MINUTES Brampton Library Board Tuesday, September 26, 2017 7:00pm – 9:00pm Four Corners Branch 2 nd Floor Room PRESENT: J. Massey-Singh (Chair) K. Hay (Vice-Chair) K. Ladak R. Bunn P. Waters J. Awde M. Ben C. Phung REGRETS: D. Whillans M. Palleschi STAFF: R. Raven, Chief Executive Officer J. Simone, Director, Business Management & Operations J. Baty, Director, Innovation & Technology R. Jones, Director Neighbourhood Services J. Andrews-Jotham, Director Customer Engagement & Partnerships G. DePrisco, Manager Human Resources M. Kwok, Executive Assistant to CEO K. Alatsas, Manager, Information Services - Children and Youth J. Dickenson, Manager, Marketing and Communications Z. Cassar, Branch Manager, Gore Meadows L. Lipson, Branch Manager, Mount Pleasant Village M. Aiello, Circulation Supervisor, South Fletcher’s and CUPE Vice President L. Lalonde, Circulation Supervisor, Chinguacousy and CUPE President E. Stepanian, Digital Services Librarian GUESTS: C. Nasmeth - PhD student at York University J. Nasmeth - public Convened: 7:03pm 1. Call to Order 2. Approval of Agenda * The Board Chair requested that “Improving library Digital Services” be extracted from Agenda Item 8a) Report of the Chief Executive Officer and added to New Business for discussion Approval of the agenda moved by R. Bunn Seconded by K. Hay CARRIED 3. Declarations of conflict of interest * None 4. Delegation a. CUPE - Labour Relations Update * L. Lalonde, CUPE President and M. Aiello, CUPE Vice-President provided a very positive labour relationship update to Board members * J. Massey-Singh commended the leadership and union on their excellent working relationship with Brampton Library management 5. Adoption of Minutes from June 27, 2017 Approval of the Minutes moved by J. Awde Seconded by M. Ben CARRIED 6. Items Arising from Minutes a. Peel Region Trustee Meeting * J. Massey-Singh will contact to the Trustee Board members to set up a meeting 7. Presentation a. Chinguacousy - Better Than Ever Reactions * Received b. American Library Association Conference Wrap-up - Zarena Cassar, Branch Manager, Gore Meadows and Eva Stepanian, Media Librarian * Received 8. Consent Agenda a. Report of the Chief Executive Officer * Received 9. New Business a. Proposed 2018 - 2020 Current & Capital Budget * J. Simone presented the proposed budget to the board members * The board asked for clarification regarding the spending of monies from the Capital Budget for 2017 * Brampton Library is working with the city to standardize the policy regarding the acceptable amount of reserves that can be kept year over year * Grant Identification & Funding Development Capital Project * City of Brampton recommended that it be incorporated into the budget to support the marketing and campaign development Approval moved by K. Ladak Seconded by P. Waters CARRIED b. Quarterly Financial Statements - Period of April 1 - June 30, 2017 * Received Approval moved by K. Hay Seconded by K. Ladak CARRIED c. CEO Workplan & Strategic Plan Update * Received * R. Raven provided an overview of the workplan including accomplishments to-date supporting the Strategic Plan d. Policy Review * J. Massey-Singh proposed that the Board meet for one full day to review and approve all policies at the same time * Board members agreed that this was a good idea * K. Ladak commended M. Lobzun, University of Western Ontario Co-op student for her work on this project * A doodle poll will be circulated to Board members with recommended dates in November to meet to review and approve all policy updates i. Framework of Policies * deferred ii. Governing Statement on Policy Administration * deferred e. 2017 Mid-Year Report of Key Operating Indicators * Received f. Chinguacousy Refresh - Final Report * Received g. December Holiday Meeting i. Proposed Date: December 12 - Location to be determined * Board members agreed the Holiday meeting will be held on December 12 * J. Massey-Singh suggested a team building activity such as axe throwing or archery followed by a dinner * He requested that board members respond with suggestions for consideration at the October meeting h. Remembrance Day Closure * Motion to close on Monday, November 13 Motion to approve closure moved by R. Bunn Seconded by P. Waters CARRIED i. Customer Appreciation Day Recommendation Approval moved by J. Awde Seconded by M. Ben CARRIED j. Pulled from the CEO Report for discussion: Improving library Digital Services added to New Business * deferred due to time constraints 10. Discussion Items a. Toronto Public Library - library space usage * Received 11. Information Items a. University Update : September 7, 2017 * Received b. Customer Thank-you Card * Received c. Springdale Report * Received d. Library Support from Councillor Whillans * Received Moved to Executive Session: 8:42pm Motion to move to Executive Session moved by C. Phung Seconded by K. Hay CARRIED 12. Executive Session (formerly In-Camera) a. Subject matter pertaining to advice that is subject to Solicitor-client privilege, including communications necessary for that purpose 13. Adjournment: Motion to adjourn moved by J. Awde Seconded by R. Bunn CARRIED 14. Upcoming Special Events (Events to which Library Board members are invited): a. Customer Appreciation Day - Sunday, October 15 (1:00pm - 4:00pm) b. Citizenship Ceremony during OPL Week - Wednesday, October 18 (10:30am - Noon) c. Staff Recognition Awards/Staff Day - Monday, November 13, 2017 (9:00am) 15. Upcoming Meetings: Meetings are held at Four Corners Branch in the 2 nd Floor Boardroom unless otherwise specified below: Tuesday, October 24, 2017 Tuesday, November 28, 2017 December (TBD)