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REVISED AGENDA Page 1 Revisions marked with an asterisk (*) Toronto Public Library Board Meeting No. 1: Monday, January 25, 2016, 6:00 p.m. to 8:15 p.m. Toronto Reference Library, Board Room, 789 Yonge Street, Toronto Members: Councillor Paul Ainslie Councillor Ana Bailão Mr.

1 REVISED AGENDA Page 1 Revisions marked with an asterisk (*) Toronto Public Library Board Meeting No. 1: Monday, January 25, 2016, 6:00 p.m. to 8:15 p.m. Toronto Reference Library, Board Room, 789 Yonge Street, Toronto Members: Councillor Paul Ainslie Councillor Ana Bailão Mr. Ron Carinci Ms. Lindsay Colley Councillor Sarah Doucette Councillor Mary Fragedakis Ms. Sue Graham-Nutter Ms. Dianne LeBreton Mr. Strahan McCarten Mr. Ross Parry Ms. Archana Shah Ms. Eva Svec Closed Meeting Requirements: If the Toronto Public Library Board wants to meet in closed session (privately), a member of the Board must make a motion to do so and give the reason why the Board has to meet privately (Public Libraries Act, R.S.O. 1990, c. P.44, s. 16.1). 1. Call to Order 2. Election of Chair of the Board 5 minutes 3. Election of Vice Chair of the Board 5 minutes 4. Selection of Committee Members, Board Representatives and 10 minutes Association Members Declarations of Conflicts of Interest 6. Approval of Agenda 7. Confirmation of December 14, 2015 Toronto Public Library Board Meeting Minutes 8. Business Arising from the Minutes a. Youth Participation in Library Board 15 minutes, including questions Decision Making Pilot and Future Recommendations Verbal Archana Shah, Board Liaison to Youth Miroslav Glavic

2 REVISED AGENDA Page 2 Revisions marked with an asterisk (*) Toronto Public Library Board Meeting No. 1: Monday, January 25, 2016, 6:00 p.m. to 8:15 p.m. Toronto Reference Library, Board Room, 789 Yonge Street, Toronto 9. Chair s Report 10 minutes *10. Communications 5 minutes 11. Presentations Items for Approval: 12. Guildwood Branch Expansion New Lease Agreement 5 minutes 13. Bayview Branch Approval to Increase Award for Architect s Fees 5 minutes 14. Toronto Public Library Board 2016 Meeting Dates and Locations 5 minutes Items for Information: Operating Budget Update 10 minutes *15a Operating Budget Further Update Capital Budget and Plan Update 10 minutes Social Media Update Verbal 10 minutes 18. Ebook Pricing Update 5 minutes 19. Board Resolutions Status Report 5 minutes Closed Meeting: 20. Collective Bargaining 2016 Verbal 10 minutes (Confidential as the subject matter being considered involves labour relations or employee negotiations) 21. Adjournment Attendant Care Services can be made available with some notice.

3 PROCEDURE FOR ELECTING THE CHAIR OF THE BOARD 1. Vickery Bowles, Secretary of the Board, will call for nominations. 2. Nominations must be moved and seconded. Movers and seconders must be present at the meeting. 3. V. Bowles will ask each nominee if he/she is prepared to stand for election. The name of anyone not prepared to stand for election is dropped. A person who is not present at the meeting may be nominated, but must provide written consent to the Secretary in advance of the meeting. 4. V. Bowles will ask if there are any further nominations. If there are none, V. Bowles will ask for the following motion: Motion: That the Toronto Public Library Board: 1. closes the nominations for the election of Chair of the Board. This motion must be moved, seconded and carried by a show of hands. Acclamation 5. If there is only one nomination, V. Bowles will declare that person duly elected by acclamation. Voting 6. If there are two or more nominations, V. Bowles will conduct the vote and voting will be by a show of hands. Each member may vote for only one person (who may be him or herself). V. Bowles will announce the number of votes cast for each candidate, in alphabetical order. If there are two nominations, V. Bowles will declare the person with the highest number of votes elected. If the result is a tie, V. Bowles will reopen nominations and call for another vote. If there is still a tie, V. Bowles will supervise the drawing of lots to decide who is elected. 7. If there are three or more nominations, the person with the lowest number of votes after the first ballot will be dropped from voting, and balloting will be repeated until a winner is declared. PROCEDURE FOR ELECTING THE VICE-CHAIR OF THE BOARD The newly elected Chair of the Board (if present), or V. Bowles (if the newly elected Chair is not present) will conduct the election as outlined above. January 25, & 3.

4 STAFF REPORT ACTION REQUIRED 4. Selection of Committee Members, Board Representatives and Association Members 2016 Date: January 25, 2016 To: From: Toronto Public Library Board City Librarian SUMMARY The purpose of this report is to seek Toronto Public Library Board approval for the revised terms of reference for the City Librarian s Performance Review Committee and for the selection of members to the City Librarian s Performance Review Committees and external groups. A 2016 committee membership chart is included as Attachment 1, which outlines the required membership. RECOMMENDATIONS The City Librarian recommends that the Toronto Public Library Board: 1. approves the revised terms of reference for the City Librarian s Performance Review Committee as contained in Attachment 2; 2. appoints a Library Board member to the City Librarian s Performance Review Committee; 3. confirms the current membership and Chair of the Strategic Planning Steering Committee until the approval of the public-facing version of the strategic plan and a communications plan at the February Board meeting; 4. appoints two Board member representatives to the Board of the Federation of Ontario Public Libraries; 5. appoints a Board member to the role of Board Liaison to Youth; and 6. appoints a Board member to the Toronto Public Library Foundation Board. Selection of Committee Members, Board Representatives and Association Members

5 FINANCIAL IMPACT There is no financial impact arising from the information in this report. The Director, Finance and Treasurer has reviewed this financial impact statement and is in agreement with it. DECISION HISTORY At its June 22, 2015 meeting, the Library Board reviewed the committee structure and approved: 1. the retention of the: a. City Librarian s Performance Review Committee; b. Strategic Planning Steering Committee; and 2. the disbanding of the: a. Budget Committee; b. Employee and Labour Relations Committee; c. Advertising Review Working Group; and d. E-Book Working Group. At its December 14, 2015 meeting, the Library Board reviewed the role of Board Liaison to Youth and recommended: staff work with the appointed Board Liaison to arrange one to two focus group consultations per year with Youth Advisory Group members and other teen library users and non-users and report the findings back to the Board in 2017 after a full year s implementation. ISSUE BACKGROUND The Board s Procedural By-law makes provision for the review of Board committees and approval of new or revised terms of reference for committees at the first meeting of the new Board and subsequently at the beginning of each calendar year. The Board may establish committees as required. COMMENTS The Library Board reviewed its committee structure at its June 22, 2015 meeting and the role of Youth Liaison at its December 14, 2015 meeting. The appointments below reflect the Board s decisions. Selection of Committee Members, Board Representatives and Association Members

6 Terms of Reference The terms of reference for the City Librarian s Performance Review Committee can be found in Attachment 2. This is a red-lined version to indicate the proposed changes. The change to the terms of reference has been made to ensure the efficient operation of the committee. Appointment Process for Committees The Board Chair and Vice Chair are automatically appointed to the City Librarian s Performance Review Committee. The proposed process for Board members is to identify their interest in participating in the internal and external committees as outlined below. Board Committees City Librarian s Performance Review Committee This committee meets to conduct the annual performance review for the City Librarian. It is expected that one meeting will be required to take place in late February / early March One Board member is required in addition to the Board Chair and Vice Chair. Other Board members wishing to provide input may do so in writing. Strategic Planning Steering Committee It is anticipated that one additional meeting of the Strategic Planning Steering Committee, scheduled for February 2, 2016, is required. The committee will consider the public-facing version of the strategic plan and a communications plan and make recommendations for the Board s consideration at the February meeting. It is recommended that the current membership and Chair of the committee established in 2015 be maintained until final approval of the plan is obtained. No additional meetings for the committee are expected after final approval of the plan. Board Liaison to Youth A Board member is appointed to the role of Board Liaison to Youth. The Board Liaison ensures that a youth perspective at the Board level is provided. It provides an additional opportunity for youth to influence the strategic directions and policies of the Library. The Board Liasion to Youth consults with Youth Advisory Group members and teen users and non-users to understand service perspectives. One Board member is appointed to this role. Selection of Committee Members, Board Representatives and Association Members

7 External Groups Federation of Ontario Public Libraries The Federation of Ontario Public Libraries is a non-profit organization with a mandate to benefit Ontario public libraries through advocacy, research, and marketing. The Federation s governing board is comprised of seven caucuses broadly representative of libraries by size, geography or service focus. The seven caucuses are comprised of 22 directors. The Toronto Public Library Board appoints four directors to the Toronto caucus of the Federation; two Library staff representatives and two Library Board representatives. Meetings are held quarterly. The next meeting is scheduled for January 27, 2016 at 4:30 p.m. at the Metro Toronto Convention Centre. Toronto Public Library Foundation Board: The Board also appoints one member of the Board to the Toronto Public Library Foundation Board. The Library is represented by one Board member who is an ex-officio voting director of the Foundation, and the City Librarian who is an ex-officio, non-voting director of the Foundation. The Foundation Board meets bi-monthly. The next meeting is scheduled for February 25, 2016 at 8:00 a.m. at the Toronto Reference Library. One Board member is required for this board. CONTACT Elizabeth Glass; Acting Director, Planning, Policy, & E-Service Delivery; Tel: ; eglass@torontopubliclibrary.ca SIGNATURE Vickery Bowles City Librarian ATTACHMENTS Attachment 1: 2016 Committee Membership Chart Attachment 2: City Librarian s Performance Review Committee Revised Terms of Reference Selection of Committee Members, Board Representatives and Association Members

