Board Meeting Agenda Tuesday, May 15, :00 p.m. School of Creative Arts, Freedom Way Classroom 3, Armouries Building

Transcription

1 Board Meeting Agenda Tuesday, May 15, :00 p.m. School of Creative Arts, Freedom Way Classroom 3, Armouries Building 1. Call to order and regrets Chair 2. Adoption of Agenda Chair 3. Disclosure or Pecuniary Interest Chair 4. WPL Board Elections (May 2018 February 2019) Election of: Board Chair Appointment of: Secretary, Treasurer, Solicitor, Head of Freedom of Information/Protection of Privacy Officer 5. Presentations/Delegations Budimir Expansion Project Design Presentation CEO D. Amicone 6. Communications Chair 7. Minutes Minutes of Previous Board Meeting 8. Business Arising 9. Administrative Reports CEO Report 2017 Operating Budget Variance Report Operating Results as at March 31, 2018 and Year End Projection 10. New Business Community Libraries: Bridgeview, Fontainebleau and Forest Glade Branch Annual Review Chair K. Pope C. Anson C. Anson C. Rideout- Arkell 11. Review of Board Reimbursements Chair 12. Next Meeting Tuesday, June 19, :00p.m. Chair 13 In Camera (see separate agenda) Chair 14. Adjournment Chair

2 Board Communications Tuesday May 8, 2018 Letters/ s Letter of Thanks from a Budimir Customer April 28, 2018 Newspaper/Radio Reports AM800 CKLW - April 16, 2018 Tell the Windsor Public Library Where to Go

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4 Windsor Public Library 2017 Annual General Meeting Tuesday April 17, :00 p.m. Central Branch Present: Mayor D. Dilkens (Chair), Councillor I. Kusmierczyk (4:09 p.m.), D. Lee, D. McFarlane, M. Payne, H. Reidel, J. Stuart Regrets: Councillor J. Gignac, Councillor R. Bortolin Staff: K. Pope (CEO), C. Anson, A. Craig, N. Peel, C. Rideout-Arkell, C. Woodrow, A. Rutherford (Secretary) Guests D. Seguin, City Deputy Treasurer, Dr. V. Georgie 1. Welcome: The Chair introduced the Board members and welcomed all to the 2017 Annual General Meeting at the Central Branch. 2. Call to Order and regrets: Chair called the meeting to order at 4:04 p.m. D. Dilkens acknowledged regrets from Councillors Bortolin and Gignac. 3. Approval of agenda: Moved: M. Payne Seconded: D. McFarlane THAT the agenda be approved as presented. CARRIED 4. Disclosure of Pecuniary Interest: None 5. Presentation: Reinventing our Public Libraries by Dr. Vincent Georgie. D. Dilkens introduced Dr. Georgie, the keynote speaker for the WPL 2017 Annual General Meeting. D. V. Georgie thanked the Board for the opportunity to speak about his personal story and the public library that started his lifelong passion for film. Dr. Georgie was a young lad of 8 when he and his family first came to Windsor from Montreal. The Windsor Public Library was a place to learn English and read his favourite books Inside Oscar, Siskel and Ebert and Leonard Maltin. These were the books that shaped Vincent s future, eventually completing his PHD thesis on Movie Previews. Dr. Georgie is proud of Windsor and Windsor Public Library for its vision and progress. With vision, communities prosper and partnerships grow. He thanked WPL and city leaders for the exciting times ahead.

5 A question and comment came from the audience re: public library is a place to learn English and how schools and libraries can go out into the community for more engagement. Dr. Georgie invited WPL to b engaging with the U of W School of Creative Arts. Mayor D. Dilkens thanked Dr. Georgie for sharing his personal story and his love of the City of Windsor and Windsor Public Library. WPL Board Chair s Annual Address: Chair D. Dilkens highlighted the Board s 2017 accomplishments this past year, re: three building projects and the library as an amazing public place, with over 750,000 visitors and 1.1 million items borrowed in He thanked the Board members, City staff, and the WPL staff and customers for another great year. The WPL Board is looking forward to an exciting year in WPL 2017 Annual Report: CEO K. Pope reviewed the 2017 Annual Report highlighting WPL s Chisholm branch grand opening, WPL s Speaker Series for Canada s 150 th birthday and the City of Windsor s 125 th birthday, and WPL s Famous Windsorites. The library s place as a learning institution is changing to meet the needs of a 21 st century city Moved: J. Stuart Seconded: M. Payne To accept the 2017 Annual Report as presented. CARRIED Chair D. Dilkens thanked Dr. Georgie, the community, Board and staff for their commitment to WPL s mission to read, learn and discover. 6. Adjournment Moved: D. McFarlane Seconded: M. Payne THAT the Board adjourn the Annual meeting at 4:32 p.m. CARRIED 2 Page

