January 2015 (Pdf)

AIRDRIE LIBRARY BOARD MEETING AGENDA 6:30pm, Tuesday, January 2th, 2015

1. Call to Order

2. Consideration of the Agenda

1 3. Approval of minutes from the Dec. 9 h Board Meeting

4. Public question and answer period

5. Board Development and Advocacy 5.1 PLSB Board Basics Workshops 5.2 Calgary Public Library Special Report 5.3 Southern Alberta Library Conference: March 20, 21

6. Business arising from the minutes 6.1 Board Report: Fund Development Consultant RFQ 6.2 Smart Locker Proposal 6.3 Board Report: Marigold Representative

7. Reports 7.1 Financial Report 7.1.1 November Financial Statements 7.1.2 Board Report: Fund Development Reserve: meetings with City 7.2 Facility Expansion: New Facility Planning Staff Committee - Patti Murray & Clay Aragon 7.3 Advocates for Airdrie Public Library · 7.4 Personnel Committee Report 7.5 Library Director Report- J. Jevne 7.5.1 Director's Report 7.5.2 Library Link: December, January 7.6 Marigold Report- K. Jessen-White

8. New Business 8.1 New Children and Youth Services Manager 1 8.2 Free a Book I Free a Reader: Feb. 2 to Feb. 28 h 8.3 Plan of Service 2015-17 Update 8.4 Notice of Motion- New Policy Proposal: Social Media

9. Board Paperwork 9.1 2014 Volunteer Hours for Board Members (add hours for all events, reading, meetings, presentations) Please review your 2014 hours as they will be tabulated next week to add to our annual report for PLSB. 10. Circulation 10.1 Correspondence: 1 0.1.1 City of Airdrie Grant Confirmation 1 0.1.2 Calgary's New Central Library 10.2 Marigold Report 10.3 Marigold Newsletter 10.4 APL 2014 Statistics: November, December

11 . Summary of action items for next meeting Next Board Meeting - February 24th, 2015 at 6:30pm 12. Adjournment At the Library CITY OF AIRDRIE LIBRARY BOARD DECEMBER 9, 2014

Minutes of the Regular Meeting of the City of Airdrie Library Board, held at the Airdrie Public Library, with the following:

PRESENT: Members (Chair) D. Nelles T. Daigle Alderman K. Hegg K. Jessen-White Alderman C. Kolson S. Sweet M. Weger

Staff Director J. Jevne M. Aalhus Recording Secretary K. Kirkpatrick-Lauzon

Absent with Regrets J. Dufort D. Fedun

Agenda Item 1 CALL TO ORDER

The Chair called the meeting to order at 6:30 p.m.

Agenda Item 2 CHANGES TO AND ACCEPTANCE OF AGENDA

5.3 Resignation Letter 7.1.4 Moved up to become item 6.3 8.4 Moved up to become 8.1 10.3 Current Population 10.4 PLSB Letter

2014-L-030 MOTION: C. Kolson/K. Jessen-White CARRIED That the agenda be accepted as amended.

Agenda Item 3 APPROVAL OF MINUTES

A grammatical correction was noted to the last sentence of agenda item 5.2 in the minutes of the October 28, 2014 meeting.

2014-L-031 MOTION: T. Daigle/C. Kolson CARRIED That the minutes of the meeting of October 28, 2014 be approved as amended.

2014-L-032 MOTION: S. Sweet/K. Jessen-White CARRIED That J. Dufort and D. Fedun be excused from the meeting.

Agenda Item 4 PUBLIC QUESTION AND ANSWER PERIOD

There was no public in attendance.

Agenda Item 5 BOARD DEVELOPMENT AND ADVOCACY

Agenda Item 5.1 PLSB Board Basics Workshop

J. Jevne presented information on PLSB Board Workshops. The Board Regular Meeting of Airdrie Library Board December 9, 2014 Page2

agreed to investigate hosting a workshop in Airdrie in late February or early March, 2015.

Agenda Item 5.2 The Community and the Library - Kitty Pope

J. Jevne presented information on Kitty Pope and her work in the library world. The Board will review the information on their own time.

Agenda Item 5.3 Letter of Resignation

J. Jevne presented J. McClean's letter of resignation from the Board.

Agenda Item 6 BUSINESS ARISING FROM THE MINUTES

Agenda Item 6.1 RFQ Fund Development Consultant

M. Aalhus presented progress on the Request for Proposal for a Fund Development Consultant. The Board expressed that they would like to be part of the process of selecting a candidate.

2014-L-033 MOTION: K. Jessen-White/M. Weger CARRIED That the Airdrie Library Board accept the Request for Proposal as presented with an amendment that the award date falls after the next Library Board meeting and that the Library Board reviews the quotes.