8 Internal Committee City Librarian s 2015/2016 Performance Review Strategic Planning Steering Committee Toronto Public Library Board 2016 Committee Membership 1. Board Chair Required Membership 2. Board Vice Chair 3. (Board Member) 1. Board Chair 2. Board Vice Chair 3. (TPL Foundation Rep.) 4. (Board Member) 5. (Board Member) 6. (Board Member) 2015 Membership Attachment 1 1. Ron Carinci 2. Lindsay Colley 3. Councillor Sarah Doucette (Committee Chair) 1. Ron Carinci 2. Lindsay Colley 3. Pam Laycock 4. Councillor Paul Ainslie 5. Councillor Ana Bailão 6. Councillor Mary Fragedakis 7. Sue Graham-Nutter 8. Dianne LeBreton (Committee Chair) 9. Strahan McCarten 10. Archana Shah 11. Eva Svec Board Liaison to Youth 1. (Board Member) 1. Archana Shah External Federation of Ontario Public Libraries Toronto Public Library Foundation Board 1. City Librarian 2. Director 3. (Board member) 4. (Board member 1. (Board member) 1. Vickery Bowles 2. Linda Mackenzie 3. Councillor Ainslie 4. Dianne LeBreton 1. Councillor Ana Bailão January 25, 2016

9 Attachment 2 City Librarian s Performance Review Committee Terms of Reference 1. Mandate The mandate of the City Librarian s Performance Review Committee is to review the City Librarian s performance for the year under review as well as the objectives set by the City Librarian for the following year. The Committee will then submit a recommendation to the Board for approval. 2. Membership Membership is selected a full year in advance of the performance review; The Committee consists of one Board member in addition to the Board Chair and Vice Chair; Other Board members wishing to provide an input may do so in writing ahead of the Committee meeting. 3. Chair The Committee will elect the Chair at its meeting. 4. Agenda and Minutes Notice of the meeting will be forwarded at least three (3) clear days in advance of the meeting; The agenda and minutes of the committee meetings will be kept in accordance with the Board Procedural By-law. 5. Schedule of Meetings and Timeframe The Committee will meet at least once (1) every year; The Committee will meet during the first quarter of every year with the exception of a transition year (municipal election year) when the meeting will take place before the end of the Board term (November 30). 6. Procedural Rules The Director of Human Resources will act as Secretary to the Committee and will not be present during the discussion of the performance review; A majority of All members isare required to be in attendance; There is no time limit for meetings; Decisions are made by consensus; The City Librarian will be present to discuss goals and achievements with the Committee; however, the Committee may also meet in private to discuss the evaluation of the City Librarian s performance; The City Librarian will be informed of the outcome of the review after the Board meeting where the Committee s recommendation(s) are considered.

10 7. Public and Closed Sessions All meetings of the Committee are held in closed session as it involves personal information about an identifiable individual. Date: January 25, 2016December 15, 2014

11 MINUTES Page 1 Toronto Public Library Board Meeting No. 10: Monday, December 14, 2015, from 6:00 p.m. to 7:00 p.m. Toronto Reference Library, Board Room, 789 Yonge Street, Toronto 7. Members Present: Mr. Ron Carinci (Chair) Councillor Paul Ainslie Councillor Sarah Doucette Councillor Mary Fragedakis Ms. Dianne LeBreton Ms. Archana Shah Ms. Eva Svec Regrets: Councillor Ana Bailão Ms. Lindsay Colley (Vice Chair) Ms. Sue Graham-Nutter Mr. Strahan McCarten Mr. Ross Parry Call to Order Ron Carinci called the meeting to order at 6:00 p.m. He indicated that a consent agenda approach would be recommended for the meeting to address the loss of quorum expected to take place at 7:00 p.m Declarations of Conflict of Interest There were no Declarations of Conflict of Interest by members of the Library Board Confirmation November 23, 2015 Toronto Public Library Board Meeting Minutes Moved by Councillor Ainslie, seconded by E. Svec: That the Toronto Public Library Board: 1. confirms the minutes of the November 23, 2015 Toronto Public Library Board meeting. Carried

12 MINUTES Page 2 Toronto Public Library Board Meeting No. 10: Monday, December 14, 2015, from 6:00 p.m. to 7:00 p.m. Toronto Reference Library, Board Room, 789 Yonge Street, Toronto Confirmation of November 23, 2015 Toronto Public Library Board Closed Meeting Minutes Moved by D. LeBreton, seconded by A. Shah: That the Toronto Public Library Board: 1. confirms the minutes of the November 23, 2015 Toronto Public Library Board Closed meeting. Carried Approval of Agenda Moved by Councillor Ainslie, seconded by D. LeBreton: That the Toronto Public Library Board: 1. approves a consent agenda, including the reordering of the previous meeting minutes and all other Items not held on consent. Carried The following items were held for further consideration: Chair s Report; Approved Minutes of Strategic Planning Steering Committee of October 7, 2015; Strategic Plan : Results of Survey of Torontonians; Expanding Access, Increasing Opportunity, Building Connections Toronto Public Library s Strategic Plan ; 2016 Operating and Capital Budgets Update. The following items were approved or received for information by consent: Communications (Received for Information by Consent) That the Toronto Public Library Board: 1. receives Communication (a) Lobbying Disclosure Form as provided for in the Board s Lobbying Disclosure for Board Members Policy from Councillor Sarah Doucette, Toronto Public Library Board dated November 23, 2015, regarding a meeting with Maureen O Reilly, President, Toronto Public Library Workers Union Local 4948, CUPE for information; and 2. receives Communication (b) from Dianne LeBreton, Toronto Public Library Board member and Board representative to the Federation of Ontario Public Libraries (FOPL) dated December 8, 2015, updating the Board on recent FOPL activities.

13 MINUTES Page 3 Toronto Public Library Board Meeting No. 10: Monday, December 14, 2015, from 6:00 p.m. to 7:00 p.m. Toronto Reference Library, Board Room, 789 Yonge Street, Toronto Woodside Square Branch Lease Renewal (Approved by Consent) That the Toronto Public Library Board: 1. approves a lease renewal agreement with Triovest Realty Advisors Inc. for: a. a five (5) year term commencing on December 1, 2016; and b. base rent at $12.00 per square foot for an annual base rent of $119,328.00, excluding Harmonized Sales Tax; 2. authorizes and directs staff to take appropriate action to give effect thereto Youth Participation in Library Board Decision Making Pilot and Future Recommendations (Approved by Consent) That the Toronto Public Library Board: 1. directs staff to work with the appointed Board Liaison to arrange one to two focus group consultations per year with Youth Advisory Group (YAG) members and other teen library users and non-users, on topics that would be of interest to teens, or issues that the Board would like to hear from teens about, and report the findings back to the Board in 2017 after a full year s implementation; and 2. invites Youth Advisory Group members to attend Board meetings to learn about Board Governance Revised Records Retention Schedule (Approved by Consent) That the Toronto Public Library Board: 1. approves the revised records retention schedules as reflected in Attachment 1; and 2. presents the revised records retention schedules to the Toronto City Council, through the Executive Committee, for approval Board Resolutions Status Report (Received for Information by Consent) That the Toronto Public Library Board: 1. receives the Board Resolutions Status Report for information.

14 MINUTES Page 4 Toronto Public Library Board Meeting No. 10: Monday, December 14, 2015, from 6:00 p.m. to 7:00 p.m. Toronto Reference Library, Board Room, 789 Yonge Street, Toronto Naming and Sponsorship for Musical Instrument Lending Library (Approved by Consent) That the Toronto Public Library Board: 1. adopts the confidential instructions to staff in Attachment 1; and 2. authorizes the release of the name and general terms of the sponsorship arrangement, in a subsequent Board report, once negotiations are complete, appropriate approvals have been received and the public announcement planned for 2016 has been made Chair s Report Youth In response to a question, the specific details of advertising and outreach for the after-school youth hubs at the Cedarbrae Branch will be provided to Councillor Ainslie. Each weekday, approximately 45 students attend the hub at the Cedarbrae Branch. Innovation In response to questions, staff advised that: 1. the idea for Exploring Library Neighbourhoods developed at the November 14 and 15 hackathon at the Toronto Reference Library will be investigated for possible incorporation into the Library s services, working with Best Idea winner Sacha Chua; and 2. the prosthetic hands completed at the Hand-a-Thon event in the Digital Innovation Hub at Toronto Reference Library on December 5 will go to Enabling the Future for matching with potential recipients. That the Toronto Public Library Board: 1. receives the Chair s Report for information. Carried Strategic Planning Steering Committee: a. Approved Minutes of the Strategic Planning Steering Committee Meeting of October 7, 2015 Moved by D. LeBreton, seconded by E. Svec: That the Toronto Public Library Board: 1. receives the approved minutes of the Strategic Planning Steering Committee meeting of October 7, 2015 for information. Carried

15 MINUTES Page 5 Toronto Public Library Board Meeting No. 10: Monday, December 14, 2015, from 6:00 p.m. to 7:00 p.m. Toronto Reference Library, Board Room, 789 Yonge Street, Toronto b. Strategic Plan : Results of Survey of Torontonians A letter from Maureen O Reilly, President, Toronto Public Library Workers Union, Local 4948 (CUPE) regarding the Strategic Plan was tabled at the meeting. William Schatten, Research Director, Forum Research Inc. outlined highlights from the results of the telephone and online survey of Torontonians recently conducted for the Library. Also in attendance from Forum Research Inc. were Dr. Lorne Bozinoff, President and CEO and Alexander Mazanik, Research Associate. Moved by D. LeBreton, seconded by E. Svec: That the Toronto Public Library Board: 1. receives the Strategic Plan : Results of Survey of Torontonians report and presentation for information. Carried c. Expanding Access, Increasing Opportunity, Building Connections Toronto Public Library s Strategic Plan Larry Hughsam, Director, Finance and Treasurer provided a presentation outlining resource allocation for the Strategic Plan Moved by Councillor Fragedakis, seconded by Councillor Ainslie: That the Toronto Public Library Board: 1. receives the update on the consultation process to date for information as outlined in Attachment 1; 2. approves the draft priorities, goals and outcomes as outlined in Attachment 2; 3. approves the draft key activities for 2016 and indicators as outlined in Attachment 3; and 4. requests staff to create a public-facing version of the strategic plan and a communications plan for Toronto Public Library Board approval in January Carried

