INNISFIL PUBLIC LIBRARY BOARD MEETING AGENDA 2a.01.01 Monday, January 18, 2021 – 7:00 p.m. Via Zoom

1. Call to Order

2. Approval of Agenda (copy & motion) [Motion #2021. – THAT the agenda of the January 18, 2021 meeting be approved as presented.]

3. Declaration of Interest None at time of agenda creation

4. Delegations to the Board None at time of agenda creation

5. Consent Agenda (motion) a) Approval of Previous Minutes (copy) Recommendation THAT the minutes of the December 14, 2020 Board Meeting be approved as presented.

b) Correspondence (copy) Recommendation THAT Correspondence Item 5b.01.01 to 5b.05.01 for December 2020 be received.

c) CEO Reports (copy) Recommendation THAT the CEO Report 5c.01.01 for December be received.

d) Financial Reports (copy) Recommendation THAT the Financial Reports 5d.01.01 to 5d.01.03 for December 2020 be received.

e) Policies Recommendation None at time of agenda creation

Consent Recommendation [Motion #2021. – THAT the consent agenda items 5 a) to 5 e), and the recommendations contained therein be approved as presented.]

6. Business Arising a) Board Budget Committee Report (motion)

[Motion #2021.XX THAT the 2021 Capital Budget in the amount of $124,053 as approved by Council Resolution #2020.12.09-CR-02 on December 9, 2020 be approved; And FURTHER, THAT the 2022 Capital Budget in the amount of $132,955 as approved by Council Resolution #2020.12.09-CR-02 on December 9, 2020 be approved, subject to the Town’s current Multi-Year Budget Policy.]

[Motion 2021.XX THAT the 2021 Operating Budget in the amount of $3,395,610, including a 1% COLA for Library Staff as per the Library’s 2021 Salary Plan, as approved by Council Resolution #2020.12.09-CR-02 on December 9, 2020 be approved; And FURTHER, THAT the 2022 Operating Budget in the amount of $3,477,315, including a 1% COLA for Library Staff as per the Library’s 2022 Salary Plan, as approved by Council Resolution #2020.12.09-CR-02 on December 9, 2020 be approved, subject to the Town’s current Multi-Year Budget Policy.]

7. Reports a) Municipal Council Report (Information Update Only) b) Health & Safety Update (copy & motion)

[Motion #2021. THAT the minutes of the JHSC December 17, 2020 meeting be received.]

c) Statutory Holidays 2021 - Report #LIB-01-2021 (copy & motion)

[Motion #2021.__ – THAT the recommended hours of operation for the Statutory Holidays from February 2021 through to New Year’s Day 2022 be approved as presented.]

d) Land Acknowledgement Statement - Report #LIB-02-2021 (copy & motion)

[Motion #2021.__ – THAT the Staff Report LIB-02-2021 Land Acknowledgement Statement be received.]

[Motion #2021.__ THAT the Board agrees to form a Land Acknowledgment Statement Committee for the purpose of revitalizing the land acknowledgement statement; developing recommendations for adoption and implementation; and review and recommend best practices for onboarding and ongoing training for Board members.]

2

8. Policy

a) BOARD – Honoraria Policy #B-2021-01 (copy & motion)

[Motion #2021. THAT the BOARD – Honoraria Policy #B-2021-01 be approved as presented.]

b) EMPLOYMENT – Carpool Management Policy #E-2021-02 (copy & motion)

[Motion #2021. THAT the EMPLOYMENT – Carpool Management Policy #E- 2021-02 be approved as presented.]

c) Exam Proctoring Policy #2021-03 (copy & motion)

[Motion #2021. THAT the Exam Proctoring Policy #2021-03 be approved as presented.]

9. Strategic Issues No strategic issues at time of agenda creation

10. New Business None at time of agenda creation

11. Comments and Announcements a) Calendar of Events (link) https://innisfil.bibliocommons.com/events/search/index b) Professional Development Updates (Information update only)

12. In Camera No in-camera scheduled at time of agenda creation

13. Adjournment

[Motion #2021. – THAT the meeting be adjourned

The next regular Board meeting is scheduled for February 16, 2021 at 7:00 p.m. via Zoom

3 CORRESPONDENCE LIST for January 18, 2021

Barrie 360, December 8, 2020, online article entitled Innisfil ideaLAB Launches Online Job-Seeking and Homework Helpers, written by Brett 5b.01.01 Glover (link) Innisfil IdeaLab launches online job-seeking and homework helpers – Barrie 360Barrie 360 CBC, December 19, 2020, online article entitled Why OPL is Closing the Chapter on Late Fees, written by Hallie Cotnam, CBC News 5b.02.01 (link) https://www.cbc.ca/news/canada/ottawa/ottawa-public-library-waiving- overdue-fines-increase-accessibility-1.5847304 Barrie 360, December 31, 2020, online article entitled It Wasn’t All Doom and Gloom: 2020 Had some Highlights For Sure, written by Brett Glover 5b.03.01 (link) https://barrie360.com/it-wasnt-all-doom-and-gloom-2020-had-some- highlights-for-sure/ Simcoe.com/Innisfil Journal, January 5, 2021, online article entitled Innisfil Community Foundation Finds Real Purpose in 2020, written by Shane 5b.04.01 MacDonald (link) https://www.simcoe.com/news-story/10292388-innisfil-community- foundation-finds-real-purpose-in-2020/ Regional Government Review by the Province, January 2019, Draft (Copy) 5b.05.01 Library Services SDR Scope of Work and the accompanying Schedule 1 Gantt chart

4 5a.01.01

INNISFIL PUBLIC LIBRARY BOARD MEETING MINUTES Monday, December 14, 2020 – 7:00 p.m. Via Zoom

In Attendance: Monica Goodfellow, Wendy Van Straten, Donna Orsatti, Kenneth Fowler, Barb Baguley, Sue Bennett, Rhonda Flanagan, Anne Smith

Staff in Attendance: Susan Baues, Erin Scuccimarri, Jennifer Miyasaki

Regrets: Raj Grover

1. Call to Order The Board Chair called the meeting to order at 7:18 p.m.

2. Approval of Agenda

Motion #2020.103 Moved by: Rhonda Flanagan Seconded by: Anne Smith

THAT the agenda of the December 14, 2020 meeting be approved as presented. CARRIED.

3. Declaration of Interest There were no declarations of interest

4. Delegations to the Board There were no delegations to the Board

5. Consent Agenda

Motion #2020.104 Moved by: Wendy Van Straten Seconded by: Sue Bennett

THAT the consent agenda items 5 a) to 5 e), and the recommendations contained therein be approved as presented. CARRIED.

6. Business Arising a) Board Budget Committee Report  Non-union wage freeze is incorporated in the budget, but the 1% COLA does not yet appear in the operating budget. The Finance Department will finalize and reflect this change.

Motion #2020.105 Moved by: Donna Orsatti Seconded by: Kenneth Fowler

THAT the Library’s proposed 2021/2022 Operating Budget be received and approved as presented. CARRIED.

7. Reports a) Municipal Council Report  Donna Orsatti and Kenneth Fowler provided an update on the following:  Finished budget, completed in one day; 0% 2021 and 1% in 2022  Lights contest; final voting in by December 18  Hope Tree launch is December 15, 2020 at IBP; mailbox encouraging residents to put letters of hope for 2021  We are in a red zone; this changes how we will celebrate the Holidays  Kenneth Fowler – Movember fundraising

b) Health & Safety Update  Move to Red zone – doesn’t change much for Library service; small change is we are being strict with the 30 min max for computer use  Ensuring customers maintain the 2m distance from one another  Preparing for a “Grey” designation if it occurs  Working with Town to ensure protocols are aligned

Motion #2020.106 Moved by: Anne Smith Seconded by: Barb Baguley

THAT the minutes of the JHSC November 19, 2020 meeting be received. CARRIED.

8. Policy No policies were put forward in this section (See 5e)

9. Strategic Issues Innisfil Public Library Board Meeting Minutes for December 14, 2020 Page 2 of 4

None at this time

10. New Business None at this time

11. Comments and Announcements a) Link provided to illustrate our online/virtual offerings as well as what we are doing in Branch  The Deputy CEO advised that the 2020 Board Report to Council is slated for the February 24, 2021 Council; there is flexibility with date if adjustment is needed  The CEO advised that the Library typically does a “Good News” stories as an annual report to Council in December  It is in the PLA that the Board is required to report to Council each year; doing this in February gives us the opportunity to examine the full year; Not just annual report, also do a video presentation; might enlist the help of Board members for this process; more to come in the new year  Deputy CEO added that the Fine Free Policy will count as a report to Council for 2020

b) Professional Development  Sue Bennett, Wendy Van Straten and Barb Baguley provided feedback from a recent webinar she attended entitled “Leaving No One Behind At Public Libraries”; Board selection process and diversity were items of focus

 OLB Boot Camp is in February; any Board member with interest in this reach out to the Executive Assistant to be registered

 Councillor Orsatti attended a workshop; Introduction to Cultural Competency o Focus was the colonization of First Nations people; Cultural awareness, residential schools, etc.

 The Board Chair is currently completing an eight (8) module course focused on indigenous groups in Canada

 Barb Baguley advised the meeting she noticed that the Deputy CEO uses gender pronouns in her email signature (She/Her)

o The Deputy CEO advised this has opened the conversation on inclusivity and gender diversity; to reinforce with staff and the public that in doing this, we are sharing the message that we are not assuming other people’s genders and we do not expect others to assume ours.

Innisfil Public Library Board Meeting Minutes for December 14, 2020 Page 3 of 4

12. In Camera No In-Camera session

13. Adjournment

Motion #2020.107 Moved by: Barb Baguley Seconded by: Kenneth Fowler

THAT the meeting be adjourned at 7:55 p.m.

CARRIED.

The next regular Board meeting will be held on January 18, 2021 at 7:00 p.m. Via Zoom

Monica Goodfellow, Board Chair Susan Baues, Secretary

Innisfil Public Library Board Meeting Minutes for December 14, 2020 Page 4 of 4

5b.05.01

County of Simcoe Library Review RFP

SCOPE OF WORK / SPECIFICATIONS

BACKGROUND

The Province of Ontario initiated a Regional Government Review in January 2019. During ongoing consultation, County Council provided feedback to the Minister of Municipal Affairs and Housing indicating: continued support for a two tier government in the County of Simcoe, support for consideration in a reduction of the overall size of County Council, support for continuing to elect the Warden from within County Council ranks, and also identifying several service areas that the County considered to warrant further review in their delivery. In a letter to municipal heads of council sent at the conclusion of the provincial review, Minister Clark stated “After careful consideration of the feedback we heard through the course of the Regional Government Review…our government is committed to partnering with municipalities without pursuing a top down approach”. County Council, through its Governance Committee and Service Delivery Review Task Force, committed to exploring governance changes and the review of several services on its own.

In January 2020, County Council passed a number of resolutions related to governance and service delivery review. Among them was RGR-15-19 which reads:

That the County engage a third party consultant to conduct a comprehensive structure and administrative review for efficiencies and coordination of Library Services across the County and its member municipal partners.

While the project was delayed due to the global pandemic, the County of Simcoe is now seeking Proposals for the provision of consulting services to conduct a review of Library Services across the County and its member municipalities, with the objective of seeking local municipal input towards efficiencies, as per Council direction above.

Operating since 1940, the Simcoe County Library Association became the Simcoe County Library Co- operative in 1947. Today, it remains operated by the County of Simcoe and is located at the County of Simcoe Administration Centre located in Midhurst, Ontario. It is the only library co-operative in the Province of Ontario, officially recognized as such under the Public Libraries Act. The Board reports to County Council through Committee of the Whole each month and submits an Annual Report to County Council every year, providing statistical and descriptive information outlining the activities and services provided by the Co-operative to its member municipal libraries. The mandate of the Co-operative is to supplement and enhance the library services provided by Co-operative members to the residents of the County. Membership in the Co-operative is restricted to public library boards within the County, and is voluntary. Currently, there are fourteen separate library boards participating, comprising twenty-nine libraries and branches. Those members are: Base Borden Military Library; Bradford West-Gwillimbury Public Library; Clearview Public Library; Severn Township Public Library; Collingwood Public Library; Essa Public Library; Innisfil ideaLAB & Library; Midland Public Library; New Tecumseth Public Library; Penetanguishene Public Library; Ramara Township Public Library; Springwater Public Library; Tay Township Public Library; and the Wasaga Beach Public Library. While the Co-operative undoubtedly provides some efficiencies and benefits to the local Libraries and their services and collections, this review is intended to review the existing structure for efficiencies, or make other recommendations relating to structure and administration that may greater enhance efficiencies and services.

