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AGENDA: The Saskatoon Public Library Board Meeting
MEETING DATE:
November 21, 2018
MEETING TIME:
4:00 p.m.
LOCATION:
Board Room, Frances Morrison Central Library
PREPARED BY: Carol Cooley, Director of Libraries & CEO
A. Call to Order
A.1 Approval of Agenda
Recommended (Move, second) THAT the Agenda of November 21, 2018, be approved as circulated, including any items added to the Agenda.
A.2 Consent Agenda Recommended (Move, second) With the adoption of the Consent Agenda, all recommendations found within previous Committee Reports or Minutes and Correspondence are then received by the Board as noted. The Consent Agenda is not subject to discussion from the floor. That the Consent Agenda of November 21, 2018 be adopted as circulated, less any items requested for separate review and discussion.
A.3 Previous Minutes Recommended (Move, second) THAT the Saskatoon Public Library Board minutes of October 17, 2018 be adopted as circulated, including any revisions to be made.
A.4 Declaration of Conflict of Interest
B. Deputations / Presentations / Public Meeting
In accordance with Saskatchewan’s The Local Authority Freedom of Information and Protection of Privacy Act (LAFOIPP), The Saskatoon Public Library Board wishes to inform the public that all information including opinions, presentations, reports and documentation provided for or at a Public Meeting, Public Consultation, or other Public Process are considered part of the public record. This information
SPL Public Agenda November 21, 2018 Page 1
may be posted on the Saskatoon Public Library’s website and/or made available to the public upon request.
C. New Business
C.1 Annual General Meeting
Recommended (Move, second)
THAT the Saskatoon Public Library Board receive this report for information and to approve the recommendations as outlined.
C.2 Rusty Macdonald Renovations
D. Reports from the Board
D.1 Chairperson Update
D.2 SLTA Report
E. Report from Administration
E.1 Director of Libraries & CEO Report
Recommended (Move, second)
THAT the Reports from Administration be received as information and discussion.
F. Business Carried Forward
F.1 Deputations
Recommended (Move, second)
THAT the Saskatoon Public Library Board receive this report for information and to approve the addition to the Deputations Resolution as outlined in this report.
F.2 Board Self Evaluation
Recommended (Move, second)
THAT the Saskatoon Public Library Board receive this report for information and discussion. F.3 Board Meeting Dates 2019
Recommended (Move, second)
THAT the Saskatoon Public Library Board receive this report for information, discussion, and direction.
SPL Public Agenda November 21, 2018 Page 2
G. In-Camera Session In
Recommended (move, second)
THAT the meeting move in-camera for the purpose of addressing matters pertainingto Labour/Personnel under Sections 16(1)(c) of LAFOIPP and addressing matterspertaining to Economic/Financial-Land (Section 17(1)(d) and (e) of LAFOIPP.
Board moved in camera at:
Board moved into public session at:
H. Adjournment
Recommended (Move, second)
THAT the Saskatoon Public Library Board does now adjourn at (time) p.m. to meetagain Wednesday, January 16, 2018, Frances Morrison Central Library, 311-23rd St E,Saskatoon or at the call of the Chair.
SPL Public Agenda November 21, 2018 Page 3
A.2
A. Recommendation
With the adoption of the Consent Agenda, all recommendations found within previous Committee Reports or Minutes and Correspondence are then received by the Board as noted. The Consent Agenda is not subject to discussion from the floor.
That the Consent Agenda of November 21, 2018 be adopted as circulated, less any items requested for separate review and discussion.
A.1 Meeting Minutes Governance & Nominations Committee
A.2. CorrespondenceAuthor Recommendation/
Action
A.2.1 L Saufert Thank you Card Information A.2.2 National Post Simply put, libraries are
incredible Information
Respectfully submitted, Carol Cooley___________________________
REPORT TO: Saskatoon Public Library Board
MEETING DATE: November 21, 2018
SUBJECT: Consent Agenda
PREPARED BY: Carol Cooley, Director of Libraries & CEO
SPL Public Agenda November 21, 2018 Page 4
MINUTES of the SPL BOARD GOVERNANCE & NOMINATION COMMITTEE
The Governance & Nomination Committee met on Wednesday, October 24, 2018, in the Boardroom, Frances Morrison Central Library.
Present: Lisa Erickson, Committee Chair John Thronberg Robyn Robertson Councillor Gough Carol Cooley, Director of Libraries & CEO Janice Hiebert, Recorder
Guests: Janna Sampson, Director, Marketing & Communications
L. Erickson, Committee Chair called the meeting to order at 4:02 p.m.
AGENDA Additions to the Agenda: None
Moved by J. Thronberg, seconded by R. Robertson THAT the Agenda of July 18, 2018, be adopted as circulated, including any items added to the Agenda.
Carried.
Declaration of Conflict of Interest R. Robertson and J. Thronberg, regarding their Board re-appointments.
NEW BUSINESS
B.1 Social Media/Board Correspondence
C. Cooley and J. Sampson updated the Committee on their research and a possible externalresource.
The interim recommendation will be to add the online form as a point of contact that goes through the Board Chair, Vice Chair, Director of Libraries & CEO, Director of Marketing & Communications, and the EA. The consultant will be invited to the November Board meeting.
B.2 Social Self-Evaluation
L. Erickson appreciated all the feedback provided by the Board members and will include thisin the report to the Board at the November meeting.
There were several highlighted items flagged and will be categorized as follows:
• Reminder, review bylaws
• Flag for future action
• Actionable items that need immediate attention
The Committee made progress compiling the report to the Board. R. Robertson will finish it and circulate before the next Board packages.
A.1
SPL Public Agenda November 21, 2018 Page 5
B.3 Board Recruitment
L. Erickson developed a rubric based on the City of Saskatoon re-appointment questions.Board interviews will be held for two applicants, Governance & Nominations will make arecommendation to the Board on November 21st. Recommendations regarding re-appointments will be made to the Board.
