Minutes of the 1st Meeting of the Working Group on Community Halls/Community Centres and Libraries Management (WGCCL) District Facilities Management Committee (DFMC) under Southern District Council (SDC) (2016-2019) Date : 20 May 2016 Time : 10:00 a.m. Venue : SDC Conference Room Present: Mr CHU Ching-hong, JP (Chairman of SDC) Mr CHAN Fu-ming, MH (Vice-Chairman of SDC and Chairman of WGCCL) Mr CHU Lap-wai (Chairman of DFMC) Mr CHAI Man-hon (Vice-Chairman of DFMC) Mr AU Nok-hin Ms CHAN Judy Kapui Mrs CHAN LEE Pui-ying Ms CHEUNG Sik-yung Ms LAM Yuk-chun, MH Mr LO Kin-hei Mr TSUI Yuen-wa Ms YAM Pauline Absent with Apologies: Mr LAM Kai-fai, MH Dr MAK TSE How-ling, Ada, MH Secratary: Mr NGAI Seuk, Nick Executive Assistant (District Management), Southern District Office, Home Affairs Department In Attendance: Miss TSE Nga-lap, Lilian Assistant District Officer (Southern), Home Affairs Department Mr CHAN Ip-to, Tony Senior Executive Officer (District Management), Southern District Office, Home Affairs Department Mr CHAN Siu-wing, Andrew Executive Officer I (District Management), Southern District Office, Home Affairs Department Ms YIP On-nai, Anna Liaison Officer (Wah Fu/Chi Fu), Southern District Office, Home Affairs Department Mr CHENG Chi-shing, Charles Liaison Officer (Ap Lei Chau/Lei Tung), Southern District Office, Home Affairs Department Ms WONG Chuk-ming, Jelly Liaison Officer (Stanley & Shek O), Southern District Office, Home Affairs Department Miss LAI Ching-yee, Olivia Senior Librarian (Southern), Leisure and Cultural Services Department Ms WONG Mei-ping, Posche Librarian (Aberdeen Public Library), Leisure and Cultural Services Department Mr MA Ting-mo Property Services Manager/Southern, Architectural Services Department Mr YEUNG Wong-pan Property Service Manager/S(KWH)1, Housing Department Mr BO Hok-man Assistant Inspector/General Engineering Services/HK3B, Electrical and Mechanical Services Department Attending by Invitation (Agenda Item 4): Mr KWOK Yiu-fei Property Manager, Creative Property Services Consultants Ltd. (The Chairman of DFMC has presided over the meeting until the Chairperson of WGCCL was elected.) 2 Agenda Item 1: Election of Chairman of the Working Group on CCL The Chairman of DFMC said that basically, the method and procedure of electing the Chairperson of WGCCL were same as those of the election of the chairpersons and vice-chairpersons of the respective committees under SDC conducted at the 1st SDC meeting on 5 January 2016. The nomination would be conducted verbally. 2. Mr CHU Ching-hong, JP nominated Mr CHAN Fu-ming, MH for the office of Chairman of WGCCL, and the nomination was seconded by Ms LAM Yuk-chun, MH and Mrs CHAN LEE Pui-ying. Mr CHAN Fu-ming, MH indicated his consent to the nomination. As there was only one candidate, Mr CHAN Fu-ming, MH was elected uncontested the Chairman of WGCCL. (The newly elected Chairman of WGCCL took over the chair at this juncture.) 3. The Chairman thanked Members for their support, and said that this Working Group would assist DFMC in supervising and monitoring the operation and management of the community halls/community centres and libraries in the district. The Secretariat had prepared the agenda before this meeting. He called this meeting to order. 4. The Chairman welcomed the departmental representatives for attending this meeting. 5. The Chairman said that to avoid suspension of meeting in the absence of a quorum, if Members wished to leave earlier owing to other engagements, they should, wherever possible, notify the Secretary before the meeting and inform the Secretariat staff in the venue when they left the meeting. To raise the efficiency of the meeting, each Member would be allotted a maximum of two 3-minute slots to speak in respect of each agenda item. Agenda Item 2: Report on the Usage and Extension Activities of LCSD’s Public Libraries in the Southern District (CCL Paper No. 1/2016) 6. The Chairman said that at its 1st meeting on 4 February 2016, DFMC had 3 agreed to transfer the agenda item “Report on the Usage and Extension Activities of LCSD’s Public Libraries in the Southern District” to this Working Group for discussion. In this connection, on top of the WGCCL meetings, the LCSD representatives were required to attend this year’s DFMC meetings. 7. Miss LAI Ching-yee briefed Members on the contents of the paper. 