16 MINUTES Page 6 Toronto Public Library Board Meeting No. 10: Monday, December 14, 2015, from 6:00 p.m. to 7:00 p.m. Toronto Reference Library, Board Room, 789 Yonge Street, Toronto Adjournment Moved by Councillor Doucette, seconded by D. LeBreton: That the Toronto Public Library Board: 1. adjourns the December 14, 2015 Toronto Public Library Board meeting due to the loss of quorum. Carried Quorum was lost at 7:00 p.m. when Councillor Fragedakis left the meeting. As there was not sufficient time in the official meeting to consider 2016 Operating and Capital Budgets Update held under the consent agenda, Larry Hughsam, Director, Finance and Treasurer provided members of the Board in attendance at 7:00 p.m. with an update to the 2016 operating and capital budgets for information. Signed:

17 Chair s Report January 25, 2016 Awards 9. Torontoist readers have named Toronto Public Library the city s Superhero of 2015, edging out competitors, including the Toronto Blue Jays and the TORONTO sign in Nathan Phillips Square. In its nomination earlier this month, Torontoist touted the Library s virtues: On any given day, TPL s librarians can be heard giving tips to adolescents on how to find books and movies about Kareem Abdul-Jabbar, showing seniors how to use the internet, guiding researchers through the archives, and telling homeless people where to find the bathroom with equal amounts of patience and grace. The January 8 post announcing the Library as the city s Superhero for 2015 called the Library a reliable and beloved institution, and mentioned 2015 highlights, including the opening of our 100th branch, the new green screen room at Toronto Reference Library, and the interactive poetry map we launched this past April. This marks the Library s second Superhero of the Year win, the first being in Partnerships, outreach and other community initiatives Toronto Public Library has been working with other city organizations to help orient Toronto's newest residents, the Syrian refugees who arrived recently. Multicultural services staff from the Library participated in the City of Toronto's information fair for sponsors of Syrian refugees at City Hall in December. There were more than 700 attendees and many expressed their appreciation of the Library s services. As well, multicultural services and Scarborough area staff attended a Supporting Syrian Refugees in Scarborough Information and Resource Event coordinated by the Toronto East Quadrant Local Immigrant Partnership (LIP) with more than 250 people in attendance, including sponsors, potential sponsors, interested residents and thirty new arrivals. Staff at the library table connected with approximately 60 of the attendees providing valuable information about library services. Staff also made great connections with attendees, other agencies and City Departments. The East Quadrant (LIP) is now focusing on developing opportunities for meet-ups both for sponsors and for refugees, and the Library will stay involved with these important initiatives. Similar events are planned at other LIPs across the City with TPL staff participating. The Library continues to develop and participate in initiatives to support the Syrian refugees, including: a one-page Welcome document summarizing TPL's range of services was developed to welcome and support Syrian refugees and their sponsors; it was distributed at the information fairs held across the City, to local agencies, and provided to all staff, available in both English and Arabic; TPL will present at a workshop at the Ontario Library Association (OLA) Superconference on Thursday January 28, "Serving Multicultural Communities in the 21st Century". A portion of the session will be devoted to audience participation for sharing strategies, tips and ideas on supports to Syrian Refugees; Chair s Report January 25,

18 TPL worked closely with the Toronto Newcomer Office and colleagues on the City's Interdivisonal Newcomers Team to update the City Newcomer Brochure of City Services; Plans are underway to customize TPL's Registration Welcome Package to include services and supports to welcome Syrian refugees. Content and translation requirements are being developed; A post on the Library s New to Canada blog warmly welcomes the Syrian refugees and has been shared widely on social media, generating enthusiastic response. The post has received more than 2,500 page views and has been widely shared on Twitter and Facebook; Danforth/Coxwell Branch participated in an event called Sleeping out for Syrians in December, offering children's programming during the pre-sleepout event. Library staff worked with about 20 children, ranging from two to 15 years old, allowing their parents to freely participate in an information session about the refugees; Staff is collaborating with other library systems across the country to share plans for welcoming the Syrian refugees; Staff is exploring ways of expanding and promoting the MAP program for refugees; The Library is doubling the budget for Arabic material and, as many refugees speak Armenian, increasing that budget too. The challenge will be in sourcing the material and staff are actively looking for additional vendors both in North America and overseas. All items will be designated as rush and made available as soon as possible. A new and vibrant mural, which is the work of artists Elicser and Drew Moseley, was unveiled at Bendale Branch in early November. The result of a partnership between Street Art Toronto (StART), the City of Toronto and Toronto Public Library, the eyecatching mural transforms the public s idea of graffiti by creating accessible public art that beautifies the HVAC enclosure on which it is mounted. Diverse people of all ages, and some fantastical animal friends, are depicted reading and interacting, supporting the values of library services. As a component of the partnership, Elicser also visited the branch to speak to two classes of Grade 8 students from Knob Hill Public School engaging them in a lively, interactive discussion about art and its creation. Phase 1 of the City of Toronto planning study TOCore: Planning Toronto s Downtown was approved by City Council on December 9. TOcore is a three-year interdivisional study that responds to the rapid growth and intensification of the downtown, examines how Toronto s downtown should grow and what physical and social infrastructure will be required to ensure that growth positively contributes to Toronto s downtown as a great place to live, work, learn, play and invest. Twelve library branches are located in the study area and the Library is a key participant in the project through membership on the Community Services and Facilities interdivisional team, which is mandated to develop a community services and facilities strategy for the downtown that is responsive to the needs of a growing and diverse population for recreation, child care, libraries, schools, human services and public health. Staff attended and facilitated public meetings and staff focus groups and provided extensive information, data along with preliminary Chair s Report January 25,

19 recommendation on library service in the downtown core. The Library will continue to contribute as the study moves into Phase 2, Planning & Analysis, in Programs and exhibits The Library s social media outreach strategy includes sharing videos of high profile programs held in the Bram & Bluma Appel Salon on YouTube. By the end of 2015, Toronto Public Library s YouTube channel had received more than one million views. Some of the most viewed videos include recordings of: a visit by Pulitzer Prize-winning journalist, activist and author Chris Hedges this past spring; an event featuring Canadian journalist and bestselling author Malcolm Gladwell in 2012; a 2014 visit by English journalist and author Caitlin Moran; and a program featuring Mike Holmes, Canadian general contractor, television show host and rescuer of homeowners embroiled in home renovations gone wrong. youtube.com/torontopubliclibrary In partnership with the Toronto Public Library, PEN Canada presents its annual Freedom to Read Week event, Embattled Truths, at Toronto Reference Library on February 24. Award-winning journalist and bestselling author Max Blumenthal will speak about the challenges of sifting truth from propaganda when reporting on conflict in the Gaza Strip. torontopubliclibrary.ca/freedomtoread Aspiring poets are invited to meet Toronto Public Library Poet in Residence Brian Brett on February 18 at a meet and greet at Toronto Reference Library. Poets are also encouraged to submit their work for review and feedback. Prize-winning author and teacher Brian Brett has published collections of poetry and short fiction, as well as novels and memoirs. torontopubliclibrary.ca/poetinresidence A new show at the TD Gallery at Toronto Reference Library, called Special Collections: A to Z, will showcase an alphabet of curiosities from the Library s special collections, from Arctic Exploration to Zero Gravity. Running from February 20 to April 24, the exhibition will explore an eclectic array of items, including rare first-edition books, original artwork, games, costume designs and much more. The exhibit features materials from the Arthur Conan Doyle Collection, the Baldwin Collection of Canadiana, Special Collections in the Arts, the Merril Collection of Science Fiction, Speculation & Fantasy, and the Osborne Collection of Early Children's Books. The 2016 season of the TD Gallery is generously sponsored by TD Bank Group. torontopubliclibrary.ca/tdgallery Collections Toronto Public Library recently issued a press release welcoming Penguin Random House s reduced ebook prices for libraries. The new pricing model will help public libraries achieve their goal of providing universal access to ebooks, which is a high priority given booming borrowing rates and high demand for this content. At 3.1 million, Chair s Report January 25,

20 Toronto Public Library had the highest 2015 circulation in the world on OverDrive, the primary vendor of ebooks in the library world. Through our leading role as a member of the Canadian Public Libraries for Fair Ebook Pricing, Toronto Public Library continues to work with other public library systems to advocate for a more reasonable and flexible pricing model with all five multinational publishers (Hachette Book Group, HarperCollins, Macmillan Publishers, Penguin Random House and Simon & Schuster). Since issuing the press release, Penguin Random House has expressed interest in working with Canadian libraries on ebook access and pricing issues. fairpricingforlibraries.org Staff training, enrichment and other enhancement opportunities As always, Toronto Public Library will have a strong presence at the Ontario Library Association Super Conference (January 27-30). Things kick off with a tour on the first day of the conference of Fort York and Scarborough Civic Centre branches, Toronto s 99th and 100th library branches respectively. The tour will also feature the Ellesmere Processing Centre, where participants will get a chance to see how more than 440,000 new items are catalogued and processed every year, and 45,000 delivery items are handled every day. Over the course of the four-day conference, 20 Toronto Public Library staff members will be participating in panels, presentations and workshops on a diverse range of topics, including partnerships with the medical community in support of early literacy, diversity and inclusion, web literacy, community led libraries, merchandising collections and serving multicultural communities. Library Board members Councillor Paul Ainslie and Archana Shah are registered to attend the conference. olasuperconference.ca Foundation The Toronto Public Library Foundation is happy to be ending 2015 on a particularly high note. The Catherine and Maxwell Meighen Foundation has donated an exceptional $100,000 in support of Mobile Library Services. The donation will accelerate the Vehicle Replacement Fund and enhance collections for the bookmobiles and for Home Library Service. Throughout 2015, the Foundation invited donors to join in the celebration of the Library s 2015 milestone of 100 branches by becoming patrons of the Council of 100. The 45 library champions who responded by committing $10,000 or more, will be recognized in a half-page ad appearing in the Toronto Star and The Globe and Mail on January 23. Prepared by Toronto Public Library staff. Chair s Report January 25,

21 Artists in the Library January 25, 2016

22 Artists in the Library Partnership with Toronto Arts Council 3 Year Initiative 5 > 9 > 10 Artists Each Year 4 Month Residency $20,000 Grant for Each Artist.