B.4 Executive Committee Resolution
Deferred to the next Governance & Committee meeting.
B.5 AGM
C. Cooley reported that there is a requirement for the SPL Board to have an Annual GeneralMeeting. C. Cooley will update the full Board in November.
B.6 Safe Use Bylaw
The Board approved the Safe Use Bylaw; Councillor Gough identified some language to update, this has been completed and once posted will become active.
B.7 Board Deputation
C. Cooley will draft an updated Board Deputation Resolution mirroring the City of Saskatoon’sdeputation policy on how many times an item can be revisited. The draft will be presented atthe November Board meeting.
Moved by R. Robertson, seconded by J. Thronberg THAT the Governance & Nomination Committee does now adjourn at 5:00 p.m. to meet again at the call of the Chair.
Carried.
_____________________________
SPL Public Agenda November 21, 2018 Page 6
A.2.1
SPL Public Agenda November 21, 2018 Page 7
It’s 4:33 p.m. on the Saturday of a long weekend, and the
Toronto Reference Library is set to shut its doors in 27
minutes — not exactly on the dot, but close enough.
Despite the looming deadline, the five-storey structure,
iconic for its sprawling, curved atrium designed by architect
Raymond Moriyama, remains packed from floor to floor.
Groups of high-school students huddle around a colour
photocopier on the fifth, while on the fourth, a young
couple make out unaware of the French anthologies and
poetry books surrounding them. On the third, an older
woman takes notes from an Italian cookbook that has seen
better days, as just about every study pod remains
occupied by readers on the second.
It’s the first floor, however, that contains the most action:
students clamour around laptops, barely suppressing
Simply put, libraries are incredibleSadaf Ahsan: Unlike so many industries that have beendisrupted by technological advances, libraries across NorthAmerica have shown an uncanny ability to adapt
"While the library has clearly embraced the digital world to meet its customer needs in 2018, it’s notnecessarily obvious to the general public." Becky Guthrie/National Post/Getty Images
SADAF AHSAN
October 18, 2018 1:38 PM EDT
Filed underCulture Books
⟩
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A.2.2
SPL Public Agenda November 21, 2018 Page 8
Toronto Reference Library. Jose San Juan / City of Toronto
/ Flickr
laughter; an Indian couple chat with a woman at the
“Newcomers to Canada” kiosk; and a man furtively argues
with his partner on a payphone by the restrooms. At the
centre of the main floor, study carrels with computers are
arranged in a circle. It’s here where a 56-year-old
homeless woman has been camped out since noon, with
several duffel bags nestled at her nook. “It’s starting to get
colder and it’s warm here,” she tells me. “And that’s nice
after the shelter closes. I like being around other people
who are just doing their own thing, it doesn’t feel like I’m
bothering anyone, they don’t notice me, I don’t notice
them. It feels safer than being outside, you know?”
Meanwhile, the teenager next to her dances at his desk
with his headphones on while watching music videos.
Unbothered, a woman beside him quietly takes a practice
driving test.
Next to
the
computer stalls are over a dozen television screens,
broadcasting everything from Spanish music programs to a
soccer game. When the lights finally flicker to signal the
library’s imminent closing (for real this time), those
watching all stand simultaneously and head for the exit as
though they’ve just finished a shift and need to punch a
timeclock. As I watch them join the hordes from the other
floors, I’m approached by a man wearing shorts and a t-
shirt. It’s 10 degrees in Toronto today, and his attire is
made all the more unusual by the collective woosh of coats
being put on as the clock ticks ever closer to five. He’s a
teacher visiting from Poland, he explains to me without any
inquiry. “I’ve never seen anything like this,” he says. “There
are so many people here, so many students. Is it always
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SPL Public Agenda November 21, 2018 Page 9
like this? They all have a place to work. This is like a
family. A commune. It’s beautiful.”
As the pressure from security guards mounts, I say
goodbye and head for the exit with the last of the
procession. When I look back, the Polish tourist has taken
a seat at the centre study table and is looking up, wide-
eyed at the skylights decorating the ceiling. For someone
who has spent the majority of her life taking the library for
granted, it took an outsider’s perspective to grant me a
moment of enlightenment. Here, in the middle of an
affluent Toronto neighbourhood, stands its most accessible
institution, where a diverse community can gather daily
without fanfare or bother. It’s an absolute wonder that such
a place exists today.
Of course, it wasn’t always this way: libraries began as
private collections. One of the earliest and largest was
amassed by Greek philosopher Aristotle, whose archive
helped form the Library of Alexandria in 3rd century BC. It
was founded in Egypt by Ptolemy I Soter, Alexander The
Great’s successor. His dream was to house a written or
donated copy of every book in the world on everything
from math to astronomy, translated in multiple languages.
At its height, the Library of Alexandria was believed to
have held 500,000 scrolls, along with lecture rooms, labs,
gardens, a zoo and dining halls.
Roman libraries soon followed, taking the design one step
further with books displayed on the walls around
communal writing hubs, bringing the library closer to
becoming the inclusive public institution we know today.
Authors would hold public readings there, scholars would
gather and booksellers would make copies of any scrolls
missing from their own collections. Considering the
comparatively low literacy rate, patrons at the time were
typically of a certain class.
By the 17th century, “the golden age of libraries” had
emerged. University and national libraries began popping
up across Europe, with subscription libraries — along with
their dreaded late fees — taking hold at the beginning of
the 18th century. In North America, a flurry of public
libraries opened throughout the 1800s, with the Toronto
Public Library (TPL) opening its first free public branch in
1884. The influx was buoyed by wealthy benefactors and
businessmen like philanthropist Andrew Carnegie, who
made public libraries his mission.
