MISSISSAUGA PUBLIC LIBRARY BOARD MEETING

Transcription

1 MISSISSAUGA PUBLIC LIBRARY BOARD MEETING Wednesday, June 20, :30 to 7:30 p.m. Courtneypark Library 730 Courtneypark Dr. West, L5W 1L9 Mississauga, ON Members Margot Almond Raj Chopra Nokha Dakroub Harry Hastilow Councillor John Kovac Councillor Matt Mahoney Priscilla Mak Antonio Maraschiello Laura Naismith Val Ohori Thomas Thomas Acting Secretary/Treasurer/CEO Lori Kelly Acting Director, Library Services Leadership Team Sue Coles Manager, Facilities & Operations Mike Menary- Manager, Planning, Development and Analysis Laura Reed- Manager, Central Library & Community Development Jennifer Stirling- Manager, Digital Library Services & Collections Sven Tretrop Manager, IT Architecture & Innovation

2 Library Board Meeting Agenda Wednesday, June 20, 2018 Courtneypark Library Item No. Item Description Time Allotted 1.0 Call to order: Welcomes & Excused Absences (Motion required to excuse absences) Approval of Agenda 2 (Motion required to approve agenda) 1.2 Declaration of Conflict of Interest Delegations Erin Baker for CUPE 1989: Advocating the connection between the 5 Library and social work initiatives 2.0 Consent Agenda 5 (Motion required to approve consent agenda) (All items listed under the Consent Agenda are considered to be routine and are recommended for approval by the Chair. They may be enacted in one motion or any item may be discussed if a member so requests.) Minutes of the Regular Meeting on May 16, Year End Audited Financial Statements 3.0 CEO Report 15 (motion required to receive) TOUR OF COURTNEYPARK LIBRARY Policy Review Executive Limitations/Internal Monitoring Reports Business Plan Update (motion required to receive) Fines & Fees Modification 5 (motion required to approve) Ends KPI Dashboard Demo 10 Governance Annual Governance Policies Review 10 (motion required to approve) Approval of Policy B14 Meetings 10 (motion required to approve) 8.0 Ownership Linkage 9.0 Board Advocacy 9.1 EBook Advocacy (motion required to receive) 10.0 Board Development 11.0 Incidental Information 10

3 Other Business Action Log Review In Camera Agenda Contract Negotiations Board Self-Evaluation 5 A. Maraschiello to lead self-evaluation- Prepared for the meeting time spent appropriately on Ends full participation courteous treatment of others adherence to Rules of Order emphasis on the future Adjournment 2 (Motion required to adjourn) TOTAL TIME 123

4 Agenda 2.0 DATE: June 20, 2018 TO: FROM: Mississauga Public Library Board Lori Kelly, Acting CEO, Library Services SUBJECT: Consent Agenda RECOMMENDATION: That the Consent Agenda comprising of Agenda 2.0 to 2.2 are hereby approved as written and the CEO of the Library is hereby authorized and directed to take such action that may be necessary to give effect to the recommendations as therein contained: 2.0 Consent Agenda 2.1 Minutes of the Regular Meeting on May 16, Year End Audited Financial Statements Lori Kelly Acting Director, Library Services

5 Agenda 2.1 MISSISSAUGA PUBLIC LIBRARY BOARD Regular Meeting Minutes of the meeting held on Wednesday, May 16, 2018 at 5:30 p.m., Erin Meadows Library, 2800 Erin Centre Blvd., L5M 6R5 - Mississauga, On Present: Absent: Staff Present: Minutes Recorded: Margot Almond Raj Chopra Harry Hastilow Councillor John Kovac Councillor Matt Mahoney Priscilla Mak Antonio Maraschiello Laura Naismith Val Ohori Nokha Dakroub Thomas Thomas Lori Kelly, Senior Manager, HR Strategic Talent Management Mike Menary, Manager, Planning, Development & Analysis Laura Reed, Manager, Central Library & Community Development Sven Tretrop, Manager, IT Architecture & Innovation Anne Marie Solleza 1.0 Call to Order/Excused Absences The meeting was called to order at 5:37pm by Acting Chair M. Almond. 38:18 Resolved that Nokha Dakroub and Thomas Thomas be excused from the meeting. Moved by L. Naismith Seconded by R. Chopra Carried 1.1 Approval of Agenda 39:18 Resolved that the agenda be approved as presented. Moved by P. Mak Seconded H. Hastilow Carried