23 Artists in the Library TPL Contributions Space Program Support Marketing and Promotion Community Outreach.

24 Artists in the Library Residencies in 9 Libraries 2,000 Attendees Over 200 Programs.

25 . Artists in the Library

26 Community Story Collective at Don Mills 6

27 Rukhsana Khan at Downsview 7

28 Pneuma Ensemble at Fairview 8

29 Puppetmongers at Hillcrest 9

30 Mixed Company Theatre at Mimico 10

31 Zeesy Powers at Oakwood Village 11

32 Toronto Animated Image Society at Scarborough Civic Centre 12

33 Expect Theatre at York Woods 13

34 Paul Stewart at Richview 14

35 Paul Stewart at Richview 15

36 Paul Stewart at Richview 16

37 Paul Stewart at Richview 17

38 Artists in the Library Thank you Toronto Arts Council!!!.

39 10. COMMUNICATIONS ADDITIONAL COMMUNICATION (marked with an asterisk*) GENERAL CORRESPONDENCE TORONTO PUBLIC LIBRARY BOARD MEETING January 25, 2016 It is recommended that the Toronto Public Library Board: 1. receives Communication (a) from the Honourable Michael Coteau, Minister, Ministry of Tourism, Culture and Sport to Ron Carinci, Chair, Toronto Public Library Board dated November 23, 2015 regarding the funding of e-resources at Ontario s public libraries for information; 2. receives Communication (b) from the Honourable Michael Coteau, Minister, Ministry of Tourism, Culture and Sport to Vickery Bowles, City Librarian dated January 8, 2016 expressing appreciation for the Toronto Public Library s submission regarding the Culture Strategy consultation; and *3. receives Communication (c) from the Honourable Michael Coteau, Minister, Ministry of Tourism, Culture and Sport to Vickery Bowles, City Librarian dated January 22, 2016 expressing appreciation for hosting the November 23, 2015 Culture Talks event at Toronto Public Library. Communications 1

funding of e-resources at Ontario s public libraries. I am pleased to respond.

Michael Coteau Minister November 23, 2015 Chair Toronto Public Library Board 789 Yonge Street Thank you for your letter on behalf of the Toronto Public Library

your support of Ontario s libraries. OLCF, which will help all Ontanians to continue to access e-resources in our public Dear Mr. Cannel: investments.

Tier 1 electronic databases will now be considered an eligible expense under the 2015 16 support to libraries through operating grants, capital funding and a

40 funding of e-resources at Ontario s public libraries. I am pleased to respond. Although the Ministry of Tourism, Culture and Sport will no longer fund e-resources libraries. Michael Coteau Minister November 23, 2015 Chair Toronto Public Library Board 789 Yonge Street Thank you for your letter on behalf of the Toronto Public Library Board, regarding the Toronto, ON M4W 2G8 We will continue to work with our library branches, and with our municipal and First Nations partners to strengthen the public library system. Thank you for sharing your Our government recognizes the valuable contributions of public libraries in serving the Sincerely, concerns on this matter, and for your support of Ontario s libraries. OLCF, which will help all Ontanians to continue to access e-resources in our public Dear Mr. Cannel: investments. through a dedicated program, we have expanded the eligibility criteria for expenses in the Ontario Libraries Capacity Fund (OLCF) grant to include e-resources. Tier 1 electronic databases will now be considered an eligible expense under the support to libraries through operating grants, capital funding and a series of targeted needs of their communities. Since 2003, we have provided more than $475 million in Mr. Ron Carinci Fax; (416) Teléc.: (416) ii 2 Toronto, ON M7A 2E1 Toronto, ON M7A 2E1 9th Floor, Hearst Block 9 etage, édihce Hearst Tel: (416) Tél.: (416) , DEC Minister Ministre c 900 Bay Street 900, rue Bay Ontao 1 Culture and Sport de Ia Culture et du Sport 1O9OMC Ministry of Tourism Mlnistére dci Tourlsme, o P U i ir

Vickery Bowles From: Sent: To: Subject: Sensitivity: Flag Status: MTCS Correspondence (MTCS) <MtrMclCo@ontario.

41 Vickery Bowles From: Sent: To: Subject: Sensitivity: Flag Status: MTCS Correspondence (MTCS) January :42 PM Vickery Bowles Response from the Honourable Michael Coteau, Minkter of Tourism, Culture and Sport Personal Completed January 8, O9OMC Ms. Vickery Bowles City Librarian Toronto Public Library vbowles@torontopubliclibrary.ca Dear Ms. Bowles: Thank you for your submission regarding the Culture Strategy consultations and for taking the time to share your organization s thoughts about the importance of Ontario s public libraries. Our government recognizes the valuable contributions of public libraries in serving the needs of their communities. Since 2003, we have provided more than $500 million in support to libraries through operating grants, capital funding and a series of targeted investments. Over the last several months, we have heard from thousands of Ontarians about their values and priorities for culture. People have participated through 11 public Town Halls, community conversations, the Culture Talks digital platform, and through written submissions responding to the Discussion Paper. We held a separate engagement process developed in collaboration with First Nation, Métis and Inuit partners and communities. We are now reviewing all of the comments and submissions that we have received, including the joint submission from the Ontario Library Association and the Federation of Ontario Public Libraries, as well as several other submissions noting the key role public libraries play in supporting Ontario s culture. In the coming year, we will release a report highlighting the key themes from the consultations, and we will post a draft Culture Strategy for public input before it is finalized. Comments received through submissions like yours will help us develop a vision and priorities for culture that truly reflect our province s diversity and vibrancy. We will continue to work with our library branches, and with our municipal and First Nations partners to strengthen the public library system. Once again, thank you for sharing your views with us and for supporting Ontario s libraries. Sincerely,

42 Michael Coteau Minister 2

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Sent Items January 22, 2016 Clwk to view all folders : Ms. Vickely Bowles City Librarian Folders... Toronto Reference Library citylibrariantorontopublidhbrary.ca. Manage Dear Ms.

Your willingness to provide a venue for this community event is greatly appreciated, I also want to convey particular thanks to Elizabeth Glass, Director of Planning, Policy & E-Service

it This fall we heard from thousands of Ontarians abqut their perspectives on, and priorities for culture through the Culture Talks consultation process.

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43 TORONTO Address Book J J Type here to search ThIs Folder,- Options LOg Oft L i Mall d Reply Reply to Au Fcrvvard )c Delete Junk Cose.. ci Calendar Message from the Honourable Michael Coteau, Minister of Touri5m, - Move Ministére dii Toudsme, de Ia Culture et du Sport Avertissement relatif a a confidentialite: Linformahon que renferme le present courriel nest destinee qua Ia personne nommae plus haut. Si vous avez reçu le courriel par erreur, veuillez détruire toutes les copies et nous en informer au moyen du site Web du ministére du Tourisme, de contacts Culture and Sport Correspondence (MTCS) [MtrMclCo@ontario.ca] You forwarded this message on 22/01/2016 5:DD PM, settings Inbox (24) Junk l I09OMC-2D16-2 ( Deleted Item, (73) Sent January 22, :19 PM Draf [20] To: City L braruri 3 -j Sent Items January 22, 2016 Clwk to view all folders : Ms. Vickely Bowles City Librarian Folders... Toronto Reference Library citylibrariantorontopublidhbrary.ca. Manage Dear Ms. Bowles: I am writing to thank you for hosting the Culture Talks event in Toronto on Monday, November 23, Your willingness to provide a venue for this community event is greatly appreciated, I also want to convey particular thanks to Elizabeth Glass, Director of Planning, Policy & E-Service Delivery, for her support in making a successful event. it This fall we heard from thousands of Ontarians abqut their perspectives on, and priorities for culture through the Culture Talks consultation process. The response we received was came out in large numbers to speak about the importance of culture in their lives and in their communities. Ontarians Ia Culture et thu Sport, a I adresse w.vw.ontarioca/mtcs. F Connatel to Mirosoft Exchange l/25!2016 9:37 AM enthusiastic and engaged The input we received will help us develop a vision and priorities for culture in the province that reflect the diversity and vibrancy of the sector and of Ontario s communities. This winter, we will release a report highlighting the key themes we heard through Culture Talks. In the spring, we will post a draft Culture Strategy for public input before it is finalized. Once again, thank you for helping to make the Culture Strategy consultations a great success. Sincerely, Michael Coteau Minister MInIstry of TourIsm, Culture and Sport Confidentiality Warning: This contains information intended only for the use of the individual named above. If you have received this in error, please destroy copies of this message all and advise us through the Ministry of Tourism, Culture and Sport s website at

44 STAFF REPORT ACTION REQUIRED 12. Guildwood Branch Expansion New Lease Agreement Date: January 25, 2016 To: From: Toronto Public Library Board City Librarian SUMMARY The purpose of this report is to obtain Toronto Public Library Board approval for a lease extension for two years on the existing space and an additional 10 years on an expanded branch, for the premises occupied by the Guildwood Branch. The branch currently occupies 3,010 square feet, and the proposed expansion would add 1,567 sq. ft. of new space at the end of 2018 for a total of 4,577 sq. ft. A capital project, starting in 2018, with a value of approximately $0.800 million to renovate the branch would be funded by a $0.100 million landlord contribution, $0.396 million of development charges and $0.304 million of debt. This new project would replace the existing capital project for the Guildwood Branch that proposes to increase the size of the branch at a cost of $7.210 million gross ($2.373 million debt) with planning starting in The local councillor has been consulted and is in support of the proposed lease and improvements for the Guildwood Branch. The proposed lease requires Council approval. RECOMMENDATIONS The City Librarian recommends that the Toronto Public Library Board: 1. approves a lease renewal agreement for the Guildwood Branch at 123 Guildwood Parkway with Revenue Properties Company Limited for: a. a two-year term to commence on December 1, 2016 on the existing 3,010 sq. ft. at a base annual rental rate of $15.00 per sq. ft., excluding Harmonized Sales Tax (HST); b. a further 10-year term to commence on December 1, 2018 for an expanded 4,577 sq. ft. at a base annual rental rate of: i. $17.50 for the first years; and ii. $18.50 for the second five years; 2. approves submitting a report to Council to seek approval for the proposed lease; and 3. authorizes and directs staff to take the necessary action to give effect thereto. Guildwood Branch Expansion New Lease Agreement

