Minutes Brampton Library Board Tuesday, September 20, 2016 6:00pm – 9:00pm Four Corners Branch MakerSpace – 1st Floor PRESENT: P. Waters (Chair) M. Ben J. Awde K. Ladak R. Bunn K. Hay C. Phung REGRETS: D. Whillans M. Palleschi J. Massey-Singh (Vice-Chair) 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: K. Doktor, Librarian D. China, Librarian L. Sensicle, Branch Manager Cyril Clark K. Alatsas, Manager Children & Youth Services 6pm – 7pm: Regular Agenda Items 1. Call to Order – 6:05pm 2. Approval of Agenda Approval moved by K. Hay Seconded by M. Ben Carried 3. Declarations of conflict of interest - None 4. Presentations o ALA presentation by Lexi Sensicle, Branch Manager, Cyril Clark; Kate Alatsas, Manager, Children and Youth Services; Katrina Doktor, Information Services Librarian for Adult & Diversity; and Dominique China, Information Services Librarian at Chinguacousy 5. Adoption of Minutes from June 28, 2016 Approval moved by K. Hay Seconded by R. Bunn Carried 6. Consent Agenda a. Report of the Chief Executive Officer * K. Hay asked about the delays affecting the Springdale construction * M. Georgie advised that technical design and weather conditions slowed down construction elements Approval moved by J. Awde Seconded by K. Ladak Carried b. Q2 Financial Statements * K. Ladak inquired about the status of the reserve fund and whether there was a necessity to reduce it further * J. Dawson advised that there will be a meeting with City of Brampton finance in the next week or two. We have been advised that Capital Funding requests for Collection Development will not be accepted until the Unapplied Capital Receipts are further expended. Approval moved by K. Hay Seconded by K. Ladak Carried c. 2015 Annual Report Approval moved by R. Bunn Seconded by K. Ladak Carried 7. New Business a. Statistics Update: January – June 2016 * R. Jones highlighted activity for Q1 and Q2, 2016 o Pleased with the level of activity with customers o There is a shift from transactional to engagement o Increase in the number of programs 4% with an increase in attendance * K. Ladak inquired about the decrease in circulation * R. Jones advise that libraries are refocusing on a establishing a learning environment in addition to circulation * K. Ladak commented that Birmingham library is set up as a destination and questioned if it did improve circulation * R. Raven advised that the decline in Audio Visual circulation did not have the impact on Brampton Library as many other library systems due to the lower overall investment in audio video material types o Example: In Hamilton there was a decrease in circulation of 40% due to the high number of games, music, movies * J. Awde commented that Peel Board of Education encourages the use of DVD’s for ESL Students Approval moved by J. Awde Seconded by R. Bunn Carried b. Northeast Interim Site Update * The closing of the Northeast Interim Site was walked onto Council agenda last week after a complaint from a constituent * R. Raven appeared before Council to outline lease costs, staff dispersement and lower patronage influencing the decision to close the site * There was a motion to ask staff to work with the Library Board to provide options to keep the location open until the opening of the new Springdale branch o The motion was defeated o Councillor Moore summarized that the closure was a gap in convenience not in Library service Approval moved by K. Hay Seconded by K. Ladak Carried c. Ontario Public Library Week: October 16 – 22, 2016 i. Customer Appreciation Day: Sunday, October 16 ii. Library Board Sign-up Sheet * Board members were asked to forward an email to M. Kwok advising of their availability d. Staff Day Invitation: Friday November 11, 2016 * Board members were asked to forward an email to M. Kwok advising of their availability 8. Information Items a. Article: 5 Tech Tips I Learned from ALA 2016 by Ginny Mies and featuring Brampton Library staff member Katrina Doktor 9. 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 – June 28, 2016 10. Adjournment at 8:55pm 11. Upcoming Meetings: Meetings are held at Four Corners Branch in the 2nd Floor Boardroom unless otherwise specified below: ** Saturday, September 24, 2016 (10am – 4pm) – Chinguacousy Ski Chalet, 2nd Floor Tuesday, October 25, 2016 Tuesday, November 22, 2016 TBD, December 2016 ** Strategic Planning meetings 7pm – 9pm: Strategic Planning Introduction 1. Overlap Facilitation a. Review Strategic Directions and Output from Retreat b. Structured Feedback Activity 2. Background Documentation / Preparation for Strategic Planning Conversation a. Overlap Insights Report b. Brampton Library Environmental Scan c. City of Brampton - Updated Strategic Vision