Anyone who thinks the publiclibrary is a fossil hasn't
stepped inside one in a while.- Vickery Bowles
10 °C
5 °C
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Partly cloudyFeels like 5 °C
Saturday
Sunday
Monday
Tuesday
Complete Forecast →
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It’s the kind of grand history that lends the library a certain
vintage, and a credence to the erroneous impression that
our local libraries are more of a museum than an active
resource. Rumours of its extinction have long been
exaggerated by stereotypes: picture a musty library,
grandiose in its historic interior design, but so silent you
could hear a pin drop. Elderly, moustachioed men keep to
their corners, spectacles perched on the tips of their noses
as they peruse the newspaper; journalists trail-blaze
through microfiche for a story dating back to one specific
night in 1947; all while pencil-skirted, tight-bunned
librarians raise a finger to their lips reminding you, “This is
a quiet place.”
But despite their reputation for constantly murdering
traditional institutions, according to a 2016 Pew Research
Center report, Millennials visit the library more than any
other generation. At the TPL, the oft-derided cohort makes
up almost a third of its patrons according to a 2016 annual
report. “Anyone who thinks the public library is a fossil
hasn’t stepped inside one in a while,” says TPL City
Librarian Vickery Bowles. “Our values are enduring and
more important now than ever. It’s never been more crucial
to identify what the truth is. From literacy to equitable
access to information to protection of space and privacy –
these are things very few places still offer. And on top of
that, it’s a customized service with a willingness to change
over time. Yes, books are still the heart and soul of the
public library, but it’s no longer just a place to consume, but
create content.”
Based on Canadian Urban Libraries Council reports, the
Montreal Public Library and Vancouver Public Library, two
of the other largest branches in the country, have seen
eight to nine per cent rises in visits between 2010 and
2015. Not to be outdone, the TPL, which houses over
10.6-million items including books, DVDs and eBooks
spanning 40 languages, is the largest public library system
in Canada and, in 2008, had averaged a higher circulation
per capita than any other public library system, making it
the largest neighbourhood-based library system in the
world. In 2017, its 100 branches hosted more than 17-
million visits, its website welcomed almost 30-million visits,
and over the course of the year, 157,000 people registered
for a library card.
Those are staggering figures for anyone still clutching to
the image of a librarian stamping books and shushing
anyone’s voice that rises above a whisper. As a free, public
institution, the library has become an essential service,
uniquely catering to the specific needs of people from all
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The Vancouver Public Library. Gerry Kahrmann / PNG
financial, educational and cultural backgrounds. Its ability
to remain relevant to this mission has been largely due to
its flexibility. Unlike so many industries that have been
disrupted by technological advances and the social
changes that soon follow, libraries across North America
have shown an uncanny ability to adapt.
Instead of wallowing in grief over the threat of tablets and
eBooks, libraries have increased their offerings to patrons
through virtual visits, electronic circulation, WiFi use and
in-house community programs. For instance, when the
TPL saw that the circulation of physical materials had
dipped by 13 per cent in 2012, it worked to increase its
electronic circulation. The results: a rise of 368 per cent.
But while the library has clearly embraced the digital world
to meet its customer needs in 2018, it’s not necessarily
obvious to the general public.
Erika
Heesen of the Perth Union Library says the biggest
obstacle facing the institution today is marketing how it has
“created a level playing field and has remained the original
sharing economy.” Her branch has done everything from
visit farmers’ markets to partnering with local restaurants
during Ontario Public Library Week to get the message
across. Karina Douglas-Takayesu, a reference librarian at
the Timmins Public Library, agrees: “There is still a
surprisingly outdated, generalized view of libraries as
being passive places that only house books and are often
seen as a last resort for finding information when all else
fails online. I was at the Ontario Public Library Super
Conference a few years ago, and many of us lamented
that our patrons did not realize their library had a website,
some of which have been online since the 1990s!”
A key part of marketing the library’s services is with greater
digital inclusion and digital literacy, particularly for those in
rural or remote regions and among low-income
populations. In an effort to provide support to these
communities, Ontario libraries have made a concerted
effort to offer emerging technologies, along with hundreds
of training and support programs for those new to the
country, those looking for job opportunities, or those just
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Book stacks at the Toronto Reference Library. Jose San
Juan / City of Toronto / Flickr
trying to access the news. The Vancouver Public Library
houses inspiration labs that not only include “creation
stations” for web designers, but recording studios and
presentation and training centres. Meanwhile, the Alberta
Public Library system features regular speaker series,
enhanced resources and services for people with
disabilities, and a province-wide telecommunications
network.
These and countless other branches across the country
offer free access to 3D printers, streaming services, virtual-
reality tools and design software. Several branches also
provide free coding and Photoshop classes. There are
discussion groups, study rooms, book clubs, festivals and
galleries, all administered by local public libraries.
According to a Nordicity report, 56 per cent of the patrons
who used technology at an Ontario library in 2016,
including a computer or printer, for example, wouldn’t have
access to these resources otherwise. Sixty-three per cent
of these patrons identified as low-income. And 46 per cent
– the majority of whom identify as a visible minority –
wouldn’t have access to internet at all were it not for their
library. In addition, a quarter of survey respondents said
they had used library services to manage and/or grow their
business, while half used them to develop employable
skills. I don’t think it’s an overstatement to claim there is no
other public institution offering quite as many tools and
resources and for such an altruistic purpose.
While
many
library
systems across the country can boast about their
successful transition to a digital world, their efforts to adapt
is a means to making an impact on real people. “For all the
social and technological changes that have taken place
since the early 19th century, at the heart of the library is
the human factor,” says Douglas-Takayesu. “The library
remains the one place where anyone can go in search of
information and expect to find it there. Libraries are
dynamic and operate on a philosophy of freedom of
information expression to meet the needs of an ever-
changing community.”
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As an accessible space and a primary resource for recent
immigrants (to not only take classes, but find a place to
connect with others) and even as a source of shelter for
the homeless (for whom several librarians are trained with
which to deal), the library stands out as a public institution
that actually makes our communities better places by
caring for its most vulnerable members.