GOALS OF THE SERVICE DELIVERY REVIEW

1. Assess the value, services and structure of the overall County Library and Co-operative system and structure to the municipalities, libraries, and residents of Simcoe County;

2. Identify redundancies, opportunities for any efficiencies; and determine the effectiveness of the Libraries, the Co-operative and their ability to meet the changing needs of our communities and residents.

3. The service delivery review will improve the understanding of the services currently provided by the Libraries and the Simcoe County Library Co-operative, inform strategic decisions regarding those services, and explore the sustainability of services and the current structure over the long term, as municipalities seek to balance expectations with the cost of delivering services.

CONSULTATION REQUIREMENTS

This service delivery review is an assessment of service levels and provision, currently provided by the Local Libraries and the Simcoe County Library Co-operative. These will be evaluated to ensure the most efficient use of limited and likely declining resources, and changes in the sector. The expectation would be recommendations on administration and structure that would result in the most enhanced public value through improvements in efficiency and modernization.

Through the completion of the service delivery review, the Successful Consultant will:  Investigate and understand the current services and service delivery methods;  Analyze and evaluate current services and delivery methods by: i. Identifying mandatory versus discretionary services ii. Identifying any duplication/overlap of activities iii. Identifying any services that have become redundant or irrelevant iv. Identifying services that are being delivered using new and emerging technologies v. Identifying any services that are impacted by lack of capacity vi. Identifying any barriers to making effective and responsive infrastructure and service delivery decisions vii. Identify services that don’t fall under any of the above categories  Assess and recommend opportunities to be more efficient and effective in the sustainable delivery of services by: i. Obtaining comparative data including benchmarking our service and programs against similar operations ii. Identifying opportunities for efficiencies iii. Identifying opportunities for more improved allocation of various service responsibilities and resources to address current capacity concerns iv. Identifying opportunities to maximize operating costs v. Identifying additional revenue resources vi. Identifying opportunities for partnerships that exist or that can be created within the community and within other municipal services vii. Identifying opportunities to discontinue services that no longer provide public value  Assessing and recommending any changes in administrative oversight or structure that would facilitate these and any other efficiencies.  An environmental scan of current Library Service models and trends within the Province and other jurisdictions to identify opportunities to implement innovative practices within Library Services that may be utilized in Simcoe to increase efficiencies and services and identify potential challenges (e.g. consumer, socio-demographic, technology trends etc.).  A key aspect of this project will be consultation and communication with the local municipalities and Libraries that make up the County of Simcoe. Proposals should provide a comprehensive program summary that will clearly show how local municipalities and libraries will participate in this process. As a minimum, proposals should include the following: I. Group meetings with representatives of all municipalities and Libraries together – one at project commencement, one following the collection of data and initial input from municipalities to determine common themes and direction, and one towards the conclusion of the project with proposed conclusions. II. Individual consultation sessions with each of the local municipalities and Libraries, inclusive but not limited to the Muncipal CAO, the Chief Librarian, and the Mayor, Deputy Mayor and Library Board Chairs if so desired, and any other relevant staff. County staff will not attend individual consultation sessions; these are intended for local municipalities to provide their individual input and perspectives. Assume meetings are virtual. Clearly describe the approach to consultation in the proposal.

DELIVERABLES

As a minimum, deliverables are to include the following:

 An outline of current Simcoe Library services and structures  An explanation of findings in a report as outlined above  Recommendations on potential efficiencies based on the review under the current structure  Recommendations on any potential changes in administration or structure that would make the overall County Library services more efficient, cost effective and meaningful for residents

TIMELINE

Study commencement shall be by xxxxx, with completion no later than xxxxx.

PROPOSAL REQUIREMENTS

The Proponent shall include the following information in their response:

 A clearly defined work schedule for the project that commits to the required dates.

 Time – Effort matrix outlining the staff hours for each task included in the proposed Work.

 A detailed breakdown of services to be provided by the Proponent, including the fee per item and the "upset limit" which shall not be exceeded without the authorization of the County. Taxes are to be shown separately.

 A list of all Sub-Consultants required for this Work and the cost related to this Work, again assume that these costs are upset limits excluding Sub-Consultants covered by and allowances identified in this RFP.

 A list of expected disbursements to be included in the project and their expected costs, including those of any Sub-consultants, the cost indicated will be considered to be an upset limit.

 The details of the primary contacts, project managers, support staff (including name and a brief summary of qualifications) for the Work. Demonstrated capacity of proposed dedicate resources.

 A brief company profile including company history and organization, and references.

 Examples of similar types of projects carried out in recent years by the Proponents firm and, in particular, by the staff who will be working on this project.

The Proponent will be fully responsible for the validity, accuracy and completeness of all costs and rates identified in its response to this Request for Proposals. Schedule 1 Regional Government Review - RGR 2020-348 Page 1 of 1 County of Simcoe - RGR Service Delivery Review Gantt Chart 2020 2021 2022 Jan-Sept Service Task Progess (COVID-19 Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Delay) Task 1 - Send letter to Ministers Yurek, MECP and Clark, MMAH Complete Task 2 - Response letter received from Minister Yurek on May 21, 2020 Complete Conservation Task 3 - Convene with RGR Service Delivery Task Force and obtain direction from Council Pending Authorities Task 4 - Task 5 - Task 1 - Develop Terms for RFP and seek input from Member Municipaltities In Progress Task 2 - Issue RFP Pending Fire Task 3 - Engagement with local CAOs and Fire Chiefs Pending Services Task 4 - Complete Review (including Stakeholder Interviews) Pending Task 5 - Review findings with RGR Service Delivery Task Force and Council / Receive Direction Pending Task 6 - Implementing recommendations Pending Task 1 - Develop Terms for RFP and seek input from Member Municipaltities In Progress Task 2 - Issue RFP Pending Land Use Task 3 - Engagement with local CAOs and Planners Pending Planning Task 4 - Complete Review (including Stakeholder Interviews) Pending Task 5 - Review findings with RGR Service Delivery Task Force and Council / Receive Direction Pending Task 6 - Implementing recommendations Pending Task 1 - Develop Terms for RFP and seek input from Member Municipaltities In Progress Task 2 - Issue RFP Pending Library Task 3 - Engagement with local CAOs and Chief Librarians Pending Services Task 4 - Complete Review (including Stakeholder Interviews) Pending Task 5 - Review findings with RGR Service Delivery Task Force and Council / Receive Direction Pending Task 6 - Implementing recommendations Pending Task 1 - Engagement with local public works professionals to scope issues In Progress Task 2 - Prepare technical memorandum summarizing issues and proposed work program Pending Storm Water Task 3 - Second engagement with local public works professionals to finalize work Pending Management Task 4 - Complete review and formulate report Pending Task 5 - Review findings with RGR Service Delivery Task Force and Council / Receive Direction Pending Task 6 - Implementing recommendations Pending Task 1 - Research regarding legal service delivery models and dual representation In Progress Task 2 - Survey to member municipalites seeking input on alternate legal service delivery models In Progress Legal Task 3 - Engagement with member municipalities to scope issues and formulate solutions Pending Services Task 4 - Complete review and formulate report Pending Task 5 - Review findings with RGR Service Delivery Task Force and Council / Receive Direction Pending Task 6 - Implementing recommendations Pending Task 1 - Include in Transportation Master Plan RFP (See Notes) In Progress Task 2 - Award RFP and project initiation Pending Transit Task 3 - Consultation with local municipalities, review agancies, stakeholders and the public Pending Task 4 - Complete review by Spring 2022 Pending Task 5 - Review findings with RGR Service Delivery Task Force and Council / Receive Direction Pending Task 6 - Implementing recommendations Pending Task 1 - Develop Terms for RFP and seek input from Member Municipaltities In Progress Task 2 - Issue RFP Pending Water and Task 3 - Engagement with local CAOs and Water and Wastewater Staff Pending Wastewater Task 4 - Complete Review (including Stakeholder Interviews) Pending Task 5 - Review findings with RGR Service Delivery Task Force and Council / Receive Direction Pending Task 6 - Implementing recommendations Pending

Notes: 1. Review of Transit will be completed as part of the Transpotation Master Plan Update. This will allow for integration with other forms of transportation for a comprehensive review and recommendations. All tasks to be completed by Spring 2022.

DECEMBER 2020 ​ CHILDREN’S PROGRAMMING

Winter Break Programming As in past years, during the winter break for elementary and high school students, the Library offered some special event programming. The first program was Festive Family Greenscreening, where ​ ​ families registered for a timeslot to bring their “bubble” for an outdoor, greenscreen photo shoot. In total, 10 groups, a total of 39 people, came for pictures and all expressed gratitude for the opportunity. One family explained that they recently moved to Innisfil and this was their first chance to explore the Library. This program ran prior to the transition to curbside-only service, and so after their pictures, every family also took advantage of the Browse-Borrow-and-Go service to find new materials.

The second program was an Among Us Tournament. In the summer of 2020, the game Among Us ​ ​ ​ gained tremendous popularity with children and teens, and so the Library capitalized on this trend. Among Us is a game of “teamwork and betrayal” as players become one of up to ten crewmates on a ​ spaceship, but one or two of the crewmates will be secretly designated “imposters” attempting to sabotage the mission. The game allows for “private rooms” with up to ten participants, so the nine participants in the Library’s tournament joined a Google Meet to gain access to the room code. During game play, there are conference points between players as they attempt to determine who the “imposter” is. Within the Google Meet session, players spoke face-to-face, rather than exclusively through the chat feature of the game. This form of communication eliminated anonymity, and the group’s communication skills improved and a sense of community was fostered. At the conclusion of the tournament, several players asked when the program would be offered again, and so, depending on the continued popularity of the game, Staff will offer similar tournaments in 2021.

5c.01.01 CEO’s Report for December 2020 ​ 1 The third program of the winter break was a Kids Only Trivia Night, for children between the ages of ​ ​ seven and thirteen. Of the twenty-two participants, many were already highly familiar with the quiz tool, Kahoot, and their comfort with Zoom meant lots of cameras turned on and more chat use. These are ​ the features that contribute to community building during a virtual program. There was much celebration when participants had a streak of correct answers and at the end of the program a participant thanked Staff for all that they do, and for running this program.

Finally, the Library hosted a virtual Noon Years Eve storytime on Facebook Live. While typically an ​ ​ energetic, in-person storytime complete with a balloon toss, the event moved to Facebook Live this year, but maintained many of the familiar elements of the program. In the two weeks before the program, Preschool Craft Kits were available at the Library so that children could create and decorate their own 2021 New Year crowns. The live streamed storytime included songs and stories to celebrate the year, and encouraged participants to share their New Years’ traditions and resolutions. Staff also worked to create a virtual environment reminiscent of that in-branch, to encourage the celebratory spirit.

Teen Programming In the first half of December, Staff received an overwhelming number of greeting cards from youth participating in the Warm Wishes ​ Make Warm Hearts card creation initiative. ​ With approximately fifty youth participating, the Library received hundreds of cards to send to seniors in Innisfil. Included in this was a selection of cards created by an art class at Nantyr Shores Secondary School. Lakeside Retirement accepted 90 cards for their residents, 10 were sent to Matthews House Hospice, 14 were given out through Home Library Service, 25 were sent out with ​ hackLAB Senior Kits, nearly 100 were mailed ​

5c.01.01 CEO’s Report for December 2020 ​ 2 to residents who received Care Calls from Library Staff, and the remaining cards were given to the David Busby Center. This initiative provided a helpful way for youth to earn community service hours, while supporting the Community Needs Assessment in multiple ways by both fostering a sense of positive community and bolstering the mental health of those who may be feeling isolated.