8. Regarding the proposals on library activities raised by DFMC Members at its previous meeting, Miss LAI Ching-yee reported on the related progress. Regarding the “Southern District Cultural Heritage Exhibition: Holy Spirit Seminary”, LCSD had already liaised with the organisation concerned and advised them to consider identifying more suitable locations in the Southern District for organising the exhibition. Pao Yue Kong Swimming Pool was also recommended as the exhibition venue. Besides, LCSD also suggested to the Holy Spirit Seminary to allow public visit in May. Eventually, the Holy Spirit Seminary agreed to schedule an open day on 21 May for library readers with admission tickets to visit. She continued that the subjects raised by DFMC Members at its meeting would be incorporated in the library activities, and book exhibitions on related subjects would be organised accordingly. In addition, LCSD had planned to organise a subject talk on the territory’s railway development in October 2016. The talk is to tie in with the development of the district and to introduce the planning and construction of the MTR South Island Line to the local residents. 9. Mr CHAI Man-hon, Ms CHAN Judy Kapui, Mrs CHAN LEE Pui-ying, Ms CHEUNG Sik-yung, Ms LAM Yuk-chun, MH, Mr TSUI Yuen-wa and Mr LO Kin-hei raised their comments and enquiries on the subject. Details were summarised as follows: (a) a Member asked whether the Holy Spirit Seminary was open to group visits, or only individuals were allowed to visit the place. It was also suggested that the Holy Spirit Seminary might provide the libraries with the related publications for public circulation, with a view to building the collections of the Southern District’s libraries; (b) a Member wished to know the respective contents and formats of “Subject Talk” and “Library Visit & User Education Session” at Appendix I, and asked LCSD to provide specific details of “Suggestion/Complaint” at Appendix IV; 4 (c) a Member said that the usage of the mobile library stop at Marina Square as provided in Appendix II(b) revealed that the stop concerned had the highest utilisation rate, and recorded a year-on-year growth as well. However, the service was available every other week only. As such, he would like to strive for a weekly service; (d) a Member pointed out that some residents reflected that there were insufficient seats in the reading area of the Aberdeen Public Library. As such, he requested to expand the area concerned for provision of additional seats. Besides, LCSD had stated that book drop boxes would not be provided inside the MTR Wong Chuk Hang Station. He wished to know what criteria would be used by LCSD to determine the provision of book drop service, and requested the libraries to release the usage of book drop service; (e) a Member enquired about the respective utilisation rates of book drop boxes outside the libraries and inside MTR stations for comparison purpose; and (f) a Member said that some residents reflected the problem of “seat saving” in the reading area of the Aberdeen Public Library. LCSD was asked to step up internal management. 10. Miss LAI Ching-yee responded that regarding the admission arrangement for the Holy Spirit Seminary Open Day, interested readers might obtain admission tickets from the Library after attending the exhibition, and then go visiting the heritage of the Holy Spirit Seminary on the open day. As for “Subject Talk” at Appendix I, the figures included both subject talks with a larger group of audience and also small group workshops. She said that the topics of Subject Talk would be specified in the Appendix in the future. Regarding “Suggestion/Complaint” at Appendix IV, LCSD would explore the feasibility of listing out the related suggestions and complaints. On “Library Visit & User Education Session” at Appendix I, she explained that this activity aimed to entertain the requests of those schools or organisations interested in library services and facilities, during which visitors would be toured around the library concerned. On the mobile library stop service provided at Marina Square, it was pending for further review by the Marina Square property management office to evaluate the traffic condition after the commissioning of SIL. Besides, there were about 60 seats in the reading area of the Aberdeen Public Library, LCSD would continue to pay attention to its usage and take 5 further follow-up action as appropriate. Regarding the provision of book drop service inside MTR stations, owing to issues such as underutilization with reference to the usage of last year which was recorded less than 50% of the capacity of book drops, readers’ book return pattern and recurrent expenditure, there was no plan to provide such service at other MTR stations. As books collected from book drops outside the libraries would be processed together with other books returned, no statistical data were available for comparison. In the event of “seat saving”, the library staff would advise the misbehaving person and take action as appropriate. 11. The Working Group noted the related report. (Mr CHAI Man-hon, Mr LO Kin-hei and Mr TSUI Yuen-wa joined the meeting at 10:09 a.m., 10:18 a.m. and 10:19 a.m. respectively. Mr CHU Ching-hong, JP, Miss LAI Ching-yee and Ms Wong Mei-ping left the meeting at 10:36 a.m., 10:45 a.m.