But just as absence is said to make the heart grow fonder,
perhaps the true value of the library can’t be completely
grasped without being confronted with losing it. In Susan
Orlean’s The Library Book, the writer attempts to weigh
that loss by delving into the mystery behind the
catastrophic 1986 fire at the Los Angeles Public Library,
which reached an astounding 2000 degrees and blazed for
seven hours, burning 400,000 books with it. She
documents the moments in which hundreds of volunteers
arrived at the branch after the fire had been tamed, and
worked for three days to preserve what remained of its
collection. At one point, the volunteers formed a human
chain, “a living library,” passing the books between each
other. “They created,” writes Orlean, “for that short time, a
system to protect and pass along shared knowledge, to
save what we know for each other, which is what libraries
do every day.”
S EE ALS O
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A study into the curious magic of the Group Chat, our modern-daytemple of correspondence and confession
Due to its location at the centre of most metropolitan
areas, libraries are often damaged when cities are
attacked during war, Orlean notes. World War II, for
example, destroyed more libraries than any other event in
history, while the Nazis destroyed a hundred-million books
during their 12 years of ruling. Because, Orlean quotes
George Orwell, book burning was “the most characteristic
(Nazi) activity.” The author goes on to liken the destruction
of a library to terrorism, “because people think of libraries
as the safest and most open places in society. Setting
them on fire is like announcing that nothing, and nowhere,
is safe.”
The library is, in other words, as much an intellectual
refuge as a physical one. If all of humanity were to ever be
judged in a court similar to the ones with which we’re
familiar, one might imagine a prosecution exhibiting
evidence of genocide, prejudice and violence. And while
the human race’s defense against such imaginary charges
might be feeble by comparison, it would without a doubt
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MINUTES of the
SASKATOON PUBLIC LIBRARY BOARD
The Saskatoon Public Library Board met on Wednesday, October 17, 2018 in the Meeting Room, Frances Morrison Central Library.
Present: Lisa Erickson, Vice Chair Councillor Hilary Gough John Thronberg Venkat Subramanian Robyn Robertson Nicholas Kaminski Carol Cooley, Director of Libraries & CEO Janice Hiebert, Recorder
Guests: Janna Sampson, Director, Marketing & Communications Audrey Sanders, Director Human Resources Beth Côté, Director, Public Services Laura Warner, Director, Corporate Services & Facilities Kaytlyn Barber, KPMG
Regrets: Candice Grant, Chair Cheryl Starr
L. Erickson, Vice Chair called the meeting to order at 4:03 p.m.
AGENDA Moved by J. Thronberg, seconded by R. Robertson THAT the Agenda of October 17, 2018, be approved as circulated, including any items removed from, or added to the Agenda.
Carried.
Consent Agenda Moved by Councillor Gough, seconded by V. Subramanian THAT the Consent Agenda of October 17, 2018 be adopted as circulated, less any items requested for separate review and discussion.
Carried.
Previous Minutes Moved by V. Subramanian, seconded by J. Thronberg THAT the Saskatoon Public Library Board minutes of September 19, 2018 be adopted as circulated, including any revisions to be made.
Carried.
No declaration of conflict of interest.
B DEPUTATIONS/PRESENTATIONS/PUBLIC MEETING
None
C NEW BUSINESS
C.1 Writer in Residence
The Board welcomed Elizabeth Philips, Writer in Residence. E. Philips has authored four books of poetry and one novel and has taught at the Banff Centre a program for emerging writers. She is working on a second novel on Icelanders in Gimli, Manitoba based in 1968. There was a writer in residence welcoming reception in September. E. Philips is at SPL Monday and Tuesday each week and meets with four to five writers per day.
A.3
SPL Public Agenda November 21, 2018 Page 15
C. 2 Year End Transfers
C. Cooley reported that this a motion that had come before the Board for the last three years, thecontribution to the Mayfair reserve is minor.
Councillor Gough asked what are our mechanisms for getting money into the reserve fund. C. Cooley responded it is by the budget and end of year transfers. C. Cooley also reported that the City Council bylaws that set up the maintenance reserves have a cap on what can be contributed on the levy.
R. Robertson asked what is the meaning of ever greening. C. Cooley responded as laptops or computersbecome obsolete we have the funds for replacement.
Moved by Councillor Gough, seconded by J. Thronberg, THAT the Saskatoon Public Library Board receive this report as information and discussion; and that the Board deposit half of any year-end surplus into the IT Reserve and half into the Mayfair maintenance reserve.
C.3 Cannabis
V. Subramanian would like to have considerations on cannabis given the new legalization that came intoeffect October 17, 2018.
C. Cooley stated that the Safe Use Bylaw addressed the use of cannabis by the public. In terms ofemployees, the framework for HR including policies is the next major project undertaken by Administration.There is the medicinal consumption component that needs consideration, but regarding recreationalconsumption, we would expect our employees not to come to work high. A. Sanders reported that weexpect employees to come fit for work.
V. Subramanian reported that at his workplace over the last month has had a series of discussions onCannabis use. The largest issue being, alcohol is easy to test, whereas with cannabis if you consume asprescription or recreationally, the effects live in your bloodstream for four days. If you consume cannabis ona Saturday, it is legal, but it can show up in a test days later. V. Subramanian would like to see how SPL’sHR Policies would address this liability. He said SPL needs to be proactive and we cannot wait for policiesto be completed.
L. Erickson has also had a number of communications regarding cannabis use. There is an opportunity forthe employer to assert the fact that if you are using at work, that is an escalation and possibly an indicationof substance addiction. It can be used as an opportunity to assert the fact that staff will be supported, thatthere are resources available.
A. Sanders has been monitoring the Canadian Urban Library Council HR group. There are additionalarticles where an employee was denied employment in a safety-sensitive position that tested positive.There will be evolving legislation and case law over the next five years.