Outreach On December 2, the Library held its first live outreach visit of the pandemic, virtually visiting the Personal Life Management class at Nantyr Shores Secondary School. The teacher and teacher-librarian heard through Staff about the projects that the Crafting For Humanity program was ​ ​ working on and reached out to see if it would be possible for their class to participate as well. Kits with materials for creating stockings and chemo caps were prepared for the students and then using a large screen in the class and the Google Meet video conferencing tool, a Library Programmer joined the class and walked students through the process of hand sewing their stockings. While troubleshooting with students through a virtual interface presented challenges for the Programmer, there were two teachers in the classroom to support students as they worked through the project. Afterwards, the stockings were returned to the Library by the teacher-librarian and were filled with personal care products for residents to pick-up at the Library. Outreach in a virtual environment is challenging and requires more active enthusiasm and support from teachers to be successful; however, as this visit demonstrated, with that buy-in connections to schools are still possible!

5c.01.01 CEO’s Report for December 2020 ​ 3 ADULT PROGRAMMING

Seasonal Celebrations Videos This month, Library Staff produced Seasonal Celebrations videos that were released weekly on the Library’s social channels. These videos featured holidays celebrated in the month of December, such as Kwanzaa, Hanukkah, and Christmas. These videos targeted adults and youth alike, with the goal of providing community members with an opportunity to celebrate culture and learn more about various cultural celebrations. The videos also acted to boost holiday spirit and cheer, inviting community members to share their traditions, stories, and experiences with us on social media. By fostering community connection, the Seasonal Celebrations videos supported the need of Community Building with Safety Guidelines.

Tuesday Night Trivia Programming Library Staff and community members engaged in some holiday cheer and fun during the final Tuesday ​ Night Trivia of the year with the theme of ‘Twas the Night Before Christmas. Community members ​ ​ ​ enjoyed the challenge, answering questions about holiday traditions, characters, history, and more. To elevate game excitement, the trivia game included both multiple choice and short answer rounds accompanied by music clips and photos.

These casual and fun adult programming opportunities continue to have a very important impact on reducing social isolation during the pandemic, developing a greater sense of community, and welcoming newcomers to the community. A couple who moved to the Innisfil area from another country earlier this year just as the pandemic began have been regular participants in adult programs, and expressed their deep gratitude. Since they have not been able to engage with the community in a traditional sense, they appreciate the opportunity to interact with Library Staff and other community members through the programs. Demonstrating community building, an Innisfil Councilor who attended Tuesday Night Trivia invited the couple to the next Innisfil public event when the pandemic has ​ concluded, so they can introduce the couple to other members of the community.

5c.01.01 CEO’s Report for December 2020 ​ 4 Tuesday Adult Social Programming As the holidays and the New Year were approaching, December’s Tuesday Adult Socials included a “Joy of ​ ​ Painting” session inspired by Bob Ross, and a “Create a Vision Board” session. Paint night activities have been very popular and well-received, with many returning participants who have begun painting as a hobby during the pandemic. In-line with the holiday theme, participants painted a tree branch decorated with a holiday ornament. Many participants were excited to share photographs of their completed artwork with Library Staff. Tuesday Adult Socials ​ have provided adult community members with a unique opportunity to explore new activities, develop their creativity, and reduce stress through socialization, thereby acting to support positive mental health and community building.

Crafting for Humanity Programming Participants of Crafting for Humanity, a new adult and teen ​ ​ program for this fall, concluded the year with two new creative projects, twiddlemuffs and chemo caps. Participants learned and practiced their crochet and hand sewing skills to craft these items. The twiddlemuff project was an opportunity for participants to learn new stitches and techniques, such as the popcorn and bobble stitch, how to add applique crochet flowers, and how to add buttons and ribbons.

The Crafting for Humanity group continues to grow, with many ​ ​ families and youth taking interest in the program. The crafting projects provide community members with a sense of purpose, allowing them to give back to those who need it most during these challenging times. The programming has also provided a supportive learning environment for attendees to learn new creative skills and socialize with fellow group members, enhancing mental health and community building.

5c.01.01 CEO’s Report for December 2020 ​ 5 The Crafting for Humanity group’s ongoing mission is to support those in need in the local community. ​ ​ The twiddlemuffs will be donated to a local senior’s organization to assist seniors living with Alzheimer's and dementia while the chemo caps will be provided to a local organization that supports those who are receiving cancer care.

CREATIVE MAKING & DISCOVERY

The ideaSHOP

The Creative Making & Discovery (C.M.D.) department, with the support of the Communications Team, kicked off a new initiative on December 7: Innisfil ideaLAB & Library’s ideaSHOP. ​ ​

5c.01.01 CEO’s Report for December 2020 ​ 6 The ideaSHOP promotes shopping locally during the COVID-19 pandemic and highlights the endless possibilities of the hackLAB spaces at the Library. It also allows customers to get their hands on the most requested items made in the hackLAB in a quick and efficient manner. Throughout December, the ideaSHOP was very popular choice for purchasing homemade, local and unique gifts for the holiday season, and 31 orders were filled by the end of the month. Customers were encouraged to attend Tinkershops to learn more about the design process, learn new skills and create their own custom projects. One customer wrote in the following:

“I tried out the ideaSHOP yesterday - what a great easy to use site!! And I’m so excited to get my items…!” ​

Virtual Design Help With the Check-Out-A-Skill program finally being retired, and in order to work around the restrictions ​ ​ imposed by a second wave COVID-19 lockdown, Virtual Design Help/ Ask a Tinkerer is an important ​ ​ way to connect with regular patrons. The pandemic forced Staff to seek alternative delivery methods for Creative Making & Discovery (C.M.D) instruction and access. Digital Services Staff quickly produced a public-facing webpage for residents to submit their completed design files instead of booking hackLAB equipment directly. This allows more independent people to still have the means of production available to them, and it provides a continuing incentive to those who are still learning and want to make their ideas a reality.

Virtual Tinkershops C.M.D. Staff continue to prioritize the classroom format of instruction to help newer participants gain the skills required to bring their ideas to life, and have successfully pivoted to virtual meeting spaces. This shift has resulted in some challenging classes as participants often have varied skill levels in dealing with the digital platform, on top of learning new design skills. Patience was rewarded on both sides, as the instructors and participants worked through the technical issues to get to lesson plan content and the much needed social element in these interactions. Many people expressed a need for some emotional respite and distraction through a productive activity.

The majority of the Tinkershop classes were fully registered in December. In order to meet the demand, evident by the number of registrants on the waitlists for certain topics, additional sessions were added.

Tinkershop Tutorials By the end of the year, Creative Making & Discovery had produced 120 videos to help patrons become familiar with the different design software applications that are used in the hackLAB and mediaLAB. The most popular of these videos has over ten thousand views (Cricut Ear Protectors), while others ​ ​ range from several dozen to five thousand. By providing these independent learning tools, residents are empowered to learn at their own speed, whenever they want.

5c.01.01 CEO’s Report for December 2020 ​ 7 COLLECTION SERVICES

Long Overdue Materials A system of contacting customers with long overdue materials has now been implemented into regular practice. This is due to the effectiveness of the calls made by Library Services Staff in the Fall encouraging customers to return items borrowed prior to the Library’s closure in March. This system will include a combination of email notifications, phone calls and mailed notices. Customers with phone notifications will receive a phone call when items are overdue and again once when items have been marked lost. Customers with email notifications will receive a series of courtesy and overdue notices, and then a phone call once items have been marked lost. Customers who cannot be contacted by phone or email will receive a mailed notice. This system will ensure that customers are aware of fees and that returning items will remove this barrier to accessing Library services. This, in combination with the elimination of most overdue fines, will ensure that all those in the community have continual access to services without any additional economic burden.

Shelving Location Changes The Technical Services Assistant added new shelving locations to catalogue records for paperbacks and graphic novels. In the past, these items were grouped together in the catalogue, but shelved separately in the Library, making it difficult for Staff and members to locate them. These items now have unique shelving locations which indicate the paperback genres and graphic novel collections for Junior Fiction and Young Adult. These distinctions will make it easier for people find items on the shelves and help to fulfill holds in a timely manner.

5c.01.01 CEO’s Report for December 2020 ​ 8 Our Stories In December the Special Collections Librarian completed a course entitled Indigenous Canada, which ​ ​ was a twelve lesson online course offered by the Faculty of Native Studies at the University of Alberta meant to explore Indigenous histories and contemporary issues in Canada. Overall the lessons examined key issues facing Indigenous peoples today from a historical and critical perspective while highlighting national and local Indigenous-settler relations. From the Library perspective, the course offered an opportunity to expand the Special Collections Librarian’s understanding of how the history of local indigenous groups can be better included and celebrated in a predominantly settler-influenced concept of local history. This was also an important opportunity to expand knowledge and understanding of the issues touched upon by the Library’s website, First Nations of Simcoe County, in ​ ​ order to promote the site in a sensitive and respectful manner. Looking forward, it is hoped that learning opportunities such as this one will help to foster stronger relations with the indigenous community so that indigenous voices, stories, and artistic expressions can be amplified in Innisfil.

STAFF

Children’s programmer, Stephanie Anderson, tendered her resignation effective December 31st. Stephanie was with the Library for two years, and prior to that completed an Alternative Placement Term through her Bachelor of Education program with Nipissing University. Stephanie is heading off to teach in the Barrie area and will be greatly missed at the Library.

5c.01.01 CEO’s Report for December 2020 ​ 9 Staff Training & Development In early December, the Library’s Community Engagement Coordinator completed a project management certification at the University of Toronto. The purpose of this certification was to develop the skills and knowledge to manage large-and-small-scale projects in various sectors. Specific learning outcomes included: an understanding of the fundamental practices of project management, advanced knowledge of project management software including Smartsheet and Microsoft Project, advanced communication methods and leadership development (soft and hard skills), and knowledge of the tools and techniques required to monitor and control the cost, duration, and quality of project.

COMMUNICATIONS The Innisfil Hope Tree On December 15th, the Innisfil ideaLAB & Library, in partnership with the Town of Innisfil, lit up the Innisfil Hope Tree. Adorned with bright white lights, this tree is unlike any other- a symbol of resilience, perseverance, and hope to focus the conversation on positivity within the community. Near the Hope Tree, a mailbox has been placed and residents are invited to drop off letters of their hopes for the future. The notes will be collected and then shared through social media to connect the community. Alternatively thoughts can be shared through www.getinvolvedinnisfil.ca/hope. ​ ​ The Hope Tree will support mental health and community building – two priorities identified by our community during the Town of Innisfil’s recent Community Needs Assessment as residents are facing unprecedented levels of stress and uncertainty during the pandemic. Our community’s mental health is suffering, and we are hoping we can change that by encouraging positivity and neighbourliness. Creating opportunities for shared experience and moments of delight and surprise will be part of the solution in supporting residents during the pandemic and beyond.

The Future is Youth - Youth Engagement Strategy

5c.01.01 CEO’s Report for December 2020 ​ 10 On December 9, 2020 the Communications and Community Engagement (C.C.E.) Team presented the ​ Future is Youth - Youth Engagement Strategy to Town Council. The Strategy details two years of youth ​ ​ ​ feedback from local youth, as well as recommendations for how the Town can make spaces and services more accessible and appealing to them. The Strategy includes tips on youth engagement, how to communicate with young people, links to current research, important terms to know, and resources detailing the benefits of young people who are engaged. It should be noted that The Future is Youth ​ targets young people grades 8-12 and is not a traditional 5-10 year plan. It is a living document that will grow and change with the community to incorporate new voices and remain relevant to young people. The official staff report can be found here. ​

To start off the new year, the C.C.E. Team has collaborated with local schools and the Town’s leisure, planning, and engineering departments to host a virtual Municipal 101 and Youth Engagement event with grades 8-12 on January 14th, 2021. This event targets some of the key recommendations outlined in the Future is Youth and details will be included in the January Board Report. ​ ​ Community Wellness Mural The Community Needs Assessment revealed that residents are struggling with the isolation and ​ ​ uncertainty of COVID-19, and research suggests that public art is linked to stress reduction. In response to this information, the C.C.E. Team worked closely with a local artist to design a window mural that would boost the community’s morale. Initially, the mural was to be located at the Lakeshore Branch of the Library. However a new location was selected in response to the opening of a COVID-19 Testing Clinic at the Rizzardo Health and Wellness (R.H.W.C.) Centre.

