AGENDA GREATER VICTORIA PUBLIC LIBRARY BOARD Central Branch, 735 Broughton Street Community Meeting Room September 25, :00 p.m.

Transcription

1 AGENDA GREATER VICTORIA PUBLIC LIBRARY BOARD Central Branch, 735 Broughton Street Community Meeting Room September 25, :00 p.m. Acknowledgement of the traditional territory of the Esquimalt and Songhees Nations 1. APPROVAL OF AGENDA Motion to Approve 2. CHAIR S REMARKS For Information 3. APPROVAL OF MINUTES 3.1 Minutes of the Board Meeting of June 26, 2018 Attachment #3.1 Motion to Approve 4. BUSINESS ARISING FROM PREVIOUS MEETING None 5. CEO REPORT TO THE BOARD Oral Report For Information 6. COMMITTEE REPORTS 6.1 Finance Committee Meeting September 18, 2018 Report Oral Report For Information Finance Committee Meeting Minutes August 21, 2018 Attachment #6.1.1 Motion to Approve Statement of Financial Activity ending July 31, 2018 Attachment #6.1.2 Motion to Approve 7. NEW BUSINESS Annual Report 7.2 Staff Development Day 2019 Attachment #7.2 For Information Motion to Approve 8. BOARD & STAFF REPORTS / PRESENTATIONS 8.1 Staff presentations For Information Staff Development Day 2018 BC Summer Reading Club Change Your Mind campaign 8.2 BCLTA Update For Information 8.3 Friends of the Library Update For Information 8.4 IslandLink Federation Update For Information 9. BOARD CORRESPONDENCE Motion to Receive 9.1 Letter from Patron: Dan Rycroft 10. IN-CAMERA MEETING Motion to Move In-Camera 11. NEXT MEETING Tuesday, October 16, :00pm-1:30pm 12. ADJOURNMENT Motion to Adjourn Mission Statement We build community and support literacy and lifelong learning by providing free access to information, space, tools and expertise

2 Attachment #3.1 DRAFT M I N U T E S GREATER VICTORIA PUBLIC LIBRARY BOARD REGULAR MEETING Central Branch, 735 Broughton Street Community Meeting Room June 26, :00p.m.-1:00p.m. The GVPL Board recognizes and acknowledges the traditional territory of the Esquimalt and Songhees Nations on which the Central Branch is located and board meetings take place. A meeting of the Greater Victoria Public Library Board was held on the above date at the above location. The following individuals were in attendance: Board Members: Staff: Regrets: Trustee R. Martin (Chair) Trustee D. Begoray (Vice Chair) Trustee B. Beckett Trustee M. Boyd Trustee K. Burns Trustee R. Burris Trustee B. Burton-Krahn Trustee T. Chung Trustee J. Davis Trustee S. Laidlaw Trustee J. Loveday Trustee A. MacKinnon Trustee K. Murdoch Trustee D. Murdock Trustee M. Sahlstrom Trustee K. Santini Ms. M. Sawa, CEO/Secretary Ms. L. Jordon, Deputy CEO, Director of Strategic Development Ms. D. Main, Director of Human Resources Mr. P. McKinnon, Director of Finance and Facilities Mr. D. Phillips, Director of Technology and Risk Management Ms. J. Windecker, Director of Public Services Ms. D. Wood, Director of Communications and Development Ms. K. Marshall, Recording Secretary Ms. H. Hughes, CUPE President Trustee D. Curtis Trustee Z. King Trustee J. Rogers CALL TO ORDER AND WELCOME Trustee Martin called the meeting to order at 12:00p.m.

3 Greater Victoria Public Library June 26, 2018 Page 2 1. APPROVAL OF AGENDA Moved by Trustee Santini, Seconded by Trustee MacKinnon THAT the June 26, 2018 agenda be approved. 2. CHAIR S REMARKS The sxʷeŋxʷəŋ təŋəxʷ James Bay Branch grand opening was May 26, Trustee Martin attended the Friends of the Library AGM on June 7, Trustee Martin thanked the Friends of the Library for their donation of $40,000 and support of the library. The Ministry of Education Provincial Operating grant has been received. The GVPL Staff Development Day was June 20, Trustee Begoray, Trustee Davis, Trustee Loveday and Trustee Murdoch attended. Trustees praised the staff who attended; the energy staff brought to the day and thanked the staff for organizing a great event. The quality of the keynote was of particular note. The GVPL Board Retreat was June 23, 2018 at the Royal BC Museum. The October 23, 2018 Regular Board meeting has been rescheduled to October 16 due to the October 20 election. 3. APPROVAL OF MINUTES Moved by Trustee Loveday, Seconded by Trustee Boyd THAT the minutes of the May 22, 2018 Regular Board Meeting be approved 4. BUSINESS ARISING FROM PREVIOUS MEETING None 5. CEO REPORT TO THE BOARD Key Priority: Create, Inspire, Lead An Indigenous workshop and presentation occurred in May. It was well received. Key Priority: Create, Inspire The sxʷeŋxʷəŋ təŋəxʷ James Bay Branch is a great success and a very busy branch. Key Priority: Inspire, Engage GVPL is working with the City of Victoria on poet laureate projects. A partnership with Victoria Immigrant and Refugee Centre Society (VIRCS) is being developed. The BC Summer Reading Club starts June 28 and runs until September 4. MINUTES - BOARD