6 APPROVED: X Mayor Drew Dikens Chair, Windsor Public Library X Kitty Pope CEO, Windsor Public Library X Anne Rutherford Manager Board Operations & Executive Assist... 3 Page

7 Windsor Public Library Board Meeting Tuesday, April 17, :45 p.m. Central Branch Present: Mayor D. Dilkens, Councillor I. Kusmierczyk, D. Lee, D. McFarlane, M. Payne, H. Reidel J. Stuart Regrets: Councillor R. Bortolin, Councillor J. Gignac Staff: K. Pope (CEO), V. Critchley, D. Seguin, C. Anson, C. Rideout-Arkell, N. Peel, C. Woodrow, A. Craig, A. Rutherford (Secretary) Guests: F. I. Tunks, P. Mourad, J. Dattilo 1. Call to Order: D. Dilkens called the meeting to order at 4:45 p.m. 2. Adoption of agenda: Moved: H. Reidel Seconded: M. Payne THAT the agenda be adopted as presented. CARRIED 3. Disclosure of Pecuniary Interest: None 4. Presentations: Building Project Updates The Board received reports on the Chisholm, Budimir and Muir projects. F. I. Tunks, P. Mourad and J. Dattilo gave verbal updates. Discussion and questions ensued, re: Budimir and its heritage status, community consultation for all 3 projects the plans for the Muir branch tower and public access. Moved: J. Stuart Seconded: M. Payne THAT the Windsor Public Library Board accepts the John Muir and Budimir Project Updates as presented. CARRIED

8 5. Communications: Moved: H. Reidel Seconded: D. McFarlane THAT the WPL Board accepts Communications as presented. CARRIED 6. Minutes: Moved: M. Payne Seconded: J. Stuart To approve the minutes of the WPL Board meeting held February 20, 2018 as presented. CARRIED 7. Business Arising: None 8. Administrative Reports: CEO Report & Questions Moved: H. Reidel Seconded: J. Stuart THAT the Windsor Public Library Board accepts the CEO s Report as presented. CARRIED Financial Statement February YTD Moved: H. Reidel Seconded: D. McFarlane THAT the Windsor Public Library Board accepts the Financial Statement February YTD as presented. CARRIED 2017 Surplus/Deficit Report: No report; this will be presented at the next meeting. 9. New Business: 1) 2017 Annual Review Budimir Branch Report: A. Craig highlighted his report re: programming numbers increasing due to school visits and How To programming. Moved: H. Reidel Seconded: M. Payne THAT the Windsor Public Library Board accepts the 2017 Annual Review Budimir Branch Report as presented. CARRIED 2 Page

9 2) 2017 Annual review Riverside Branch Report: A. Craig highlighted the increase in programming numbers due to adult sensory story times and home-school co-op. Flooding at both branches had some impact on numbers. Moved: H. Reidel Seconded: M. Payne THAT the Windsor Public Library Board accepts the 2017 Annual Review Riverside Branch Report as presented. CARRIED 10. Review of Board Reimbursements: None 11. Next Meeting: Tuesday, May 15, In Camera: Separate Agenda Moved: D. McFarlane Seconded: H. Reidel THAT the Board move in camera at 5:09 p.m. CARRIED Moved: H. Reidel Seconded: D. McFarlane THAT the Board move back to public session at 5:40 p.m. CARRIED Moved: H. Reidel Seconded: I. Kusmierczyk THAT the Board directs Administration to carry out the directions approved In Camera. CARRIED 13. Adjournment: Moved: I. Kusmierczyk Seconded: D. McFarlane THAT the Board adjourn the meeting at 5:42 p.m. CARRIED 3 Page

10 APPROVED: X Mayor Drew Dilkens Chair, Windsor Public Library Board X Kitty Pope CEO, Windsor Public Library X Anne Rutherford Manager Board Operations & Executive Assist... 4 Page

11 Windsor Public Library Board CEO Report Thursday May 10, 2018 Performance Indicators Dashboard Performance Status / Issues Indicators Finances With the completion of the 2017 audit staff is beginning to work on drafting the 2019 budget and the costs associated with moving the Central Library Usage In-library computer usage of the 87 PACs continues to rise, especially at Central, Forest Glade and Sandwich with 19,232 hours used in April, which is a 5.04% increase over April H Resources 221 applications were received for 2 jobs on our Information desks. Facilities As below Facilities: John Muir Branch: The heritage project is designed to renovate the 1921 Sandwich Fire Hall and stable into a 5,940 sf library facility at a cost of $5,482,855. Intrepid General Ltd. began construction January 15, The photo to the right is looking into the fire hall from Mill Street. You can see the second floor is being stripped away and light is streaming in from the upper window; the elevator on the near right is just getting started. The project is on schedule and on budget, with completion expected by February Budimir Branch: The $2,917,000 addition to Budimir includes more space for customers and improved sight lines. The project architects Architecttura Inc will be presenting a new revised design for the full 6,000 sq ft addition at the May Board meeting. Construction will begin after the John Muir Branch renovation is almost completed, December/January 2019, with the Budimir project expected to be completed by late spring As soon as the Board signs off on the Budimir design, staff and the architect will conduct a community consultation at Budimir and invite customer comments. Central: With the community consultation completed, Architect Jason Grossi, of and library staff were directed to develop a building program and functional plans for a new building including: The vision and guiding principles for a new Central Library A building program including library components and functional plan A three year costing model