6 Mississauga Public Library Board Meeting Wednesday, May 16, Declaration of Conflict of Interest There were no conflicts of interest declared. 1.3 Delegations There were no delegations scheduled for this meeting. 2.0 Consent Agenda Resolved that the Consent agenda be approved as presented and the CEO of the Library is hereby authorized and directed to take such action that may be necessary to give effect to the recommendations as therein contained. Moved by A, Maraschiello Seconded by L. Naismith Carried 3.1 CEO Report Acting Director Lori Kelly presented her CEO Report, highlighting the job posting for Mississauga Public Library CEO/Library Services Director. An executive search firm has been retained to support the recruitment for this position. The posting will close on June 3, 2018 and the competition is hoped to be completed by September. V. Ohori reminded the Board that there are 2 opportunities to help out with the recruitment process: 1) help screen candidate resumes 2) serve as a member of the interview panel The Acting Director explained that the process will consist of interviews and presentations with the hope of presenting a preferred candidate to the Board in September. She reiterated that 2 members of the Board will complete the 4 member interview panel, joining the Commissioner of Community Services and another City staff, likely the Director of Human Resources. The Board also asked if a written assignment could be made part of the screening process and recommended that critical-thinking be included as a required skill set. She also informed the Board that Laura Kaminker, CUPE 1989 President, will be stepping down from her position to run in the provincial election for the New Democratic Party in Mississauga Centre. Laura Fenech will be stepping in as Acting Union President until June 7. There was discussion around the work plan for the Acting Manager, Social Engagement who begins May 22.

7 Mississauga Public Library Board Meeting Wednesday, May 16, The Board also discussed staff development initiatives and asked that critical thinking, knowledge management/retention/sharing be included as part of training. The Acting Director also informed the Board of the advocacy efforts being led by the Ontario Library Association (OLA) to ensure that candidates in the coming provincial elections are made aware of the value of libraries. J. Stirling, Manager for Digital Services and Collections is working on a briefing note which will be distributed to the Board shortly. Councillor M. Mahoney encouraged Board members to come and attend Mississauga Matters, on May 22 nd, a provincial candidates debate on Mississauga s top priorities featuring local candidates from the Green Party, Liberal Party, New Democratic Party and Progressive Conservative Party. 41:18 Resolved that the CEO Report dated May 16, 2018 be received for information. Moved by L. Naismith Seconded by T. Maraschiello Carried 4.0 Policy Review There were no policies scheduled for review. 5.0 Executive Limitations/Internal Monitoring Reports 5.1 Year End Financial Report M.Menary, Manager, Planning, Development & Analysis, took the Board through his report 2017 Year End Results. He answered a few questions regarding variances and revenues. With regard to capital budget, the Board asked if he could provide a document to show that the library was okay. He assured the Board one will be provided at the next meeting. 42:18 Resolved that the report 2017 Year End Results dated May 7, 2018 be received for information. Moved by A. Maraschiello Seconded by R. Chopra Carried 5.2 First Quarter Financial Report M. Menary answered questions from the Board regarding the 2018 First Quarter Financial Report. There was some concern over the annual public library operating grant not coming through and how the shortfall would be addressed. M. Menary explained that should this

8 Mississauga Public Library Board Meeting Wednesday, May 16, unlikely event happen, the shortfall would be submitted to Council as a variance and they would then decide how to address it. 43:18 Resolved that the 2018 First Quarter Financial Report dated May 7, 2018 be receied for information. 0 Moved by P. Mak Seconded by Councillor M. Mahoney Carried 6.0 Ends 6.1 Quarterly Review on Ends The Acting Director highlighted progress made on the Board s Ends since the year-end Report for 2017 was submitted to the Board in January. Some of the highlights include current work on Future Directions, the Open Window Hub and library KPIs, and the completion of makerspaces at Burnhamthorpe and Courtneypark Libraries. The Board asked that customer engagement for Future Directions should include the whole spectrum(online) and not be limited to in-person public meetings. The Chair expressed appreciation for the work being done with the Extended Leadership team. She also requested that the Board be kept updated with the City s Smart Cities initiative. 44:18 Resolved that the report Quarterly Review on Ends dated May 7, 2018 be received for information. Moved by Councillor J. Kovac Seconded by V. Ohori Carried 7.0 Governance 7.1 Elections for Executive Positions The Acting Chair turned the floor over to the Acting Director. The Acting Director requested the Nominating Committee to provide their report. Nominating Committee member Councillor M. Mahoney reported that the following nominations were received: Val Ohori for Chair and Raj Chopra for Vice Chair.

9 Mississauga Public Library Board Meeting Wednesday, May 16, The Acting Director asked if there were any nominations from the floor. There being none, She asked that V. Ohori and R. Chopra be acclaimed to the position of Chair and Vice Chair, until the end of the Board s term. 45:18 Resolved that Val Ohori and Raj Chopra be acclaimed to the position of Chair and Vice Chair, respectively for the remainder of the Board s term. Moved by Councillor M. Mahoney Seconded by Councillor J. Kovac Carried 7.2 Review of Workplan The following changes were made to the Workplan: a) Add Policy B14 on Board Meetings to June 7.3 Upcoming Events, Locations, Chair Rotation, Special Events/Meetings The Chair brought up the request to meet with Brampton and Caledon Library Boards which has been postponed a few times. She suggested that this be scheduled after the new Director is hired in September. R. Chopra asked that she be taken out of the chairing rotation for October since she won t be able to attend the meeting. The next Library Board meeting will be at Courtneypark Library with Priscilla Mak as Acting Chair. 8.0 Ownership Linkage There were no items for discussion. 9.0 Board Advocacy There were no items for discussion Board Development There were no items for discussion Incidental Information 12.0 Other Business 12.1 Action Log Review Regarding Item No. 4 on developing a Procurement Policy, M. Almond explained that her expectations were to build on the current City policy but with additional wording requiring Board approval for certain big ticket items. The Acting Director asked that they connect to work on this over the summer.