4 Greater Victoria Public Library June 26, 2018 Page 3 6. COMMITTEE REPORTS 6.1 Planning and Policy Committee Meeting June 19, 2018 Report Trustee Davis provided a Planning and Policy Committee update. Trustee Burton-Krahn spoke about the GVPL board retreat. The Planning and Policy Committee will review material from the board retreat and make recommendations for moving forward. The board orientation working group will reconvene in July to discuss the orientation process. Trustee Boyd and Trustee MacKinnon volunteered to sit on the committee. The current facilities plan is outdated and recommendations for a review are forthcoming. Trustee King arrived at 12:27pm Planning and Policy Committee Meeting minutes April 17, 2018 Moved by Trustee Burns, Seconded by Trustee Davis THAT the April 17, 2018 Planning and Policy Committee meeting minutes be approved Board Retreat 2018 Notes from the board retreat will be distributed with an overiew shortly. The Outline of Accomplishments has been posted on the board extranet Facilities Planning Updates The Goudy Branch improvements are complete including a quiet reading area and access to the washrooms during branch hours. A small, informal celebration will be held in July. 7. FINANCIAL STATEMENT 7.1 Statement of Financial Activity ending May 31, 2018 Mr. McKinnon presented the Statement of Financial Activity ending May 31, Moved by Trustee Murdoch, Seconded by Trustee Murdock THAT the Statement of Financial Activity May 31, 2018 be approved. 8. NEW BUSINESS None 9. REPORTS / PRESENTATIONS BOARD & STAFF 9.1 Staff presentation Healthy Communities Projects and Initiatives Public Services Librarians Mr. Darrell Joyce and Ms. Karen Sharkey presented projects and initiatives from the Healthy Communities porfolio. MINUTES BOARD

5 Greater Victoria Public Library June 26, 2018 Page 4 The Community Inspired Model was created approximately two years ago. The model has four pillars and one to three librarians with a variety of portfolios within the pillars. Examples of Healthy Communities projects include: Learning garden in the Central Branch courtyard Teen Council looking at ways to better engage teens and ensure youth are involved in all portfolios ID Clinics assisted 200 people in obtaining ID Food Literacy round table Bike to Work week Participation in community organizations and associations Building partnerships, making connections with community groups 9.2 BCLTA Update Trustee Boyd provided a BCLTA update. Work is being done on refining how BCLTA supports trustees around the province. 9.3 Friends of the Library Update Trustee Laidlaw provided a Friends of the Library update. The Friends of the Library AGM was held on June 7, 2018 and included a $40,000 donation to GVPL. The next booksale is June 24, IslandLink Federation Update Nothing to report 10. NEXT MEETING Tuesday, September 25, :00pm-1:30pm 11. ADJOURNMENT Moved by Trustee King, Seconded by Trustee Sahlstrom THAT the June 26, 2018 Regular Board Meeting adjourn. Meeting adjourned at 12:56p.m. Board Chair Board Secretary MINUTES - BOARD

6 Attachment #6.1.1 M I N U T E S GREATER VICTORIA PUBLIC LIBRARY BOARD SPECIAL MEETING OF THE FINANCE COMMITTEE Central Library, 735 Broughton Street 2 nd Floor Meeting Room August 21, 2018 at 12:00p.m. A meeting of the Greater Victoria Public Library Board Finance Committee was held on the above date at the above location. The following individuals were in attendance: Committee Members: Trustee R. Burris Trustee K. Murdoch Trustee D. Murdock Trustee J. Rogers Trustee J. Loveday Trustee S. Laidlaw Trustee R. Martin (Board Chair) Staff: Regrets: Ms. M. Sawa, CEO/Secretary Ms. D. Main, Director of Human Resources Mr. P. McKinnon, Director of Finance and Facilities Ms. K. Marshall, Executive Assistant/Recording Secretary Trustee B. Beckett Trustee M. Boyd Trustee A. MacKinnon 1. CALL TO ORDER Trustee Murdock called the meeting to order at 12:04p.m. 2. APPROVAL OF AGENDA Moved by Trustee Rogers, Seconded by Trustee Burris THAT the August 21, 2018 Finance Committee meeting agenda be approved 3. APPROVAL OF MINUTES Moved by Trustee Murdoch, Seconded by Trustee Loveday THAT the minutes of the May 8, 2018 Finance Committee meeting be approved 4. BUSINESS ARISING FROM PREVIOUS MINUTES None