5c.01.01 CEO’s Report for December 2020 ​ 11 On December 15, local artist Selina P. (she asked that her last name not be revealed) transformed the front window of the R.H.W.C. into a family-friendly COVID-19 Winter Wonderland. Information about the artist will be made public, as well as the concept behind the design and the story behind the partnership.

Media Outreach & Social Media Response This section highlights the Library’s media response, social media engagement, and website traffic as the community continues to connect with resources and staff digitally.

DATE PUBLISHED NEWS OUTLET TITLE

Innisfil ideaLAB and Library has your needs covered this Dec. 8, 2020 Barrie Today holiday season

Dec. 8, 2020 Barrie 360 Innisfil ideaLAB launches online job-seeking and homework helpers

Tales from Innisfil's history crammed into more than 400 Dec. 12, 2020 Innisfil Today pages (11 photos)

It wasn’t all doom and gloom: 2020 had some highlights Dec. 31, 2020 Barrie 360 for sure

5c.01.01 CEO’s Report for December 2020 ​ 12 Facebook Insights (From December 1 to December 31, 2020)

FOLLOWERS # OF TOTAL TOTAL IMPRESSIONS POSTS ENGAGEMENT

2,820 (2,429 75 during 927 engagements Posts earned 26.7K impressions over this likes) this period (746 reactions, 101 period (number of times our posts have ​ shares, 80 entered a person's screen) comments)

Top Organic Post (based on reach and engagement):

5c.01.01 CEO’s Report for December 2020 ​ 13 Twitter Insights (From December 1 to December 31, 2020)

FOLLOWERS # OF TOTAL ENGAGEMENT TWEET IMPRESSIONS TWEETS

1,475 62 during 74 engagements (53 14.8K impressions over this period this period likes, 18 retweets, 3 (number of times users saw our tweets) replies)

Top Tweet (based on impressions):

5c.01.01 CEO’s Report for December 2020 ​ 14 Instagram Insights (From December 1 to December 31, 2020)

FOLLOWER #OF POSTS TOTAL LIKES TOTAL COMMENTS S

1,229 41 during this 726 8 comments in total on content posted period during this period

Top Post (based on engagement):

5c.01.01 CEO’s Report for December 2020 ​ 15 YouTube Insights (From December 1 to December 31, 2020)

SUBSCRIBERS # OF VIDEOS TOTAL VIEWS TOTAL WATCH TIME

373 (+32 during 29 videos 5.8K total views on 313.9 cumulative hours on this period) published during videos during this videos during this period this period period

Top Videos in this Period (based on views):

5c.01.01 CEO’s Report for December 2020 ​ 16 Website Analytics (innisfilidealab.ca, from December 1 to December 31, 2020)

USERS PAGE VIEWS AVERAGE SESSION PAGES/SESSION DURATIONS

2,253 9,262 2 minutes, 9 seconds 2.09

Top 5 Pages: 1. Homepage 2. hackLAB at Home 3. Digital Library 4. eBooks & eAudiobooks 5. Employment and Volunteering

5c.01.01 CEO’s Report for December 2020 ​ 17 5d.01.01

2020 Year to YTD Actual as Budget-Actual Total Date a Percent Year to Date Budget Actuals of Budget Remaining Balance Library Library Operating Revenue Opening (Surplus) Deficit Opening (Surplus) Deficit 3100 Beginning Deficit(Surplus) -1 -1 Total Opening (Surplus) Deficit -1 -1 Total Opening (Surplus) Deficit -1 -1 Registration & Facility Fees Facility Rental 4438 Hall Rental -8,699 -9,892 113.71% 1,193 Total Facility Rental -8,699 -9,892 113.71% 1,193 Total Registration & Facility Fees -8,699 -9,892 113.71% 1,193 User Fees, Licences and Fines Fines 4620 Fines -25,000 -4,429 17.72% -20,571 Total Fines -25,000 -4,429 17.72% -20,571 User Fees 4447 Misc. Revenue -31,000 -12,162 39.23% -18,838 4490 Photocopy Etc. -7,500 -5,349 71.32% -2,151 4491 Books -2,800 -1,291 46.11% -1,509 Total User Fees -41,300 -18,802 45.53% -22,498 Total User Fees, Licences and Fines -66,300 -23,231 35.04% -43,069 External Recoveries Other Municipality Revenue 4301 Revenue - Own Municipality Total Other Municipality Revenue Total External Recoveries Other Government Grants 4100 Grants - Ontario -45,921 -45,921 100.00% 4200 Grants - Federal -25,000 25,000 Total Government Grants -45,921 -70,921 154.44% 25,000 Other Revenue 4760 Donations -10,855 10,855 Total Other Revenue -10,855 10,855 Total Other -45,921 -81,776 178.08% 35,855 Transfer from Reserve & Reserve Funds Contributions from Discretionary RF 492014 Discr. RF - OLG(Post Period DC -162,448 -162,448 Total Contributions from Discretionary RF -162,448 -162,448 Contributions from Obligatory RF 492507 Oblig.RF-Library DCA -433,935 -184,902 42.61% -249,033 492513 Oblig.RF-Parks Outdoor DCA -13,448 -13,448 5d.01.01

2020 Year to YTD Actual as Budget-Actual Total Date a Percent Year to Date Budget Actuals of Budget Remaining Balance 492515 Oblig.RF-Parks Indoor DCA -13,448 13,448 Total Contributions from Obligatory RF -447,383 -198,350 44.34% -249,033 Total Transfer from Reserve & Reserve Funds -609,831 -198,350 32.53% -411,481 Total Revenue -730,752 -313,249 42.87% -417,503 Expenditures Wages & Benefits Wages & Benefits Permanent 5010 Salaries - (FT) 2,303,489 1,591,942 69.11% 711,547 5020 Overtime - Paid (FT) 330 -330 5025 Overtime - Banked (FT) 432 -432 5100 Benefits (FT) 474,332 398,183 83.95% 76,149 5101 Benefit Clearing (FT) 76,722 -76,722 Total Wages & Benefits Permanent 2,777,821 2,067,609 74.43% 710,212 Wages & Benefits Non-Permanent 5011 Salaries - (PT) 20,308 631,453 3,109.38% -611,145 5102 Benefits (PT) 64,738 72,303 111.69% -7,565 5103 Benefit Clearing (PT) 21,006 -21,006 Total Wages & Benefits Non-Permanent 85,046 724,762 852.20% -639,716 Total Wages & Benefits 2,862,867 2,792,371 97.54% 70,496 Materials & Supplies Facility/Park Maintenance 7080 Cleaning Supplies 7,800 8,462 108.49% -662 7180 Facility/Parks Maintenance 51,103 75,932 148.59% -24,829 Total Facility/Park Maintenance 58,903 84,394 143.28% -25,491 Advertising & Publicity 7020 Advertising & Publicity 8,059 9,308 115.50% -1,249 Total Advertising & Publicity 8,059 9,308 115.50% -1,249 Education, Seminars & Memberships 7100 Conferences & Seminars 3,311 8,666 261.73% -5,355 7300 Prof. Dues & Memberships 2,993 2,997 100.13% -4 7620 Training (Health & Safety) 17,511 10,031 57.28% 7,480 Total Education, Seminars & Memberships 23,815 21,694 91.09% 2,121 Equipment Maintenance 7140 Equipment Maintenance 2,200 1,027 46.68% 1,173 Total Equipment Maintenance 2,200 1,027 46.68% 1,173 Equipment Utilization 7130 ..Equipment Utilization 3,500 3,500 7135 ..Equipment Utilization Recvry -3,500 -3,500 Total Equipment Utilization Fuel 7200 Fuel 1,846 1,846 Total Fuel 1,846 1,846 Office, Printing & Postage 7040 Books, Publications & Subscrip 143,019 157,882 110.39% -14,863 5d.01.01

2020 Year to YTD Actual as Budget-Actual Total Date a Percent Year to Date Budget Actuals of Budget Remaining Balance 7360 Office Supplies 9,296 4,177 44.93% 5,119 7400 Photocopy 13,000 8,160 62.77% 4,840 7440 Postage 1,000 870 87.00% 130 7460 Printing 6,582 2,150 32.66% 4,432 Total Office, Printing & Postage 172,897 173,239 100.20% -342 Insurance 7220 Insurance 15,448 28,526 184.66% -13,078 Total Insurance 15,448 28,526 184.66% -13,078 Materials 7028 Audio Materials 54,221 34,335 63.32% 19,886 7280 Material 29,655 36,631 123.52% -6,976 7398 Periodicals 12,328 7,845 63.64% 4,483 Total Materials 96,204 78,811 81.92% 17,393 Other Expenses 5120 Board&Committee /Non-payroll 4,000 4,300 107.50% -300 7320 Mileage 4,858 3,958 81.47% 900 7450 Pre school Storytime 7470 Programming - Children 9,260 7,175 77.48% 2,085 7545 Project Expense 37,500 22,889 61.04% 14,611 Total Other Expenses 55,618 38,322 68.90% 17,296 Public Relations 7485 Public Relations 6,821 3,505 51.39% 3,316 Total Public Relations 6,821 3,505 51.39% 3,316 Purchased Services 7380 Purchased Services 751 751 Total Purchased Services 751 751 Software Maintenance and Licencing 7580 Software Annual Maint. Fees 42,252 28,553 67.58% 13,699 Total Software Maintenance and Licencing 42,252 28,553 67.58% 13,699 Total Materials & Supplies 484,814 467,379 96.40% 17,435 Utilities Telephone and Utilities 7600 Telephone 11,708 10,214 87.24% 1,494 7660 Utilities - Hydro 70,995 44,151 62.19% 26,844 7680 Utilities - Natural Gas 28,339 9,676 34.14% 18,663 7700 Utilities - Water/Sewer 6,828 6,313 92.46% 515 Total Telephone and Utilities 117,870 70,354 59.69% 47,516 Total Utilities 117,870 70,354 59.69% 47,516 Contracted Services Audit Fees 8080 Audit 3,004 2,544 84.69% 460 Total Audit Fees 3,004 2,544 84.69% 460 Cleaning Contract 8185 Cleaning 39,165 23,207 59.25% 15,958 5d.01.01

2020 Year to YTD Actual as Budget-Actual Total Date a Percent Year to Date Budget Actuals of Budget Remaining Balance Total Cleaning Contract 39,165 23,207 59.25% 15,958 Contracts 8250 Contracts - Labour 3,133 3,133 8290 Contracts 15,888 25,670 161.57% -9,782 8325 Contracts - Grass Cutting 1,992 1,992 8850 Snow Removal 28,737 17,151 59.68% 11,586 Total Contracts 49,750 42,821 86.07% 6,929 Consulting Services 8220 Consulting Services 425 -425 Total Consulting Services 425 -425 Total Contracted Services 91,919 68,997 75.06% 22,922 Rents & Financial Service Charges 9110 Debit/Visa Charges 4,481 3,060 68.29% 1,421 Total Service Charges 4,481 3,060 68.29% 1,421 Total Rents & Financial 4,481 3,060 68.29% 1,421 Long term debt - Principal & Interest L.T.D. Principal & Interest 5610 Debt Interest 231,171 65,351 28.27% 165,820 5620 Debt Principal 378,660 133,000 35.12% 245,660 Total L.T.D. Principal & Interest 609,831 198,351 32.53% 411,480 Total Long term debt - Principal & Interest 609,831 198,351 32.53% 411,480 Conservation Authorities, Local Boards & Grants Contributions to Local Board 9562 Contr. from Town -3,438,330 -3,438,330 100.00% Total Contributions to Local Board -3,438,330 -3,438,330 100.00% Total Conservation Authorities, Local Boards & Grants -3,438,330 -3,438,330 100.00% Internal Recoveries/Transfers Internal Rental Expenditure(Revenue) 9600 Facility rental revenue(Intern -29,000 -29,000 100.00% 9610 Facility rental expenditures(I 26,300 26,300 100.00% Total Internal Rental Expenditure(Revenue) -2,700 -2,700 100.00% Internal Transfers 9630 Salaries/Ben. Internal Chgs -70,570 70,570 9696 Depart. Overhead Allocations Total Internal Transfers -70,570 70,570 Total Internal Recoveries/Transfers -2,700 -73,270 2,713.70% 70,570 Total Expenditures 730,752 88,912 12.17% 641,840 Total Library Operating -224,337 224,337 Total Library -224,337 224,337 Total Library -224,337 224,337 5d.01.02