45 FINANCIAL IMPACT Under the lease extension proposal, the annual base rent on the existing 3,010 sq. ft., for the first two years commencing on December 1, 2016, is $15.00 per sq. ft. (excluding HST), which represents no increase from the current rate. Common area maintenance is based on actual costs and is approximately $8.55 per sq. ft. for the first year. The combined base rent and common area maintenance is $70, per annum, which is included in the operating budget. On December 1, 2018, the leased space will increase by 1,567 sq. ft. for a total of 4,577 sq. ft. For the five years commencing on December 1, 2018, the base rent of $17.50 per sq. ft. resulting in an annual rent increase of $48, For the last five years of the proposed lease, commencing on December 1, 2023, the base rent is $18.50 per sq. ft., resulting in an annual rent increase of $4, The lease provides for a two-month fixturing period, expected to begin on December 1, 2018, when no base rent is paid on the 1,567 sq. ft. of expansion space. A capital project, starting in 2018, with a value of approximately $0.800 million to renovate the branch would be funded by a $0.100 million landlord contribution, $0.396 million of development charges and $0.304 million of debt. This project would replace the existing capital project for the Guildwood Branch, which is a branch renovation with an expansion and potential relocation at a cost of $7.210 million gross ($2.373 million debt), with planning to start in The freed-up debt funding would be redirected to address state of good repair needs. The revised capital project would be incorporated into the capital budget and plan submission. The Director, Finance & Treasurer has reviewed this financial impact statement and is in agreement with it. BACKGROUND Since August 1973, the Guildwood Branch has occupied rental space at 123 Guildwood Parkway in Scarborough. The existing lease will expire on November 30, One year s notice is required under the current lease to notify the landlord of TPL s intention to remain at the current location. COMMENTS Guildwood Branch is located in a shopping plaza in Ward 43 at 123 Guildwood Parkway at the heart of the Guildwood neighbourhood in south Scarborough. The size of the present facility is 3,010 sq. ft., which falls short of the current standard for neighbourhood branches. The branch lacks a designated programming room and does not have a public washroom. Programs such as the branch s adult book club and Ready for Reading storytime programs are held in the staff work room or in open space in the branch. Guildwood Branch Expansion New Lease Agreement

46 Guildwood Branch circulated 124,727 items in 2014 and ranked 71 out of 81 neighbourhood branches in terms of visits. The branch provides neighbourhood level services with a focus on programs for children and seniors. The branch catchment population is 26,425 with a higher proportion of youth aged 0-14 and than the city as a whole, and also more seniors aged 65+. There are relatively fewer working-age people, in the age range. The catchment area includes both the Guildwood and Scarborough Village neighbourhoods. A project for the renovation and expansion, and a potential relocation, for Guildwood Branch is included in the 10-year capital plan at a cost of $7.210 million gross ($2.373 million debt), with planning to start in This project would be revised in the capital budget and plan submission. Library and City staff have reviewed various sites in the neighbourhood as possible alternative locations for the branch, including the Guild Inn site. The Guild Inn site is not well located in the community in terms of access, transportation and community focal point for neighbourhood library services. The current site in the plaza is the most desirable in terms of location. The plaza is conveniently located and is a real community focal point. There is parking and easy access for the local community and the many seniors who use this branch. While the proposed expansion does not bring the branch fully up to the service delivery model size for neighbourhood branches, it provides space to improve services and address key deficiencies in terms of space for computers, multifunctional programming, meeting and quiet study space and accessible public washrooms, similar to improvements made at other branches in plazas such as Cliffcrest, Northern Elms, Kennedy/Eglinton and Maryvale. The proposed expansion addresses longstanding customer concerns and supports improved services. It also accelerates the associated renovation at this branch by several years and addresses all state of good repair issues. The local councillor has been consulted and is in support of the proposed lease and improvements for the Guildwood Branch. The proposed lease includes provisions for the Landlord to contribute $0.100 million for tenant improvements and has also agreed to provide a two-hour fire rating wall on the south side of the building, approximately 83 linear feet. The proposed lease is for a total of 12 years commencing on January 1, All leases for branches located on privately-owned property require Library Board approval. Branch leases with a term greater than 10 years require Council approval. CONTACT Larry Hughsam; Director, Finance and Treasurer; Tel: ; lhughsam@torontopubliclibrary.ca Anne Bailey; Director, Branch Libraries; Tel: ; abailey@torontopubliclibrary.ca Guildwood Branch Expansion New Lease Agreement

47 SIGNATURE Vickery Bowles City Librarian Guildwood Branch Expansion New Lease Agreement

48 STAFF REPORT ACTION REQUIRED 13. Bayview Branch Approval to Increase Award for Architect s Fees Date: January 25, 2016 To: From: Toronto Public Library Board City Librarian SUMMARY The purpose of this report is to request that the Toronto Public Library Board approve an increase in the award for architectural services to MacLennan Jaunkalns Miller Architect. (MJMA) by an approximate amount of $450,000 for the Bayview Branch relocation to the Bessarian Community Centre, for a total commitment of approximately $650,000. In 2013, the award for architectural services for the entire community centre was made by Parks, Forestry and Recreation to MJMA following a competitive process. The Library agreed to pay a portion of the architectural fees for the building shell of the branch in accordance with its share of the community centre, including the common areas. In addition, MJMA will now provide architectural services for the interior design of the branch, including furniture, fixtures and equipment. The increase in fees is estimated to be $450,000 and is based on the interior design of a 13,000 square foot facility and common areas, including a portion of the cost for the design of an underground parking garage. Because the total commitment for architectural services is now $650,000, this requires Board approval. RECOMMENDATIONS The City Librarian recommends that the Toronto Public Library Board: 1. approves the increase in the award for architectural services to MacLennan Jaunkalns Miller Architect Ltd. by an amount of approximately $450,000, for a total commitment of approximately $650,000 (excluding HST), for the interior design of the branch, including furniture, fixtures and equipment, additional common areas and a portion of the cost for the design of an underground parking garage; and 2. authorizes and directs the appropriate Library staff to take the necessary action to give effect thereto. Bayview Branch Approval to Increase Award for Architect s Fees 1

49 FINANCIAL IMPACT The capital budget for the relocation of the Bayview library, with a value of $ million gross ($5.412 million net), is included in the Capital Budget and Plan and is expected to be approved by Council in mid-february. The $650,000 (excluding HST) cost for architectural services is based on a percentage of the Library s estimated share of the construction costs for the entire community centre project, including completing the interior of the branch, and a parking garage. These fees are included in the budget for the capital project. The Director, Finance and Treasurer has reviewed this financial impact statement and is in agreement with it. BACKGROUND The Bayview library relocation project provides for the design and construction of the library s space within a new multi-use Bessarian Community Centre and the library s share of the common spaces within the new building. The new library will be approximately 13,000 sq. ft. The existing Bayview library in the Bayview Shopping Mall will remain open during the course of the construction of the new branch. A Request for Proposal (RFP) for architectural services for the entire community centre was issued in 2013 by Parks, Forestry and Recreation and was awarded to MJMA. The Library s portion of the initial fees, mainly for the shell for the library and a share of common areas, was approximately $193,000, and the initial award was made under the City Librarian s authority. COMMENTS The interior design of the library, including furniture, fixtures & equipment was not included in the project architect s original scope of work. At the outset of a joint-use project the Library engages the project architect to design the branch building shell only. Following an assessment of the architect s initial design work and their fees, library staff make a recommendation whether to award the architect the additional interior design work. Following the initial work performed by MJMA on the design of the main portion of the community centre, a positive assessment of their work was made. Furthermore, the interior design work on the community centre is proceeding quickly, and it is important that work on the library interior move forward quickly so that work on the library can keep pace with the overall project. It was also recognized that it will be more cost effective if MJMA is assigned the contract for the interior design of the library. MJMA will also be responsible for the design of the underground parking garage. Bayview Branch Approval to Increase Award for Architect s Fees 2

50 The increased scope of work for architectural services is expected to cost an additional $450,000 bringing the estimated cost of the design of the project to $650,000. In accordance with the Library s Financial Control Policy, Board approval is required for awards over $500,000. CONTACT Anne Bailey; Director, Branch Libraries; Tel: ; abailey@torontopubliclibrary.ca Paul Trumphour; Acting Director, Information Technology & Facilities; Tel: ; ptrumphour@torontopubliclibrary.ca Gail Rankin; Senior Manager, Facilities; Tel: ; grankin@torontopubliclibrary.ca SIGNATURE Vickery Bowles City Librarian Bayview Branch Approval to Increase Award for Architect s Fees 3

51 STAFF REPORT ACTION REQUIRED 14. Toronto Public Library Board 2016 Meeting Dates and Locations Date: January 25, 2016 To: From: Toronto Public Library Board City Librarian SUMMARY This report provides the dates and locations for Toronto Public Library Board meetings in 2016 for approval. RECOMMENDATIONS The City Librarian recommends that the Toronto Public Library Board: 1. approves the Toronto Public Library Board 2016 meeting dates and locations schedule; and 2. considers moving the December 2016 meeting date to earlier in the month. FINANCIAL IMPACT There is no financial impact arising from the information in this report. The Director, Finance and Treasurer has reviewed this financial impact statement and is in agreement with it. DECISION HISTORY Section 16(1) of the Public Libraries Act states: A board should hold regular meetings once a month for at least ten months each year and at such other times as it considers necessary. At the October 26, 2015 meeting, the Board received the proposed dates for meetings in 2016 for information. At that time, the Board directed staff to schedule two Board meetings in branch locations in Toronto Public Library Board 2016 Meeting Dates and Locations 1