7 Greater Victoria Public Library - Finance Committee August 21, 2018 Page 2 5. NEW BUSINESS 5.1 Budget Fiscal 2019 and Five Year Financial Plan First Draft Trustee Murdock thanked Ms. M. Sawa, CEO and Mr. P. McKinnon, Director of Finance and Facilities for their diligence in creating and explaining the 2019 Budget and Five-Year Financial Plan. Ms. Sawa thanked Mr. McKinnon for his excellent work. Mr. McKinnon presented the Draft Budget Fiscal 2019 and Five Year Financial Plan and explained the methodology used. Overview: Operating Budget = expenses Unfunded Amortization = the expense of using up assets as related to the lifecycle of assets and how frequently they are replaced Capital Budget = collections, furniture, building improvements, equipment Expenses increase = operating budget increases Surplus Funds = funded from expenses not realized, or efficiencies gained during regular operations. Surplus funds are not funded by revenue or donations. Summary points: Operating budget increase of 3.67% reflects projected expenses. Some One Time expenses (non-regular / non-cyclical) are budgeted from surplus funds and not from municipal contributions. Therefore, the municipal contribution increase is less than the operating budget increase. Total funded budget increased by 2.72% Municipal contributions increased by 2.25% A 2% increase has been budgeted for CUPE contract negotiations Janitorial costs have increased Security costs have increased Municipal contributions are calculated using the projected population statistics reported by each municipality s CAO to BC Stats, and property assessment figures which are calculated using estimates provided by each municipality s CAO and then corroborated with statistics from BC Assessment Surplus funds have allowed GVPL to accomplish projects and initiatives that would have otherwise required special funding or increases in operational funding to accomplish. This has allowed for a minimal increase in municipal contributions. Trustee Rogers expressed his sincere appreciation for Mr. McKinnon s focus, diligence and efforts. 6. FUTURE BUSINESS Opportunities for increased provincial funding. 7. NEXT MEETING September 18, :00pm 1:30pm MINUTES - FINANCE COMMITTEE

8 Greater Victoria Public Library Finance Committee August 21, 2018 Page 3 8. ADJOURNMENT Moved by Trustee Laidlaw, Seconded by Trustee Loveday THAT the August 21, 2018 meeting of the Finance Committee adjourn. Adjourned 1:22pm Committee Chair Board Secretary MINUTES FINANCE COMMITTEE

9 Greater Victoria Public Library Statement of Financial Activity For The 7 Months Ending July 31, 2018 Attachment #6.1.2 Current Budget Budget Variance Budget Budget Variance Explanation YTD YTD $ % Annual <> 100% and >$5,000 Revenues Municipal contributions - operating 11,496,301 9,926,783 (1,569,518) (15.81%) 17,017,338 Municipal contributions - start up 334,037 - (334,037) 0.00% 460,600 Provincial grants 638, ,754 (49,864) (8.47%) 642,339 Federal grants % 7,379 Fines, fees and printing 313, ,950 (20,235) (6.91%) 502,190 Contract for services % 28,450 Investment income 47,015 43,169 (3,846) (8.91%) 74,000 Donations and other grants 19,198 28,756 9, % 49,300 Advance payments received for municipal contributions James Bay start up 2018 less than expected $3,721 Timing; slightly better than expected YTD Total Revenues 12,848,554 10,880,993 (1,967,561) (18.08%) 18,781,596 Expenses Salaries and Benefits 6,928,622 7,783, , % 13,491,583 Library materials 379, ,500 81, % 903,000 Under budget due to vacancies, payroll timing lag and budget includes estimated wage increase not yet negotiated or paid Timing of expenses; lower than expected YTD Amortization expense 984, , % 1,688,300 Supplies & Services Technical Services supplies 16,752 27,272 10, % 46,750 Interlibrary loan 971 2,919 1, % 5,000 General supplies 26,813 31,549 4, % 54,075 Health and Safety 213 3,794 3, % 6,500 Library cards 17,660 8,575 (9,085) (105.95%) 14,700 Telephone 8,980 10,997 2, % 18,820 Networks 138, ,375 41, % 307,500 Cell phones 10,380 14,581 4, % 25,000 Miscellaneous telecom 1,830 1,750 (80) (4.57%) 3,000 Miscellaneous repairs and service 5,816 10,556 4, % 18,100 AMH maintenance contract 26,436 22,617 (3,819) (16.88%) 38,771 Software maint. and licensing 108, ,832 13, % 144,200 Service agreements IT Solutions 41,837 21,644 (20,193) (93.30%) 37,100 Timing of expenses; lower than expected YTD New cards issued - brain campaign Timing of expenses; outstanding invoices Timing of expenses; lower than expected YTD Sirsi Dynix $41,837 Small hardware & disposables (289) ######### - DigiLab - Ditto Pro 3D printing film Microfilm scanner rental IT Solutions (2,554) - 2,554 ######### - Ricoh refunded overpayment on lease Page 1