12 These are to be presented to the Board in November With the sale of the Central Library to the Downtown Mission in February, this project is temporary on hold. With regard to the relocation of Central, staff is working with the City to assess several locations and bring back a recommendation to the Board in June. Facility project completion dates as of May 2018 Central Library John Muir Branch Budimir Branch Consultation Phrase 2 Renovation and Addition Renovation and Expansion February As part of the celebrations to open the new City Hall, the Famous Windsorites now includes biographies about all 34 Windsor mayors and a trivia game. They are posted on the website and are really popular with our customers. Staff is currently working on a biography and data link about the old and new city halls. News Thank you to Councillor Gignac, who has committed $9,780 of Ward 6 Funds to the Riverside Branch to purchase new, much needed reading chairs and study carrels. The furniture will be in place by early summer, just in time for Summer Reading! Thank you to Councillors Bortolin, Kusmierczyk, and Marra for $25,910 from their Ward Funds to purchase an outdoor movie screen, projector/generator and the accessories required to offer movie the Windsor Public Library. Staff is currently working out the operational details for our first summer movie season. Stay tuned! WPL Administration is currently working on: Central Library relocation and moving plans Preparing Seminole Branch for new carpets and shelves Finalizing plans for Summer Reading at all locations and movie nights Drafting a WPL Legacy Document for the Board Moved by Seconded by THAT the Windsor Public Library Board accepts the CEO Report of May 10, 2018 as presented. Prepared by: Kitty Pope, CEO kpope@windsorpubliclibrary.com x 4425

13 WPL Usage Statistics, April 2018 CIRCULATION April 2017 April 2018 Variance* 2017 Total April 2018 (In-House) Total Collection Usage Central 24,550 19, % 286,720 6,246 25,887 Budimir 14,824 14, % 181,477 1,859 16,037 Riverside 11,885 12, % 144, ,079 Forest Glade 6,461 6, % 83,455 1,892 8,139 Chisholm - 6,356-16,706 1,173 7,529 Fontainebleu 3,337 3, % 43,017 1,418 5,023 Bridgeview 4,184 4, % 54, ,964 Seminole 3,287 3, % 45,319 1,200 4,861 Remington Park 3, % 32, Sandwich 1,825 2, % 28, ,751 FRED % 4, eresources 15,046 15, % 184,768-15,697 TOTAL 89,520 89, % 1,105,589 15, ,808 Notes: *Circulation is a count of all materials, physical or digital, that are borrowed or renewed by customers either in the library or online. *Variance is a month/year to month/year circulation comparison; i.e. July 2016 to July *Total Circulation measures the number of resources checked out, in all formats, at all locations. *In-House is a count of all items used by customers inside the library, but not borrowed.. *Collection Usage is a count of the total number of library materials used in-house, checked out, or borrowed online for the month. 30,000 Total Collection Usage - April ,000 20,000 15,000 10,000 5,000 0 In-House Usage Circulation April 2017 Circulation Annual Circulation Total Variance ,105, % ,116, % ,133, % ,234, % ,323, % ,292,795

14 eresources & DATABASE USAGE April Searches % of Total Database Searches 4, % ebooks & eaudiobooks 9, % Video 1, % Music 1, % Newspapers & Magazines 2, % Genealogy 1, % TOTAL 21, % 5% 9% 12% eresource Usage by Format 9% 22% 43% Database Searches ebooks & eaudiobooks Video Music Newspapers & Magazines Genealogy Total Downloads this Month 15, Average Monthy Download 15,397 Variance 1.95% Notes: *eresource & Database Statistics count database (i.e. Ancestry.com) searches and ebook/media downloads (i.e Overdrive) from the Windsor Public Library website and Apps. USAGE INTERNET USAGE PROGRAM ATTENDANCE OUTREACH ATTENDANCE # of PACS Apr-17 Apr-18 Variance Total Hours Available Apr-17 Apr-18 Apr-17 Apr-18 Central 29 4,520 4, % 7, Budimir % 2, Riverside 10 1,017 1, % 2, Forest Glade % 1, Chisholm Fontainebleu % 1, Bridgeview % 1, Seminole % Remington Park Sandwich % 1, FRED Community TOTAL 87 7,890 8, % 19,232 2,761 2, ,075 Notes: *Public Internet Usage is measured in total hours; the 2017 monthly average was 8,078 Total Hours.