52 COMMENTS The following dates and locations are proposed for meetings of the Toronto Public Library Board in 2016: Date Time Location Date Time Location Monday Jan. 25 6:00 p.m. TRL Monday Feb. 22 6:00 p.m. TRL Monday Mar. 21 6:00 p.m. TRL Monday Apr. 25 6:00 p.m. Riverdale Branch Monday May 30 6:00 p.m. TRL Monday Jun. 27 6:00 p.m. TRL Monday Sep. 26 6:00 p.m. TRL Monday Oct. 24 6:00 p.m. Monday Nov. 21 6:00 p.m. TRL Monday Dec. 19 6:00 p.m. TRL Cedarbrae Branch Meeting Dates At the October 26, 2015 Board meeting, the proposed dates for meetings in 2016 were provided to the Board for information. After the meeting, a Board member expressed concern that the December meeting date was too late in the month for Board members to accommodate in their schedules. The week earlier date, December 12 th, was not an option for a Board meeting as it is Mawlid al-nabi; the City has requested that meetings not be scheduled on days of cultural or religious significance. December 13 th and 14 th are City Council meeting dates. If the Board wanted to move the December meeting to earlier in the month, the following dates are suggested: Thursday, December 8 (only approximately two weeks after the November Board meeting); Thursday, December 15. Meeting Locations At the October 26, 2015 meeting, the Board directed staff to schedule two Board meetings in branch locations in The Riverdale Branch at 370 Broadview Avenue has been selected for the April 25, 2016 meeting. The Cedarbrae Branch at 545 Markham Road has been selected for the October 24, 2016 meeting. All other meetings are scheduled to take place at the Toronto Reference Library, 789 Yonge Street. CONTACT Nancy Marshall; Library Board Officer, City Librarian s Office; Tel: ; nmarshall@torontopubliclibrary.ca Toronto Public Library Board 2016 Meeting Dates and Locations 2

53 SIGNATURE Vickery Bowles City Librarian Toronto Public Library Board 2016 Meeting Dates and Locations 3

54 STAFF REPORT INFORMATION ONLY Operating Budget Update Date: January 25, 2016 To: From: Toronto Public Library Board City Librarian SUMMARY The purpose of this report is to update the Toronto Public Library (TPL) Board on the status of the 2016 operating budget. At its meeting on December 15, 2015, the City s Budget Committee considered the City staff s Preliminary Budgets. The 2016 Preliminary Operating Budget for TPL is $ million net ($ million gross), which represents a $2.719 million net or 1.6% increase. The Preliminary Budget represents the Board-approved submission of a $3.127 million net or 1.8% increase, which has been reduced by $0.408 million or 0.2% through a one-time contribution of $0.418 million from the City s Tax Stabilization Reserve to fund the cost of one extra working day in 2016 and is offset by a $0.010 million reversal of a 2015 fuel adjustment. The Preliminary Budget does not include the $0.958 million of budget enhancements included in the Board submission. These enhancements are being considered for funding separately through the budget process. The Preliminary Budget does not include salary COLA for 2016, which is a collective bargaining year. Final budget approval by City Council is expected on February 17 and 18, FINANCIAL IMPACT The Preliminary Budget is $ million net ($ million gross), which represents a $2.719 million net or 1.6% increase. The Preliminary Budget reflects the Board submission of a $3.127 million net or 1.8% increase, which has been reduced by $0.408 million or 0.2% and is comprised of a one-time contribution of $0.418 million from the City s Tax Stabilization Reserve to fund the cost of one extra working day in 2016 and is offset by a $0.010 million reversal of a 2015 fuel adjustment Operating Budget Update 1

55 The Preliminary Budget does not include salary COLA for 2016, which is a collective bargaining year. The Preliminary Budget also does not include the $0.958 million of budget enhancements included in the Board submission. The Director, Finance and Treasurer has reviewed this financial impact statement and is in agreement with it. BACKGROUND At its meeting on September 21, 2015, the Board approved an operating budget submission of $ million net ($ million gross), which represents a $3.127 million or 1.8% net increase over the 2015 budget. Also approved by the Board were budget enhancements totalling $0.958 million, which support the City s Poverty Reduction Strategy, and is comprised of two Youth Hubs, Sunday service open hours enhancement, internet wi-fi hotspot lending enhancement and a Malvern digital innovation hub: 2016 Service Enhancements ($000s) Gross Revenue Net % FTEs Sunday open hours enhancement 1 full year at 8 branches % Sunday open hours enhancement 2 6 new locations % Poverty reduction Youth Hub Expansion (phase 2) % 2.0 Internet wi fi hotspot lending enhancement % Malvern Digital Innovation Hub % Total 2016 Service Enhancements % 2.0 COMMENTS At the meeting on December 15, 2015, the Budget Committee considered the City staff s Preliminary Budgets. The Preliminary Budget for TPL is $ million net ($ million gross), which represents a $2.719 million net or 1.6% increase and includes a onetime contribution of $0.418 million from the City s Tax Stabilization Reserve to fund the cost of one extra working day in 2016 and is offset by a $0.010 million reversal of a 2015 fuel adjustment. The Preliminary Budget is detailed in the following table: 2016 Operating Budget Update 2

56 2016 Preliminary Operating Budget Submission ($000s) Gross Revenue Net % FTEs 2015 operating budget 188, , , , Budget pressures 4,285.3 (1.2) 4, % 5.0 Efficiency expenditure reductions & revenue increases (500.0) (1,159.7) 0.68% (6.9) 2016 Board submission increase 3, , % (1.9) Funding from Tax Stabilization Reserve (418.3) 0.24% Reversal of 2015 fuel adjustment % 2016 Preliminary increase 3, , , % 2016 Preliminary Operating Budget 192, , , % 1,738.0 Budget enhancements of $0.958 million have not been included in the Preliminary Budget. These budget enhancements are being considered for funding separately through the budget process. Library staff presented its 2016 budget at the Budget Committee meeting on January 6, The Budget Committee has also focused on reviewing discretionary spending by all divisions and agencies to find savings. Unlike previous years, City staff is not presenting a recommended budget for the Library or any city division or agency due to the City s overall operating budget gap of $23 million that needs to be resolved. Instead, a Preliminary Operating Budget is being considered at this stage. Budget Committee meetings will be held throughout January, with a final meeting on January 26, The Executive Committee will meet on February 9 to review Budget Committee recommendations and Council will meet on February 17 and 18 to approve the 2016 budget. CONTACT Larry Hughsam; Director, Finance & Treasurer; Tel: ; lhughsam@torontopubliclibrary.ca SIGNATURE Vickery Bowles City Librarian 2016 Operating Budget Update 3

57 15a. STAFF REPORT INFORMATION ONLY 2016 Operating Budget Further Update Date: January 25, 2016 To: From: Toronto Public Library Board City Librarian SUMMARY The purpose of this report is to provide a further update to the Toronto Public Library (TPL) Board on the status of the 2016 operating budget. At the Budget Committee meeting on January 18, 2016, two motions were proposed that potentially impact TPL s 2016 operating budget. One motion recommends funding for all of TPL s requested budget enhancements totalling $958,000 gross and net. Another motion proposed a $1.249 million budget reduction, to be allocated to City Agencies, including TPL, but excluding the Toronto Police Services and Toronto Transit Commission. The savings are to be found from freezing discretionary spending. The City Manager will allocate the reduction to the Agencies. The Budget Committee will meet for a final wrap-up on January 26, 2016 to make recommendations to the Executive Committee. FINANCIAL IMPACT If funding is approved for the service enhancements, this would add $958,000 gross and net to the 2016 operating budget. The allocation of the $1.249 million budget reduction among Agencies, including TPL but excluding the Toronto Police Services and Toronto Transit Commission, has not been determined by the City Manager at this time. The Director, Finance and Treasurer has reviewed this financial impact statement and is in agreement with it. BACKGROUND At the meeting on December 15, 2015, the Budget Committee considered the City staff s Preliminary Budgets. The Preliminary Budget for TPL is $ million net ($ Operating Budget Further Update 1

58 million gross), which represents a $2.719 million net or a 1.6% increase and includes a onetime contribution of $0.418 million from the City s Tax Stabilization Reserve to fund the cost of one extra working day in 2016, and is offset by a $0.010 million reversal of a 2015 fuel adjustment. The Preliminary Budget does not include any of the budget enhancements of $0.958 million that support the City s Poverty Reduction Strategy and are comprised of: 2016 Service Enhancements ($000s) Gross Revenue Net % FTEs Sunday open hours enhancement 1 - full year at 8 branches % Sunday open hours enhancement 2-6 new locations % Poverty reduction - Youth Hub Expansion (phase 2) % 2.0 Internet wi-fi hotspot lending enhancement % Malvern Digital Innovation Hub % Total 2016 Service Enhancements % 2.0 COMMENTS At the Budget Committee meeting on January 18, 2016, two motions were proposed that potentially impact TPL s 2016 operating budget. One motion recommends funding for all of TPL s requested budget enhancements totalling $958,000 gross and net. Another motion proposes a $1.249 million budget reduction, to be allocated to City Agencies, including TPL but excluding the Toronto Police Services and Toronto Transit Commission. The motion is as follows: 2d. the 2016 Preliminary Operating Budget be reduced by a total of $1.249 million for all City Agencies, excluding the Toronto Police Service and the Toronto Transit Commission, and $9.954 million for City Programs with savings to be realized from a spending freeze on discretionary expenditures, including but not limited to business travel; conferences, consulting contracts; purchase of equipment, furniture, supplies; advertising, promotion and production of materials except where it is critically required for service delivery; and that the City Manager be delegated the authority to allocate these reductions to the Agencies and City Programs, having regard for whether an Agency or City Program has met the % budget target; While the City Manager has not yet determined the allocation of the budget reduction among Agencies, TPL would not be able to manage any significant budget reduction without impacting service. At the Budget Committee meeting, Councillor Layton proposed the following motion: 14. That City Council request the Toronto Library Board to request the City Librarian, in consultation with the Office of Equity, Diversity and Human Rights, to report to the Library Board on a staffing and service delivery model that meets the service levels outlined in the Strategic Plan, including using a Job Quality Assessment Tool Operating Budget Further Update 2