V. Subramanian asked if there was a medium amongst the various libraries across Canada. C. Cooleyresponded yes, the Canadian Urban Library Council.
L. Erickson stated that the SPL Board in relation to this topic is risk, and not to become too operational inthis discussion.
D. REPORTS FROM THE BOARD
D.1 Chairperson UpdatesNo report.
SPL Public Agenda November 21, 2018 Page 16
D.2 SLTA Report
L. Erickson stated there was an SLTA rep meeting in Regina. All the documents have been uploaded to theSLTA folder on the Board intranet page. L. Erickson encouraged all Board members to review thedocuments.
E. REPORT FROM ADMINISTRATION
E.1 Director of Libraries & CEO Updates
We are recruiting for the Senior Manager Planning. There is now an acting Senior Manager Access. There are still a number of paging vacancies primarily at FMCL. Managers and Directors are helping the paging backlog at FMCL.
C. Cooley also reported that the copyright act is a Federal Issue. The Canadian Urban Library Council istrying to get the Federal Government to address the copyright act and how it applies to digital materials.C. Cooley outlined issues related to copyright and digital materials that make it harder for libraries to acquiredigital books by some authors.
L. Erickson thanked C. Cooley for her interview on CBC; it was a nice way to highlight the library andappreciated the information on Flipster.
Moved by J. Thronberg, seconded by Councillor Gough THAT the Reports from Administration be received as information.
Carried.
F. Business Carried Forward
F.1 Self Evaluation
L. Erickson gave the board a verbal update on the process going forward with the self-evaluation resultsand thanked the members who completed the form. Once responses are complied, a summary withoutattribution is prepared for the Board, except the results on the Board Chair effectiveness shared with C.Grant. The Board will identify any matters requiring follow-up. Governance & Nominations will review the fullreport and flag any follow-up at the November meeting. If any Board members have questions about theSelf Evaluation tool, please contact one of the Governance & Nominations Committee members, R.Robertson, J. Thronberg, or L. Erickson.
IN-CAMERA SESSION
Moved by J. Thronberg, seconded by N. Kaminski THAT the meeting move in-camera for the purpose of addressing matters pertaining to Economic/Financial – Land as permitted under Sections 17(1)(d) and (e) of LAFOIPP and matters pertaining to Labour/Personnel under Sections 16(1)(c) of LAFOIPP.
Carried.
Board moved in-camera at 4:15 p.m.
Board moved into public session at 6:15 p.m.
ADJOURNMENT Moved by J. Thronberg, seconded by Councillor Gough THAT the Saskatoon Public Library Board does now adjourn at 6:15 to meet again November 21, 2018 at 4:00 p.m., Frances Morrison Central Library, 311-23rd Street East, Saskatoon or at the call of the Chair.
Carried.
_____________________________ SPL Public Agenda November 21, 2018 Page 17
A. Recommendations
THAT the Saskatoon Public Library Board receive this report for information and to approve the recommendations as outlined.
B. Background
While reviewing the legislation to prepare for provincial consultation, I noted that the legislation requires that the Board hold an AGM.
The Governance & Nominations Committee discussed this item at their October 24th meeting where they directed Administration to investigate and bring recommendations to the November meeting. Committee members noted that they had not participated in an AGM during their tenure on the Board.
I contacted the Provincial Librarian’s office and confirmed that the AGM is required to elect the Chairperson. I also investigated Regina Public Library’s practice. Regina holds their AGM in January right before their regular meeting. The agenda for their AGM includes the election of Chair, Vice-Chair, and adoption of meeting dates.
It is recommended that the Board hold an AGM in January to elect the Chairperson and Vice-Chairperson. Included in this agenda is a report proposing 2019 Board Meeting. We can move to the AGM at the direction of the Board.
C. The Saskatoon Public Library Strategic Plan
Goals 1 to 4 including objectives.
D. Budget Impact
E. Attached
Respectfully submitted,
C. Cooley____________________________________
REPORT TO: Saskatoon Public Library Board
MEETING DATE: November 21, 2018
SUBJECT: Annual General Meeting
PREPARED BY: C. Cooley
C.1
SPL Public Agenda November 21, 2018 Page 18
A. Recommendations That the Saskatoon Public Library Board approve the expenditure of 2,463,739 to renovate the Rusty McDonald Branch; And that we fund the expense from the Captial Expansion Reserve. B. Background In May 2018, the Board authorized Administration to develop a proposal and budget for the renovation of the Rusty McDonald Branch. To date, we have not undertaken a significant renovation to any branches. In part, the size and age of a branch dictate whether we can renovate or refresh. Attached is a proposal outlining the extent of the renovations and budget for the branch. The branch will include elements of our most modern branch, Round Prairie. These elements include quiet study space; modern technology and innovation spaces; application of the City of Saskatoon’s Facility and Accessibility Design Standards; distinct children’s spaces. The branch is located in the Lawson Civic Centre. SPL contributes to a maintenance reserve for the center, and the reserve will cover costs associated with painting, lighting, and flooring. The remaining costs will come from the Captial Expansion Reserve. The balance in the reserve is $14,140,539.00. Once the proposal is approved, we will move into the execution phase and provide updates to the Board on a regular basis. Our goal is to provide borrowing functions using the two meeting rooms located in the center adjacent to the Library. C. The Saskatoon Public Library Strategic Plan Goal #1 Inspiring Learning, Discovery & Creation Objective: Create public spaces that encourage innovation, learning, and creativity through collective access to technology. Goal #3: Connecting Communities Objective: Renovate SPL branches to promote comfort, convenience and reflect the varied space needs of our patrons from vibrant and collaborative to quiet and individual.