Carryover 2020 In-Year Total Actual Expenditure Service from Prior Budget Approvals Approved Spent to Still to Bundle Years Approved Granted Budget Date Occur Library C740507 LIB2 Replacement Furnishings 13,476 13,476 13,822 -346 Community Spaces LIB27 HR Organizational Review 1,491 1,491 1,491 Lead & Manage LIB28 Strategic Plan 50,000 50,000 17,883 32,117 Lead & Manage LIB34 Cookstown Digital Media Lab 30,796 30,796 30,795 1 Community Spaces LIB37 Cookstown Facility Assessment & Repairs 25,000 100,000 -12,702 112,298 112,298 Community Spaces LIB39 Job Evaluation/Job Description/Pay Equity 7,562 7,562 7,562 Lead & Manage LIB42 Design / Preparation for ideaLAB & Library with Recreational550,000 Component in Lefroy 550,000 550,000 Building the Town of Tomorrow LIB46 Cookstown Partition Wall/Doors Replacement 44,000 12,702 56,702 56,702 Community Spaces LIB5 Electronic Equipment - All Branches 22,605 83,415 106,020 20,804 85,216 Lead & Manage LIB50 Shade Sails at Cookstown Branch 17,767 17,767 17,233 534 Community Spaces LIB55 Master Plan/Needs Assessment Study 66,337 66,337 66,337 Building the Town of Tomorrow LIB6 Accessibility & A/V 8,156 8,156 8,407 -251 Lead & Manage LIB61 Culture Master Plan 23,023 23,023 22,544 479 Building the Town of Tomorrow LIB65 Marketing Kiosks 104,170 104,170 4,177 99,993 Arts & Leisure LIB66 Mobile Outreach Unit (InnMotion) 78,000 78,000 78,000 Arts & Leisure Total Library 860,213 365,585 1,225,798 192,367 1,033,431 Strategic Projects (Managed by Library) ADM25 Innisfil Engage: Community Engagement 29,760 29,760 2,199 27,561 Lead & Manage ADM44 Innisfil's 200-year Anniversary 50,000 50,000 51,373 -1,373 Arts & Leisure PKS116 Recreation & Culture Master Plan 24,041 24,041 24,041 Arts & Leisure Total Strategic Projects (Managed by Library) 53,801 50,000 103,801 53,572 50,229 Total Library 914,014 365,585 50,000 1,329,599 245,939 1,083,660 5d.01.03

2020 Year to YTD Actual as Budget-Actual Total Date a Percent Year to Date Budget Actuals of Budget Remaining Balance Notes: Library Library Operating Revenue Opening (Surplus) Deficit Opening (Surplus) Deficit 3100 Beginning Deficit(Surplus) -1 -1 Total Opening (Surplus) Deficit -1 -1 1 Total Opening (Surplus) Deficit -1 -1 Registration & Facility Fees Facility Rental 4438 Hall Rental -8,699 -9,892 113.71% 1,193 Total Facility Rental -8,699 -9,892 113.71% 1,193 2 Total Registration & Facility Fees -8,699 -9,892 113.71% 1,193 Wages & Benefits Wages & Benefits Permanent 5010 Salaries - (FT) 2,303,489 1,591,942 69.11% 711,547 3 5020 Overtime - Paid (FT) 330 -330 5025 Overtime - Banked (FT) 432 -432 5100 Benefits (FT) 474,332 398,183 83.95% 76,149 5101 Benefit Clearing (FT) 76,722 -76,722 Total Wages & Benefits Permanent 2,777,821 2,067,609 74.43% 710,212 Wages & Benefits Non-Permanent 5011 Salaries - (PT) 20,308 631,453 3,109.38% -611,145 5102 Benefits (PT) 64,738 72,303 111.69% -7,565 5103 Benefit Clearing (PT) 21,006 -21,006 4 Total Wages & Benefits Non-Permanent 85,046 724,762 852.20% -639,716 Facility/Park Maintenance 7080 Cleaning Supplies 7,800 8,462 108.49% -662 7180 Facility/Parks Maintenance 51,103 75,932 148.59% -24,829 5 Total Facility/Park Maintenance 58,903 84,394 143.28% -25,491 Advertising & Publicity 7020 Advertising & Publicity 8,059 9,308 115.50% -1,249 6 Total Advertising & Publicity 8,059 9,308 115.50% -1,249 Education, Seminars & Memberships 7100 Conferences & Seminars 3,311 8,666 261.73% -5,355 7300 Prof. Dues & Memberships 2,993 2,997 100.13% -4 7620 Training (Health & Safety) 17,511 10,031 57.28% 7,480 7 Total Education, Seminars & Memberships 23,815 21,694 91.09% 2,121 Insurance 7220 Insurance 15,448 28,526 184.66% -13,078 8 Total Insurance 15,448 28,526 184.66% -13,078 Contracts 8250 Contracts - Labour 3,133 3,133 8290 Contracts 15,888 25,670 161.57% -9,782 5d.01.03

2020 Year to YTD Actual as Budget-Actual Total Date a Percent Year to Date Budget Actuals of Budget Remaining Balance 8325 Contracts - Grass Cutting 1,992 1,992 8850 Snow Removal 28,737 17,151 59.68% 11,586 9 Total Contracts 49,750 42,821 86.07% 6,929 Internal Transfers 9630 Salaries/Ben. Internal Chgs -70,570 70,570 9696 Depart. Overhead Allocations Total Internal Transfers -70,570 70,570 10 Total Internal Recoveries/Transfers -2,700 -73,270 2,713.70% 70,570

Notes: 1. Running a surplus, based on the budget of -1, the formula can create a large YTD percentage of budget. This is managed by the Town Finance Team; we cannot amend the formula.

3.2. TheA large overtime payment amount for facilities of $330 rentals reflected was was received for an inemployee January, who which worked was over the ourVictoria annual Day budget Statutory for rentalHoliday revenue. as a Boat Launch Ambassador - the amount will be moved to Operations' budget; the $432 was for banked time when an employee worked an additional 8.5 hours

4. The PT Benefits vs. Salaries were not set up correctly in FMW and are not reflecting the correct object codes. There is no impact on the dollars. The codes will be corrected in the 2021 2022 Budget

5. Facility maintenance is reflected as over budget due to sooner than anticipated deterioration of furnishings.

6. The advertising budget overage is balanced by the public relations coming in under budget. These budgets work closely together. With the manage changes in services and opening hours due to COVID-19, we have had to maintain curbside signage and change messaging accordingly. In addition, we increased overall advertising to inform residents of changes in service and increase awareness of broader support services in the community as a results of the Community Needs Assessment.

7. Total Education, Seminars & Memberships - Incorrect coding - Going forward a consolidation of the codes to become one code of 5230 for Education and Development. 8. The Town changed providers and at the time of budget creation did not have costs from the new provider; this has been accounted for in preparing the 2021/2022 budget

9. The increase in line item 8290 was due to providing cloth masks, seniors kits and other initiatives for seniors and the public. The New Horizons Grant funds received will be used to cover these costs. (To be transferred by TOI finance department)

10. The variance is due to the unbudgeted transfer for the Director role. Finance will do a quarterly chargeback entry. 7b.01.01

JHSC Meeting

Meeting Minutes

MEETING DATE: Thursday, December 17, 2020

TIME: 1:00 to 3:00 PM

LOCATION: Zoom Meeting

CO-CHAIRS: Richard Rivet, Ken Schuyler

MINUTES: Jennifer Sheremeto

ATTENDANCE Teresa Meulendyks, Jim Spring, Tim Gignac, Jennifer Sheremeto, Paul Tomaszewski, Nicholas Skerratt, Tim McCallum, Richard Rivet

REGRETS Jeff Callendar

Agenda Item Lead Item Details Item ACTION & NOTES - Time enter – opened by the Co-Chair Ken - 1:08pm meeting started 1. Call Chair Meeting to Schuyler Order

- Richard made a motion to - Approved required 2. Approval Chair accept the minutes and Previous - 2020.11.19 JHSC Meeting Minutes final Jennifer seconded. Minutes (Desktop, Web, Mobile)

- JHSC alternates are to be confirmed at - Acknowledge the 3. JHSC this meeting. alternates. Membershi - 2020.12.17 JHSC member alternates (Desktop, p Web, Mobile) - Covid-19 Task Force – Tim McCallum - Please refer to the County (Fire), Sandy Foster (Health & Wellness), of Simcoe website Jim Spring (Health & Safety). regarding details on - Simcoe/Muskoka now in the red/restricted limitations. We are not zone. expected to go into the - Offer extended to OTOT Partners to have grey zone. Note: Since the 4. Jim representation on the Task Force, this has meeting we ARE indeed Covid-19 been accepted and will be implemented in going into the grey zone. early January. Terms of Reference will be - InnPower and InnServices developed to outline roles and and the libraries will have responsibilities. representation the task - Employee Self Screening App – There are force. Inn Services is hiring reports that some staff are not completing a Health and Safety prior to coming to the workplace. coordinator. Recommend that Leaders be responsible and ensure staff have completed. Ken to - If staff are not well they implement accountability structure for need to complete this form leaders. at home and not when - Essential Visitors Screening App. – Those they come into the office. listed as the responsible person for Ken sourcing out options sending are to ensure that the electronic but it may mean more app is completed, or they must complete work for supervisors. for the visitor. For contact tracing Decision not made yet to purposes the “sign in/out” procedure for complete this. More to facilities has been reinstated to track when come in the future. and where they were visiting. - For visitors attending - Face Coverings/Mask Report and facilities they MUST now recommendations. Working with complete the sign in and purchasing to phase in the 3 layered mask sign out sheet at the main especially for those staff that will be doors to each facility. required to work directly with the public in - Working with purchasing to public accessible spaces and for those bring in 3 layer masks. whom ride share. They are total disposable. - Concern for CDSB workers conducting Concern that staff may not field onsite visits. Additional PPE be washing face requested. coverings. Plan to provide - Rizzardo – may be the need for staff to staff with 3 layer masks. monitor and direct public for the COVID-19 - Jim working with CDSB to Testing Center. come up with option to - Operations Lunch Rooms were identified keep their staff safe when as not being set up for COVID-19. attending a site with close Facilities will make the changes. contact with contractors. - Operations – reports of staff in offices not - Rizzardo working well for adhering to physical distancing and at testing centre. Likely fall times conducting zoom calls in the same when the vaccine is space. available to all and 70% of the population has been treated. - Need to reinforce the message about not being too close with one another regardless if wearing a mask.

- No cases within Town of Innisfil - 12 staff on self-isolation employees. due to Covid like 5. Covid-19 Jim - 9 workers out in self-isolation. symptoms. Tracker - Cases continue to rise and has been noted - Keep being diligent on all Statistics that workplace transmission is also on the safety measure. rise. - Fleet Mezzanine Lighting – This is not a - ACTION – Jeff to follow up deficiency, they are not turned on. Saving with contractor on fixing electricity – status update? mezzanine light. 6. Workplace Jim - Drill Press – Fleet – teeth missing and a - ACTION – parts ordered Inspections clamp has been provided to keep it from Toronto and will get operational – status update? in 5 days. Still tagged out. - Outstanding deficiencies. – Status?

2 - ACTION – max weight in Parts Room has to be labelled for max weight. New MOAR case. - ACTION – Fleet needs to determine what we are doing to store our OTOT tires. As well, we need a regular pickup on old used tires. Jennifer is working with EMTERRA to pickup used tires in the coming weeks. A proper storage facility needs to be considered for OTOT tires. - Fleet department needs to be cleaned up. Tires are everywhere. - ACTION – Fleet department cleaned up following day after inspection.