Agenda Item 6.2 Fund Development Initiatives 2015 and draft Case for Support

M. Aalhus elicited feedback from the Board on which initiatives to pursue and move forward on in 2015.

M. Aalhus announced that the Library has been awarded the 2015 Rotary Golf Tournament (one-time) and the Lions Golf Tournament (a yearly commitment). Concern was raised by the Board over hosting two golf tournaments in 2015. The Board committed to host the Lions Golf Tournament and to co-host the Rotary Golf Tournament with another not for-profit organization.

M. Aalhus presented successes for the upcoming year and reported on her application for a casino license on behalf of the Advocates. The Board granted approval for the application to proceed.

M. Aalhus presented the latest draft of the Case for Support. The Board expressed concern over the CRA Guidelines and sponsor advertising.

Agenda Item 7 REPORTS

Agenda Item 7.1 Financial Report

Agenda Item 7.1.1 October Financial Statements

J. Jevne presented the October, 2014 Financial Statements. No concerns were raised.

Agenda Item 7.1.2 City of Airdrie Final Budget Deliberations Regular Meeting of Airdrie library Board December 9, 2014 Page3

The Board noted that the Library Board's presentation to the Council Budget Committee was a successful process this year.

There was discussion regarding the Smart Lockers and a potential partnership with Croxford High School.

MOTION: K. Jessen-White/C. Kolson CARRIED That the Airdrie Library Board pursue a potential Smart Locker partnership with Croxford High School.

Agenda Item 7.1.3 Board Report: Unrestricted Reserves. Restricted Reserves (Capital and Operational) and Carry Forward Reserves

J. Jevne clarified the meanings of the different types of reserves.

Agenda Item 7.2 Facility Expansion Committee

Agenda Item 7.2. 1 New Facility Planning Committee

The Board discussed the report.

Agenda Item 7.3 Advocates of library Report

The committee had nothing new to report.

Agenda Item 7.4 Personnel Committee Report

The committee had nothing new to report.

Agenda Item 7.5 library Director's Report

J. Jevne presented the November, 2014 Director Report to the Board. Ms. Jevne noted that free library cards are now becoming quite common around Alberta. A discussion followed.

Agenda Item 7.6 Marigold Report

S. Sweet advised that the next Marigold Board meeting will be held in January, 2015. Ms. Sweet advised that a letter was sent from Marigold to the Premier regarding paying the provincial per capita grant based on current population figures. A response was received saying that no change would be made.

Agenda Item 8 NEW BUSINESS

Agenda Item 8.1 Financial Policies Proposed Changes

J. Jevne presented proposed changes to the Financial Policies. The Board expressed concern over the number of quotes required in Section 6.5.2.1 (three written quotes) and in Section 6.5.2.3 (two written quotes). The Board raised concern over the proposed change to Section 6.2 requiring Board approval of expenditures over $5,000 outside the annual budget. The consensus was to reduce the threshold to $1 ,500.

2014-L-034 MOTION: K. Jessen-White/K. Hegg CARRIED That the Airdrie Library Board accept the notice of motion Regular Meeting of Airdrie Library Board December 9, 2014 Page4

with the reduction in amount for outside budget approvals without Board approval from $5,000 to $1 ,500.

Agenda Item 8.2 Elections

D. Nelles was elected Chair of the Airdrie Library Board by acclamation, effective immediately.

S. Sweet was elected Vice-Chair of the Airdrie Library Board by acclamation, effective immediately.

S. Sweet stepped down as Marigold representative for the Airdrie Library Board. K. Jessen-White was elected as the Marigold representative for the Airdrie Library Board by acclamation, effective immediately. J. Jevne noted that this appointment may need to be made by the City of Airdrie.

Agenda Item 8.3 Plan of Service 2015-2017 Community Planning Session

K. Hegg presented the Plan of Service 2011-2014 results. J. Jevne presented the results of the Plan of Service 2015-2017 Community Planning Session and Board input.

2014-L-035 MOTION: CARRIED That the Airdrie Library Board approve the top four Service Responses as chosen by the Community Planning Committee: Engage in Early Childhood Development Opportunities Connect to School-Age Children and Teens Arts and Cultural Awareness Understand How to Find, Evaluation & Use Information and to add a fifth Service Response: Know Your Community, which will be served through Community Profiles (a new opportunity through TRAG's ILS, Polaris Library System).

Agenda Item 9 BOARD PAPERWORK

Board members were asked to complete their Volunteer Hours for October and November, 2014.

Agenda Item 10 CIRCULATING CORRESPONDENCE

Board members were asked to review the Circulating Information.

Agenda Item 11 MARIGOLD INFORMATION: CIRCULATING

Board members were asked to review the Marigold Circulating Information.

Agenda Item 12 APL INFORMATION: CIRCULATING

Board members were asked to review the APL Circulating Information.