REPORT TO: Saskatoon Public Library Board
MEETING DATE: November 21, 2018
SUBJECT: Rusty McDonald Renovation
PREPARED BY: C. Cooley
SPL Public Agenda November 21, 2018 Page 19
Objective: Modify spaces to improve accessibility. Objective: SPL Spaces are welcoming hubs for the community to gather & create. D. Budget Impact Budgetary impact to reserves as outlined. E. Attached
1. Rusty MacDonald Renovation Report Respectfully submitted, Carol Cooley ____________________________________
SPL Public Agenda November 21, 2018 Page 20
REPORT Rusty Mcdonald Renovation
Report To: Carol Cooley, CEO & Director of Libraries Date: 2018-11-01 Prepared By: Laura Warner, Director, Corporate Services & Facilities
A. Recommendations That the Saskatoon Public Library Board authorize the expenditure of $2,763,738.81 from the Capital Expansion Reserve for the renovation of Rusty Macdonald Library.
B. Background In May 2018, the SPL Board authorized that SPL management award the contract for design services on the Rusty Mcdonald branch to aodbt architecture, which scored highest on the Request for Proposals process for the RM branch renovation. Rusty Macdonald (RM) branch opened in 1989 as part of the Lawson Civic Centre. It consists of approximately 11,000 square feet of floor area. Located at 225 Primrose Drive in the growing Lawson Heights neighbourhood. RM also serves the surrounding neighbourhoods of River Heights and Silverwood Heights, including public schools, high schools, Catholic schools, the Lawson Heights Mall and the Lawson Heights Suburban Centre. The branch is very busy with over 164,395 visits in 2017. It was also second only to Frances Morrison Central Library in Reference Queries asked in 2017 at 49,338. RM plays an important role in the community by providing programming, study space, family space, computers, and wifi. After 30 years of substantial evolution in library services and space needs, the branch is in need of substantial upgrades to its programming space digital services to the public. Renovation Plan The renovation of Rusty Macdonald Branch will allow for the following:
• Increased access to in-branch services and spaces through expanded public space; • Creation of an enhanced welcoming, well-maintained and modern public space; • Creation of in-branch environments that connect neighbourhood and communities, offering
opportunities for partnership, civic engagement, and resident participation; • The new layout will allow for both collaborative and creative connections to coexist with
quiet space. • Branch capacity to deliver e-learning, innovation, and interactive learning services.
The renovation changes will include:
• Upgraded technology both through enhanced data access and an increase of electrical outlets throughout the branch;
SPL Public Agenda November 21, 2018 Page 21
• Flexible programming spaces; • New accessible shelving without a decrease to the current collection; • A flexible children’s area with new seating, shelving, and enriching toys; • A refreshed staff and paging area that allows for more efficient space use; • New flexible, resilient flooring, painting and light fixtures; • New soft seating and lounge reading area; • A large video gaming/technology space; • A new in-branch unisex washroom.
Phase Two We plan to offer borrower services using the two meeting rooms which are located outside the branch but still within the Leisure Centre. Following the renovation of the branch, we will develop a proposal to refresh the meeting rooms including painting, lighting upgrade, and flooring.
C. Alignment with Strategic Plan
Goal #1 Inspiring Learning, Discovery & Creation Objective: Create public spaces that encourage innovation, learning, and creativity through collective access to technology. Goal #2: Connective Communities Objective: Renovate SPL branches to promote comfort, convenience and reflect the varied space needs of our patrons from vibrant and collaborative to quiet and individual. Objective: Modify spaces to improve accessibility.
D. Budget Impact Budget breakdown for Rusty Macdonald Renovation is attached. SPL $2,463,738.81 City of Saskatoon $ 300,000.00* Total $2,763,738.81
E. Attached
• Floor plans and schematic design. • Budget for Rusty Macdonald Renovation
*Note: The Saskatoon Public Library contributes to a fund for overall facility maintenance and upgrades to joint use leisure centers. The amount shown as coming from the City of Saskatoon is from our contribution.
SPL Public Agenda November 21, 2018 Page 22
Budget item Dollar Amount
Construction General Requirements $126,000.00 Existing Conditions
• Demolition • Facility Remediation (Asbestos testing and removal)
$128,700.00 Concrete
• Entrance pad (book return)
$5,000.00 Masonry
• Exterior brick repair (book return)
$1,950.00 Metals $5,500.00 Wood & Plastics
• Rough Carpentry • Millwork
$169,300.00 Thermal and Moisture Protection
• Insulation • Firestopping • Sealants
$3,000.00 Openings
• Doors and Frames • Glazed Openings • Cabinet and Misc Hardware • Finish Hardware • Glazing
$62,400.00 Finishes
• Painting • Resilient Flooring • Carpeting
$303,875.00 Specialities
• Whiteboards • Raised Platform • Toilet and Specialty Accessories • Misc. Manufactured Specialties
$61,300.00 Furniture
• Window Treatments • Library Shelving • Furniture
$202,600.00
Mechanical • Light fixtures
$360,000.00
Electrical • Lighting • Remaining Items: Power, disruption, devices, emergency
lighting, fire system
$380,000.00
Subtotal (Construction) $1,804,125.00 Dollar Exchange Potential on Important Materials $207,000.00 Contractor Overhead and Profit 8% $144,330.00 Construction Contingency 20% $360,825.00 Total Construction $2,516,280.00
SPL Public Agenda November 21, 2018 Page 23
Design Schematic Design and Pricing (Already accounted for, not included in this budget)
$14,750.00
Design Implementation (9% of construction costs) $162,971.25 Technology and Equipment Computers and hardware $45,000.00 Innovation Lab Materials $15,034.95 Interior Signage
$12,000.00
Other Supplies (i.e. carts, kids play centre, etc.) $12,451.99 Subtotal Technology and Equipment $84,486.94 Grand Total $2,763,738.81
Covered by SPL = $2,463,738.81 Covered by City of Saskatoon = $300,000.00
SPL Public Agenda November 21, 2018 Page 24
SPL Public Agenda November 21, 2018 Page 25
EXIST. VESTIBULEEx101
EXIST. LOBBYEx102
EXIST. CLASSROOMEx115
EXIST. JANITOREx108
EXIST. STAFFW.R.