59 The Budget Committee will meet for a final wrap-up on January 26, 2016 to make recommendations to the Executive Committee. The Executive Committee will meet on February 9 to review Budget Committee recommendations and Council will meet on February 17 and 18 to approve the 2016 budget. CONTACT Larry Hughsam; Director, Finance & Treasurer; Tel: ; lhughsam@torontopubliclibrary.ca SIGNATURE Vickery Bowles City Librarian 2016 Operating Budget Further Update 3

60 STAFF REPORT INFORMATION ONLY Capital Budget and Plan Update Date: January 25, 2016 To: From: Toronto Public Library Board City Librarian SUMMARY The purpose of this report is to update the Toronto Public Library Board on the City staff s Preliminary Capital Budget and Plan (Preliminary Capital Plan). The Preliminary Capital Plan is funded by $ million debt ($ million gross) for 2016 and $ million debt ($ million gross) over The Preliminary Capital Plan includes $5.802 million of additional debt funding beyond the City debt targets. The Library Board requested a further $ million of debt funding to help address the buildings state of good repair (SOGR) backlog, which is not included in the Preliminary Capital Plan. While some progress has been made on increasing the funding from the City, the Preliminary Capital Plan is inadequate to address the Library s SOGR requirements over the 10 years. FINANCIAL IMPACT The Preliminary Capital Plan is funded by $ million debt ($ million gross) for 2016 and $ million debt ($ million gross) over , which includes $5.802 million of additional debt funding beyond the City debt targets. The $5.802 million additional debt funding over the debt target was added to fund Toronto Public Library s (TPL s) share of the parking at the relocated Bayview Branch ($0.965 million debt, $2.032 million gross) and accessibility requirements through the Multi-Branch Minor Renovation Program ($4.837 million debt and gross). The Preliminary Capital Plan is inadequate to meet the SOGR requirements over the next 10 years. The backlog is expected to increase from $ million to $ million, which represents 14.0% of the total asset value by the end of The Director, Finance and Treasurer has reviewed this financial impact statement and is in agreement with it Capital Budget and Plan Update 1

61 DECISION HISTORY At the meeting on June 22, 2015, the Library Board approved the capital budget and plan submission, which requested funding of $ million debt ($ million gross) over , and exceeded debt targets by $ million over the 10-year period. At the meeting on September 21, 2015, the Library Board approved the revised capital budget and plan submission of $ million debt ($ million gross ) in 2016 and $ million debt ($ million gross) over , which exceeded debt targets by $ million. The revised submission included additional debt funding of $2.042 million for the Bayview and Dawes Road branch projects. Gross Debt ($'000s) ($'000s) Original Submission 28, ,118 18, ,998 Additional Requests Bayview branch - 25 Additional Parking Spaces 1,432 1,432 Dawes Rd branch - Site cost 1, Total Additional Requests - 2,715-2,042 Revised Submission 28, ,833 18, ,040 City Debt Targets 15, ,705 Exceeds City Debt Targets 3,000 71,335 In response to the direction from the City Financial Planning Division to present a budget that complies with City guidelines to meet debt targets and identify unfunded needs, the revised submission was split into two parts: 1) capital projects funding that meet debt targets and 2) capital projects funding that exceed the debt targets and are therefore unfunded. The Library Board received for information the capital budget scenario that meets City debt targets. Gross Debt ($'000s) ($'000s) Budget Scenario Meets City Debt Targets (funded) 24, ,695 15, ,705 Exceeds City Debt Targets (unfunded) 2,535 81,567 3,000 71,335 Total 27, ,262 18, , Capital Budget and Plan Update 2

62 COMMENTS Library staff presented the capital and operating budgets at the Budget Committee meeting on January 5, Preliminary Capital Plan At the meeting on December 15, 2015, the City s Budget Committee considered the City staff s Preliminary Capital Plan. The Preliminary Capital Plan is funded by $ million debt ($ million gross) for 2016 and $ million debt ($ million gross) over , which includes $5.802 million of additional debt funding beyond the City debt targets. The following table provides a reconciliation of the Preliminary Capital Plan from the budget scenario that meets city targets. Gross Debt ($'000s) ($'000s) Budget Scenario meets city targets 24, ,695 15, ,705 Adjustments Bayview Parking Spaces 2, Multi-Branch Minor Renovation Program - accessibility 337 4, , , ,802 Perth/Dupont branch - additional costs 1,359 - Dawes Road branch additional costs 35 2,649 1,199 Project deferrals to fund Dawes Rd branch (2,264) (1,199) 35 1, Total Adjustments 372 8, ,802 Preliminary Capital Plan 24, ,308 15, ,507 City Debt Targets 15, ,705 Exceeds City Debt Targets 337 5,802 Bayview Additional funding of $2.032 million gross, funded by $0.965 million debt and $1.067 million development charges, has been provided by the City to fund TPL s share of the parking at the relocated Bayview Branch. Multi-Branch Minor Renovation Program Additional funding of $4.837 million debt and gross has been provided by the City for accessibility requirements. Perth/Dupont A report on zoning for 299 Campbell Ave., the proposed site for the relocated Perth/Dupont Branch, was considered by Toronto and East York Community Council on November 10 and Capital Budget and Plan Update 3

63 Council on December 9-10, The report described the community benefits to be secured from an agreement with the Developer under Section 37 of the Planning Act for the proposed development. The community benefits detail three possible options, of which one option is for the developer to provide 10,000 sq. ft. to the City for a cost of $1.1 million, to be used by TPL for a branch. This option was included in TPL s capital submission. The City has decided that the $1.1 million cost of the shell space will be added to TPL s capital plan funded from the City s Land Acquisition Reserve Fund (LARF). When the current branch site is sold, then the proceeds will be returned to LARF. In addition, the construction cost of the project have increased by approximately $0.245 million and this is being funded from available Section 37 funding, for a total gross project increase of $1.359 million ($0 debt). These terms and conditions were reported to the Library Board at its meeting on November 23, Dawes Road The additional costs for Dawes Road Branch of $2.649 million gross ($1.199 million debt) were accommodated within the assigned debt targets by deferring two other SOGR projects, Weston and Sanderson branches. Details of the Preliminary Capital Plan are on Attachment 1. Unmet Needs (Not included in Preliminary Capital Plan) The Library Board approved a capital request that was $ million in excess of debt targets to partially address SOGR and service infrastructure needs. Out of the $ million additional debt request, the following costs are included in the Preliminary Capital Plan: Additional $5.802 million debt funding over the debt target was added to the Preliminary Capital Plan to fund TPL s share of the parking at the relocated Bayview Branch and accessibility requirements through the Multi-Branch Renovation program; $1.067 million of parking cost at the Bayview Branch that was previously shown as funded from debt was changed to be funded from development charges; Two projects, Weston and Sanderson, were deferred in order to fund the additional costs for Dawes Road of $2.649 million gross ($1.199 million debt) Capital Budget and Plan Update 4

64 Gross Debt ($'000s) ($'000s) Exceeds City Debt Targets (unfunded) 2,535 81,567 3,000 71,335 Projects funded in Preliminary Capital Plan Bayview Parking Spaces (2,032) (965) Multi-Branch Minor Renovation Program - accessibility (337) (4,837) (337) (4,837) Additional costs funded by City over the debt target (337) (6,869) (337) (5,802) Bayview Parking Spaces - non-debt (DC) funding (1,067) Defer two SOGR projects to fund additional costs for Dawes Road (35) (2,649) (702) (1,199) Additional costs funded within assigned debt targets (35) (2,649) (702) (2,266) Unmet needs 2,163 72,049 1,961 63,267 The remaining $ million debt request that is not included in the Preliminary Capital Plan is being treated as unmet needs by the City. Details of the unmet needs are provided in Attachment 2. It should be noted that there is an additional $73 million of SOGR needs that were not included in the Board s revised submission. SOGR Backlog The majority of TPL properties were constructed years ago and are now in need of upgrade or replacement. While some progress has been made on increasing the funding from the City, the Preliminary Capital Plan is inadequate to address the Library s SOGR requirements over the 10 years and the backlog is expected to triple and grow to $ million or 14.0% of the total asset value by the end of $140 $120 $100 $80 $60 $40 $20 ($ Million) 16.0% 14.0% 12.0% 10.0% 8.0% 6.0% 4.0% 2.0% SOGR Backlog $44 $53 $60 $64 $77 $82 $88 $93 $109 $123 Backlog %Asset Value 5.3% 6.4% 7.1% 7.5% 9.0% 9.6% 10.1% 10.6% 12.5% 14.0% 0.0% SOGR Backlog Backlog %Asset Value Capital Budget and Plan Update 5

65 CONCLUSION Unlike previous years, City staff is not presenting a recommended budget for the Library or any division or agency due to the City s overall budget gap that needs to be resolved. Instead, a Preliminary Capital Plan is being considered at this stage. Budget Committee meetings will be held throughout January with a final meeting on January 26, The Executive Committee will meet on February 9, 2016 to review Budget Committee recommendations and Council will meet on February 17 and 18, 2016 to approve the 2016 budget. CONTACT Larry Hughsam; Director, Finance & Treasurer; Tel: ; lhughsam@torontopubliclibrary.ca SIGNATURE Vickery Bowles City Librarian ATTACHMENTS Attachment 1: Attachment 2: Preliminary Capital Plan Gross and Debt Funding Additional Board Requests Not funded Unmet Needs (not included in Preliminary Capital Plan) Capital Budget and Plan Update 6

