BOARD AGENDA BOARD MEETING: #19 - 0 8 DATE: THURSDAY, OCTOBER 24, 2019, 7:0 0PM LOCATION: DOWNTOWN – ANGUS ROSS ROOM A. Mitchell (Chair), M. Sauro (Vice Chair), S. Morales (Councillor), K. Aylwin Attendees: (Councillor), R. Munro, J. Martin, M. Rao, A. Wiggins, T. Clarke Library Staff: L. Jessop, A. Schroeder Regrets: K.Barratt, C. Vanderkruys Note Taker: K. Bouffard 1. Call to Order and Welcome 2. Confirmation of Agenda 3. Conflicts of Interest 4. Delegations 5. Board Development 5.1 Code of Conduct/Meeting Management – W. Cooke (City Clerk/Director of Legislative and Court Services, City of Barrie) Consent Agenda 6. Board Meeting Minutes 7. CEO’s Report 8. Financial Statements – September 2019 9. Deferred Items a. Environmental Scan Report/Activity Stats b. City/Library Service and Financial Efficiencies c. Annual Report for the Board and Council (Library Metrics & Value for Service Delivery) d. Monthly Expenditures for the Personnel & Finance Committee e. Front Entrance Redesign Project Agenda 10. Items held from the Consent Agenda 11. Report of the Chair – Verbal Report Page 1 of 43 BOARD AGENDA 12. Board Committees 12.1 Community & Governance Committee 12.1.1 Notice of Trespass Appeal Process 12.1.2 Policy Updates Motion 12.2 Personnel & Finance Committee 13. In Camera Public Libraries Act – Section 16.1(4) (d) labour relations or employee negotiations and (b) personal matters about an identifiable individual 13.1 In Camera Board Meeting Minutes 13.2 Notice of Trespass Appeals 13.3 CEO Evaluation Process 14. Date of Next Board Meeting Thursday, November 28, 2019 7:00pm, Downtown – Angus Ross Room 15. Adjournment Page 2 of 43 BOARD AGENDA BOARD LOOK AHEAD January 2020 » HR Update » Holly Branch Presentation Jan 13 February 2020 » OLA Debrief March April May June September October » Board Development » Code of Conduct and Meeting Management November » Strategic Plan » Content Strategy/Collections Report » Board Development » BPL CARES Statement (S. Sydor & V. Keiling) » Policies » Meeting Room » Membership » Staff Conduct » Budget Presentation Nov 25 December » Performance Measures & KPI Dashboard » Board Development » Advocacy » Holly Branch Presentation Review BOARD PRIORITIES: • Promote Library services in the community • Advocate for more branches Page 3 of 43 BOARD MINUTES BOARD MEETING: #19 - 0 7 DATE: THURSDAY, SEPTEMBER 26, 2019, 7:0 0PM LOCATION: DOWNTOWN – ANGUS ROSS ROOM A. Mitchell (Chair), M. Sauro (Vice Chair), S. Morales (Councillor) (arrived at Attendees: 7:30pm), K. Aylwin (Councillor), R. Munro, J. Martin, M. Rao, A. Wiggins, T. Clarke Library Staff: L. Jessop, A. Schroeder, K. Barratt, C. Vanderkruys Regrets: Note Taker: K. Bouffard 1. Call to Order and Welcome The meeting was called to order at 7pm. 2. Confirmation of Agenda The agenda was confirmed. 3. Conflicts of Interest No conflicts declared. 4. Delegations There are no delegations for this meeting. 5. Board Development There are no development items for this meeting. Consent Agenda 6. Board Meeting Minutes 7. CEO’s Report 8. Financial Statements – June, July & August 2019 9. Letter to Oro-Medonte 10. Deferred Items a. Environmental Scan Report/Activity Stats b. City/Library Service and Financial Efficiencies c. Annual Report for the Board and Council (Library Metrics & Value for Service Delivery) Page 4 of 43 BOARD MINUTES d. Monthly Expenditures for the Personnel & Finance Committee e. Front Entrance Redesign Project Agenda Motion #19-55 SAURO - RAO THAT the consent agenda for Board meeting #19-07 dated Thursday, June 27, 2019, be adopted with amended minutes. CARRIED 11. Investing in Canada Infrastructure Grant Application Motion #19-56 AYLWIN - CLARKE THAT the Barrie Public Library Board submit a joint application for the Investing in Canada Infrastructure Program: Community Culture and Recreation with the City of Barrie for the Hewitt’s Community Centre and Library project. CARRIED 12. Mission, Vision & Values Statements Library administration has modernized the mission, vision and values statements to reflect the Library’s current culture. Motion #19-57 MARTIN - MUNRO THAT the BPL Board approve the Mission, Vision and Values statements as follows: Mission: Discover Opportunities Vision: Barrie Public Library…where community comes together Values: Service: We care about and respond to the needs of our community and our colleagues. We have unique interests, experiences and passions, and we bring these to work every day. We engage with our community and welcome everyone. Curiosity: We are interested, inquisitive and committed to exploring new ideas and considering fresh perspectives. It is our curiosity and creative thinking that will ensure we continue to succeed. We use our imaginations to exceed expectations. Sharing: We believe