Minutes Brampton Library Board Tuesday, March 22, 2016 6:00pm – 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 REGRETS: M. Palleschi D. Whillans M. Ben STAFF: R. Raven, Chief Executive Officer R. Jones, Director Service Delivery J. Dawson, Manager Finance G. De Prisco, Manager Human Resources M. Kwok, Executive Assistant to CEO OBSERVERS: C. Poggiaroni, Manager Collections J. Andrews-Jotham, Branch Manager, Chinguacousy J. Omstead, Branch Manager, South Fletcher’s L. Lipson, Branch Manager, Mount Pleasant Village 1. Call to Order: 6:10pm 2. Approval of Agenda * Board members approved the adoption of electronic board packages and the elimination of hard copy packages Approval moved by J. Awde Seconded by K. Ladak CARRIED 3. Declarations of conflict of interest * None 4. Adoption of Minutes from February 23, 2016 Approval moved by J. Awde Seconded by K. Hay CARRIED 5. Board Education a. New Product Overview: Gale Courses & Lynda.com * C. Poggiaroni, Manager Collections, provided an introduction to both new products b. Divisional Overview: Corporate Services – Human Resources * G. De Prisco, Manager Human Resources, provided an overview of Human Resources including development plans for the upcoming year 6. Consent Agenda a. Report of the Chief Executive Officer Approval moved by K. Hay Seconded by K. Ladak CARRIED 7. New Business a. Southern Ontario Library Service (SOLS) Trustee Meeting – April 23, 2016 * J. Massey-Singh will attend and provide a summary report to Board members at the April meeting b. 2015 Year-end Statistics & Key Performance Indicators i. Sample: Edmonton Public Library Key Performance Indicators ii. Sample: Ottawa Public Library Board Semi-Annual Performance Measurement * the level of customer interactions remains consistent * transition from historic measures data to how services positively impact customers and their lives * web traffic increased due to new online resources and products launched in the past year * March Break stats: o 4,800 people attended programs o 48,000 people visited during the week o branches introduced multiple pop-up programs during busy periods * R. Raven will provide 2015 program statistics for the board at an upcoming meeting * J. Awde attended 5 programs with her grandchildren and complimented the library staff on a very successful March Break * Feedback on report and format preferences moving forward * P. Waters liked the visuals and key metrics used by Edmonton Public Library * K. Hay agreed it would help inform the Strategic Planning process * C. Phung identified that visual data is the way the big banks are moving to drive decision making * inquired about adding Instagram to the social media platform as her peers and friends look to Instagram for current “in-the-know” information * R. Raven responded that an implementation plan is being established prior to the introduction of Instagram * K. Ladak recommended: * including statistics and infographics in the Annual Report * gathering comparable statistics from similar library systems for future reports to provide context for planning Approval moved by K. Ladak Seconded by R. Bunn CARRIED c. Draft 2015 Year-end Financial Statements * J. Dawson presented the draft 2015 year end financials * K. Ladak clarified that the collections budget is a combination of capital and operating budget and complimented the finance team on a job well done Approval moved by R. Bunn Seconded by J. Massey-Singh CARRIED d. Asset Disposal – David Bierk Painting Disposal approval moved by K. Ladak Seconded by J. Massey-Singh CARRIED e. Review of 2016 Chief Executive Officer Goals & Objectives * Board members discussed SMART goals - Smart, Measurable, Achievable, Relevant, Timely and how they should be applied to the CEO goals and objectives * Goal 1: Strategic Plan * Board members recommended gathering Strategic Plans from comparable systems as examples * R. Raven: strategic planning should be high level; ¦ past plans have been more prescriptive and operational as required at that time; ¦ more integrated approach; ¦ more aspirational ¦ important that staff can articulate what the strategic vision is; ¦ must be easy to understand and verbalize * K. Ladak would like to review other systems’ Strategic Plans to see their interpretations not to replicate but to see how they manage their challenges * J. Awde would like to review other industries that are managing similar challenges * J. Massey-Singh compares his company to other industries within the wellness industry not only other medical centres when developing a plan for his company * R. Raven will provide a copy of the book “BiblioTech” for board members * Goal 2 – Data Measurement * Measurable and achievable; * staff are engaged; * reports on service from vendors; * analysis of data and communicated reports * Goal 3 – Organizational Review * role descriptions are being modernized; * Measurable skills analysis; * change management; * staff surveys to uncover resistance points * Goal 4 – Marketing & communications * measurable and achievable * Goal 5 – Facilities * Facilities master plan review may be pushed to 2017 due to capacity and dependency from the City of Brampton; * measurable and achievable; * Chinguacousy renovation delayed to Quarter 4 2016 and Quarter 1 2017 * Goal 6 – Finance * initiated; * Goal 7 – Information Technology Upgrades * Achievable and measurable; * significant impact on the customer experience * Goal 8 – Human Resources * achieved and completed * Staff hired for Manager, Human Resources & Director, Community Partnerships and Customer Engagement; * Recruitment for the Director, Business Development and Operations is in progress * Goals should be more high level – incorporate points from Gina’s Human Resources presentation * Goal 9 – Board Self-Assessment * research on best practices from other systems has been initiated (LearnHQ); * possibly strike a sub-committee to draw on other industries * J. Massey-Singh suggested adding the question “why” to each initiative to provide context for actions * Board recommended revisiting this document in June Approval moved by K. Ladak Seconded by K. Hay CARRIED 8. Information Items a. Carnegie UK Trust Infographic re: Speaking Volumes b. Morning Post Exchange article re: Brampton’s Technology Playground, February 26, 2016 9. Move to Executive Session: 8:20 Motion to move to Executive Session by J. Awde Seconded by J. Massey-Singh CARRIED 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 – February 23, 2016 b. Personal matters about an identifiable individual 11. Adjournment: 8:40pm Move to adjourn by R. Bunn Seconded by K. Ladak CARRIED 12. Upcoming Meetings: Meetings are held at Four Corners Branch in the 2nd Floor Boardroom unless otherwise specified: Tuesday, April 26, 2016 Tuesday, May 24, 2016 Tuesday, June 28, 2016 – Cyril Clark, Program Room