- MOL has shelved the standard for face - coverings/masks in the workplace. We 7. Face shall follow the guidance of the SMDHU. Coverings / ASTM masks are available to staff that Masks wish to wear them as added protection while interacting with the public and or ride sharing. - Medical Attention with Lost Time injuries - Procedure and PPE on (2) – eye injury – tree branch struck worker doing some tasks can be in face. Burn – hot slag from torching task improved up to avoid fell on leg of worker causing clothing to further injury. catch on fire. - Fire retardant overalls - Non-medical injury (2) – slip, trip, fall in have been purchased and Town parking lot on icy surface, struct by staff wearing in fleet now. or against – while plowing at Stroud Arena, - Sand and salt are very plow struck unseen raised manhole cover. important to ensure being 8. Workplace Jim - Property Damages (1) – Backing – driver completed 100% on all Incidents & failed to be aware of surrounding to the Town facilities to avoid slip Accidents rear while plowing and struck bollard and falls. resulting in rear bumper damages. - Back up incidents are on - Incident/Accident Dashboard year end the rise again with staff comparable presentation. causing some near - Near Miss Report (1) – Plow retaining pin misses. Happening more severed which resulted in plow mechanism with drivers by themselves. to become loose with potential of coming - Work refusal was rectified off vehicle. upon communication with - Risk Assessment (1) – PPE – Fleet staff member over the personal. protocols.

3 - Work Refusal (1) – Worker refused to - ACTION – Jim will find out conduct work at the IRC for training what the max quantity is purposes as nothing was provided to the for housing windshield worker as assurance that this public washer fluid in the fleet accessible space was secure of COVID- shop vs having a skid 19. outside.

- Good news to see an increase of $10K to allow us to complete training and - 2021 budget will now be $16,500.00 9. Budget Jim education. We need to - Budget has been absorbed for this fiscal Update plan out how we will use year. this budget to help staff with all health and safety measures.

- LMS module is active and used with OTOT partners. Notices have been sent out to everyone. Annual requirement. - Goal is to have all training in LMS online. A new module for leadership will - Fuelling – LMS now active and sent to all be created for supervisors OTOT Partners. and leaders within the - Ladder Training – LMS - ongoing. Town. They have certain 10. Jim - SHARPS – LMS. duties and responsibilities. Training - Lock Out/Tag Out Program- Ongoing. We need a learning - Leadership training module inclusive of H module for leaders created & S. and done. - Monthly H & S module to present H & S - Quick points reminders on education pieces. health and safety. Online learning. Idea to keep idea and new information sharing to staff. - ACTION – P&T is looking at ways we can deliver this to staff online. Will work with the JHSC on this.

11. Workplace Jim - inspection - Ongoing throughout all facilities Schedule 12. Terms of Jim - - Tabled and will be reviewed in 2021. Reference 13. Afterhours Chair - 2020.12.17 JHSC member contact list - Contacts (Desktop, Web, Mobile) - Jim – Procedures - Clerks have revised and 14. Round Chair - Next phase – SOP’s will be handed over to completed this task. SOP’s Table Operations for review and revision. review is a work in Working on presentation for JHSC. progress for the new year.

4 - One Drive – set up of one drive file folder JHSC may be asked to to assist members that do not have access help and assist with this to the Towns intranet systems to have process. access to files, specifically documents for - The creation of One Drive H & S Center Boards. system for JHSC and Fire - FORMS Binder inserts ready to be Services. This will allow implemented for New Year. Jim to put everything in - New First Aid Logbooks. one spot and accessible to - New mini Reg. 1101 for vehicles and equipment First Aid Kits. staff who do not have - SDS’s will become digital and available on access to MFiles for IPad. Will become apart of the Workplace posting to boards. Inspections. In development with IT. - Binders are completed and - Jim – Corporate Policy ready to be dispersed in - Respectful Workplace Policy – revised the New Year. from previous introduction. Will be passed - Jim has sourced out to council on Jan. 13. to be reviewed and checklists and logbooks accepted by JHSC. we can make inhouse instead of sourcing out and costing more money. END OF YEAR AGENDA ITEMS (ALL) - JHSC will become the auditors of the SDS’s files. · Workplace Inspections Forecast – each areas of responsibility. The SDS’s will become digital. We will need to · JHSC Meeting Schedule Forecast. have more time set aside for staff to complete this · Budget Forecast – January. – Investigation task especially in fleet. Kits for members. - Need to get the SDS’s · PPE – JHSC logo under control as well. · IPAD for Workplace Inspections - Corporate Policy was · Training revised again by P&T. · SWAG - ACTION – each inspector · Other? needs to come up with schedule of dates when JANUARY AGENDA MEETING ITEMS they plan to complete the - Budget planning inspections. Ops complete - Kits for JHSC member the first week of each. - PPE – labeled for staff. To be worn when Teresa complete the first completing workplace inspection. or second Monday of the - Training for staff month. First week of each month by Tim. Fleet will be the first week of each month as well. - Jim to provide an update to the team on how we made out this year on Incidents and Accidents - ACTION – a report to staff will be created in a graphic slide to show our wins this past year. Ken will work with his team on creating this and putting forward a

5 piece to present to staff and SG.

- ALL MEETINGS WILL BE virtual until - Members have confirmed further notice once Thursday a month from the meeting dates below 1pm – 3pm, unless otherwise stated. for 2021. - Proposed Meeting Schedule 2021 - January 21 - February 18 Meeting - March 18 15. Dates Chair - April 15 - May 20 - June 17 - July 15 - August 19 - September 16 - October 14 - November 18 - December 16 16. Close Chair - Time enter - meeting closed. - 2:36pm. Meeting

6

7c.01.01

INNISFIL PUBLIC LIBRARY STAFF REPORT

STAFF REPORT NO. LIB-01-2021

DATE: January 18, 2021

TO: Innisfil Public Library Board

FROM: Susan Baues, Deputy CEO

SUBJECT: Statutory Holidays 2021 and New Year’s Day 2022 ______

RECOMMENDATION: THAT the recommended hours of operation for the 2021 Statutory Holidays, and New Year’s Day of 2022 be approved as presented.

BACKGROUND: COVID-19 will continue to create a significant level of uncertainty surrounding normal operational issues in 2021. However, with the expectation that COVID vaccine implementation will commence for the general public in 2021, Innisfil ideaLAB & Library should prepare for a resumption of a certain level of normalized service. Flexibility will be required as we consider levels of services on a branch by branch basis, including hours of operation in relation to the guidelines and directives from the local, provincial and federal health departments. Consequently, a Board review of 2021 statutory holidays is required.

Early each year, and in conjunction with the Town’s schedule, as much as is possible, the Board decides on the management of Statutory Holidays. To ensure that the statutory holidays which fall on a Monday are provided to Staff, past practice has been to close branches on the Saturday prior to the holiday and offer Staff, who work on that Saturday, an alternate day off. Budget and staffing levels permitting, Lakeshore Branch remains open on the Saturday of long weekends.

Canada Day must be observed on July 1 and, this year, it falls on Thursday, July 1st.

Since 2016, the Library Board has offered Sunday service at the Lakeshore Branch. Past practice has been to close on Sundays during any weekends attached to a Statutory

STAFF REPORT #LIB-01-2021 – STATUTORY HOLIDAYS 2021 AND NEW YEAR’S DAY 2022

Holiday and it is recommended that this practice continue during 2021 through to New Year’s Day 2022.

As Christmas Eve falls on a Friday this year, it is recommended that all operating branches open at 9:30 a.m. and close at 1:00 p.m. It is also recommended that as New Year’s Eve also falls on a Friday, that operating branches close at 5:00 p.m.

ANALYSIS/CONSIDERATION: The following chart outlines a proposed list of closures for all branches to accommodate the Statutory Holidays to be observed in 2021 and for New Year’s Day of 2022:

Holiday Official Date Hours/Closures Family Day Monday, February All branches closed Sunday, February 14, 2021 15, 2021 & Monday, February 15, 2021; Open Saturday, February 13, 2021 at Lakeshore only. Good Friday Friday, April 2, 2021 All branches closed Friday, April 2, 2021 Easter Monday Monday, April 5, All branches closed Sunday, April 4, 2021 & 2021 Monday, April 5, 2021; Open Saturday, April 3, 2021 at Lakeshore only. Victoria Day Monday, May 24, All branches closed Sunday, May 23, 2021 & 2021 Monday, May 24, 2021; Open Saturday, May 22, 2021 at Lakeshore only. Canada Day Monday, July 1, 2021 All branches closed Thursday, July 1, 2021. Civic Holiday Monday, August 2, All branches closed Sunday, August 1, 2021, & 2021 Monday, August 2, 2021; Open Saturday, July 31, 2021 at Lakeshore only. Labour Day Monday, September All branches closed Sunday, September 5, 6, 2021 2021, & Monday, September 6, 2021; Open Saturday, September 4, 2021 at Lakeshore only. Thanksgiving Monday, All branches closed Sunday, October 10, 2021, Day October 11, 2021 & Monday, October 11, 2021; Open Saturday, October 9, 2021 at Lakeshore only. Christmas Eve Friday, December 24, All branches will open at 9:30 a.m. and close at 2021 1:00 p.m. Christmas Day Saturday, All branches closed on Saturday, December 25, December 25, 2021 2021. Boxing Day Sunday, All branches closed on Sunday, December 26, December 26, 2021 2021. All branches re-open on Tuesday, December 28, 2021. New Year’s Eve Friday, December 31, All branches will open at 9:30 and close at 5:00 2021 pm.

2

STAFF REPORT #LIB-01-2021 – STATUTORY HOLIDAYS 2021 AND NEW YEAR’S DAY 2022

New Year’s Day Saturday, January 1, All branches closed on Saturday, January 1, 2022 2022; All branches re-open on Tuesday, January 4, 2022.

OPTIONS/ALTERNATIVES: 1. The Board can approve the recommended proposed hours of operation for the 2021 Statutory Holidays, and New Year’s (2022).

FINANCIAL CONSIDERATIONS: The costs for the proposed schedule are commensurate with costs in prior years.

CONCLUSION: The closures recommended for 2021 and New Year’s 2022 if approved by the Board would result in minimal disruptions to library service.

PREPARED BY:

______Susan Baues Deputy CEO

APPROVED BY:

______Erin Scuccimarri CEO

3

7d.01.01

INNISFIL PUBLIC LIBRARY STAFF REPORT

STAFF REPORT NO.: LIB-02-2021

DATE: January 18, 2021

TO: Innisfil Public Library Board

FROM: Susan Baues, Deputy CEO

SUBJECT: Statement of Acknowledgement of Traditional Land

RECOMMENDATION: Taking into consideration the historic evidence that First Nations were using the land now known as the Town of Innisfil; and

THAT Canada continues a process of adopting the recommendations of the Truth and Reconciliation Commission (TRC) and is now a signatory of the United Nations Declaration on the Rights of Indigenous Peoples; and,

THAT that the National Inquiry into Missing and Murdered Indigenous Women and Girls calls for transformative actions in the areas of health, security, justice and culture, and,

FURTHER, as various Library Board members have engaged in training to broaden their understanding of indigenous history and issues, it is recommended that the Board strike a committee to review the land acknowledgement statement wording adopted by the Library Board in 2017 (Resolution #2017-26), review and provide recommendations to the Library Board regarding best practices for implementation, onboarding, and future education needs.

BACKGROUND: The land included in the boundaries of what now constitutes the Town of Innisfil has long been part of First Nations Traditional Territory. Lieutenant Governor Simcoe’s

Page 1 of 4

STAFF REPORT #LIB-02-2021 – STATEMENT OF ACKNOWLEDGMENT OF TRADITIONAL LAND expedition to Georgian Bay in 1793 provides the first real glimpse of the bands that inhabited this region, as far as written history is concerned. Lieutenant Governor Simcoe visited the mouth of the Holland River and Chief Canise at De Grassi Point. These two bands were part of a larger group under Chief Joseph Snake that ranged from the mouth of the Holland River, up the western coast of Lake Simcoe in the present day Town of Innisfil and inland.

In the past 100 years, more than 150,000 First Nations, Métis, and Inuit children were forced to attend residential schools, often located hundreds of miles from their home. The cumulative impact of residential schools is a legacy of unresolved trauma passed from generation to generation and has had a profound effect on the relationship between Aboriginal peoples and other Canadians.

From 2008-2015, the Truth and Reconciliation Commission of Canada had a mandate to learn the truth about what happened in these schools and to inform all Canadians about their findings. The Commission documented the truth by relying on records held by those who operated and funded the schools, testimony from officials of the institutions that operated the schools, and experiences reported by survivors, their families, communities and anyone personally affected by the residential school experience and its subsequent impacts.