in collaboration, inclusion, and diversity. Through partnerships and community engagement, we seek opportunities to cooperate and build connections. We share. CARRIED 13. Report of the Chair – Verbal Report The Chair thanked everyone who worked on the Dragon Boat Festival. It was another successful event. Page 5 of 43 BOARD MINUTES The CEO will attend the Barrie-Simcoe-Oro riding election Q&A session and the Chair will attend the Barrie-Innisfil riding election Q&A. 14. Board Committees 14.1 Community & Governance Committee 14.1.1 Collection Development Policy Motion #19-58 AYLWIN -CLARKE THAT the Barrie Public Library Board approve the revised Collection Development Policy as recommended by the Community & Governance Committee. CARRIED 14.1.2 Holly Business Plan Motion #19-59 WIGGINS – RAO THAT the BPL Board receives the Holly Branch Business Plan for information as recommended by the Community and Governance Committee and directs library administration to request a delegation to Council to discuss a Branch in the Holly area in a leased space. CARRIED 14.2 Personnel & Finance Committee 14.2.1 Budget Motion #19-60 AYLWIN - CLARKE THAT the Barrie Public Library Board approve the 2020 Budget as recommended by the Personnel & Finance Committee. CARRIED 15. In Camera Public Libraries Act – Section 16.1(4) (d) labour relations or employee negotiations and (b) personal matters about an identifiable individual Motion #19-61 AYLWIN - WIGGINS THAT the Barrie Public Library Board conduct a Closed meeting as the subject matter being considered concerns personal matters about an identifiable individual and labour relations or employee negotiations (Public Libraries Act Section 16.1(4) (b) (d)). CARRIED 15.1 In Camera Board Meeting Minutes 15.2 Labour Relations Update 15.3 Workflow Optimization Update 15.4 Notice of Trespass Appeal Rise and report Page 6 of 43 BOARD MINUTES Motion #19-62 WIGGINS - RAO THAT the Minutes of in camera Board Meeting #19-06 dated Thursday June 27, 2019 be adopted. CARRIED Motion #19-63 RAO - AYLWIN THAT the BPL Board denies the Appeal of the Notice of Trespass received on July 3, 2019. This appeal is associated with incident number 0000002158. CARRIED 15.5 Security Matter L. Jessop, A. Schroeder, C. Vanderkruys, K. Barratt and K. Bouffard were excused 15.6 Personnel & Finance Committee Item Motion #19-64 AYLWIN - RAO THAT the Barrie Public Library Board conduct a Closed meeting as the subject matter being considered concerns personal matters about an identifiable individual (Public Libraries Act Section 16.1(4) (b)). CARRIED Rise and report 16. Date of Next Board Meeting Thursday, October 24, 2019 7:00pm, Downtown – Angus Ross Room 17. Adjournment The meeting was adjourned at 9:15pm Page 7 of 43 STAFF REPORT CEO REPORT Topic: CEO Report Date: October 1, 2019 To: Barrie Public Library Board From: CEO HUMAN RESOURCES: 1. RECRUITMENT/RESIGNATIONS • Janet Graham tendered her letter of resignation. Retirement date effective Dec. 31, 2019. Congratulations on 35 years at the Barrie Public Library! 2. As part of the Workflow Optimization process, we are going to transition four of our full-time, permanent Materials Handling staff over to Public Services as preparation for growth and changing needs of the organization. Additionally, two 18hr Public Services Facilitators will move to 24 hours for better flexibility and service for our patrons. 3. As per a request at September’s Board meeting, an organizational chart is attached. The following is an overview of the various positions at the library. • CEO: responsible for working with management and the Library Board to advocate for the library, set strategic directions, disperse the budget as directed by the Board, and to ensure the Library provides a high level of library service. • Executive Assistant: assists the CEO and Library Board by performing administrative and secretarial tasks. • Director, Innovation & Technology: responsible for IT Strategy, policy, budgets & IT purchases, and overseeing IT operations. Responsible for physical and digital collections including strategy, policy & procedure, budgets, selection, evaluation, shelving allocations, and deselection. Responsible for overseeing bibliographic services including strategy, policy & procedure, acquisitions, cataloguing, Delivery Room operations, and vendor relationships. • Director, Business & Development: responsible for finance, facilities and community engagement. Provides oversight of the budget and procurement. Works with city facilities department to ensure facilities are maintained and capital projects are considered. Builds relationships with individuals and groups, including the business community. • Director, Customer Experience: responsible for supervision and management of the