15 MEMBERSHIP NEW TOTAL Annual % of Total Total April 2018 Membership Population Central , , % Budimir , , % Riverside , , % Forest Glade 80 7, , % Chisholm 113 5, , % Fontainebleu 43 3, , % Bridgeview 46 5,382 Seminole 48 4,424 ECARD NEW TOTAL Sandwich 44 3,264 April FRED TOTAL ,631 Notes: *Like all large public libraries in Canada, in January, WPL removes memberships that have not been active in three years. January 2018, 8012 inactive memberships were removed from the membership files. *Population of Windsor as per the 2011 Census - 210,891 Membership by Branch - April % 4% 5% 6% 4% 35% 7% 9% 15% 14% Central Budimir Riverside Forest Glade Chisholm Fontainebleu Bridgeview Seminole Sandwich FRED RFID GATE COUNT Customers Entering WPL Mar-18 Apr-18 % Central: Dufferin 14,145 12,293 19% Central: Ouellette 11,877 10,005 15% Budimir* 9,300 9,000 14% Riverside 8,257 8,255 13% Forest Glade 5,539 5,185 8% Chisholm** 5,750 6,500 10% Fontainebleu* 2,500 3,116 5% Bridgeview 3,621 3,610 6% Seminole 2,471 2,615 4% Sandwich* 3,200 3,500 5% FRED % TOTAL 66,952 65, % Notes: * Estimates for these branches are based on monthly circulation, programs, and outreach activities; estimates will continue until gates are installed. ** Estimate is provided for Chisholm this month; new style of gate requires new software and issues with data are being resolved

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17 Windsor Public Library Board 2017 Operating Budget Variance Report Tuesday, May 8, OBJECTIVES: To provide the Windsor Public Library Board with the 2017 year-end operating budget variance report. 2. BACKGROUND: The WPL operating budget is developed each year by Administration using the best information available at the time, and is subject to the approval of both the Windsor Public Library Board and City Council. All efforts are made to operate within the budget allotments, and offsetting savings are sought where budget deficits do occur. This report brings forward the 2017 year-end operating budget variance by the traditional board-reporting categories. It should be noted that these figures are subject to any changes stemming from the 2017 financial statement audit, which is anticipated to be completed in the coming weeks. 3. ANALYSIS: In all, an operating budget surplus of $152,527 is anticipated for 2017 due to surpluses on both the revenue and expenditure side. Variances by budget category are provided in Appendix A. Budget Actuals Surplus (Deficit) Revenue $ 9,171,710 $ 9,242,766 $ 71,056 Expenditures $ 9,171,710 $ 9,090,239 $ 81,471 Net surplus (deficit) $ 152,527 Grants & Donations, ($6,183) Specific purpose grants and restricted donation revenue are recognized in the same period as the underlying expense occurs while unrestricted donations are recognized at time of receipt. The net operating budget impact from grants is therefore typically nil, or a net expense where program funding is not 100%; while the net impact from donations is either nil (restricted donations) or positive (unrestricted donations) actual activity bears this out as the net expense from grant activity was $2,052, representing the organization s share of costs of the Canada Summer Jobs program; and unrestricted donations totaled $6,628 for a positive net financial impact of $4,576. From a budgetary variance perspective, a deficit of $18,927 was experienced in the grants accounts and a surplus of $12,744 occurred in the donations accounts, for a net deficit of

18 ($6,184). The operating revenue and expense variances net of grants and donations is shown in the table below and accounted for in the following sections. Surplus (deficit) Grants surplus (deficit) Donations surplus (deficit) Surplus (deficit) net of grants & donations Revenue $ 71,056 $ (10,640) $ 54,364 $ 27,332 Expenditures $ 81,471 $ (8,287) $ (41,620) $ 131,378 Net surplus (deficit) $ 152,527 $ (18,927) $ 12,744 $ 158,710 Revenue, $27,332 The remainder of the operating budget is funded primarily by the municipality but also by the annual Public Libraries Operating Grant (PLOG) and library user fees. The budget surplus in 2017 is due in main part to the recovery of library administrative expenses from the literacy grants ($27,044), which was an unbudgeted revenue source. Variances in other revenue accounts net to $288. Expenditures, $131,378 Salaries and benefits constitute the organization s largest expense budget item (66%) and are responsible for the majority of the year-end surplus. The net salary & benefits surplus of $73,691 is accounted for by miscellaneous salary gapping throughout the budget year, offset by increased benefits costs due to the accrual of WPL s portion of additional OMERS omissions payments and associated penalties. The remaining budget surplus of $57,687 is the net impact of miscellaneous account variances, most notably surpluses in the program expense and utilities accounts which were used to fund the deficit in the information resources account. Adjustments have been made to the 2018 operating budget to more accurately reflect budgetary expectations at the account level. Conclusion An operating budget surplus of $152,527 is projected for the fiscal year ended December 31, 2017 due primarily to budget savings in the salary accounts and other various expense categories. This surplus is subject to the results of the final financial statement audit currently being finalized by KPMG. 4. RECOMMENDATION: Moved by Seconded by THAT the Windsor Public Library Board accepts the 2017 Operating Budget Variance Report as presented/amended. Prepared by: Kitty Pope, CEO kpope@windsorpubliclibrary.com Chantelle Anson, Manager of Financial Accounting canson@citywindsor.ca 2 P age