Agenda Item 13 SUMMARY OF ACTION ITEMS FOR NEXT MEETING

ALL Review information on Kitty Pope and her work in the library world

Director Investigate hosting a Board workshop in the spring Regular Meeting of Airdrie Library Board December 9, 2014 PageS

Arrange for book plate recognition for J. McClean Investigate concerns with City over CRA Guidelines Advise Council of change in Marigold representative Investigate Smart Locker partnership with Croxford High School in the new year

M. Aalhus Investigate concerns with City over CRA Guidelines

S. Sweet Advise Marigold of change in Airdrie's representative

Agenda Item 14 ADJOURNMENT

The Chair declared the meeting adjourned at 9:06 p.m.

Chairman

Recording Secretary CALGARY PUBLIC LIBRARY

THE DIARY OF OUR HERITAGE

Great cities are defined by the ability of all who live there, to access At tile heart information, knowledge and support to enrich their lives. We believe great cities need great libraries! Great libraries help us remember who we are of every great city and whaf shaped us. Our libraries hold our civic memories, our identity, generatidns ·of stories, books, photos, magazines, and archives. They are is a great library. the diary of our heritage.

Libraries must do more than just store our history and promote and strengthen literacy. Libraries of today must provide vital resources for children, youth and adults - services and supports that all Calgarians need to succeed and thrive in the knowledge economy.

THE LIBRARY OF THE FUTURE COMING IN 2015: The Calgary Public Library needs to be more than a system of buildings. • exciting new look It need to serve community. Beginning in 2015 Library staff members will spend more time in the neighbourhoods of our city, meeting people for libraries where they are. They won't just wait for people to come to the Library. • elirnination of the They will take the Library out to the community with intentional focus, to where and when the community most needs access to ideas and $2 hold fee information. • basic orintira credit ' ...1 for all Just as the New Central Library will be a cornerstone of downtown Calgary's redevelopment in 2018, each community library will respond to • sirnplified late fees the needs of families, children and the diverse population it serves. • free community rneeting space in all libraries f HE NEW CENTRAL LIBRARY WILL SERVE YOU!

Slated to open in 2018, just east of City Hall, the New Central Library will expect more than three million annual visitors and will serve our city's seniors who built this city!

It has been purposely designed for easy access from all directions, to attract Calgarians from all parts of the city. The building will feature a floor-to-ceiling atrium that will keep it light and bright, as well as larger spaces where the public can meet and learn, along with quiet areas for reading and thinking.

Our new 240,000 square foot building will contain hundreds of thousands of books, play space for kids, wifi and computers, foreign language books, more materials and resources - all creatively designed to carry us through the digital era and beyond!

OUR BOLD VISION: CALGARY PUBLIC SPECIAL REPORT LIBRARY s.~ BRANCH REVITALIZATION

In addition to the New Central Library, we are building four new community libraries- Rocky Ridge, Quarry Park, Seton and Symons Valley - plus upgrading all neighbourhood libraries. These will all serve as gathering places, community hubs and "living rooms" where people of all ages and backgrounds will come together to learn from each other and experience the vast resources available to them.

Library programs will also be expanded with the addition of daycare programs and the re-imagining of the bookmobile called ·ubrary2Go."

"The very existence of libraries affords the best evidence that we may yet have hope for the future of rnan.'' -· T.S. Fliot

!llustralron Mrr Extended rn courtesy oy Calqary Munictpal Land Corporatron

The New Central Library is the most ambitious civic project since 1988. With our new focus to strengthen neighbourhoods in growing communities and provide free access to all, we will be bringing the library into more people's lives. We can impact early-childhood literacy in a profound way and help support more economic growth through a more learned society.

If you would like to take a closer look at how the New Central Library w ill meet Calgarian's desire to share, innovate and grow, please see the plans on our website at www.calgarylibrary.ca. Then I hope you'll get as excited as we all are!

To create the best public library in the world! Airdrie Library Board

Board Report

MEETING DATE: Jan. 27th

AGENDA ITEM: 6.3

REASON FOR REPORT: to clarify process for appointing Marigold Representatives.

• It is a Council appointment. • Library staff notify the City (currently through Doreen Rabel) • City staff prepares a report to Council requesting that Council make an appointment to replace a representative. • The Board is able to send their recommendation for a new appointee. • The Appointment must be approved at a Council Meeting • Marigold needs a letter from the municipality of Airdrie (letterhead) naming Shelley's replacement, start date and the term (or end date).

