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Hamilton Public Library Board Mission Statement Freedom to Discover Strategic Priorities A Community Beacon Relevant and Responsive A Creative and Changing Organization HAMILTON PUBLIC LIBRARY BOARD Regular Board Meeting Wednesday, June 15, 2016 Central Library, Board Room 5:00 p.m. Meeting 7:00 p.m. Annual Chairmen’s Dinner AGENDA 1. Discussion Period 1.1 Welcome Tony Del Monaco 2. Acceptance of the Agenda 3. Minutes of the Hamilton Public Library Board Attachment #3 Meeting of Wednesday, May 18, 2016 4. Presentations 4.1 Story Walk – K. Anderson/N. Brun 4.2 Strategic Plan – PT 5. Consent Items 5.1 Carlisle & Waterdown Update - KA Attachment #5.1 Suggested Action: Receive 5.2 Central Library Doors – MS/TD Attachment #5.2 Suggested Action: Recommendation 5.3 SOLS Report – VC Attachment #5.3 Suggested Action: Receive 6. Business Arising 6.1 Upcoming Agenda Items - PT Attachment #6.1 Suggested Action: Recieve 6.2 Federation of Public Libraries Follow-up - PT Attachment #6.2 Suggested Action: Recommendation 6.3 Threshold limits for suspending borrowing Attachment #6.3 Privileges – MS Suggested Action: Recommendation 7. Correspondence 8. Reports 8.1 Chief Librarian’s Report Attachment #8.1 Suggested Action: Receive 9. New Business 9.1 NOTICE OF MOTION – Library Board Bylaws Attachment #9.1 Suggested Action: Recommendation 9.2 Major Construction Project Update – KA Attachment #9.2 Suggested Action: Receive 9.3 Year to Date Budget Variance Report – TD Attachment #9.3 Suggested Action: Receive 10. Private and Confidential 10.1 CEO Mid-year Progress Report 11. Date of Next Meeting Wednesday, September 21, 2016 Central Library, Board Room, 5th Floor 5:30 p.m. Dinner 6:00 p.m. Meeting 12. Adjournment Attachment #3 Mission Statement Freedom to Discover Strategic Priorities A Community Beacon Relevant and Responsive A Creative and Changing Organization HAMILTON PUBLIC LIBRARY BOARD Regular Board Meeting Wednesday, May 18, 2016 Central Library, Board Room 5:30 p.m. Dinner 6:00 p.m. Meeting MINUTES PRESENT: Jennifer Gautrey, Mary Ann Leach, Clare Wagner, Councillor Pearson, Douglas Brown, Vikki Cecchetto, John Kirkpatrick, Suzan Fawcett, Councillor Partridge, Lori-Anne Spence-Smith STAFF: Lisa DuPelle, Karen Anderson, Melanie Southern, Paul Takala, Lita Barrie, Sherry Fahim, Karen Hartog REGRETS: George Geczy GUESTS: John Black, Kathleen Shannon, Dijia Qin, Stephen Abram Ms Leach called the meeting to order at 6:00 p.m. 1. Discussion Period 1.1 Board members welcomed Sherry Fahim, Director Digital Technology & Creation. 1.2 Ms Leach provided an update on the Carlisle Branch. There is an opportunity for the Library to partner with the arena which is slated for an upgrade. City is conducting a feasibility study to incorporate a library within the arena. 1.3 The fourth floor opening is schedule for June 9th from 4:00 to 6:00 p.m. An invitation will be forthcoming to the Library Board members. Attachment #3 2. Acceptance of the Agenda MOVED by Ms Spence-Smith, seconded by Ms Gautrey, THAT THE AGENDA BE ACCEPTED AS PRESENTED. MOTION CARRIED 3. Minutes of the Hamilton Public Library Board Meeting of Wednesday, April 20, 2016 MOVED by Ms Gautrey, seconded by Ms Spence-Smith, THAT THE MINUTES OF THE HAMILTON PUBLIC LIBRARY BOARD MEETING OF WEDNESDAY, APRIL 20, 2016 BE ACCEPTED AS PRESENTED. MOTION CARRIED. 