Ex107
EXIST. BOOKDROP
Ex104.1
FLUS
12.76 m²137.30 ft²
OFFICE111
53.66 m²577.58 ft²
STAFF WORK AREA109.1
28.63 m²308.14 ft²
INNOVATION LAB112
33.49 m²360.49 ft²
GAMING113
50.56 m²544.25 ft²
STORY114
8.96 m²96.45 ft²
H'CAP W.R.110
12.16 m²130.93 ft²
BOOK DROP104
120.11 m²1292.89 ft²
CHILDREN'S103.2
464.05 m²4994.96 ft²
LIBRARY103
TOY SINK
15.03 m²161.77 ft²
STROLLERS103.3
CHROME BOOK
21.45 m²230.91 ft²
CIRCULATION103.1
SELF-CHECK
POPULAR
COMMUNITY
COMMUNITY
BUSINESS
SITTING COMPUTER SITTING COMPUTER
STANDING COMPUTER
42.55 m²458.04 ft²
COMPUTERS103.5
BOOK CARTS
KIDS KITCHEN
FULL HEIGHT STORAGE
FULL HEIGHT STORAGE
HOLDS SHELVING
LAP TOP BAR - LAP TOP BAR - STANDING
66.00 m²710.40 ft²
SOFT SEATING103.4
65.93 m²709.63 ft²
PAGING/ STORAGE109.2
6.56 m²70.56 ft²
I.T11032.60 m²
350.93 ft²
STAFF RM106
4'-0" HIGH WALLFOR VISIBILITY
www.aodbt.com
202 - 21 11th St EPrince Albert, SKS6H 0Z8306.922.5101
235 Ave D NorthSaskatoon, SKS7L 1M7306.244.5101
architecture + interior design
A2 ( 4
20 x
11/14/2018 9:52:43 AM 18072-SPL-RM Library_Alternate Option_detached.rvt
1 : 100
SPL Rusty Macdonald Branch Tenant ImprovementEXIST./RENOV. GROUND FLOOR PLAN
18.072
SPL Public Agenda November 21, 2018 Page 26
A. Recommendations
THAT the Saskatoon Public Library Board receive this report for information and discussion.
B. Background
1. On October 30th Public Library Directors in Saskatchewan signed a strategicalliance with the Office of the Treaty Commissioner. The alliance commits publiclibraries to improve services to indigenous patrons and communities.
2. We attended the Intelligent Cities Summit in Toronto. The summit included asession on the role of the Library in a digital age. One outcome of the summit wasan invitation to participate in the City of Saskatoon’s Smart City Challenge.
3. We’ll be hosting pop-up events at all SPL locations to support ReconciliationSaskatoon’s website launch. We will pay the youth ambassador team from ourindigenous library services grant.
4. We have put together our Employee Engagement Vertical Team and will launchthat work shortly. The Union asked how they can support the work of this Team.We’re pleased to have their support and assistance.
5. The Community Librarians are compiling a list of our partnerships. The goal is tounderstand who we’re partnering with and why as well as to identify gaps.
6. We get many requests for faxing services from patrons. We now offer that serviceat all locations.
7. In 2018 the Friends of the Library gave us $30,000 to update the Teen Area atFrances Morrison Central Library. We hope to have this work completed by the endof January 2019.
8. We are subscribing to a product called Niche Academy. The product providesinstruction on how to use our online products by device type. We will make theproduct available to staff and the public. The goal of this product is to increasepatron and employee skills about online products. In the past, patrons were oftendirected to a single employee at Frances Morrison Central Library to receive in-depth assistance.
9. For the second year in a row, we are sponsoring the Rez Christmas at Station 20West.
10. We have formed a partnership with STC, OTC, CUMFI and the City of Saskatoon tocreate an indigenous oral history collection.
11. Our outreach workers have started to connect with organizations in downtownneighborhoods.
12. Our “What we Heard” Report and survey have been launched. Our goal is toconfirm that the new central library consultation results were accurate.
13. We are offering Mental Health First Aid training to employees.14. We are also offering Respect In the Workplace training.
C. The Saskatoon Public Library Strategic Plan
REPORT TO: Saskatoon Public Library Board
MEETING DATE: November 21, 2018
SUBJECT: Director’s Report
PREPARED BY: C. Cooley
E.1
SPL Public Agenda November 21, 2018 Page 27
Goals 1 to 4 including objectives.
D. Budget Impact
E. Attached
Respectfully submitted,
Carol Cooley ____________________________________
SPL Public Agenda November 21, 2018 Page 28
A. Recommendations
THAT the Saskatoon Public Library Board receive this report for information and to approve the addition to the Deputations Resolution as outlined in this report.
B. Background
In September, the Board directed Administration to investigate the City of Saskatoon’s language relating to limiting revisiting topics within a 12 month period.
The City’s language is as follows:
No written communication shall be considered by Council if, within the 12 months immediately preceding the communication, Council has dealt with the same or substantially the same matter by resolution or bylaw.
The City Clerk shall refuse to accept a request to speak to Council if Council or a Standing Policy Committee has, within the 12 months immediately preceding the request, dealt with the same or substantially the same matter by resolution or bylaw.
Proposed language for the Board’s resolution is as follows:
No written communication shall be considered by the Board if, within the 12 months immediately preceding the communication, the Board has dealt with the same or substantially the same matter by Board motion or direction to Administration. The Board Chair shall refuse a request to make a deputation if the Board has, within the 12 months immediately preceding the request, dealt with the same or substantially the same matter by Board motion or direction to Administration.
C. The Saskatoon Public Library Strategic Plan
Goals 1 to 4 including objectives.