10 Mississauga Public Library Board Meeting Wednesday,May 16, For item No.5 on the Cooksville Development strategy, the Acting Director promised to have a presentation in the Fall. The following items were added to the Action Log: 1) Provide Board with Future Directions and other documents that would provide helpful information in crafting the Legacy Document 2) Val to connect with Lori over the summer to plan for the hows and whys of revising the Library s vision statement 3) Review Elections Policy for responsibility of vice chair when chair resigns during the course of the Chair s term In-Camera Agenda There were no in-camera items for discussion Board Self-Evaluation P. Mak led the self-evaluation and thanked the members for a thoughtful and productive discussion. She acknowledged David Penteliuk, Manager of Streetsville and Erin Meadows Library for a very insightful tour, providing the Board members with an understanding of how libraries function on a daily basis. She appreciated the fastest election ever conducted and was pleased with all the concrete actions arising from the discussions. She thanked staff for helping the Board members understand the more technical aspects of the reports and complimented M. Almond on her great job at chairing the meeting. 46:18 Resolved that the meeting adjourn at 7:12pm Moved by R. Chopra Seconded by L. Naismith Carried NEXT MEETING The next Library Board meeting will be on June 20, 2018 at Courtneypark Library. Secretary/Treasurer Chair

11 City of Mississauga Library Board Report Date: June 20,2018 Agenda 2.2 To: Mississauga Library Board From: Lori Kelly, Acting CEO, Library Services Meeting date: June 20,2018 Subject 2017 Year-End Audited Financial Statement Recommendation That the report 2017 Year-End Financial Statement as approved by Council, be adopted by the Library Board as presented. Background The adoption of the annual financial statement of the Mississauga Library System is a responsibility of the Mississauga Public Library Board under the Public Libraries Act. Comments The 2017 audited financial statement for the Library was approved by Council on May 5, Financial Impact None Attachments 2017 Mississauga Public Library Board Audited Financial Statement Lori Kelly Acting CEO, Library Services (Prepared by Mike Menary, Planning Development and Analysis)

12 KPMG LLP Vaughan Metropolitan Centre 100 New Park Place, Suite 1400 Vaughan ON L4K 0J3 Canada Tel Fax INDEPENDENT AUDITORS' REPORT To the Members of Council, Inhabitants and Ratepayers of The Corporation of the City of Mississauga We have audited the accompanying financial statements of The Mississauga Public Library Board, which comprise the statement of financial position as at December 31, 2017, the statements of operations and accumulated surplus, change in net financial assets and cash flows for the year then ended, and notes, comprising a summary of significant accounting policies and other explanatory information. Management's Responsibility for the Financial Statements Management is responsible for the preparation and fair presentation of these financial statements in accordance with Canadian public sector accounting standards, and for such internal control as management determines is necessary to enable the preparation of financial statements that are free from material misstatement, whether due to fraud or error. Auditors' Responsibility Our responsibility is to express an opinion on these financial statements based on our audit. We conducted our audit in accordance with Canadian generally accepted auditing standards. Those standards require that we comply with ethical requirements and plan and perform the audit to obtain reasonable assurance about whether the financial statements are free from material misstatement. An audit involves performing procedures to obtain audit evidence about the amounts and disclosures in the financial statements. The procedures selected depend on our judgment, including the assessment of the risks of material misstatement of the financial statements, whether due to fraud or error. In making those risk assessments, we consider internal control relevant to the entity's preparation and fair presentation of the financial statements in order to design audit procedures that are appropriate in the circumstances, but not for the purpose of expressing an opinion on the effectiveness of the entity's internal control. An audit also includes evaluating the appropriateness of accounting policies used and the reasonableness of accounting estimates made by management, as well as evaluating the overall presentation of the financial statements. We believe that the audit evidence we have obtained is sufficient and appropriate to provide a basis for our audit opinion. KPMG LLP, is a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative ( KPMG International ), a Swiss entity. KPMG Canada provides services to KPMG LLP.

13 Page 2 Opinion In our opinion, the financial statements present fairly, in all material respects, the financial position of The Mississauga Public Library Board as at December 31, 2017, and its results of operations and accumulated surplus, its changes in net financial assets and its cash flows for the year then ended in accordance with Canadian public sector accounting standards. Chartered Professional Accountants, Licensed Public Accountants April 23, 2018 Vaughan, Canada

14 City of Mississauga - Public Library Board Financial Statements Year Ended December 31, 2017

15 City of Mississauga - Public Library Board Statement of Financial Position as at December 31, 2017 with comparatives for 2016 (All dollar amounts are in $000) 2017 $ 2016 $ Financial Assets Due from City of Mississauga (Note 2) 2,424 1,995 Total Financial Assets 2,424 1,995 Financial Liabilities Accounts payable and accrued liabilities Employee benefits and other liabilities (Note 4) 2,349 2,421 Total Financial Liabilities 3,115 3,123 Net Debt (691) (1,128) Non-financial Assets Tangible capital assets (Note 7) 75,817 77,248 Accumulated Surplus 75,126 76,120 The accompanying notes are an integral part of these financial statements. 2