4. Presentations 4.1 FOPL – Stephen Abram Mr. Abram reviewed the role that FOPL is playing for Ontario libraries. 4.2 Pop-up Library Presentation – DQ/KS Ms Qin and Ms Shannon presented an overview of the pop-up library being conducted. The first location for the pop-up library was in Jackson Square. Other locations to be visited include Big B Comics, Winona Farmer’s Market and Art Gallery of Hamilton. 5. Consent Items MOVED by Ms Fawcett, seconded by Ms Cecchetto, THAT CONSENT ITEM 5.1 BE APPROVED AS PRESENTED. MOTION CARRIED. 5.1 That the Hamilton Public Library Board approves the allocation of up to $300,000 from the Reserve Funds (Computers & Servers Acct #106014) to support the staff phase of the computer renewal project. That the Hamilton Public Library Board identifies Compugen and Audcomp as authorized vendors to provide computer hardware and Attachment #3 related services to Hamilton Public Library. 6. Business Arising 6.1 Upcoming and Outstanding Agenda Items MOVED by Ms Spence-Smith, seconded by Ms Cecchetto, THAT THE UPCOMING AND OUTSTANDING AGENDA ITEMS REPORT BE RECEIVED. MOTION CARRIED. 6.2 Start the Cycle MOVED by Mr. Kirkpatrick, seconded by Ms Gautrey, THE HAMILTON PUBLIC LIBRARY BOARD RECEIVES THIS START THE CYCLE SUMMARY REPORT FOR INFORMATION. MOTION CARRIED. 6.3 In-Camera Process MOVED by Ms Cecchetto, seconded by Ms Spence-Smith, THE HAMILTON PUBLIC LIBRARY BOARD RECEIVES THIS REPORT FOR INFORMATION. MOTION CARRIED. 6.4 Construction Renovations Lessons Learned MOVED by Ms Wagner, seconded by Ms Gautrey, THAT THIS REPORT ON LESSONS LEARNED BE RECEIVED FOR COMMENT AND THAT STAFF INCORPORATE RELEVANT INFORMATION AND BOARD FEEDBACK INTO THE FACILITIES MASTER PLAN FOR BOARD REVIEW LATER THIS YEAR. MOTION CARRIED. Attachment #3 6.5 Borrowing Parameters MOVED by Councillor Pearson, seconded by Ms Wagner, THAT THE HAMILTON PUBLIC LIBRARY BOARD APPROVES THE MODIFICATIONS TO THE BORROWING PARAMETERS. THAT STAFF UPDATE APPROPRIATE POLICIES AND SCHEDULES TO REFLECT THESE CHANGES. MOTION CARRIED. 7. Correspondence No correspondence. 8. Reports 8.1 Chief Librarian’s Report MOVED by Ms Cecchetto, seconded by Mr. Kirkpatrick, THE HAMILTON PUBLIC LIBRARY BOARD RECEIVES THIS REPORT FOR INFORMATION. MOTION CARRIED. 8.2 Report from the Policy Review Committee MOVED by Ms Cecchetto , seconded by Mr. Kirkpatrick, THE HAMILTON PUBLIC LIBRARY BOARD RECEIVES THIS REPORT FOR INFORMATION. MOTION CARRIED. MOVED by Mr. Kirkpatrick, seconded by Mr. Brown, THAT THE MINUTES OF THE AD HOC POLICY REVIEW COMMITTEE MEETING MINUTES OF MAY 9, 2016 BE APPROVED AS PRESENTED. MOTION CARRIED. Attachment #3 CEO/Chief Librarian Performance Appraisal It was agreed by the Library Board to remove the “in-camera” references listed in the policy. MOVED by Ms Fawcett , seconded by Ms Gautrey, THE HAMILTON PUBLIC LIBRARY BOARD APPROVE THE CEO/CHIEF LIBRARIAN PERFORMANCE APPRAISAL WITH AMENDMENTS. MOTION CARRIED. Hamilton Public Library Board Bylaws Ms Cecchetto reviewed the amendments being proposed to the Hamilton Public Library Board bylaws. This item will be placed on the June meeting as a notice of motion. 8.3 Report from the Audit Committee MOVED by Mr. Brown, seconded by Ms Cecchetto, THE HAMILTON PUBLIC LIBRARY BOARD RECEIVES THIS REPORT FOR INFORMATION. MOTION CARRIED. MOVED by Mr. Kirkpatrick, seconded by Ms Gautrey, THE HAMILTON PUBLIC LIBRARY BOARD RECEIVES THE AUDITED FINANCIAL STATEMENTS. MOTION CARRIED. MOVED by Mr. Brown, seconded by Ms Gautrey, THE HAMILTON PUBLIC LIBRARY BOARD RECEIVES THE HAMILTON PUBLIC LIBRARY BOARD TRUST FUNDS REPORT. MOTION CARRIED. Attachment #3 9. New Business 9.1 Report on Reserves MOVED by Mr. Kirkpatrick, seconded by Ms Fawcett, THAT THE RESERVES UPDATE BE RECEIVED FOR INFORMATION. MOTION CARRIED. 