Congratulations, Kayla:

CITY COUNCIL- REGULAR MEETING COUNCIL CHAMBERS 400 MAIN STREET SE JANUARY 19, 2015 at 5:30PM 1. CALL TO ORDER-5:30P.M. 2. COMMITTEE OF THE WHOLE (Due to the confidential nature of the items to be discussed, public attendance is not permitted.) 2.1. Airdrie Health Foundation Update (Mayor Brown) 2.2. Calgary Water/Wastewater Servicing Agreement Update (Lorne Stevens) 2.3. Potential Land Opportunity (Lorne Stevens) 2.4. Appointment of Marigold Representative to the Airdrie Municipal Library Board (Sharon Pollyck)

PREPARED BY: J. Jevne DATE: Jan. 20, 2015 ~ .\ .\

The City of Alrdrie Library Board Income Statement

~un Date: 221U1115 8:51 AM For period ending November 30,2014 I I ------November Year to Date + Budget Variance %Used --·------· - -- I 2014 I 2014 1 2014 I Income Statement __J_ __ -- - --~ Revenues I Memberships Fees - - - 4-1-407-74-070-00--- INDIVIDUAL MEMBERSHIPS -3,10J -- -38,520 - -42,600 -4,080 90.42% - -· ------· - 4-1-408-74-070-00 HOUSEHOLD MEMBERSHIPS -1,950 - -26,7251 -29,9751 -3,250 89.16% 4-1-409-74-070-00 NON-RESIDENT MEMBERSHIPS -35 - -1os j -70 33.33% ,--- - ~ --·- - 4-1-411-74-070-00 YOUTH MEMBERSHIP -50 -650 - -1,000 -350 65.00% 4-1-414-74-070-00 SENIOR MEMBERSHIPS -160 -2,105 -2,455 -350 85.74% - 4-1-415-74-070-00 STUDENT MEMBERSHIPS -SOl -530 -- -540 -10 98.15% - Total Memberships Fees I -5,310j -68,565 -76,675 -8,110 89.42% - - - --User-- Fees ------__j 4-1-412-74-070-00 --SALE OF BOOKS ----- I -- -476 -8,14oT -6,100 2,040 133.44% -·--- -- · - - ... -- 4-1-413-74-070-00 PHOTOCOPY & PRINTING CHARGES - -646 -9,156 -8,575 581 106.78%

4-1-530-74-070-00 FINES -2,2251 -26,930 -29,000 -2,070 92.86% - 4-1-551-74-070-00 INVESTMENT INCOME -9441 -14,298 -13,800 498 103.61% 4-1-590-74-070-00 MISCELLANEOUS REVENUES--- -7691 -5,573 -10,625 -5,052 52.45% Total User Fees -5,060 ' -64,0971 -68,100 -4,003 94.12% Donations I I I i- 4-1-410-74-071-00 ADOPT -PROGRAM-- DONATIONS - -3,278 -- -8,000 -4,722 40.98% -3,2781 - - - 4-1-591-74-070-00-- GENERAL DONATIONS - -1,501 -9,550 -8,049 15.72% -4841 - 4-1-592-74-070-00 FUND DEVELOPMENT DONATIONS _I -3,527 -13,649 -10,122 25.84% Total Donations I -3,7621 -8,306 -31,199 -22,893 26.62% I Grants I I ------~-- 4 - I 4-1-840-74-070-00 ALBERTA LIBRARY GRANT I -217,0301 -:217,~~1. 100.00% ·------I - -- 4-1-850-74-070-00 CITY OF AIRDRIE GRANT ---+ -1,227,805 -1,227,805 100.00% t - -- --· 4-1-851-74-070-00 OTHER GRANTS------14,864 -17,000 - -2,136 87.44% 4-1-852-74-070-00 MARIGOLD SERVICES GRANT I -40,869, -122,606 -114,604 8,002 106.98% ------4-1-853-74-070-00 CITY OF AIRDRIE GRANT LEASE/ COMMON COSl -194,624 -194,624 100.00% ------4-1-854-74-070-00 COUNTY GRANT ~ -16,912-- -20,792 - -3,880 81.34% I ! -- --~- - 1 Total Grants ---- -40,869 -1,793,841 -1,791,855 , 1,986 100.11% I Other Revenues ------I I ·- ·------.. - 4-1-594-74-070-00 FUND DEVELOPMENT EVENTS t- -4,845 -5,900 -1,055 82.12% - - - - 4-1-920-74-070-00 DRAW FROM RESERVES -- I 4-1-960-74-070-00 CITY SERVICES IN -KIND--- TRANSFER I_ -35,000 -35,000 4-1-962-74-070-00 OTHER REVENUE I -6,1501 -31,586 -34,000 -2,414 92.90% ------1 Total Other Revenues --, -6,150 -36,431, -74,900 -38,469 48.64% Total Revenues I -61,151\ -1,971,2401 -2,042,729 -71,489 96.50% , The City of Alrdrle Library Board Income Statement Run Date: 22101 n 5 8:51 AM For period ending November 30,2014

