Meeting time: 6:00pm Dinner: 7:00pm Location: Aria Bistro & Lounge