10 Current Budget Budget Variance Budget Budget Variance Explanation YTD YTD $ % Annual <> 100% and >$5,000 Subscriptions 5,866 7,266 1, % 12,444 Advertising % 100 Community outreach - 2,919 2, % 5,000 Audit expense 6,600 8,456 1, % 14,500 Legal expense 9,074 9, % 16,000 Consulting 17,489 30,331 12, % 51,995 Timing of expenses; lower than expected YTD Contract wages - 1,750 1, % 3,000 Bank and ecom service fees 9,489 10, % 17,200 Payroll service fees - 2,919 2, % 5,000 Collection agency fees 17,480 17, % 30,800 Armoured car service 8,745 9, % 15,840 Criminal records checks & medical certs % 1,700 Moving 23,080 9,835 (13,245) (134.67%) 16,850 Shuttle moving & courier costs $16, Storage 4,505 4, % 8,000 Printer paper supplies 3,296 3, % 6,620 Postage expense 4,384 8,750 4, % 15,000 Printing expense 14,599 12,544 (2,055) (16.38%) 21,500 Volunteer recognition % 1,150 Special 600 3,647 3, % 6,250 Program expenses 18,884 18,606 (278) (1.50%) 31,900 Program expenses 3,092 10,297 7, % 17,650 Timing of expenses; lower than expected YTD Program expenses Books for Babies 24,449 11,578 (12,871) (111.16%) 19,850 Timing of expenses; greater than expected YTD Program expenses Teen 4, (4,161) ######### 300 Staff Recognition 2,847 3, % 6,000 Vehicle maintenance 12,846 3,794 (9,052) (238.59%) 6,500 Lift gate $10,585 Vehicle fuel 6,891 11,669 4, % 20,000 Vehicle parking 1,895 1,540 (355) (23.05%) 2,640 Vehicle fleet management services % 1,220 Website development & maint 673 1,750 1, % 3,000 Total Supplies & Services 605, ,327 61, % 1,077,525 Building Occupancy Janitorial contracts 143, ,286 (10,903) (8.24%) 226,800 Timing of expenses; greater than expected YTD Maintenance contracts 2,475 3,976 1, % 6,810 Security contracts 35,268 39,522 4, % 67,753 Carpet cleaning - 6,419 6, % 11,000 Timing of expenses; lower than expected YTD Garbage disposal and recycling 5,415 7,609 2, % 13,086 Painting and misc. repair 6,120 6, % 11,000 Plumbing (712) ######### - Central Branch; running toilet/broken trip lever Space Lease - 2,919 2, % 5,000 Facility operating costs 26,009 59,234 33, % 101,544 Timing Facility MAM reserve 80,880 58,849 (22,031) (37.44%) 100,880 Timing Facility contingency reserve - 10,318 10, % 17,681 Timing Facility direct costs 8,712 14,791 6, % 25,350 Timing Facility cost recovery (70,171) (97,370) (27,199) 27.93% (166,922) Timing Janitorial supplies 19,889 19,138 (751) (3.92%) 32,800 Page 2