19 APPENDIX A THE WINDSOR PUBLIC LIBRARY BOARD 2017 Operating Budget Variance ANNUAL ACTUALS PROJECTED BUDGET (UNAUDITED) VARIANCE Revenue: Municipal Funding 8,108,362 8,109,960 1,598 Provincial Funding 571, ,315 (15,900) Grant Revenue 136, ,940 17,140 Fundraising Revenue Donations 19,774 74,138 54,364 Transfers from Reserves 24,221 7,504 (16,717) Miscellaneous Income ,723 31,923 Fees Revenue 204, ,014 (9,630) Expense recoveries 105, ,173 8,279 Total Revenue 9,171,710 9,242,766 71,056 Expenses Salaries & Benefits : Salaries & Wages 4,477,961 4,298, ,447 Employee Benefits 1,220,716 1,322,477 (101,761) Wages and Benefits - CCW staff 322, ,426 (3,996) Total Salaries & Benefits 6,021,107 5,947,416 73,691 Other Expenses: Professional Services & Consulting 15,000 16,147 (1,147) Information Resources 861, ,809 (83,412) Information Communication & Technology 380, ,460 19,696 Furniture & Equipment 12,000 9,735 2,265 Building & Property 381, ,640 26,979 Operating Supplies 22,000 24,084 (2,084) Postage & Freight 23,831 22,594 1,237 Conference & Education Assistance 33,500 29,361 4,139 Communications & Development 20,000 7,048 12,952 Charges Against Donations 25,890 67,510 (41,620) Charges Against Literacy 216, ,721 27,780 Charges Against Homelessness Initiative - 88,559 (88,559) Long Term Debt 153, ,684 (8,494) Rent, Insurance, Taxes & Security 103, ,690 (4,461) Utilities 379, ,326 48,298 WPL Board Expenditures 25,500 32,343 (6,843) Grant Expenses 119,925 67,433 52,492 Program Expenses 216, ,119 48,086 Fees Offset Expenses 146, ,510 4,327 Transfer to Operations Reserve 14,200 18,050 (3,850) Total Other Expenses 3,150,603 3,142,823 7,780 Total Expenses 9,171,710 9,090,239 81,471 Net Surplus (Deficit) - 152, , FS Worksheet/Budget Variance

20 Windsor Public Library Board Operating Results as at March 31, 2018 and Year End Projection Tuesday, May 8, OBJECTIVES: To inform the Windsor Public Library Board of the operating results of the organization as at March 31, 2018 and to provide a high-level projection of operating activity to the end of the fiscal year. 2. BACKGROUND: The 2018 WPL operating budget was developed in the summer and fall of 2018 using the best information available at the time; and was subsequently approved by the Windsor Public Library Board and City Council. Actual results will be influenced by many factors including foreign exchange fluctuations, changing consumer usage patterns, grant and donation levels, and other events which impact revenue streams or expenditures. This report transmits the operating results as at March 31, 2018 and projections for the fiscal year ending December 31, ANALYSIS: Results at March 31, 2018 Revenues exceeded expenses by $240,832 for the three months ended March 31, 2018 due in main part to lower trending salary and benefit costs. A high level summary of operating results is provided in the table below. Budget Actuals Variance % budget utilized Revenue $ 9,386,489 $ 2,400,053 $ 6,986,436 26% Expenses $ 9,386,489 $ 2,159,221 $ 7,227,268 23% Net $ - $ 240,832 $ 240, Year End Projection A year-end budgetary surplus of $21,306 is projected at the end of the first quarter. The following table summarizes the projected year-end variances. Budget Projected yearend actuals end variance variance Projected year- % budget Revenue $ 9,386,489 $ 9,410,814 $ 24, % Expenses $ 9,386,489 $ 9,389,508 $ (3,019) (0.03%) Net $ - $ 21,306 $ 21,306 - Projections and year-to-date actuals by category are compared to budget in Appendix A. Details of projections are provided below.