9.2 Makerspace Fees MOVED by Ms Spence-Smith, seconded by Ms Wagner, THAT THE HAMILTON PUBLIC LIBRARY BOARD APPROVES THE FEE STRUCTURES FOR VINYL PRINTING/ CUTTING, EMBROIDERY AND LARGE FORMAT PRINTING SERVICES AS PER THE UPDATED FINES AND FEE SCHEDULE. MOTION CARRIED. 10. Private and Confidential No private and confidential items. 11. Date of Next Meeting Wednesday, June 15, 2016 Central Library, Board Room, 5th Floor 5:00 p.m. Meeting 7:00 p.m. Annual Chairmen’s Dinner 12. Adjournment MOVED by Ms Cecchetto, seconded by Ms Fawcett, THAT THE HAMILTON PUBLIC LIBRARY BOARD MEETING OF WEDNESDAY, MAY 18, 2016 BE ADJOURNED. MOTION CARRIED. The meeting was adjourned at 8:45 p.m. Minutes recorded by Karen Hartog Attachment #5.1 Date: June 10, 2016 To: Chair and Members of the Board c.c. Paul Takala, Chief Librarian From: Karen Anderson, Director of Public Service Subject: Carlisle/Waterdown Update RECOMMENDATION: That the Hamilton Public Library Board receives this report for information. BACKGROUND: With the opening of the new Waterdown branch the Board requested that a review of Carlisle be conducted after a full year of Waterdown operation. The Waterdown branch opened in December 2015 and this report provides a brief six month update of key indicators for both the Carlisle and Waterdown branches. During the last six months Carlisle has experienced increased usage by the community. Circulation and the number of visitors are both up by 10% over the previous year and the number of computer sessions has doubled. During the same period the new Waterdown library has been hugely popular with residents, with families in particular, discovering the new spaces. In six months an astounding 1636 new cards have been issued at Waterdown as compared to 286 the previous year and circulation is up by 51% . The number of visitors to the branch has doubled and the number of public computer sessions increased by almost 300%. In terms of programming, the addition of a multipurpose room has been a game changer as programs are now offered for all ages. In six months programs and attendance have more than tripled. With these very positive results, all signs indicate that the new branch is well positioned to expand services and meet the demands of the growing Waterdown community. Staff in both locations are looking forward to a very busy summer. Page 2 of 2 Attachment #5.1 Circulation % Change Dec 2014 - Dec 2015 - 2015-2016 May 2015 May 2016 Carlisle 9.84% 17,518 19,242 Waterdown 51.12% 74,214 112.155 In Person Visits % Change 2015 Q1 2015 Q2 2016 Q1 2016 Q2 2015-2016 Carlisle 9.76% 3,562 3,900 4,511 3,679 Waterdown 113.63% 14,105 12,584 36,941 20,075 Programming % Change Dec 2014- Dec 2015- 2015-2016 May 2015 May 2016 Programs -24.24% 33 25 Carlisle Attendance -7.43% 202 187 Programs 247.83% 69 240 Waterdown Attendance 308.41% 844 3447 Public Computer Usage % Change Dec 2014 - Dec 2015 - 2015-2016 May 2015 May 2016 Carlisle Sessions 109.20% 261 546 Waterdown Sessions 293.28% 2,336 9,187 Attachment #5.2 Date: June 10, 2016 To: Chair and Members of the Board c.c.
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