t---:------November Year to Date Budget - - Variance -rUsed - 2p14 2014 2014 I Expenses - I - Personnel Services ------+ - 1 -- -- I 4-2·110-74-070-00 SALARIES 31,760;- 357,233 - 528,633 171,400 67.511% ----~ - - 4-2·11S-74-070-00 RECOGNITION PROGRAMS -- 2,590 2,955j 1,225, -1,730 241.22% --4-2-120-74-070-00 WAGES -- -- _,. 51,510, S97,747 --612,S74 14,827 97.511% 4-2-130-74-070-00 BENEFITS 17,S311 206,0401 272,323 66,283 75.66% - ~- - 4-2-136-74-070-00 WORKERS COMPENSATION BOARD 2091 2,S78 3,S16 - 938 73.32% 4-2-138-74-070-00 VACATION ACCRUAL EXPENSE 500 500 1 Total Personnel Services 103,6001 1,166,553 1,418,771 252,2181 82.22% Administration -- - 4-2-207-74-070-00-- MARIGOLD SERVICE FEE - 223,020 223,020 I 100.00% 4-2-209-74-070-00 BOARD EVENTS & APPRECIATION 200 963 3,170 2,207 30.38% - 4-2-211-74-070-00 STAFF TRAVEL & EXPENSES 1 - - 9 2,0711 2,250 - i79J'92.04% - 4-2-213-74-070-00-- --- STAFF & BOARD DEVELOPMENT- . 6,343 - 8,440 2,0971 75.15% 4-2-214-74-070-00- MEMBERSHIPS- - 1,115 1,310 195 85.11% 4-2-216-74-070-00--- POSTAGE & FREIGHT ... - 138L _ 99.!1__ 1,375 377 72.58% 4-2-217-74-070-00 TELEPHONE -- I I 2,5001 2,500 . t- 1 --- 741 4-2-219-74-070-00 WEBSITE & eMARKETING I 1,o8ii 1,721 639 62.87% ------r -- 4-2-221-74-070-00-- ADVERTISING/PROMOTIONS/MARKETING - 535 9,640 10,345 705 93.19% 4-2-223-74-070-00- - -- CRIMINAL RECORDS-- REPORTS- . 270 200 25.93% 4-2-230-74-070-00 AUDIT FEES AND PROFESSIONAL FEES 8,3~ 16,000 (92.77%) .....__ I - ----4-2-274-74-070-00--- INSURANCE -- - - 2,340 2,250 -90 104.00% --- - ''·~t ~ - 4-2-290-74-070-00 SYSTEM SUPPORT -- 46 1,149 2,030 881 56.60% 4-2-510-74-070-00 PRINTING & STATIONARY - 3S2 4,164 4,552 388 91.48% 4-2-S11-74-070-00 OFFICE EQUIPMENT & SUPPLIES 612 4,793L 3,520 -1,273 136.16% ------~ - 4-2-520-74---070-00 MAINTENANCE AND LEASE CONTRACTS 32 5,287, 6,383 1,096 82.83% - 4-2-S86-74-070-00 PROGRAM EXPENSES 47S 7,907 6,291 -1,616 125.69% 4-2-S89-74-070-00-- TECHNOLOGY PURCHASES (SOFTWARE & HARE 149 1,834 3,90S 2,071 46.97% 4-2-810-74-070-00 -BANK CHARGES 204 2,131 2,600 - 4691 81.96% - 4-2·990-74-070-- ·00 CASH- OVER OR SHORT 19 so 24.00% --- 12f 381 Total Administration------2,84S 267,2191 294,2821 27,0631 90.80% FEC ------~~ 4-2-209-74-100-00 FE BOARD EXPENSES - t --- t -- 1,0501 ------..... - 1,0501 - 4-2-211-74-100-00 FE Travel------+- SOD ) 800 ------Total-- FEC -- - I 1,850 1,8SOi Materials -...------4-2-S81·74-070-00 BOOKS - ---- 1,220 8,292 6,000- ·2,292 138.20% ------r- . 4-2-S82-74-070-00 PERIODICALS 4,823 3,sool -1,323 137.80% 4-2-S85-74-070-00 AUDIO VISUAL MATERIALS SOD 5,523 6,500 977 84.97% 4-2·588-74-070-00 CATALOGING & PROCESSING, TRACPAC, REPAif 602 5,884 6,000 i16f" 98.07% - - Total Materials 2,322 24,522 22,000 -2,5221 111.46% - Building - I 4·2·252-74-070-00 BUILDING COMMON COST -- - 4,785 52,823t 59,027 6,204 89.49% -- -~ 4-2-2S3-74-070-00- FACILITY MAINTENANCE 20 3,767 2,250 -1,517 167.42% - - - - 4-2-261-74-070-00-- BUILDING LEASE PAYMENTS - -- 11,302 124,322 135,624 11,302 91.67% - -- - __._ 4---2·524-74·070-00 FURNITURE & EQUIPMENT 122 812r 275j -537 295.27% - I Total--- Building - 16,229! 181,7241 197,176 15,452 92.16% Utilitle~ . I I ------1 4-2·251·74-070-00 CUSTODIAN & SUPPLIES 2,577 26,257 36,150- 9,893 72.63% 4-2-S43-74-070-00-- NATURAL GAS --- I 443 3,5S71 4,000 443 88.93% - j - 4-2·S44-74-070-00 POWER - 10,3001. 7 2.75% I 7,4931 i.8o7 Total-- Utilities 3,020 37,3071 50,450 13,1431 73.9S% Other - ~ ,._ 4-2-961-74-070-00 CITY SERVICES IN KINO TRANSFER 35,0001 35,000 Total Other ! : 35,000j 3S,OOO - Transfers ------...!..- - 4-2-76S·74-070-00 CONTRIBUTED TO CAPITAL -t 23,200-~, 23,200 ------+-I Total Transfers I I 23,2001 23,2001 ~------I Total Expenses ---- 128,016! 1,677,3251 2,042,7291 36S,404 82.11% Total Income Statement I 66,865, -293,915 293,9151 ·~.S.\