21 Grants & Donations, ($1,894) A budget deficit of $1,894 is anticipated in the grants accounts due to a budget anomaly. Donation expenses incurred and the associated revenue recognized to date both exceed their respective budgets however the variances are anticipated to continue to offset each other through year end. The operating revenue and expense variance projections net of grants and donations is shown in the table below and accounted for in the following sections. Projected surplus (deficit) Grants surplus (deficit) Donations surplus (deficit) Proj surplus (deficit) net of grants & donations Revenue $ 24,325 $ - $ 6,125 $ 18,200 Expenditures $ (3,019) $ (1,894) $ (6,125) $ 5,000 Net surplus (deficit) $ 21,306 $ (1,894) $ - $ 23,200 Revenue, $18,200 A budget surplus of $18,200 is projected in the miscellaneous income category due to the anticipated recovery of library administrative expenses from the literacy grants. The total amount to be recovered throughout the year is contingent on other spending within the allotted grant funding envelopes. Expenditures, $5,000 Although salaries and benefit costs are trending below budget at the end of the first quarter, it is difficult to predict at this time if these savings will bear out at year end. As a result, no variance is projected in this category at first quarter. The $5,000 projected surplus is the net result of lower than budgeted debt payments for 2018 and the Board-approved contracting of off-duty police officers to assist with growing security concerns at the Central and other branches. 4. RECOMMENDATION: Moved by Seconded by THAT the Windsor Public Library Board accepts the Operating Results as at March 31, 2018 and Year End Projection report as presented/amended. Prepared by: Kitty Pope, CEO kpope@windsorpubliclibrary.com Chantelle Anson, Manager of Financial Accounting canson@citywindsor.ca 2 P age

22 APPENDIX A ANNUAL YTD YTD YEAR END YEAR END PROJ BUDGET ACTIVITY VARIANCE PROJECTION VARIANCE Revenue: Municipal Funding 8,203,937 2,050,984 6,152,953 8,203,937 - Provincial Funding 625, , , ,717 - Grant Revenue 84,749 43,028 41,721 84,749 - Donations 33,875 24,822 9,053 40,000 6,125 Transfers from Reserves 57,767 3,549 54,218 57,767 - Miscellaneous Income 1,800 9,278 (7,478) 20,000 18,200 Fees Revenue 203,644 46, , ,644 - Expense recoveries 175,000 43, , ,000 - Total Revenue 9,386,489 2,400,053 6,986,436 9,410,814 24,325 Expenses THE WINDSOR PUBLIC LIBRARY BOARD DRAFT MARCH 2018 FINANCIALS Salaries & Benefits : Salaries & Wages 4,667, ,098 3,673,979 4,667,077 - Employee Benefits 1,229, , ,688 1,229,651 - Wages and Benefits - CCW staff 415,044 82, , ,044 - Total Salaries & Benefits 6,311,772 1,317,512 4,994,260 6,311,772 - Other Expenses: Professional Services & Consulting 38,500 14,346 24,154 38,500 - Information Resources 921, , , ,959 - Information Communication & Technology 376,050 79, , ,050 - Furniture & Equipment 12,000 10,600 1,400 12,000 - Building & Property 303, , , ,354 (30,000) Operating Supplies 19,750 5,008 14,742 19,750 - Postage & Freight 41,881 5,487 36,394 41,881 - Conference & Education Assistance 21,000 5,707 15,293 21,000 - Communications & Development 23,204 5,066 18,138 23,204 - Charges Against Donations 15,500 24,822 (9,322) 21,625 (6,125) Charges Against Literacy 271,002 91, , ,002 - Long Term Debt 153,190 29, , ,190 35,000 Rent, Insurance, Taxes & Security 102,063 27,617 74, ,063 - Utilities 325,048 94, , ,048 - WPL Board Expenditures 2, ,309 2,500 - Grant Expenses 82,855 43,028 39,827 84,749 (1,894) Program Expenses 207,524 37, , ,524 - Fees Offset Expenses 143,337 41, , ,337 - Transfer to Operations Reserve 14,000 1,242 12,758 14,000 - Total Other Expenses 3,074, ,709 2,233,008 3,077,736 (3,019) Total Expenses 9,386,489 2,159,221 7,227,268 9,389,508 (3,019) Net Surplus (Deficit) - 240, ,832 21,306 21,306 WPL Operating_201803/201803