16 City of Mississauga - Public Library Board Statement of Operations for the year ended December 31, 2017 with comparatives for 2016 (All dollar amounts are in $000) Budget 2017 $ Note 6 Actual 2017 $ Revenues City of Mississauga 26,845 25,918 25,252 Funding transfers from other governments Contributed assets by the City of Mississauga Fines, service charges and rents 1,234 1,204 1,120 Total Revenues 28,794 28,772 27,817 Expenses Salaries, wages and employee benefits 22,068 21,096 20,086 Equipment Materials and supplies Communication Staff development Transportation Professional Services Advertising and promotion Occupancy 1,801 1,709 2,092 Collection fees Amortization of tangible capital assets - 5,817 5,727 Administrative support charged by the City Total Expenses 24,903 29,766 29,107 Annual surplus/(deficit) 3,891 (994) (1,290) Accumulated surplus, beginning of year 76,120 77,410 Accumulated surplus, end of year 75,126 76,120 Actual 2016 $ The accompanying notes are an integral part of these financial statements. 3

17 City of Mississauga - Public Library Board Statement of Change in Net Debt for the year ended December 31, 2017 with comparatives for 2016 (All dollar amounts are in $000) Annual surplus/(deficit) 2017 Actual $ 2016 Actual $ (994) (1,290) Tangible capital asset additions (4,386) (4,209) Amortization of tangible capital assets 5,817 5,727 Decrease in net debt Net debt, beginning of year (1,128) (1,356) Net debt, end of year (691) (1,128) The accompanying notes are an integral part of these financial statements. 4

18 City of Mississauga - Public Library Board Statement of Cash Flows for the year ended December 31, 2017 with comparatives for 2016 (All dollar amounts are in $000) 2017 $ 2016 $ Cash provided by (used in): Operating activities: Annual surplus/(deficit) Items not involving cash: (994) (1,290) Amortization of tangible capital assets 5,817 5,727 Change in employee benefits and other liabilities (72) 129 Change in non-cash working capital: Due from the City of Misissauga (429) (431) Deferred revenue - (76) Accounts payable and accrued liabilities Net change in cash from operating activities 4,386 4,209 Capital Activities: Tangible capital asset additions (4,386) (4,209) Net Change in Cash - - Cash, beginning and end of year - - The accompanying notes are an integral part of these financial statements. 5

19 City of Mississauga - Public Library Board Notes to the Financial Statements For the Year Ended December 31, 2017 (All dollar amounts are in $000) 1. Significant Accounting Policies The financial statements of the City of Mississauga Public Library Board (the Board ) are prepared by management in accordance with generally accepted accounting principles ( GAAP ) for local governments as recommended by the Public Sector Accounting Board ( PSAB ) of the Chartered Professional Accountants of Canada ( CPA Canada ). Significant aspects of the accounting policies adopted by the Board are as follows: a) Basis of accounting Sources of financing and expenses are reported on the accrual basis of accounting except for fines, service charges and rents which are reported upon receipt. The accrual basis of accounting recognizes revenues as they become measurable; expenses are the cost of goods and services acquired in the period whether or not payment has been made on invoices received. b) Government transfers Government transfers are recognized in the financial statements in the period in which the events giving rise to the transfer occur, providing the transfers are authorized, any eligibility criteria have been met, and reasonable estimates of the amounts can be made. The Corporation of the City of Mississauga s (the City ) contribution consists of the current year's requisition as approved by Council. c) Pensions and employee benefits The Board accounts for its participation in the Ontario Municipal Employee Retirement System ( OMERS ), a multi-employer public sector pension fund, as a defined contribution plan. Vacation entitlements are accrued for as entitlements are earned. Sick leave benefits are accrued where they are vested and subject to pay out when an employee leaves the Board s employment. Other post-employment benefits and compensated absences are accrued in accordance with the projected benefit method prorated on service and management s best estimate of salary escalation and retirement ages of employees. Actuarial valuations, where necessary for accounting purposes, are performed triennially. The discount rate used to determine the accrued benefit obligation was determined by reference to market interest rates at the measurement date on high-quality debt instruments with cash flows that match the timing and amount of expected benefit payments. Unamortized actuarial gains or losses are amortized on a straight line basis over the expected average remaining service life of the related employee groups. Unamortized gains / losses for event-triggered liabilities, such as those determined as claims related to the Workplace Safety Insurance Board ( WSIB ) are amortized over the average expected period during which the benefits will be paid. Costs related to prior period employee services arising out of plan amendments are recognized in the period in which the plan is amended. For the purposes of these financial statements, the plans are considered unfunded. d) Non-financial assets Non-financial assets are not available to discharge existing liabilities and are held for use in the provision of services. They are not intended for sale in the ordinary course of operations. (i) Tangible capital assets Tangible capital assets are recorded at cost which includes amounts that are directly attributed to acquisition, construction, development or betterment of the asset. The cost, less residual value, of the tangible capital assets, excluding land, are amortized on a straight-line basis over their useful lives as follows: Asset Useful Life (Years) Land Unlimited Land improvements Buildings Equipment, books and other 5-40 Vehicles A full year of the annual amortization is charged in the year of acquisition. Assets under construction are not amortized until the asset is available for productive use. 6