Airdrie Public November-December Library 2014 Director Report to the Board "The very existence of libraries affords the best evidence that we may yet have hope for the future of man."- T. S. Eliot Staffing • Heather Finlayson is returning from maternity leave, but not as Children's and Youth Services Manager, so a new manager will be hired in January 2015. Heather will return in aPT capacity and we are so happy to have her back! • The job competition for this FT position has been an exhaustive one and a decision will be made in January. PO Opportunities Dec. 19 was our full day staff meeting. APL hosts two staff meetings a year. This is the only time the whole staff is able to meet as a group. UPCOMING EVENTS 9 a.m .-12:30 p.m. • Silent reading and then comments and discussion regarding information • Family literacy Day items (6 pages) Jan. 23, 9:30-11:30 a.m. • Plan of Service 2011-2014 Review · • lnfonnation on Investing Strategies • Plan of Service 2015-2017 Brainstorming Sessions Jan. 28, 6:30-8:30 p.m. 1:30-5 p.m. • Freedom to Read: Free a • Team meetings Reader, Free a Book campaign • Presentation on cultural diversity by Ricardo Morales from the Calgary Feb. 2-28 Catholic Immigration Society: "As Canada ever more relies on immigration to maintain our population, the need for cultural intelligence is becoming para • AHS Sessions, 6:30-8 p.m. mount. It is crucial for Canadian citizens and organizations to have know o Feb. 3- Helping Your Children ledge - and appreciation- of how different cultures operate in the Canadian Cope With Strong Feelings, Part 1 workplace and abroad. Studies have already shown that organizations that o Feb. 9- Relaxation & implement forms of cultural intelligence have seen positive result sin the Meditation for Stress following areas: o Feb. 17-Helping Your Children o communication; Cope With Strong Feelings, Part 2 o innovation; o trust; and • Family Fun Night o productivity." Feb. 20, S-8 p.m. • Staff Appreciation

••• discover Airdrie Public ••• Library Fund Development Facility • Continued to explore new funding opportunities for APL, including grants, corporate giving and local sponsorships. • Snow and ice removal from the • Continued to send out sponsorship proposals to local businesses. Secured back door is now being done by commitment from Qualico Communities and Westmark Holdings. the City contract company respon • Continued to do corporate visits, offering five free memberships and pro sible for Main Street Square. viding the businesses with our case for support. • Carpet cleaning of the whole • Did major donor/supporter thank you visits throughout December. Pro library was completed Dec. 24. vided them with a small token of our appreciation. • Shelving units in the children's • Sent out holiday greeting cards to several smaller supporters. area were shifted around and the • Worked on our sponsor agreement template to have signed by all pro space is now appears more open. gram supporters. Still waiting on city staff for approval. • Worked on fund development consultant RFQ. • Adopt-a-Book campaign was a best year yet, raising $5,090. • Advocates for APL: Still waiting on the board members to complete the * * * casino application. Administration Volunteers • E-receipting now available. 2014 Free a Reader, Free a Book donors were Volunteers receipted via e-mail or mail depending on their preference. • In December we had two new • Giftworks fund development database: Adopt-a-Book donors are being teen volunteer shelvers complete tracked in the database. our training program and they now • Continued to investigate online fundraising tools for our fundraising cam work indepehdently, shelving on paigns (Free a Reader, Free a Book coming up in February). Monday evenings and Saturday afternoons. * * * • During the Santa Claus Parade Dec. 6, Amanda, Debra and Harry Customer Services helped us out by serving refresh Statistics comparing November 2013 to November 2014 ments, compliments of Good Earth • Total Circulation Cafe, in the library lobby. o Print/AV decreased 7.23 per cent from 36,945 in 2013 to 34,274 in 2014. • Angela, our Tech Services volun o E-Book and audiobook checkouts (Overdrive only) increased 16.41 per teer, is now learning mending. cent from 1,572 uses in 2013 to 1,830 uses in 2014. • The number of visitors decreased 0.2 per cent from 12,767 in 2013 to Advocates 12,741 in 2014. • The Advocates for Airdrie Public • TRAC interlibrary resource sharing decreased 15.99 per cent from 7,153 Library have agreed to sponsor items loaned/borrowed in 2013 to 6,009 in 2014 APL's Family Fun Night. More than • The number of cardholders increased 3.48 per cent from 17,589 in 2013 160 family members attended! For to 18,201 in 2014. our Family Fun Night in November the Advocates held a bake sale and Statistics comparing December 2013 to December 2014 a toy gift basket raffle. • Total Circulation • The Advocates also adopted o Print/AV increased 7.51 per cent from 26,584 in 2013 to 28,580 in 2014. three books for our Adopt-a-Book o E-Book and audiobook uses (Overdrive only) increased 10.91 per cent campaign. from 1,833 in 2013 to 2,033 in 2014. • In the new year President Yazdi • The number of visitors increased 26.14 per cent from 8,244 in December and Treasurer Deyna will be step 2013 to 10,399 in December 2014. ping down, but will remain with • TRAC interlibrary resource sharing decreased 0.18 per cent from 4,957 the group and continue to pro items loaned/borrowed in 2013 to 4,948 in 2014. mote APL. • The number of cardholders increased by 4.32 per cent from 17,716 in 2013 to 18,482 in 2014.

