MINUTES Brampton Library Board Tuesday, February 28, 2017 7:00pm – 9:00pm Four Corners Branch 2 nd Floor Room PRESENT: J. Massey-Singh (Chair) K. Hay (Vice-Chair) J. Awde K. Ladak R. Bunn P. Waters REGRETS: D. Whillans C. Phung M. Ben M. Palleschi STAFF: R. Raven, Chief Executive Officer R. Jones, Director Branch and Neighborhood Services J. Andrews-Jotham, Director Customer Engagement & Partnerships C. Elston-Ryder, Manager Human Resources J. Baty, Director Technology & Innovation F. Mohammed, Interim, Human Resources Advisor GUESTS: L. Lipson, Branch Manager, Mount Pleasant Village K. Alatsas, Manager, Children & Youth Services S. Combo, Diversity & Adult Librarian 1. Call to Order: 7:09 pm 2. Approval of Agenda Approval moved by K. Ladak Seconded by J. Awde CARRIED 3. Declarations of conflict of interest * None 4. Presentations a. OLA Conference Highlights – Kate Alatsas, Manager Children & Youth Services and Sukhjit Combo, Adult and Diversity Information Services Librarian * Received b. City of Brampton University Promo tional video * Received 5. Consent Agenda a. Report of the Chief Executive Officer * Board members requested updates regarding Chinguacousy and Springdale. Approval moved by P. Waters Seconded by C. Hay CARRIED 6. Adoption of Minutes from January 24, 2017 * Received Approval moved by R. Bunn Seconded by K. Ladak CARRIED 7. Items Arising from Previous Meetings a. Follow-up on First Nations support * R. Raven provided a verbal update and will continue to update as information becomes available * Board members were advised that FOPL assigns sponsors to the First Nations Libraries requiring assistance and that a list would be provided once completed * J. Awde advised that Christian Island may be a candidate as there is a need in that community * J. Massey-Singh indicated that there may be opportunities to address the needs of veterans and Indigenous people with the opening of the new University 8. New Business a. 2016 Statistics * R. Jones provided a 3 year overview with an emphasis on the uptake from community programs including outreach events * an update regarding Family Day usage will be available at the next meeting * R. Raven stated that Chinguacousy’s numbers were reduced in terms of membership and collections/services due to renovations * Board members asked for clarification regarding the statistics * numbers include customers visiting virtually through the website and catalogue searches * memberships are not permanent and require regular updating by staff * memberships will increase with the upcoming membership campaign and with the opening of the new Springdale branch * square footage has a major impact on numbers when compared to similar municipalities who have more branches * the acquisition of a Brampton Library branded mobile van from the City of Brampton’s procurement team targeted for later this year will increase outreach opportunities and the distribution of collections to customers, daycares, senior homes, etc. * Brampton Library cards are available to anyone in the province of Ontario to create a larger population base for customers ¦ Clarification regarding total active memberships and updating memberships was requested * Board members recommended creating a benchmark report capturing trends regarding memberships, population, demographics, etc. * R. Raven highlighted the Brampton Library benchmarking report requested by Council and included in the CEO Workplan * She requested that Board members send topics to report on to inform the report b. 2017 Chief Executive Officer Workplan * Board members commented that a reputable consultant should be hired to research and present benchmarking results and recommendations * R. Raven confirmed that the City of Brampton is conducting an internal audit of Brampton Library * timelines and scope of work are to be determined * Received c. SOLS Trustee Council Meeting – Mississauga Public Library * J. Massey-Singh confirmed the next meeting date is in April * Attendees will be: P. Waters, J. Massey-Singh and R. Bunn d. 2016 Year-end Financials – deferred to March * This item has been deferred to the March meeting. e. Signing Authority Update Approval moved by R. Bunn Seconded by K. Ladak CARRIED f. Award Announcement * Brampton Library is the 2017 winner of the Public Library Association’s Upstart Library Innovation Award for our Welcoming Newcomers for Settlement Success initiative * The award includes a $2,000USD honorarium * The award will be presented at the American Library Association Conference in Chicago on June 24, 2017 9. Information Items a. One Book One Brampton Reader’s Guide * J. Massey-Singh commended the One Book One Brampton team for a job well done * Received b. InsideOLBA * Received 10. Open Forum Discussion a. OLA Bootcamp * J. Massey-Singh commented that the OLA Bootcamp extremely informative and encouraged board attendance b. Culture Strategy * The Ministry of Tourism, Culture and Sport has released the first Culture Plan. * R. Raven attended several sessions at OLA introducing the plan and discussing recommendations for * key recommendations impacting our sector identity * improved funding/access for First Nations libraries * updating the Public Library Operating Grant funding formula * Received Move to Executive Session: Time: 8:42 pm Moved by: P. Waters Seconded by: K. Hay CARRIED 11. Adjournment of Open Session Time: 9:06 pm Adjournment moved by: R. Bunn Seconded by: K. Ladak CARRIED 12. Upcoming Meetings: Meetings are held at Four Corners Branch in the 2 nd Floor Boardroom unless otherwise specified below: Tuesday, March 28, 2017 Tuesday, April 25, 2017 Tuesday, May 23, 2017 Tuesday, June 27, 2017 Tuesday, September 26, 2017 Tuesday, October 24, 2017 Tuesday, November 28, 2017 December (TBD) Jaipaul Massey-Singh Rebecca Raven Library Board Chair Secretary/Treasurer