11 Current Budget Budget Variance Budget Budget Variance Explanation YTD YTD $ % Annual <> 100% and >$5,000 Heat 20,690 12,005 (8,685) (72.34%) 20,575 Timing of expenses; greater than expected YTD Hydro 66, ,177 96, % 279,737 Timing of expenses; outstanding invoices Water 3,345 5,677 2, % 9,743 Total Building Occupancy 348, ,969 96, % 762,837 Other Expenses Financing interest (9) (20.98%) 70 Transfer to Victoria Foundation Administration % 1,000 Board Exp. Catering for meetings 3,608 3,500 (108) (3.08%) 6,000 Board Exp. Conferences and travel 4,695 2,331 (2,364) (101.40%) 4,000 Board Exp. Special Events 2,829 2,331 (498) (21.35%) 4,000 Board Exp. Misc. board expenses 271 2,331 2, % 4,000 Employee Recruitment 480 5,831 5, % 10,000 Timing of expenses; lower than expected YTD General Liability Insurance 30,687 55,164 24, % 55,164 Timing of expenses; invoice outstanding Directors & Officers Insurance 1,883 3,343 1, % 3,343 Vehicle insurance 10,902 5,901 (5,001) (84.75%) 10,111 Insurance prepaid for Jan-Dec 2018 Memberships Institutional 41,445 31,150 (10,295) (33.05%) 53,403 Timing of expenses; greater than expected YTD Printer lease 21,942 29,533 7, % 50,600 Timing of expenses; lower than expected YTD Printer copy costs 13,517 22,890 9, % 39,250 Timing of expenses; lower than expected YTD Marketing 26,461 15,372 (11,089) (72.14%) 26,350 Timing of expenses; greater than expected YTD Friends of the Library expenses 3,180 1,169 (2,011) (171.99%) 2,000 Training conferences seminars 35,370 21,875 (13,495) (61.69%) 37,500 Timing of expenses; greater than expected YTD Training conferences seminars Leadership Dev % - Training IT Technical and ILS Training HR - 8,750 8, % 15,000 Timing of expenses; lower than expected YTD CEO Expenses Community engagement 186 1,519 1, % 2,600 CEO Expenses donor development % 1,500 CEO Expenses staff recognition % 1,500 Business travel and expenses 14,089 20,090 6, % 34,440 Timing of expenses; lower than expected YTD Vehicle lease Shuttle Services (460) ######### - Shuttle - National Car Rental Total Other Expenses 212, ,453 23, % 361,831 Total Expenses 9,459,394 10,576,652 1,117, % 18,285,076 Annual Surplus (Deficit) 3,389, ,341 3,084, ,519 Add Back: Unfunded Amortization Amortization expense 984, , % 1,688,300 Annual Surplus (Deficit) - Funded 4,374,004 1,289,185 3,084, % 2,184,820 Page 3

12 Current Budget Budget Variance Budget Budget Variance Explanation YTD YTD $ % Annual <> 100% and >$5,000 Balance forward from Page 1 4,374,004 1,289,185 3,084, % 2,184,820 Capital Expenditures Library materials capitalized 913, ,746 (13,065) (1.45%) 1,544,137 Timing of expenses; greater than expected YTD Hardware 90,783 92,750 1, % 159,000 Furniture & Equipment 171,849 93,331 (78,518) (84.13%) 160,000 JB start up $163,901 Equipment 2, , , % 184,500 Timing of expenses; lower than expected YTD Building Improvements 165,170 70,000 (95,170) (135.96%) 120,000 GO reno $100,725, OB vibrant space $14,631 and JB start-up $34,225 Total Capital Expenditures 1,344,439 1,264,452 (79,987) (6.33%) 2,167,637 Transfers and Debt Repayment From Unrestricted Donations % - From Reserves Transfer in - From Reserves, Facilities (11,079) - 11, % - Lift gate From Endowment Fund For Lynda.com subscription - (8,750) (8,750) % (15,000) Timing From Replacement Reserve For building improvements and furniture/equipment replacement (32,649) (70,000) (37,351) 53.36% (120,000) Timing Transfer to Contingency Reserve - 20,000 20, % 20,000 Timing Transfer to Replacement Reserve - 120, , % 120,000 Timing Total Transfer to/(from) Reserve Funds (43,728) 61, , % 5,000 Debt repayment Leased Capital Assets - Microfilm scanner, IT Solutions (639) ######### - Lease overpayment Financed Capital Assets - Automotive, Facilities 8,949 7,105 (1,844) (25.96%) 12,183 Total Debt Repayment 9,588 7,105 (2,483) (34.94%) 12,183 Financial Plan Balance 3,063,706 (43,623) (3,107,328) (1) Page 4

13 Attachment #7.2 MEMORANDUM Date: September 19, 2018 To: From: Board of Trustees Maureen Sawa, CEO Subject: 2019 Staff Development Day Background: Since its inception in 2011, the opportunity for all staff to gather together for a full day of shared learning and development has proven to be a most effective means of team building to create a strong culture of inclusiveness and exemplary customer service across the GVPL system. GVPL s Staff Development Day programs are developed for all staff so that they can flourish in their roles to meet the needs of our diverse communities. The support of CUPE 410 and the Library Board is greatly appreciated and we look forward to another successful Staff Development Day in Recommended motion: THAT GVPL be closed system-wide for Staff Development Day on June 19, 2019