2 Children's and Youth Services Programs ing fall 2014, with APL staff running 22 sessions with 596 Preschool program statistics for November-December students. • BabyTime: 16 sessions, 307 participants (149 Free Family Fun Saturdays babies, 6 siblings, 152 adults) • L'heure du conte: 3 sessions, 31 children, 31 adults • ToddlerTime: 24 sessions, 749 participants {319 tod • La Hora del Cuento: 4 sessions, 41 children, 42 adults dlers, 103 siblings, 327 adults) • Stories & Crafts: 4 sessions, 66 children, 40 adults • Step to StoryTime: 11 sessions, 219 participants (92 pre Tours schoolers, 31 siblings, 96 adults) In November we conducted 5 preschool tours with 86 • StoryTime: 12 sessions, 72 participants (34 preschool children and 25 adults. ers, 9 siblings, 29 adults) • Rhymes and Songs (drop-in): 7 sessions, 226 partici Comments from the preschool sessions pants {136 children, 90 adults) • "I always enjoy coming to this class. It was great 3 years • Creative Hands and Minds (drop-in): 12 sessions, 172 ago with my first son and it is great now." participants {103 ch ildren, 69 adults) • "My kids look forward to coming to ToddlerTime every week. We sing the songs at home. The facilitators are • Travelling Tales and Tunes fantastic with children. Thank you!!" o Grace Baptist: 10 sessions, 74 participants • "Maternity leave is over. I learned a lot, had a great {47 children, 27 adults) time. Hope this program continues for many many years. o lrricana: 6 session, 48 participants Well worth it! The facilitators are fabulous leaders and (22 children, 26 adults) examples to parents." o Herons Crossing: 7 sessions, 104 participants •"Very happy with this program. It has improved my {57 children, 47 adults) child's speech greatly. She loves coming to this class." The Herons Crossing Book Exchange was conducted dur- * * * Adult Services November information desk statistics on ESL classes, literacy items, and how to obtain a library • Reference questions: 949 card. The only problem was that both of the patrons • Tel/e-mail questions: 245 spoke very little English. To find out their needs, we called • Technology assistance: 489 an APL staff member at home to act as translator. Total: 1,683 Avg per day: 58 Adult Programs • Public PC use: 1,517 (avg per day: 52) • One-to-One Technology Tutoring sessions: December information desk statistics o November: 10 participants/sessions • Reference questions: 765 o December: 4 participants/sessions • Tel/e-mail questions: 223 • Tales for the Tall and Wii for the Tall: • Technology assistance: 433 o November- 6 sessions, 53 participantsd Total: 1,683 Avg per day: 58 o December - 6 sessions, 39 participants • Public PC use: 1,358 (avg per day: 49) • Alberta Health Services Presentations- 2 sessions, 16 participants Interesting information desk request • Adult Artists- 1 session, 11 participants Two patrons came into the library to find out information

Heard at the Front During the Friday afternoon Tween Zone Lego session, from a little girl (who comes with her younger brother every Friday to play Minecraft): ''I'm having the best day ever! I was sitting in school watching the clock and waiting for when I could go to the library!"/

3 Family Fun Night @ APL, Nov. 14

Notes from the Stacks A young adult customer handed me a stack of holds to a membership and what the membership choices/prices check out for her. She had read a non-fiction book and are. They went off to the children's area to read, with there was a suggested reading list in the back for further plans to return soon with their paperwork. study. She said she was really impressed that she was The very nice customer who was waiting behind them able to find almost all the titles in the TRAC catalogue. had overheard the conversation and asked if she could She was excited to get home and read these other books. buy a membership for them! I sold her a gift certificate, - Circulation Staff Member she added an anonymous note of welcome to Airdrie, and * * * I gave it to the family. This afternoon I was talking to a young family who is new I love my job! to Airdrie, explaining about what kind of ID they need for - Info Desk Librarian 4 Airdrie Library Board

NOTICE OF MOTION

MEETING DATE: January 27, 2015

AGENDA ITEM: 8.4

SUBJECT: Notice of Motion Social Media Policy

RECOMMENDATION:

The Airdrie Public Library management team would like to introduce a social media policy in order to set standards and expectations for social media use by APL staff and board. This would act as a guiding document for volunteers.