23 Windsor Public Library Board Bridgeview Branch Annual Review Tuesday May 8, OBJECTIVES: To provide the Windsor Public Library Board with a general review of the activities of the Bridgeview Branch at 1295 Campbell, January 2017 to December BACKGROUND: Located one block north of Tecumseh Road West and adjacent to West Gate Public School, the Bridgeview Branch was built in 2002 on land leased from the Greater Essex County District School Board and serves wards 2, 3 and 10. The 5100 square foot branch serves a neighborhood population of 20,042 (based on 2011 census data) and is located on Transit Windsor routes Central 3, Dominion 5 and Crosstown 2. In 2017, the Bridgeview Library hours of operation were as follows: Monday Tuesday Wednesday Thursday Friday Saturday Sunday Total Summer Winter The Bridgeview Branch is a Community Library and is similar in size to the Forest Glade and Fontainebleau branches. 3. ANNUAL STATISTICAL REVIEW: In 2017 circulation of physical materials at Bridgeview was 54,131, down from 57,312 in This decrease in material circulation is consistent with system-wide and national trends, and can be explained by an over 60% increase in electronic circulation (up from 113,753 system-wide downloads in 2014 to 184,768 in 2017) Bridgeview welcomed 529 new cardholders to their branch in 2017, bringing the total number to 5,697 as of December 31. This accounts for 6% of all WPL memberships. Bridgeview Circulation Bridgeview customers logged a total of 5,154 hours on 5 public access terminals in This is a 6.3% increase over 4,849 in 2016.

24 4. ANNUAL PROGRAMMING REVIEW: 1,577 children, teens and adults attended programs at Bridgeview in This was an increase of 37% over a total of 1,153 in Children make up 65% of total program attendees. Adults are another 31% with the remainder being teenagers. Popular children s programs in 2017 included an Program Attendance after-school Homework Club and class visits from West Gate Public School. Craft programs such as Nail Polish Art and Marble Painting also continue to be very popular, with families often attending together. For adults, the Let s Talk English conversation circle for ESL library users continues to thrive. The most well attended program of 2017 was Leave a Leaf Day where 59 individuals of all ages met together to celebrate Canada s 150 th Birthday ACTIONS: In late 2017, attention was turned towards the look and feel of the Bridgeview Branch in an attempt to enhance user experience. The children s area is currently being updated with the addition of a small LEGO wall and vibrant area rug. New red chairs for public internet use have been purchased and will add both colour and comfort outreach efforts to nearby secondary schools will help staff reach the young adult demographic as will a renewed focus on teen programming and the recent addition of a 3D printer available for public use. Increased communication with West Gate Public School and other neighbourhood schools will aim to increase the number of class visits. 6. RECOMMENDATION: Moved by Seconded by THAT The Windsor Public Library Board adopts the Bridgeview Branch Annual Review as presented. Prepared by: Kitty Pope, CEO kpope@windsorpubliclibrary.com Christine Rideout-Arkell, Manager of Public Service, Branches carkell@windsorpubliclibrary.com 2 P age

25 Windsor Public Library Board Fontainebleau Annual Review Tuesday May 8, OBJECTIVES: To provide the Windsor Public Library Board with a review of the activities of the Fontainebleau Branch at 3030 Rivard Road, January December BACKGROUND: Built in 2005, the 8200 square foot Fontainebleau Branch serves wards 5, 8 and 9 and a base population of 18,780 (2011 census data). It is located on the Ottawa 4 Windsor Transit route and is within walking distance of both W. J. Langlois Catholic School and William G. Davis Public School. In 2017, the Fontainebleau Branch hours of operation were as follows: Monday Tuesday Wednesday Thursday Friday Saturday Sunday Total Summer Winter The Fontainebleau Branch is a Community Library and is similar in size to the Forest Glade and Bridgeview branches. 3. ANNUAL STATISTICAL REVIEW: In 2017 circulation of physical materials at Fontainebleau was 43,071, down from 48,031 in This decrease in material circulation is consistent with system-wide and national trends, and can be explained by an over 60% increase in electronic circulation (up from 113,753 system-wide downloads in 2014 to 184,768 in 2017). Fontainebleau welcomed 555 new cardholders to their branch in 2017 which is 36% more than they registered in As of December 31, 2017, this branch had a total membership of 3,773 or 4% of all WPL card holders Fontainebleau Circulation Fontainebleau customers logged a total of 3,585 hours on 8 public access terminals in This is down 14% from 4,187 in This drop has been offset by a corresponding increase in WiFi usage of 14% as a growing number of users are seen bringing in their own mobile devices and laptops.