The Commission hoped to guide and inspire First Nations, Inuit, and Métis peoples, and Canadians in a process of truth and healing leading toward reconciliation and renewed relationships based on mutual understanding and respect. The Commission viewed reconciliation as an ongoing individual and collective process that requires participation from all those affected by the residential school experience. This includes First Nations, Inuit, and Métis former students, their families, communities, religious groups, former Indian Residential School employees, government, and the people of Canada.

In 2015, the Truth and Reconciliation Commission (TRC) published its final report urging all levels of government to work together to change policies and programs in order to repair the harm and move towards reconciliation. In its report, the TRC’s Call to Action #45 recommends that Canada re-establish a nation-to-nation relationship, meaning that indigenous peoples and the Crown would be understood as the two nations of the land and would each have rights to self-governance. Recognizing this nation-to-nation relationship also means recognizing that indigenous peoples were already living in North America, known to First Nations as Turtle Island, when Europeans settled there; a concept which conflicts with the assertion that the land was uncolonized when Europeans arrived.

This call to action would work in tandem with the UN Declaration on the Rights of Indigenous Peoples to re-enforce treaties, re-establish a nation-to-nation relationship, and finally recognize the role that indigenous peoples played in confederation and that their traditional methods of negotiation deserve a place in settling land disputes.

Page 2 of 4

STAFF REPORT #LIB-02-2021 – STATEMENT OF ACKNOWLEDGMENT OF TRADITIONAL LAND In May 2016, Canada became a full supporter of the United Nations Declaration on the Rights of Indigenous Peoples that describes both individual and collective rights of Indigenous peoples around the world. It offers guidance on cooperative relationships with Indigenous peoples to states, the United Nations, and other international organizations based on the principles of equality, partnership, good faith and mutual respect. In December 2020, the Government of Canada introduced legislation to implement the Declaration. When passed by Parliament, the legislation will provide a roadmap for the Government and Indigenous peoples to work together to fully implement the Declaration. Legislation to advance federal implementation of the Declaration is an important step in moving Canada’s relationship with Indigenous peoples forward. It is a key building block in fully recognizing, respecting, protecting and fulfilling the rights of Indigenous peoples. Further, both the Truth and Reconciliation Commission and the National Inquiry into Missing and Murdered Indigenous Women and Girls called on the federal government to implement the Declaration as the framework for reconciliation.

ANALYSIS/CONSIDERATION: As part of the reconciliation process, Innisfil ideaLAB & Library has an opportunity to renew a relationship with Canada’s indigenous peoples based on mutual respect and understanding. A first step is the revitalization of the Library’s acknowledgement of the traditional territory of the Anishinaabe on whose land the library branches now sit. Previously, Staff consulted with other organizations who have adopted similar practices, such as the City of Toronto and the Council of Aboriginal Initiatives, University of Toronto in order to ensure we are demonstrating sensitivity, thoughtfulness and accuracy. At the March 2017 Board meeting, a land acknowledgement statement was developed by Board members. (Resolution #2017-26) which reads, “The Innisfil Public Library acknowledges and thanks the First Peoples of this territory and other Indigenous peoples for sharing this land in order for us to continue our work today.” In order to incorporate the indigenous perspective and ways of thinking, foster positive relationships and demonstrate respect, library staff consulted with Park Manager, Springwater Provincial Park, Beausoleil First Nation, Jeff Monague. He is a Georgian College language professor and former Beausoleil First Nation Councillor and Chief. He has also assisted area school boards with their acknowledgement of Traditional Territory statements. He recommends that Innisfil ideaLAB & Library adopt the following land acknowledgement statement: I would like to acknowledge that we are on the Traditional Territories of the First Peoples of Turtle Island and that this land is shared territory between the Rama First Nation, Georgina Island, and the Beausoleil First Nation, Anishinaabe (pronounced as Ah-ni-shin-aw-beh) peoples.

Page 3 of 4

STAFF REPORT #LIB-02-2021 – STATEMENT OF ACKNOWLEDGMENT OF TRADITIONAL LAND A review is best conducted through a Library Board committee in order to obtain a variety of perspectives. The Committee will be able to provide recommendations on the land acknowledgement adoption, implementation, as well as other actions that would strengthen the Library’s relationship with First Nations.

OPTIONS/ALTERNATIVES: 1. That the Board delegate staff to review the existing land acknowledgement and provide implementation recommendations to the Library Board.

FINANCIAL CONSIDERATIONS: There are no financial implications if the recommendation of this report is adopted.

CONCLUSION:

The use of a land acknowledgement will support Action #45 in the Truth and Reconciliation Commission findings.

Bibliography United Nations Declaration on the Rights of Indigenous Peoples Truth and Reconciliation Commission of Canada Truth and Reconciliation Commission of Canada Calls to Action Report National Inquiry into Missing and Murdered Indigenous Women and Girls Report Implementing the United Nations Declaration on the Rights of Indigenous Peoples in Canada

PREPARED BY:

______Susan Baues Deputy CEO

APPROVED BY:

______Erin Scuccimarri CEO

Page 4 of 4

8a.01.01

SUBJECT: BOARD - HONORARIA POLICY

Policy No: B-2021-01 DRAFT

Date: January 18, 2021

Review Date: January 2025

Pages: 2

PURPOSE Board members are paid an honorarium for attending regularly scheduled meetings and this policy outlines the guidelines.

POLICY General An honorarium will be paid to Board members, based on the number of regularly scheduled meetings attended, to a maximum of ten (10) meetings per year.

Application This policy applies to all current Board Members, except elected officials, who regularly attend Board meetings.

Guidelines Honoraria are paid to Board members based on attendance at regularly scheduled Board meetings.

The honoraria will be paid in installments following the June and December meetings.

No additional honoraria will be paid for attendance at events or meetings other than official Board meetings (e.g. - Town Council meetings, Library programmes and events etc.).

Board members who incur costs as a result of representing the Board at meetings held outside of the Town, or who attend conferences (e.g. - Ontario Library Association Super Conference) will be reimbursed for actual expenses incurred, subject to the submission of proper documentation to the Board. Such expenses may include mileage from the point of departure, registration, meals, incidentals or other such expenses as established by policy and approved by the Board.

Board members who use their personal vehicle on Library business shall be compensated at the current rate per kilometre as approved by the Library Board, subject to the completion of the required forms.

Approved by the Innisfil Public Library Board, January 18, 2021 Motion Number: 2021.__

Supersedes Policy #B-2017-01, approved January 18, 2021, Motion #2021-XX; & Policy #B-2012-07, approved May 22, 2012, Motion #2012.42; & Policy #2009-09, approved April 20, 2009, Motion #2009.34; & Policy #2006–19, approved May 8, 2006, Motion #2006.51; & Policy #2002-27, approved December 9, 2002, Motion #2002.61.

BOARD HONORARIA POLICY #B-2021-01 Page 2 of 2

8a.01.02

SUBJECT: BOARD - HONORARIA POLICY

Policy No: B-2017-01

Date: January 16, 2017

Review Date: January 2021

Number of Pages: 2

PURPOSE Board members are paid an honorarium for attending regularly scheduled meetings and this policy outlines the guidelines.

POLICY General An honorarium will be paid to Board members, based on the number of regularly scheduled meetings attended, to a maximum of ten (10) meetings per year.

Application This policy applies to all current Board Members, except elected officials, who regularly attend Board meetings.

Guidelines Honoraria are paid to Board members based on attendance at regularly scheduled Board meetings.

The honoraria will be paid in installments following the June and December meetings.

No additional honoraria will be paid for attendance at events or meetings other than official Board meetings (e.g. - Town Council meetings, Library programmes, Seepe Walters Awards Ceremony, etc.).

Board members who incur costs as a result of representing the Board at meetings held outside of the Town, or who attend conferences (e.g. - Ontario Library Association Super Conference) will be reimbursed for actual expenses incurred, subject to the submission of proper documentation to the Board. Such expenses may include mileage from the point of departure, registration, meals, incidentals or other such expenses as established by policy and approved by the Board.

Board members who use their personal vehicle on Library business shall be compensated at the current rate per kilometre as approved by the Library Board, subject to the completion of the required forms.

Approved by the Innisfil Public Library Board, January 16, 2017 Motion Number: 2017.__

Supersedes Policy #B-2012-07, approved May 22, 2012, Motion #2012.42; & Policy #2009-09, approved April 20, 2009, Motion #2009.34; & Policy #2006–19, approved May 8, 2006, Motion #2006.51; & Policy #2002-27, approved December 9, 2002, Motion #2002.61.

BOARD HONORARIA POLICY #B-2017-01 Page 2 of 2

8b.01.01

SUBJECT: EMPLOYMENT – CARPOOL MANAGEMENT POLICY

Policy No: E-2020-02

Date: January 18, 2021 DRAFT

Review Date: January 2025

Pages: 3

PURPOSE This purpose of this policy is to establish guidelines for the administration of an Innisfil Public ideaLAB & Library Staff Carpool Programme.

POLICY General A Carpool Management Policy is intended to actively support more environmentally, socially and economically sustainable forms of transportation. That being said the Library recognizes that carpooling is a significant commitment, which will require extra effort and may occasionally result in inconvenience to one or more of the carpool partners.

Application Any Library Staff member who wishes to participate in a carpooling programme with at least one other Library Staff member.

Definitions A Carpool Group is a group of two or more persons employed by the Innisfil Public Library Board.

Formal Carpooling is a formal arrangement whereby at least two participants regularly commute together in one vehicle. Participants reside in different households, often share commuting costs and occasionally take turns driving. Carpoolers establish their own arrangements to suit the group.

Informal Carpooling often referred to as Ridesharing, is a personal arrangement between a driver and one or more passengers. Examples of informal carpooling include someone offering an occasional ride to another person or family members commuting together.

Preferred and Designated Spots are those parking stalls in Library controlled parking lots that are located closest to the building and identified with the appropriate signage.

EMPLOYMENT - Carpool Management Policy #E-2021-02 Page 1 of 3

Guidelines 1. ELIGIBILITY: To be eligible for the Carpool Emergency Ride Home Programme, carpool members must be registered as a Carpool Group (see Section 6 for instructions on how to register); live more than two kilometres from work and be employed by Innisfil Public Library Board.

2. PROMOTION: The Library Board will offer some incentives (as provided for in this policy) to Staff to encourage the use of carpooling. Carpooling will be promoted to staff verbally at staff meetings and through posters and brochures.

3. PREFERENTIAL PARKING PROGRAMME: Staff who are members of registered Carpool Groups are entitled to park in preferred and designated spots in Library controlled parking lots during scheduled hours of work.

4. MILEAGE: Staff who carpool to external business meetings will be reimbursed for mileage at an enhanced rate as determined and reviewed by the Board.

5. EMERGENCY RIDE HOME PROGRAMME: The Carpool Emergency Ride Home Programme provides a ride home for carpoolers in case of an emergency. For many potential carpoolers, this eliminates the fear of being “stranded” at work should an emergency arise.

An employee of Innisfil Public Library Board may use this programme if: a) He/she They or an immediate family member becomes ill or is involved in an emergency situation; b) The driver of the Carpool Group must leave (with the vehicle used by the group) due to his/her their own illness or for an immediate family member emergency; c) They register as per section 6.

Members of a registered Carpool Group who require a ride home in the event of a bona fide emergency may call a taxi from a local company of their choice or use public transit if available.

NON-EMERGENCIES: The following situations do not constitute an emergency under the Emergency Ride Home programme: a) Personal errands; b) Scheduled appointments; c) Scheduled overtime; d) Work-related travel; e) Emergencies not related to immediate family members; f) Taxi transport as a substitute for transport by ambulance.

RESPONSIBILITY: EMPLOYMENT - Carpool Management Policy #E-2021-02 Page 2 of 3

The Innisfil Public Library Board is not responsible for any losses, damage, injury or death suffered by any carpool member while using the Emergency Ride Home programme or through their participation in a registered Carpool Group. Carpool users are free to use any taxi service of their choice and assume all related risks.

LIMITATIONS: Each member of a Carpool Group may use the Emergency Ride Home programme up to a maximum of 2 times per calendar year and $50 per use.

