Minutes Brampton Library Board Tuesday, June 28, 2016 7:00pm – 9:00pm Four Corners Branch - 2nd Floor Boardroom PRESENT: P. Waters (Chair) J. Massey-Singh (Vice-Chair) J. Awde K. Ladak R. Bunn K. Hay C. Phung M. Ben D. Whillans M. Palleschi STAFF: R. Raven, Chief Executive Officer R. Jones, Director Service Delivery J. Baty, Director Innovation & Technology J. Dawson, Manager Finance C. Elston-Ryder, Manager Human Resources M. Georgie, Manager Facilities M. Kwok, Executive Assistant to CEO GUESTS: L. Hunsberger, Ward & Uptigrove Consulting & Human Resources J. Mandal, Branch Manager, Chinguacousy J. Omstead, Branch Manager, South Fletcher’s M. Macmillan, Branch Manager, Four Corners 1. Call to Order: 7:00pm 2. Approval of Agenda Approval moved by R. Bunn Seconded by K. Hay Carried 3. Declarations of conflict of interest None 4. Adoption of Minutes from May 24, 2016 Approval moved by J. Awde Seconded by M. Palleschi Carried 5. Items Arising from Minutes a. Joint Library Board Meeting – Proposed Agenda * Board members recommended the following meeting location options: o Alderlea Recreation Centre, City Hall * The agenda will be formalized and R. Raven will create slide deck for the presentation 6. Presentations a. Strategic Planning & Communications i. Introduction to Overlap Insights Report ii. Overlap Insights Report * R. Raven requested that the Library Board Strategic Planning Workshop be moved to September 24 at the Chinguacousy Ski Chalet o The meeting time would be 9:30am - 3:30pm * She also recommended that the September Library Board meeting be moved to September 20 at 7pm to facilitate an introduction for the workshop * Received b. Compensation Overview – Lindsay Hunsberger, Ward & Uptigrove Consulting & Human Resources * Board members requested clarification regarding comparators with the City of Brampton o L. Hunsberger indicated that it is better to compare within the industry as they need to relate skills and responsibilities comparably and that other libraries are funded similarly to us which creates more reliable data source * C. Elston-Ryder clarified that there are about 20 to 25 non-union staff positions included in the investigation * How do you compare libraries that are extremely larger/smaller than Brampton* o The use of a median instead of an average ensures that data is viable o Two major competitors for recruits are Mississauga & Toronto o Smaller competitors need to consider the larger companies when conducting compensation reviews o A median is usually very reflective of the compensation structure across the board * Compensation Philosophy - Can you mix the median and lead roles depending on specialization and importance* o Would need to consider morale in a publicised philosophy and must be gender neutral * How do we manage and implement the budget when constrained by the funder* o The consultant will take multiple factors into consideration when making recommendations regarding median, lead, lag, etc. * We need to consider the positions and people that the library will be looking for as the library transitions to service requirements o The consultants will review unique positions in other systems to ensure that a full scope of positions is considered and passed along with recommendations * R. Raven informed the Board that the Job Evaluation process for unionized employees is embedded in the collective agreement and therefore restrictive * K. Ladak asked that the population number for Toronto be verified with current census data * How do you reconcile a non-union position compared to the same position in a union environment o The investigation would include compensation data but highlight that it is an extenuating determination based on the degree of match between the roles * Timeline - to be approved and implemented by the end of the year Approval moved by M. Palleschi Seconded by R. Bunn Carried 7. Consent Agenda a. Report of the Chief Executive Officer Received Moved by M. Palleschi Seconded by K. Ladak Carried b. Springdale update Received 8. New Business a. Strategic planning visits with City Councillors * R. Raven advised that meeting dates and times have been scheduled and distributed a sign-up for Board members to sign up to meet the Councillors b. Collections Report * Staff is currently working on efficiencies to manage the large amount of work from customer requests; a detailed report will be provided in the fall that will include the data for customer requests * M. Macmillan advised that PressReader is the best option for members to have access to with the most up-to-date publications for multicultural members Received Moved by C. Phung Seconded by D. Whillans CARRIED c. Master Plan for Financials – Signature Updates * Motion to approve Schedule A for Bank of Montreal and Royal Bank Motion moved by M. Palleschi Seconded by J. Awde CARRIED d. Northeast Interim Site update * Board members agreed that the closure party will be scheduled for Saturday, October 1 * Invitations will be forwarded to Board members once details are finalized e. Chinguacousy Renovation update * Received 7 competitive bids * Staff stated that a phased construction is preferable to ensure services for members * Board members recommended that the 2 week closure not be over the school break in December * 2nd floor will be accessible using stairs and elevators to access the 3 exits / entrances * Approval in principle from June 2015 Library Board meeting for a $2 million budget Motion to award the contract and proceed with construction moved by K. Ladak Seconded by M. Ben CARRIED f. Book Bash Event Received Motion to approve application for Special Occasion License moved by R. Bunn Seconded by D. Whillans CARRIED g. Ad-hoc Summer Committee * The Ad-hoc Summer Committee will be comprised of: o M. Ben o R. Bunn o P. Waters o K. Ladak o J. Massey-Singh 9. Information Items a. BookNet Canada Blog – Are Canadians spending their leisure time reading* b. City of Brampton Economic Development – Attributes and Outlook: Swing into Spring 10. Executive Session (formerly In-Camera) Note: A separate package containing pertinent support documentation will be delivered in hardcopy to Board Members. a. Minutes of Executive Session – May 24, 2016 11. Adjournment – 9:00pm Motion to adjourn meeting moved by K. Ladak Seconded by J. Massey-Singh CARRIED 12. Upcoming Meetings: Meetings are held at Four Corners Branch in the 2nd Floor Boardroom unless otherwise specified below: Tuesday, September 27, 2016 (Pending decision to reschedule to September 20 at June 28 meeting) Strategic Planning Meeting: Saturday, September 24, 2016 (10am – 4pm) at Chinguacousy Ski Chalet, 2nd Floor Meeting Room ** Tuesday, October 25, 2016 Tuesday, November 22, 2016 TBD, December 2016 ** Special meeting Patty Waters Rebecca Raven Library Board Chair Chief Executive Officer