20 City of Mississauga - Public Library Board Notes to the Financial Statements For the Year Ended December 31, 2017 (All dollar amounts are in $000) 1. Significant Accounting Policies d) Non-financial assets (ii) Contributions of tangible capital assets Tangible capital assets received as contributions are recorded at their fair market value at the date of receipt. The contributions are recorded as contributed assets in the statement of operations. (iii) Leased assets Leases are classified as either operating or capital leases. Lease agreements which substantially transfer all the risks and rewards of ownership to the Board are accounted for as a capital lease. All other leases are considered operating leases and the related payments are charged to operating expense as incurred. (iv) Works of art and historical treasures The Board does not own any notable works of art and historical treasures at their branches. Typically these assets are deemed worthy of preservation because of the social rather than financial benefits they provide to the community. The historic cost of art and treasures are not determinable or relevant to their significance hence a valuation is not assigned to these assets nor would they be disclosed of in the financial statements. e) Use of estimates The preparation of financial statements requires management to make estimates and assumptions that affect the reported amounts of assets and liabilities, and disclosure of contingent assets and liabilities at the date of the financial statements, and the reported amounts of revenues and expenses during the period. Significant estimates include assumptions used in estimating provisions for accrued liabilities and in performing actuarial valuations of employee future benefits and determining useful lives of tangible capital assets. Actual amounts could differ from these estimates. f) Future accounting pronouncements These standards and amendments were not effective for the year ended December 31, 2017, and have therefore not been applied in preparing these financial statements. Management is currently assessing the impact of the following accounting standards updates on the future financial statements. (i) PS 3210, Assets, provides a definition of assets and further expands that definition as it relates to control. The standard also includes some disclosure requirements related to economic resources that are not recorded as assets to provide the user with better information about the types of resources available to the public sector entity. This standard is effective for fiscal periods beginning on or after April 12, 2017 (the Board s December 31, 2018 year-end). (ii) PS 3320, Contingent Assets, defines contingent assets and outlines two basic characteristics of contingent assets: (a) an existing condition or situation that is unresolved at the financial statement date, (b) an expected future event that will resolve the uncertainty as to whether an asset exists. The standard also has specific disclosure requirements for contingent assets when the occurrence of the confirming event is likely. This standard is effective for fiscal periods beginning on or after April 1, 2017 (the Board s December 31, 2018 year-end). (iii) PS 3380, Contractual Rights, defines contractual rights to future assets and revenue. The standard requires that a public sector entity s contractual rights to certain types of revenue for a considerable period into the future or revenue that are abnormal in relation to the financial position or usual business operations should be disclosed in notes or schedules to the financial statements and should include descriptions about their nature and extent and timing. This standard is effective for fiscal periods beginning on or after April 1, 2017 (the Board s December 31, 2018 year-end). (iv) PS 2200, Related Party Disclosures, establishes related party disclosure requirements and defines related parties. This standard also specifies the information required to be disclosed including the type of transactions, amounts classified by financial statement category, the basis of measurement, and the amounts of any outstanding items, any contractual obligations and any contingent liabilities. The standard also requires disclosure of related party transactions that have occurred where no amounts have been 7

21 City of Mississauga - Public Library Board Notes to the Financial Statements For the Year Ended December 31, 2017 (All dollar amounts are in $000) 1. Significant Accounting Policies f) Future accounting pronouncements recognized. This standard is effective for fiscal periods beginning on or after April 1, 2017 (the Board s December 31, 2018 year-end). (v) PS 3430, Restructuring Transactions, requires that assets and liabilities in restructuring transactions to be measured at their carrying amount. It also prescribes financial statement presentation and disclosure requirements. This standard is effective for fiscal periods beginning on or after April 1, 2018 (the Board s December 31, 2019 year-end). (vi) PS 3420, Inter-Entity Transactions, relates to the measurement of related party transactions and includes a decision tree to support the standard. Transactions are recorded at carrying amounts other than certain exceptions. This standard is effective for fiscal periods beginning on or after April 1, 2017 (the Board s December 31, 2018 year-end). (vii) PS 1201, Financial Statement Presentation, was issued in June, This standard requires entities to present a new statement of remeasurement gains and losses separate from the consolidated statement of operations and accumulated surplus. This new statement includes unrealized gains and losses arising from remeasurement of financial instruments and items denominated in foreign currencies and any other comprehensive income that arises when a government includes the results of government business enterprises and partnerships. This section is effective for fiscal years beginning on or after April 1, 2019 and applies when PS 3450, Financial Instruments, and PS 2601, Foreign Currency Translation, are adopted. (viii) PS 3450, Financial Instruments, establishes the standards on accounting for and reporting all types of financial instruments including derivatives. The effective date of this standard has recently been deferred and is now effective for fiscal periods beginning on or after April 1, 2019 (the Board's December 31, 2020 year-end). (ix) PS 2601, Foreign Currency Translation, establishes the standards on accounting for and reporting transactions that are denominated in a foreign currency. The effective date of this standard has been deferred and is now effective for fiscal periods beginning on or after April 1, 2019 (the Board's December 31, 2020 year-end). Earlier adoption is permitted. A public sector entity adopting this standard must also adopt the new financial instruments standard. 2. Due from the City of Mississauga There are no specific terms of repayment and the amounts do not bear any interest due from the City. 3. Pension agreements The Board makes contributions to OMERS, a multi-employer defined benefit plan, which specifies the amount of the retirement benefit to be received by the employees based on the length of service and rates of pay on behalf of all permanent, full-time members of its staff. The plan is accounted for as a defined contribution plan. During the year, the Board contributed $1,447 (2016 $1,356) on behalf of these eligible employees and the employees contributed $1,475 (2016 $1,414). 4. Employee Benefits & other liabilities (i) Accumulated sick leave benefits accrue to certain employees of the Board and are paid out either on approved retirement, or upon termination or death. The accrued benefit obligation and the net periodic benefit cost were determined by a full actuarial valuation completed in December, 2017, in accordance with the financial reporting guidelines established by PSAB. (ii) Early retirement benefits are representative of the Board s share of the cost to provide certain employees with extended benefits upon early retirement. The accrued benefit obligation and the net periodic benefit cost were determined by a full actuarial valuation completed in December, 2017, in accordance with the financial reporting guidelines established by PSAB. (iii) Post-employment benefits are paid on behalf of any employee on long-term disability. The accrued benefit obligation and the net periodic cost were determined by a full actuarial valuation completed in December 2017, in accordance with the financial reporting guidelines established by PSAB. Information about the Board's defined benefit plans is as follows: 8