66 PROJECT NAME TORONTO PUBLIC LIBRARY ATTACHMENT Capital Budget and Plan Update - Gross and Debt Funding ($000's) PRELIMINARY CAPITAL PLAN A B C D E F G H I J K L M N O P Q R S T U V W X Y Z AA AB AC AD AE Cost Est. PROJECT INFORMATION GROSS DEBT TOTAL TOTAL TOTAL Develop. S. 37/ 45/ Other TOTAL Debt Charges Reserves Funding Tech Asset Mgmt Prg (TAMP) 43,650 2,095-13,780 27,775 4,100 4,100 4,100 4,100 4,100 20,500 4,100 4,100 4,900 5,110 4,940 23,150 43,650 2,456 2,625 2,534 2,693 2,408 12,716 2,311 2,722 3,273 3,370 3,383 15,059 27,775 2 Virtual Branch Services (VBS) 12,072 11, ,322 1,000 1,000 1,250 1,250 5,822 1,250 1,250 1,250 1,250 1,250 6,250 12, Multi-Branch Renovation Program (SOGR) 39,315 3, ,534 3,878 2,693 4,093 4,093 4,093 18,850 4,093 4,093 4,093 4,093 4,093 20,465 39,315 2,666 2,453 3,996 3,823 3,726 16,664 3,802 4,043 4,093 4,002 2,930 18,870 35,534 4 Agincourt Partial Renovation 2, ,125-1,000 2, , , Albion Reconstruction 15,007 1, ,656 3,455 5,030 2, , ,010 3,455 5,030 1, , ,922 6 Bridlewood Renovation 2, , , , , Bayview Relocation 12,622 6, , ,621 4,398 4,718-12, , ,629 2,898-5, ,027 8 Wychwood Renovation & Expansion 8,868 3,820 1, ,298 1,749 2,886 4, , , , , ,148 9 St. Clair/Silverthorn Reconstruction 2, ,770 1, , , , , North York Central Renovation 15,974 1,438-14,536 3,880 5,736 2,095 2,228-13, ,939 3,880 5,461 2,095 1,065-12, , Dawes Road Construction & Expansion 13,263 7, , ,763 3,287 4,875 2,309 13, , ,811 3, , , Eglinton Square Expansion 1, Albert Campbell Renovation 12,165 1, , ,429 3,809 3,542 9,045 3, ,120 12, ,294 3,809 3,542 8,782 2, ,288 11, Downsview Renovation Perth/Dupont Relocation 4,312 1,867 1,100 1, ,566 2,541-4, , St.Lawrence Relocation & Expansion 18,014 13, , ,148 4,733 7,243 6,817 3, ,771 18, ,863 2, ,332 4, Parliament Street Renovation 6, , ,904 2,027 3,102 1, ,930 6, ,904 1,961 2,542 1, ,370 6, Northern District Renovation 10, , ,896 2,235 3,077 3,090 1, ,149 10, ,896 1,896 2,481 3,090 1, ,553 9, Guildwood Relocation 7,210 4, , ,541 2,889 2, ,972 7, , ,135 2, Centennial Renovation 4,715 1, , ,079 1, ,601 4, , ,094 3, Weston Renovation 9, , ,636 2,666 2,723 1,034 9,059 9, ,499 2,016 2,723 1,034 8,272 8, Brookbanks Renovation 6,848 1,995 3,650-1, ,236 3,328 2,092 6,848 6, ,203 1, Sanderson Renovation 6, , ,226 3,533 5,203 5, ,533 4,592 4, Mimico Renovation 9, , ,548 2,225 3,931 3, ,181 3,065 3, High Park Renovation 7, , ,072 1,545 2,772 2, ,545 2,129 2,129 TOTAL TOTAL Total 2016 Preliminary Capital Plan 272,777 68,795 9,825 16, ,847 24,851 27,196 30,138 30,914 23, ,087 30,371 26,119 18,669 20,350 20, , ,308 15,575 16,565 17,433 18,398 17,433 85,404 17,433 16,250 12,500 12,500 15,420 74, , CITY DEBT TARGET 15,238 16,065 16,933 16,933 16,933 82,102 16,933 15,750 12,000 12,000 14,920 71, ,705 EXCEED CITY DEBT TARGET , , ,500 5,802 Page 1 of 1

67 TORONTO PUBLIC LIBRARY Capital Budget and Plan Update - Additional Board Requests Not Funded ($000's) ATTACHMENT 2 UNMET NEEDS (NOT INCLUDED IN PRELIMINARY CAPITAL PLAN) A B C D E F G H I J K L M N O P Q R S T U V W X Y Z AA AB AC AD AE PROJECT INFORMATION GROSS DEBT TOTAL TOTAL TOTAL TOTAL TOTAL Develop. S. 37/ 45/ Other TOTAL PROJECT NAME Cost Est. Debt Charges Reserves Funding VBS , , , Multibranch ,263 1,989 15,274 1,663 1, , ,500 3,500 3,500 3,500 13,500 17,263 1, , ,230 3,100 3,180 3,050 12,060 15,274 3 North York Central Renovation (Scope Change) 2,993 1,359 1,634 1,496 1,497 2, , ,079 1, ,634 4 Downsview Renovation 4, , , , ,242 2,031-3, ,966 5 Richview Renovation 2, , ,531 1,315 2, , ,407 1,315 2, ,722 6 High Park Renovation - reprioritization (7,142) (643) - - (6,499) - (155) - (1,072) (1,545) (2,772) (2,772) (584) (1,545) (2,129) (2,129) 7 High Park Renovation - Acceleration 6, , ,421 2,577 3, ,567 6, ,421 2,421 3, ,170 5,591 8 Mimico Renovation - reprioritization (9,623) (866) - - (8,757) (158) - (1,548) (2,225) (3,931) (3,931) (884) (2,181) (3,065) (3,065) 9 Mimico Renovation - acceleration 8, , ,514 2,213 4, ,650 8, ,499 1,581 4, ,003 8, Jones Reconstruction 3,679 1, , ,737 1,782 3,679 3, ,479 1,151 2,630 2, Deer Park Renovation 9, , ,714 3,335 1,815-8,864 9, ,521 2,977 1,815-8,313 8, Barbara Frum Renovation 13,453 1, , ,758 4,299 7,370 7, ,758 3,918 6,676 6, Locke Renovation 6, , ,512 2,818 2,182 6,715 6, ,111 2,818 2,182 6,111 6, Parkdale Reconstruction 18,360 1, , ,576 4,174 7,186 7, ,148 4,174 6,322 6, Don Mills Renovation & Expansion 15,643 3, , Collage Shaw Renovation 5, , Queen Saulter Relocation & Expansion (Port Lands) 15,265 11, , Total Unmet Needs 114,040 25, ,723 2,163 4,451 3,374 3,907 4,207 18,102 5,581 8,790 13,706 13,046 12,824 53,947 72,049 1,961 2,102 2,546 3,575 3,873 14,057 5,169 7,332 12,111 13,192 11,406 49,210 63,267 NOTE: Additional SOGR needs, which will increase the backlog by $73M by 2025, were not included in the Board's budget submission. Page 1 of 1

68 2016 Social Media Update: Engaging Customers in the Digital Age Toronto Public Library Board January 25, 2016 Presented by Linda Hazzan Director, Communications, Programming & Customer Engagement

69 The Evolution of Social Personal/community interactions and self-publishing Businesses: to engage, promote, establish relationships Becoming traditional channels for communications and customer service

70 on Social

71 on Social Part of a broad multi-channel engagement and service strategy Promotion & outreach Information & service delivery Customer service Media and public relations Accessibility

com/torontopubliclibrary torontolibrary.

72 on Social Connect with Us twitter.com/torontolibrary facebook.com/torontopubliclibrary youtube.com/torontopubliclibrary pinterest.com/torontolibrary instagram.com/torontolibrary flickr.com/torontopubliclibrary torontolibrary.ca/e-news torontolibrary.ca/blogs torontolibrary.tumblr.com linkedin.com/company/torontopublic-library

73 Top Channels Engagement to date 32,700 31,000 12,200 2,230 Over 1 million views!

Hub, Appel Salon 2,300+ followers Instagram Mobile photo/video sharing tool

76 Pinterest Visual discovery tool to find ideas for projects and interests Branch photos, children s content, Special Collections, Digital Innovation Hub, Appel Salon 2,300+ followers Instagram Mobile photo/video sharing tool Branch photos, Special Collections, user-generated content 2,400+ followers, 18-29

followers Tumblr Microblogging platform and social

77 LinkedIn Business-oriented social networking tool Small business and career & job search resources 3,950+ followers Tumblr Microblogging platform and social networking website Youth related and fandom content 3,550+ followers, teens

78 Periscope Live video streaming and broadcasting service by Twitter Appel Salon programs and special events 694 followers Branches, services & staff accounts Nine branch Twitter accounts Branch and service Facebook accounts TPL Teens, Book Buzz Staff, City Librarian accounts

Email Marketing What s On at the Library 12,200+ subscribers to date Avg. open rate: 42

79 Marketing What s On at the Library 12,200+ subscribers to date Avg. open rate: 42.2% (vs. 27.5% industry rate) Avg. click-through rate: 25.7% (vs. 4.0% industry rate) holds placed - 83,500 visits to TPL s website Teen enewsletter Launched in subscribers to date Avg. open rate: 47.0% Avg. click-through rate: 22.2%

80 Content Marketing Blogs Introduced online and social media policy, editorial guidelines and calendar Mandatory training for 200 bloggers Curation of homepage blog links CPCE team working directly with bloggers 290% referrals to website 289% # of holds placed

81 Governance & Process

82 Tools and Resources TPL policies and editorial guidelines guide practices Staff Training address for staff input Online Editorial Calendar Hootsuite Social Media Management Dashboard

83 Online Editorial Calendar

84 Monitoring & responding

85 Emergency & exception communications Online and social media key to prompt communications of service interruptions Designated staff, protocol, and guidelines to manage communications

87 The Power of Social

88 Power of Social Media

89 Power of Social Media

90 Power of Social Media Generates media stories

91 Power of Social Media Easy way to share new services across multiple social media platforms

92 Power of Social Media Nurtures customer engagement in a timely and relevant way Powerful way to make connections

93 Increase brand awareness Cost-effective Benefits of Online & Social for TPL Instant customer feedback Improve customer service Reach new audiences Traffic to TPL s website that results in program attendance, holds placement + Opportunity to highlight staff expertise

MINUTES Page 1. Vickery Bowles introduced Alex Hocevar, Director, Digital Services & Emerging Technologies.

MINUTES Page 1. Vickery Bowles introduced Alex Hocevar, Director, Digital Services & Emerging Technologies. MINUTES Page 1 4. Members Present: Mr. Ron Carinci (Chair) Ms. Lindsay Colley (Vice Chair) Councillor Paul Ainslie Councillor Sarah Doucette Councillor Mary Fragedakis Ms. Sue Graham-Nutter Ms. Dianne