26 4. ANNUAL PROGRAMMING REVIEW: 9,133 children, teens and adults attended programs at Fontainebleau in This was an increase of 47% over This growth in attendance can be largely attributed to a continued focus on class visits. Staff at this branch organized an impressive 222 class visits throughout the year or a total of 3,661 student visits. Fontainebleau averages 16 participants per program, which is 17% higher than the system-wide average of Program Attendance In addition to class visits from W. J. Langlois and William G. Davis schools, ongoing Family Story time programs are popular in this branch, as are programs focused on crafts and games. Adult Colouring groups continue to thrive. In December, branch staff joined with the Friends of Fontainebleau to host 215 individuals at the annual Christmas Party. 5. ACTIONS: The Fontainebleau Branch has established and maintains strong relationships with neighborhood elementary schools. In 2018, efforts will be made to connect with local secondary schools and other nearby organizations that serve youth such as Roots2Wings and Big Brothers/Big Sisters. Efforts will be made to study the types of programs and resources that would be attractive to teens in the Fontainebleau neighbourhood. Evaluation and weeding of the Fontainebleau collection was a focus in In 2018, staff will aim to leverage this refreshed collection and the branch s well-attended programs into higher circulation numbers. The annual How-To Festival, being hosted at the Fontainebleau Library in September 2018, will promote the non-fiction collection. Themed displays and increased utilization of Temporary Class Visit Cards will also support circulation efforts. 6. RECOMMENDATION: Moved by Seconded by THAT the Windsor Public Library Board adopts the Fontainebleau Branch Annual Review as presented. Prepared by: Kitty Pope, CEO kpope@windsorpubliclibrary.com Christine Rideout-Arkell, Manager of Public Service, Branches carkell@windsorpubliclibrary.com

27 Windsor Public Library Board Forest Glade Branch Annual Review Tuesday, May 8, OBJECTIVES: To provide the Windsor Public Library Board with a general review of the activities of the Forest Glade Branch at 3211 Forest Glade Drive, January 2017 to December BACKGROUND: The Forest Glade Branch opened in 1988 to serve the Forest Glade community. At that time it was built as an addition to the Forest Glade Community Centre, adjacent to the Forest Glade Arena. The 5500 square foot facility serves a neighborhood population of roughly 23,000 (based on 2011 census data) and is located on the 1C Transit Windsor route. In 2017, the Forest Glade Branch hours of operation were as follows: Monday Tuesday Wednesday Thursday Friday Saturday Sunday Total Summer Winter The Forest Glade Branch is a Community Library and is similar in size to the Bridgeview and Fontainebleau branches. 3. ANNUAL STATISTICAL REVIEW: In 2017 circulation of physical materials at the Forest Glade Branch was 83,455, up 2.5% from 81,392 in This increase in material circulation counters both system-wide and national trends and can be explained by a combination of increased programming and class visits, the launch of the Forest Glade Tech Hub, the popular Seed Library plus new shelving and furniture which has enhanced customer experience. Forest Glade Circulation When considered alongside a 62% system-wide increase in digital circulation between 2014 and 2017, use of library materials by Forest Glade customers is quite robust The Forest Glade Branch welcomed 876 new cardholders in 2017, bringing the total number of members to 7,620. This accounts for roughly 9% of the total WPL membership, behind only Central, Riverside and Budimir. Forest Glade customers logged a total of 3,688 hours of internet use on 5 terminals in This is up from 3,590 hours in 2016.

28 4. ANNUAL PROGRAMMING REVIEW: Program attendance at the Forest Glade Branch continues to rise with staff delivering programming to 2,494 participants in This was up 26.5% from 2016 totals and can be attributed in part to an increase in class visits from neighbourhood schools as well as the growing popularity of the adult Coffee Klatch program. Popular 2017 program offerings included the weekly Robotics and Tech Club, the How-To Festival and a variety of summer programs celebrating Canada s 150 th Birthday Forest Glade ACTIONS: In late 2016 Forest Glade library received $6,000 in Ward Funds from Councillor Kusmierczyk and $6,000 in Ward Renewal Funds from CUPE Local 82 towards the purchase of cutting edge technological resources including a 3D printer, an Oculus Rift virtual reality system, and a set of indoor drones. These resources were used for programs and class visits throughout In 2018, focus will be on expanding promotions of the Forest Glade Tech Hub to teenagers and adults. Funding from ENWIN, the WPL Board and Ward Funds from Councillor Kusmierczyk will go towards the creation of a Demonstration Rain Garden at the Forest Glade Branch in spring/summer This should have an impact on visitors to the library through curriculum-based class visits as well as those curious about rain gardens. Materials added to the collection on water management should help boost circulation. Using Ward Funds provided by Councillors Kusmierczyk, Marra and Bortolin, WPL purchased outdoor theatre equipment in April 2018 to host large-scale movie events in public spaces such as Forest Glade Optimist Park. This should have an impact on all aspects of library use at this branch especially programming numbers. 6. RECOMMENDATION: Moved by Seconded by THAT the Windsor Public Library board adopts the Forest Glade Branch Annual Review as presented. Prepared by: Kitty Pope, CEO kpope@windsorpubliclibrary.com Christine Rideout-Arkell, Manager of Public Service, Branches carkell@windsorpubliclibrary.com 2 P age