22 City of Mississauga - Public Library Board Notes to the Financial Statements For the Year Ended December 31, 2017 (All dollar amounts are in $000) 4. Employee Benefits & other liabilities WSIB $ Sick Leave $ Early Post- Retirement Empoyment Total Total $ $ $ $ Accrued benefit obligation, beginning of year ,005 1,143 2,524 2,292 Service cost Interest cost Amortization of actuarial (gain)/loss 4 (15) (62) (18) (91) (19) Benefit payments (17) (63) (53) (79) (212) (170) Accrued benefit obligation, end of year ,077 2,349 2,421 Unamortized actuarial (gain)/loss 42 (51) (45) (382) (436) (573) Actuarial valuation update, end of year ,913 1,848 Expected average remaining service life 10 years 5 years 10 years 8 years The actuarial valuations of the plans were based upon a number of assumptions about future events, which reflect management s best estimates. The following represents the more significant assumptions made: WSIB Sick Leave Early Retirement Post Employment Expected inflation rate 1.75 % 1.75 % 1.75 % 1.75 % Expected level of salary increases n/a 2.75 % 2.75 % 2.75 % Interest discount rate 3.75 % 4.00 % 4.00 % 3.50 % Expected health care increases 4.75 % n/a 4.75 % 5.00 % 5. Commitments The Board has entered into various operating leases for premises. Anticipated payments under such leases during the next five years are approximately as follows: $ Total Budget adoption The 2017 budget, as approved by Council, was adopted by the Board at the February 15, 2017 meeting. 9

23 City of Mississauga - Public Library Board Notes to the Financial Statements For the Year Ended December 31, 2017 (All dollar amounts are in $000) 7. Tangible Capital Assets Tangible capital assets are non-financial assets that are generally not available to the Library for use in discharging its existing liabilities and are held for use in the provision of services. These assets are significant economic resources that are not intended for sale in the ordinary course of business and have an estimated useful life that extends beyond the current year. Examples include buildings, books, furniture, land, etc. Library Tangible Capital Assets Cost December 31, 2016 $ December 31, 2017 $ Additions $ Disposals $ Land 1, ,247 Land improvements Buildings 97, ,200 Equipment, books and other 58,303 4,025-62,328 Vehicles Total 157,995 4, ,381 Accumulated Amortization December 31, 2016 $ Amortization Expense $ December 31, 2017 $ Disposals $ Land Land improvements Buildings 38,045 2,552-40,597 Equipment, books and other 42,261 3,238-45,499 Vehicles Total 80,747 5,817-86,564 Net Book Value December 31, 2016 $ December 31, 2017 $ Land 1,247 1,247 Land Improvements Buildings 59,851 57,603 Equipment, books and other 16,042 16,829 Vehicles Total 77,248 75,817 10

24 Mississauga Library System Briefing Note To: From: Mississauga Library Board Lori Kelly, Acting CEO, Library Services Date: June 1, 2018 Subject: CEO Report June 2018 (Agenda 3.0) BACKGROUND The following report demonstrates compliance with Item 2 of policy A-1. Inform the Board of relevant trends, significant changes in provincial or municipal policies, anticipated adverse media coverage, material external and internal changes, particularly changes in the assumptions upon which any Board policy has previously been established. GOVERNMENT UPDATES City of Mississauga SMART Cities Submission The Smart Cities Challenge was launched in 2017 as part of the Impact Canada Initiative to help communities of all sizes improve the lives of their residents through innovation, data and connected technology. The program is delivered by Infrastructure Canada and will contribute $300M in three rounds of competition funding over 11 years. The Smart Cities Challenge encourages communities to think creatively to improve the lives of their residents through innovation, data and connected technology. The City of Mississauga s (City) submission, with participation from the Mississauga Library System (Library), aimed to solve for social and economic resilience. By creating a city-wide data and technology network incorporating community hubs, digital toolkits and enhanced access to services, the plan supported those at risk, youth, new immigrants and the local community. It included:

