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 February 23, 2016 Four Corners Branch 2nd Floor Boardroom 7:00pm MINUTES PRESENT: P. Waters (Chair) J. Massey-Singh (Vice-Chair) D. Whillans K. Ladak M. Ben K. Hay R. Bunn REGRETS: M. Palleschi J. Awde C. Phung STAFF: R. Raven, Chief Executive Officer R. Jones, Director Service Delivery M. Macmillan, Director Community Engagement & Partnerships J. Dawson, Manager Finance G. De Prisco, Manager Human Resources M. Georgie, Manager Facilities M. Kwok, Executive Assistant to CEO OBSERVERS: J. Andrews-Jotham, Branch Manager Chinguacousy C. Poggiaroni, Manager Collections L. Lalonde, CUPE Local #1776 J. Singh, Ryerson Student Lindsay Breedron, Ryerson Student Lucas Breedron, Community Member Convened: 7:05pm 1. Approval of the agenda * The Chinguacousy Refresh Report moved from In-Camera to the Regular meeting under Items of Business Agenda Item 5g) Changes moved by R. Bunn Seconded by D. Whillans CARRIED 2. Declarations of conflict of interest None 3. Presentation: Risk Management * Presented by: D. Tracogna, Risk and Insurance Manager, City of Brampton and B. Vaspori, Vice President, Jardine Lloyd Thompson Canada Inc. * D. Tracogna confirmed Brampton Library is afforded insurance coverage under the City of Brampton policy * R. Bunn requested clarification regarding the difference between Errors and Omission and Director’s Policy coverage * D. Tracogna explained that the coverage the board members have with an Errors and Omission policy is more comprehensive than a Director’s Policy * Director’s Policy coverage is more applicable to profit-based businesses Presentation received 4. Approval of Minutes for the Regular Board Meeting on January 26, 2016 Approval moved by K. Hay Seconded by J. Massey-Singh CARRIED 5. Items of Business a) Report of the Chief Executive Officer * R. Raven advised feedback regarding storytime and school readiness indicated that 70% of clients are more confident and would recommend the program to others * She clarified that feedback forms are reinforcing the library stance as community leaders in early literacy * Multiple library systems have requested that Brampton Library employees speak to their membership * D. Whillans requested a brief outline regarding the SuperConference to provide an update to council members Received Approval moved by M. Ben Seconded by R. Bunn CARRIED b) Planning and Branding - overview of 2016 initiative with timelines * Timelines represent a progressive and aggressive objective for developing the new Strategic Plan * The Brampton Library visual identity was last updated in 2003 and is due to be refreshed * FOPL has asked if we would poll the public and share the results with them to include in their aggregate report * Completed FOPL data will assist in the staff engagement portion of planning * The Board will participate in a day and a half session to discuss and finalize the objectives and themes for the new Strategic Plan * The draft Strategic Plan will be presented to the Board in October * The official launch to staff and the public will be in November * D. Whillans offered to provide information from the Network of the Central Office pertaining to the City of Brampton’s work on their updated strategic planning sessions Received Approval moved by K. Ladak Seconded by K. Hay CARRIED c) OLA SuperConference: Bootcamp Summary from Board Attendees * K. Ladak suggested a meeting with Board members from other large systems during the course of the year * R. Raven will discuss potential opportunities with the CEO’s in Mississauga, Vaughan and Caledon Received d) Long term Financial Plan - City of Brampton * R. Bunn requested clarification regarding the number of union and non-union employees * R. Raven responded 170 employees with approximately 25 non-union staff * P. Waters asked how the City of Brampton will use the final information * R. Raven responded that the City of Brampton hopes to update and change priorities to meet the growing demands of the community and support systems Received Approval moved by K. Ladak Seconded by J. Massey-Singh CARRIED e) Branch service enhancement * Board members were provided with clarification regarding the roll-out of extended hours at Gore Meadows and Mount Pleasant Village branches * B. Jones confirmed that there are no privacy issues with the LiveGauge pilot and that all signals and identifiers emitted by devices are ‘mashed’ to ensure privacy Received Approval moved by J. Massey-Singh Seconded by R. Bunn CARRIED f) CEO Goals and Objectives - Review * K. Ladak recommended that a separate discussion was warranted to ensure that there is clear understanding of expectations from the Board to the CEO and vice versa * He emphasized that there must be full support from both sides to ensure success and recommended that either a subcommittee be struck or a separate group discussion with CEO be scheduled * J. Massey-Singh recommended either a dedicated meeting or a longer March Board meeting to ensure that all agenda items are covered * K. Ladak requested that all reports included on Board meeting agendas be thoroughly reviewed by board members prior to meetings * This format would remove the extra time required to present and discuss the informational reports in detail leaving more time for items requiring action * R. Raven recommended a Consent Approval Agenda format similar to the City of Brampton council meetings * Board members could “pull” items for discussion at the beginning of the meeting * Items requiring discussion or clarification would be identified and added to the agenda for follow-up as an Item of Business * Board members agreed to pilot this format in March Approval moved by K. Hay Seconded by K. Ladak CARRIED g) Chinguacousy Refresh Report * Board members requested clarification about the discrepancy between the architect's estimate and the contractor quotes * Plans are underway to proceed with a requote including a longer timeline to encourage better pricing * Target start date is the end of August with renovation completion at the end of December 2016 * R. Bunn wanted to confirm quality would not be compromised when reviewing cost reductions and that we wouldn’t be affected by higher inflation rates * M. Georgie confirmed that no price break was offered regarding the option of closing completely or closing in stages for the renovations Received Approval moved by K. Ladak Seconded by J. Massey-Singh CARRIED 6. Information Items a) Brampton Guardian article re: Brampton Library wins award of excellence b) Quill & Quire article re: Brampton Library wins Ontario Public Service Award for newcomer bus tours c) Canadian Architect 2015 Award of Excellence re: Springdale Library and Neighbourhood Park d) snapd Brampton re: Canadian Author Series: Camilla Gibb Received Moved to In-Camera: 8:45pm Motion to move In-Camera by K. Ladak Seconded by K. Hay CARRIED 7. In-Camera: Closed Meeting Motion to move In-Camera for the purpose of discussing issues pertaining to an identifiable individual Meeting adjourned: 9:00pm Motion to adjourn meeting moved by K. Ladak Seconded by K. Hay CARRIED 8. Future Events Regular Meeting Date: March 22, 2016 Time: 6:00pm Location: Four Corners, Boardroom Patty Waters Rebecca Raven Library Board Chair Chief Executive Officer