As we grow and get more involved in social media communication and marketing, having a policy in place will protect the library from direct and indirect harm.

Online social networks can be valuable tools for communicating with the public and the Airdrie Community. Airdrie Public Library (APL) employees and board members are encouraged to evaluate and implement these communications methods where appropriate.

This document would be shared upon commencement of employment, volunteering or appointment to the board with individuals.

RESOURCES REQUIRED: No additional resources, but would require additional time: • from Managers, Volunteer Coordinator and Director to review with staff, volunteers and board members • from the social media team lead to ensure the policy is kept up to date and current.

SUMMARY:

This document was thoroughly researched and was created using other libraries'/system's policies and adopting for our own. The main policy we adopted from was Marigold Library System's document.

Please find attached.

POSSIBLE CONSEQUENCES:

There is the possibility of dissention from individuals to this policy based on restriction of free speech. While this policy is fair and well researched this could potentially occur.

PREPARED BY: Janine Jevne, Alicia McDonald, Heather Finlayson and Kelly Kirkpatrick Lauzon

DATE: January 21 , 2015

Airdrie Public Library APL SOCIAL MEDIA POLICY Page 1 of 2

To ensure appropriate use of social media PURPOSE with regard to Airdrie Public Library

Effective Date: February if approved Created: 09 December 2014 and January 2015

Introduction and Objective:

Online social networks can be valuable tools for communicating with the public and the Airdrie Community. Airdrie Public Library (APL) employees, board members and volunteers are encouraged to evaluate and implement these communications methods where appropriate.

Definition: Social Media can include blogs, micro-blogs, wikis, social networks, social bookmarking services, user rating services and any other online collaboration, sharing or publishing platform, whether accessed through the web, a mobile device, text messaging, email or any other existing or emerging communications platform.

There are two recognized uses for social media at APL:

Organizational Use: in the name of, sanctioned by, or using the identity of APL.

Personal Use: any use that is NOT in the name of, sanctioned by, or uses the identity of APL.

A. Organizational Use

1. Employees must receive prior approval from the Library Director before starting to use any social media site to represent APL or to inform anyone about APL. This includes any social media site that will be managed by the employee as part of his or her official duties.

2. The use of social media tools should never interfere with an employee's work-related duties and responsibilities, except when the use of such social media tools is needed to perform those duties and responsibilities.

3. When reposting or referencing a post on one of Airdrie Public Library's online sites, an employee will ensure that content is current, factually accurate and authentic.

4. An employee will not post or link to any materials that are defamatory, harassing or indecent.

5. An employee will not use threatening, offensive, hateful, disrespectful or defamatory comments or images while using any social media site for APL business. An employee will not post or link to any materials that are defamatory, harassing or indecent.

6. An employee will not allow APL to be a "fan" of an individual or cause if there is an implied support for a political cause. 7. An employee will uphold any laws governing copyright, intellectual property or official trademarks by citing and linking to sources whenever possible.

8. Before publishing or sharing photographs or videos on any social media site while conducting APL business, an employee will ensure that the proper permissions have been acquired.

9. An employee will follow all applicable APL policies including the Code of Ethics and Confidentiality and Privacy Policy. For example, an employee must not share confidential or proprietary information about the Airdrie Public Library and must maintain the privacy of its board members, staff, patrons, and business partners.

10. If an employee receives an unsolicited official contact through his or her personal email or social media presence, it is expected that this employee will provide APL with a copy of that correspondence.

B. Personal Use

Airdrie Public Library employees, board members and volunteers should be sensitive to the fact that social networks and other online forums can easily blur the distinction between an individual's official and personal identities, including the distinction between an employee's public and private life. If an employee identifies the fact that he or she works for the Airdrie Public Library, anything that is posted can and does reflect on APL and its reputation.

1. An employee will refrain from expressing personal views or beliefs pertaining to APL business, community members or APL partners.

2. If it is reported that an employee's social media postings (including photos and videos) adversely affect APL's reputation or disparage any APL employee, Board member or individual associated with the APL organization, the Library Director or Operations Manager will investigate and take appropriate disciplinary action if the allegations are founded.

3. If an APL employee /board member identify himself or herself as an APL employee/board member in any online social medium or network, he or she must make it clear that he or she is not speaking for APL when discussions about the library occur.

4. An employee will refrain from using APL logos or branding when using social media sites for personal use.