25 providing a digital kit to people who may have financial or other barriers creating community workspaces with amenities to enable learning, places to work, meet and succeed encouraging the use of active and public transportation using Intelligent Digital Signage, Artificial Intelligence A/I, Voice First Services, Augmented Reality, Open Data, Mobility and integration with agency services. On June 1, 2018 the Government of Canada announced its shortlist of winners and although Mississauga was not selected, the City intends to move forward with its Smart Cities Master Plan. A complete list of the winners can be found at this link. Canada 150 Community Infrastructure Program Funding A news release was issued by the City on June 12, 2018 announcing the award of up to $101,889 in funding through the federal government s Canada 150 Community Infrastructure Program (CIP150). A portion of the funding has been used to create Makerspaces in Burnhamthorpe and Courtneypark Libraries. Makerspaces are dynamic areas that provide a mix of resources and advanced technology which include 3D printers, audio and video recording/editing tools and robotics. The Makerspace at Burnhamthorpe Library includes robotics equipment, an imac computer, design software and a green screen. The Makerspace at Courtneypark Library features a recording booth and a green screen. Customers are able to record spoken word and podcasts, as well as film and edit their own video and sound recordings. Both spaces officially opened in May ORGANIZATIONAL CHANGES CEO Mississauga Public Library/Director Library Services Job Posting With input from Library Board representatives and Human Resources, a revised briefing document, including a job posting, was prepared for the CEO Mississauga Public Library/Director Library Services and posted on May 10. An executive recruiter, Summit Search Group, has been retained to support the recruitment for this position. The posting closed on June 3 and applications are currently being reviewed by the executive recruiter and the Human Resources Business Partner Manager. The competition is targeted to be completed by September.

26 Manager, Burnhamthorpe and Lakeview Libraries Laura Shtern has recently been successful in a competition for the Milton Public Library as the Manager, Information Services and Programming. Kate Marczynski has been acting Manager at Lakeview Library since June 4, 2018 and Elizabeth Caione will act as the Manager at Burnhamthorpe Library effective June 18, 2018 until a competition is completed for the permanent incumbent. The Library Leadership Team looks forward to working with Kate and Elizabeth in their acting roles. SYSTEM HIGHLIGHTS Read to Succeed The Grade 4 Read to Succeed Program is a unique reading incentive program designed for all grade 4 students in Mississauga. By offering a free class visit to their local library and incentive prizes throughout the school year, this program aims to ignite the joy of reading and to motivate students to read on a regular basis. The Library has been promoting this program for over 25 years. It is currently supported by the Friends of the Library, which helps to fund book prizes, author visits, bussing to get classes to the Library and the big celebration event at Celebration Square. Their support is greatly appreciated and makes a big difference. This year the Library had 21 winning classes (those with the highest participation rates) from our 18 Library branches, with a total of over 550 students and teachers in attendance at our celebration event on June 1, 2018 at Celebration Square. Town Hall On June 19, 2018 all Library staff are invited to attend a Town Hall at the Meadowvale Library. The Town Hall is intended to bring staff together and provides the Library Leadership Team with an opportunity to update staff on key initiatives. The June Town Hall will provide updates on: Website Future Directions Compliance Projects Central Library Technology Open Window Hub

27 LEAN Collections / Circulation Numbers CEO/Director Library Services Recruitment For those that are not attending the Town Hall they can send in questions for the Q&A portion of the event in advance. The questions will be answered at the Town Hall and provided, along with the Town Hall presentation, to all staff after the session. STAFF DEVELOPMENT Team Chartering for the Extended Library Leadership Team Work is continuing on the team chartering initiative with the extended Library Leadership Team. The team has completed work on their purpose statement and values and will endeavour to complete the chartering initiative by September with the final two elements; meeting protocols and decision making protocols. This initiative is one part of the Transition Support Plan to ensure the cultural outcomes of the reorganization are achieved. Staff Development Initiatives The Library Leadership Team is beginning work on a customized Learning Plan for Library Leaders. The first group to be considered in the plan is the Extended Library Leadership Team. The plan will be fulsome and include streams such as Library knowledge and trends, leadership, change management, health and safety and policy e.g. respectful workplace, attendance support and management. Each stream will identify learning initiatives whether they are formal, informal or social learning opportunities and provide offerings for leaders to attend. As much as possible, the leaders will learn together as a group to promote consistency in their approaches. SUMMER HIGHLIGHTS A wide variety of summer programming will be offered to customers at both the Central Library and branches. The ever popular TD Summer Reading Club will be available again this summer beginning July 3. The initiative helps young readers to find and explore their passions and encourages them to share their delight with others. Through books, programs, games and activities, young readers discover, learn and have fun all summer long. The TD Summer Reading Club website can be found at this link.