REIMBURSEMENTS: To obtain reimbursements, carpool group members must: a) Pay the taxi fare and request a receipt (tips are not covered). b) Complete and submit to Library Administration, the Emergency Ride Home Programme Reimbursement Form within ten business days, together with the original receipt. Reimbursement will be denied unless the original receipt is submitted. c) If the emergency is deemed eligible, the employee will be reimbursed as quickly as the accounting processes allow.

6. CARPOOL REGISTRATION and DISSOLUTION: a) Employees who wish to form a Carpooling Group must register by completing the Staff Carpooling Programme Registration Form and submitting it to Library Administration. b) Registered Carpool Groups will receive a valid carpool permit, which must be clearly displayed when parking in the preferred and designated parking spot(s). c) Any member of a Carpool Group can request to leave the group at any time and cancel his/her their registration. d) A Carpool Group is considered as dissolved when its membership falls below two members, or the group is no longer considered eligible to belong to a carpool group according to the criteria set out in this policy. e) A dissolved Carpool Group must return its carpool permit to Library Administration. f) Any individual who knowingly makes a false reimbursement claim under the Emergency Ride Home Programme will not be reimbursed and will lose this privilege.

Related Documents E-Carpool Management Procedure

Approved by the Innisfil Public Library Board, January 18, 2021, Motion Number: 2021.XX

Supersedes Policy #E-2017-03, approved January 16, 2017, Motion #2017.02 & Policy #E-2013-11, approved September 16, 2013, Motion #2013.79; & Policy #E-2010-05, approved February 16, 2010, Motion #2010.20.

EMPLOYMENT - Carpool Management Policy #E-2021-02 Page 3 of 3

8b.01.02

SUBJECT: EMPLOYMENT – CARPOOL MANAGEMENT POLICY

Policy No: E-2017-03

Date: January 16, 2017

Review Date: January 2021

Number of Pages: 5 (including appendices)

PURPOSE This purpose of this policy is to establish guidelines for the administration of an Innisfil Public Library Staff Carpool Programme.

POLICY General A Carpool Management Policy is intended to actively support more environmentally, socially and economically sustainable forms of transportation. That being said the Library recognizes that carpooling is a significant commitment, which will require extra effort and may occasionally result in inconvenience to one or more of the carpool partners.

Application Any Library Staff member who wishes to participate in a carpooling programme with at least one other Library Staff member.

Definitions A Carpool Group is a group of two or more persons employed by the Innisfil Public Library Board.

Formal Carpooling is a formal arrangement whereby at least two participants regularly commute together in one vehicle. Participants reside in different households, often share commuting costs and occasionally take turns driving. Carpoolers establish their own arrangements to suit the group.

Informal Carpooling often referred to as Ridesharing, is a personal arrangement between a driver and one or more passengers. Examples of informal carpooling include someone offering an occasional ride to another person or family members commuting together.

Preferred and Designated Spots are those parking stalls in Library controlled parking lots that are located closest to the building and identified with the appropriate signage.

EMPLOYMENT - Carpool Management Policy #E-2017-03 Page 1 of 5

Guidelines 1. ELIGIBILITY: To be eligible for the Carpool Emergency Ride Home Programme, carpool members must be registered as a Carpool Group (see Section 6 for instructions on how to register); live more than two kilometres from work and be employed by Innisfil Public Library Board.

2. PROMOTION: The Library Board will offer some incentives (as provided for in this policy) to Staff to encourage the use of carpooling. Carpooling will be promoted to staff verbally at staff meetings and through posters and brochures.

3. PREFERENTIAL PARKING PROGRAMME: Staff who are members of registered Carpool Groups are entitled to park in preferred and designated spots in Library controlled parking lots during scheduled hours of work.

4. MILEAGE: Staff who carpool to external business meetings will be reimbursed for mileage at an enhanced rate as determined and reviewed by the Board.

5. EMERGENCY RIDE HOME PROGRAMME: The Carpool Emergency Ride Home Programme provides a ride home for carpoolers in case of an emergency. For many potential carpoolers, this eliminates the fear of being “stranded” at work should an emergency arise.

An employee of Innisfil Public Library Board may use this programme if: a) He/she or an immediate family member becomes ill or is involved in an emergency situation; b) The driver of the Carpool Group must leave (with the vehicle used by the group) due to his/her own illness or for an immediate family member emergency; c) They register as per section 6.

Members of a registered Carpool Group who require a ride home in the event of a bona fide emergency may call a taxi from a local company of their choice or use public transit if available.

NON-EMERGENCIES: The following situations do not constitute an emergency under the Emergency Ride Home programme: a) Personal errands; b) Scheduled appointments; c) Scheduled overtime; d) Work-related travel; e) Emergencies not related to immediate family members; f) Taxi transport as a substitute for transport by ambulance.

EMPLOYMENT - Carpool Management Policy #E-2017-03 Page 2 of 5

RESPONSIBILITY: The Innisfil Public Library Board is not responsible for any losses, damage, injury or death suffered by any carpool member while using the Emergency Ride Home programme or through their participation in a registered Carpool Group. Carpool users are free to use any taxi service of their choice and assume all related risks.

LIMITATIONS: Each member of a Carpool Group may use the Emergency Ride Home programme up to a maximum of 2 times per calendar year and $50 per use.

REIMBURSEMENTS: To obtain reimbursements, carpool group members must: a) Pay the taxi fare and request a receipt (tips are not covered). b) Complete and submit to Library Administration, the Emergency Ride Home Programme Reimbursement Form within ten business days, together with the original receipt. Reimbursement will be denied unless the original receipt is submitted. c) If the emergency is deemed eligible, the employee will be reimbursed as quickly as the accounting processes allow.

6. CARPOOL REGISTRATION and DISSOLUTION: a) Employees who wish to form a Carpooling Group must register by completing the Staff Carpooling Programme Registration Form and submitting it to Library Administration. b) Registered Carpool Groups will receive a valid carpool permit, which must be clearly displayed when parking in the preferred and designated parking spot(s). c) Any member of a Carpool Group can request to leave the group at any time and cancel his/her registration. d) A Carpool Group is considered as dissolved when its membership falls below two members, or the group is no longer considered eligible to belong to a carpool group according to the criteria set out in this policy. e) A dissolved Carpool Group must return its carpool permit to Library Administration. f) Any individual who knowingly makes a false reimbursement claim under the Emergency Ride Home Programme will not be reimbursed and will lose this privilege.

7. APPENDICES 1 Staff Carpooling Group Registration Form #HR-08-2013 2 Staff Carpooling Group – Emergency Ride Home Programme – Reimbursement Form #HR-09-2013

Approved by the Innisfil Public Library Board, January 16, 2017, Motion Number: 2017.02

Supersedes Policy #E-2013-11, approved September 16, 2013, Motion #2013.79; & Policy #E-2010-05, approved February 16, 2010, Motion #2010.20.

EMPLOYMENT - Carpool Management Policy #E-2017-03 Page 3 of 5

Staff Carpooling Group Registration Form

Date of Application: ______

Name of Applicant: ______

Members of Proposed Carpooling Group: ______

______

______

Regular Destination of Carpooling Group: ______

Expected Days/Times to be parked at Destination (must be at least 2 per week):

Monday: ______Tuesday: ______

Wednesday: ______Thursday: ______

Friday: ______Saturday: ______

Signature of Applicant: ______

Signature(s) of Other Members: ______

______

______

Approved by: ______Chief Librarian/CEO or Designate Date

Carpool Permit Provided: □ Carpool Permit # ______

Emergency Ride Home Programme Utilized: □ ______□ ______Date Date Appendix #1 HR-08-2013 EMPLOYMENT - Carpool Management Policy #E-2017-03 Page 4 of 5

Staff Carpooling Group – Emergency Ride Home Programme – Reimbursement Form

Date of Application for Reimbursement: ______

Carpool Group #: ______

Name of “Stranded Carpooler”: ______

Date of Incident: ______

Brief Description of Emergency Stranding the Carpooler: ______

______

______

Has the Emergency Ride Home Programme been used before? Yes □ No □

If yes, please provide dates: ______

Cost of Emergency Ride Home: ______(please attach original receipts)

Signature of Applicant: ______

Approved by: ______Chief Librarian/CEO or Designate Date

This programme is managed pursuant to the current Innisfil Public Library EMPLOYMENT - Carpool Management Policy.

Appendix #2 HR-09-2013

EMPLOYMENT - Carpool Management Policy #E-2017-03 Page 5 of 5

8c.01.01

SUBJECT: EXAM PROCTORING POLICY

Policy No: 2021-03 DRAFT

Date: January 18, 2021

Review Date: January 2025

Pages: 2

PURPOSE This policy outlines the conditions and guidelines under which Library facilities may be used to proctor exams.

POLICY General Innisfil Public ideaLAB & Library supports the lifelong learning goals of the residents of Innisfil. To support these goals, the Library may proctor exams for the residents of Innisfil and/or members of the Innisfil Public Library, subject to the availability of authorized staff and resources and the requirements of the issuing educational institution.

Application Proctoring is available to Innisfil residents or anyone holding a valid Innisfil Public ideaLAB & Library card.

Guidelines Proctoring is to be conducted by a Manager or designate.

Examinations must occur during the Library’s regular hours of operation. Library Staff will attempt to meet the scheduling needs of the examination taker so students are asked to provide as much notice as possible. However, Staff has the final authority when setting the date and time of examinations. Rescheduling of test appointments is subject to the approval of the Manager. The student bears sole responsibility for ensuring that all examination requirements have been met.

Innisfil Public ideaLAB & Library accepts no responsibility for any charges involved in proctoring (e.g. postal charges, photocopying, etc). There is no cost to Innisfil residents or anyone holding a valid Innisfil Public ideaLAB & Library card, for this proctoring service. However, where an institution pays for the proctoring of an exam the payment should be made payable to: Innisfil Public Library.

Approved by the Innisfil Public Library Board, January 18, 2021 Motion Number: 2021.XX

Supersedes Policy #2017-02, approved January 16, 2017, motion 2017.02 & Policy #2013-01, Approved January 21, 2013, Motion #2013.12; & Policy #2010-07, Approved on March 8, 2010, Motion #2010.29; & Policy #2007-04, Approved on September 17, 2007, Motion #2007.45; & Policy #2004-04, Approved on March 8, 2004, Motion #2004.25.

Exam Proctoring Policy #2021-03 Page 2 of 2

8c.01.02

SUBJECT: EXAM PROCTORING POLICY

Policy No: 2017-02

Date: January 16, 2017

Review Date: January 2021

Pages: 2

PURPOSE This policy outlines the conditions and guidelines under which Library facilities may be used to proctor exams.

POLICY General Innisfil Public Library supports the lifelong learning goals of the residents of Innisfil. To support these goals, the Library may proctor exams for the residents of Innisfil and/or members of the Innisfil Public Library, subject to the availability of authorized staff and resources and the requirements of the issuing educational institution.

Application Proctoring is available to Innisfil residents or anyone holding a valid Innisfil Public Library card.

Guidelines Proctoring is to be conducted by a Manager or designate.

Examinations must occur during the Library’s regular hours of operation. Library Staff will attempt to meet the scheduling needs of the examination taker so students are asked to provide as much notice as possible. However, Staff has the final authority when setting the date and time of examinations. Rescheduling of test appointments is subject to the approval of the Manager. The student bears sole responsibility for ensuring that all examination requirements have been met.

Innisfil Public Library accepts no responsibility for any charges involved in proctoring (e.g. postal charges, photocopying, etc). There is no cost to Innisfil residents or anyone holding a valid Innisfil Public Library card, for this proctoring service. However, where an institution pays for the proctoring of an exam the payment should be made payable to: Innisfil Public Library.

Approved by the Innisfil Public Library Board, January 16, 2017 Motion Number: 2017.02

Supersedes Policy #2013-01, Approved January 21, 2013, Motion #2013.12; & Policy #2010-07, Approved on March 8, 2010, Motion #2010.29; & Policy #2007-04, Approved on September 17, 2007, Motion #2007.45; & Policy #2004-04, Approved on March 8, 2004, Motion #2004.25.

Exam Proctoring Policy #2017-02 Page 2 of 2