D. Budget Impact
E. Attached
Respectfully submitted,
C. Cooley____________________________________
REPORT TO: Saskatoon Public Library Board
MEETING DATE: November 21, 2018
SUBJECT: Deputations
PREPARED BY: C. Cooley
F.1
SPL Public Agenda November 21, 2018 Page 29
A. Recommendations
THAT the Saskatoon Public Library Board receive this report for information and discussion.
B. Background
As indicated at the September meeting, the Governance & Nominations Committee reviewed the results of the Board Self Evaluations. Attached is a summary of results. The Committee categorized key items arising out the evaluation into three categories:
• Flag for future• Reminder (for example to review resolutions)• Action
C. The Saskatoon Public Library Strategic Plan
Goals 1 to 4 including objectives.
D. Budget Impact
E. Attached
1. Summary- Board Self Evaluation
Respectfully submitted,
Governance & Nominations Committee ____________________________________
REPORT TO: Saskatoon Public Library Board
MEETING DATE: November 21, 2018
SUBJECT: Board Self Evaluation
PREPARED BY: C. Cooley
F.2
SPL Public Agenda November 21, 2018 Page 30
SPL BOARD SELF-EVALUATION SUMMARY
The Governance and Nominations committee met on October 24th, 2018 to review the results of the Board Self-Evaluations. The Governance and Nominations committee have developed categories, as a means to act on and monitor progress, related to this evaluation tool. Areas with lower quantitative ratings (evaluation item) as well as qualitative comments from board members are highlighted below.
A. The Board’s understanding of the Library and its own role
CATEGORY: ACTION to make communication with the public a priority
Evaluation item: The Board ensures that the Library’s accomplishments, challenges, and decisions are communicated to stakeholders and the public.
Board member comment: The board needs to do a better job consulting and communicating with the public. We are improving on this front but we’re not there yet. This doesn’t mean that we will always do what some members of the public want – merely that we should consider the public opinions and then do what is best for the library – and communicate it as such.
CATEGORY: REMINDER to review bylaws
Evaluation item: Board members are conversant with the Library’s bylaws and Board governance resolutions, and can articulate their underlying principles.
Board member comment: It is clear that most members of the Board have reviewed and embraced the strategic plan. I am less certain that we, as a Board, review our own progress, goals, etc. against that document.
B. Board effectiveness and oversight
CATEGORY: ACTION item for board training in the upcoming year
Evaluation item: The Board regularly has discussions about risk identification and mitigation.
CATEGORY: FLAG FOR FUTURE funding discussions related to new central library project
Board member comment: A more comprehensive discussion of funding needs for capital is likely needed in near future due to the new central library project.
CATEGORY: REMINDER to the Chair and CEO to create a manageable workflow
SPL Public Agenda November 21, 2018 Page 31
Board member comment: A prioritizing of agenda items when agendas are heavy could assist in ensuring appropriate time for decision times. Overall though, with large decisions, regular/phased updating and decision points is helping to prevent the overburdening of one agenda and/or rushed decisions.
Board member comment: The past year has shown that in times of change, meeting time/frequency can be insufficient. Consideration of the scheduling of a couple of ‘special’ meetings to consider strategic items may help to provide additional time if needed. These could be scheduled once per quarter or twice annually and cancelled if required.
CATEGORY: REMINDER to board to review board member roles and responsibilities
Board member comment: I think this board is quite good at oversight. The only caveat would be is that the board needs to function at a strategic level and not and operational one. We can’t get too tied down by discussion over operation matters.
C. Board Culture and Engagement
CATEGORY: FLAG FOR FUTURE ICD enrolment for new board members and a reminder to all Board members that they can bring ideas to the Chair.
Evaluation item: The Board provides opportunities for its members to pursue further education and Board development.
Board member comment: Regarding board development and education, I understand there is specific opportunity upcoming. Memberships in ICD is also provided, but I’m not sure if members have pursued courses.
SPL Public Agenda November 21, 2018 Page 32
A. Recommendations
THAT the Saskatoon Public Library Board receive this report for information, discussion, and direction.
B. Background
In the past few months, the Board discussed the length of some of the agendas. The Governance and Nominations Committee discussed this matter at their October 24th meeting. Coming out of that meeting is a suggestion to book a second meeting every month. Doing so does not commit the Board to two meetings per month. The administration cannot prepare two new agendas and board packages every month. Rather, the second meeting dates provide the Board with an opportunity to defer items.
The dates as attached also include an AGM.
C. The Saskatoon Public Library Strategic Plan
Goals 1 to 4 including objectives.
D. Budget Impact
E. Attached
1. Proposed Meeting Dates 2019
Respectfully submitted,
C. Cooley____________________________________
REPORT TO: Saskatoon Public Library Board
MEETING DATE: November 21, 2018
SUBJECT: Meeting Dates - 2019
PREPARED BY: C. Cooley
F.3
SPL Public Agenda November 21, 2018 Page 33
Proposed Meeting Dates 2019
Note: All meeting dates below are on a Wednesday
January 16 4:00 p.m. AGM followed by the Regular Meeting
February 6 4:00 p.m. Tentative
February 20 4:00 p.m. Regular Meeting
March 6 4:00 p.m. Tentative
March 20 4:00 p.m. Regular Meeting
April 3 4:00 p.m. Tentative
April 17 4:00 p.m. Regular Meeting
May 15 4:00 p.m. Regular Meeting
May 29 4:00 p.m. Tentative
June 19 4:00 p.m. Regular Meeting
June 26 4:00 p.m. Tentative
July 17 4:00 p.m. Tentative
August 21 4:00 p.m. Tentative
Sept. 18 4:00 p.m. Regular Meeting
October 9 4:00 p.m. Tentative
October 16 4:00 p.m. Regular Meeting
October 30 4:00 p.m. Tentative
November 20 4:00 p.m. Regular Meeting
December 4 4:00 p.m. Tentative
SPL Public Agenda November 21, 2018 Page 34