28 A number of other initiatives will be happening over the summer: The Social Engagement team will be exploring a partnership with a local print/on line publication for a regular column dedicated to the Library. The launch of the CEO s LIVE LEAN Challenge will take place in June and challenge staff to incorporate LEAN into their daily work. Teams will be challenged to submit one small improvement for each staff person resulting in over 200 small improvements by year end. Teams will also be encouraged to complete LEAN White Belt training, include LEAN on team meeting agendas as well as share their LEAN improvements with other locations, as examples. Each month the team who has LIVED LEAN will be recognized. The revised standard operating procedures will be completed for the volunteer application process as well as the Reading Buddies program. The members of the Library Extended Leadership Team will be working with Human Resources to design and complete a one year assessment of the organizational changes that took effect in June The Branch and Central Library visits started by the CEO in May will continue and all locations will be visited by August 3. The implementation of the Library Leadership Team Communication Plan that was initiated in May 2018 will continue. The Plan includes monthly communications from the CEO to all staff as well as monthly Central Library Revitalization Project updates and quarterly technology updates. FINAL THOUGHTS As the Library prepares for a busy summer program as well as broader communication, engagement and continuous improvement initiatives staff will also be taking time for summer vacation to rest, recharge and spend time with friends and family ready to return in September. The summer also represents a pause in Board meetings and I look forward to sharing the Library s summer successes in September. Lori Kelly Acting CEO, Library Services

29 City of Mississauga Library Board Report Date: June 20, 2018 To: Mississauga Library Board From: Lori Kelly, Acting CEO, Library Services Agenda 5.1 Meeting date: June 20, 2018 Subject Mississauga Library System Business Plan and 2019 Budget Update Recommendation That the report on the Mississauga Library System (Library) Business Plan and 2019 Budget dated June 20, 2018 be received. REPORT HIGHLIGHTS: The final Business Plan submission for the Library is due on September 28, Redeveloping additional ancillary spaces, modernizing Central Library, leveraging and modernizing technology across the system, enhancing customer intelligence, enriching staff training and development and continuing the Open Window Hub are the main pillars of the Library s business plan Background The Library s Business Plan (Plan) outlines the major areas of focus for service delivery over the next four years. The Plan includes an overview of the Library service and its vision, service delivery model, trends, key initiatives and performance indicators. Within the four year horizon, more specific financial requirements are identified for 2019 and 2020 while higher level estimates are made for 2021 and The Library s Plan is guided by the Board s Ends, the Library s Future Directions Master Plan and the City of Mississauga s (City) Strategic Plan. The development of Future

30 Directions in 2018 helps to provide the context, narrative and service trends that will be used to finalize the budget submission for September. This report will provide the Board with an update on the Plan and will be followed by a further presentation of the full, detailed Plan following Council s approval of the entire City s budget in February The City values and provides opportunities for public engagement throughout the budget process. Feedback from the Board, dialogue regarding the Board s Ends, and all of the staff and citizen engagement that was conducted during Future Directions will be used to stitch together the narrative for the Library s budget request. Council reviews and approves business plans and the associated operating and capital budgets, allocating funds for the Library to use to meet the identified service levels and major initiatives included in the Library s business plan. Comments Since early this year, the Library has been identifying and developing strategic goals and initiatives for the next four year period. Through the business planning process the Library has requested funds for these initiatives from Council. The Library s Business Plan will focus on requesting investment in the following areas: Transforming as much ancillary space as possible through the Central Library redevelopment and incorporating a significant investment in technology Undertaking studies which enhance intelligence of customers to create effective marketing initiatives Developing a multi-pronged strategy to reach out to youth, students, and young professionals Establishing the Library website as the 19th library Ensuring staff has the training and support to take on new capacities and services Continuing the Open Window Hub Continuing the planning and implementation of a new Cooksville Library Redeveloping South Common Library in conjunction with the Community Centre redevelopment Each of the above requests were guided by one or more of the Board s Ends, the City s Strategic Plan and/or the preliminary work on the Library s Future Directions Master

31 Plan. Capital funding requests for construction projects include: Expansion of funding for Central Library Revitalization Funding for future Library projects; such as Cooksville and South Common Modernizing customer facing Library technology Express library locations The Library has also identified cost reductions totaling approximately $65,000 in the 2019 budget. Providing cost reductions in the Plan is required by all service areas. Those proposed by the Library do not reduce service levels. The efficiencies are a reduction in previously underspent accounts such as; equipment rental, communication costs, and physical printing costs. Over the next few months, the Library and all City service areas will continue to refine their business and budget plans. Key Dates The Library s final Plan Submission is due September 28, 2018 Budget Committee will receive an overview presentation on December 5, 2108 Budget Committee will receive Service Level presentations on January 14, 15, 21, 22 and 28, 2019 Council is targeting budget approval for February 6, 2019 Budget amounts and the Plan will be provided to the Board in Q Public Engagement Budget Committee meetings have dedicated time for residents, businesses, special interest groups and taxpayers to provide input into the budget process through the following: Provide feedback on how to spent tax dollars through the Budget Allocator Tool questions and comments to budget@mississauga.ca Follow the City on Twitter and Facebook Submit comments directly to Budget Committee through public question period Follow discussions via Mayor/Councillor news updates