Winnipeg Public Library Board November 1, 2004 5:00 p.m. Cornish Library, 20 West Gate Final Approved Minutes Present: M. Klassen, Vice-Chair; B. Friesen, A. Hultgren-Ryan, S. Hyman, H. Koffman, A. Patterson, D. Sikorsky, J. Turnbull, I. Walker, R. Walker, J. Zizic-Pacilli, D. Zuk, H. Graham M. Cook, J. Pettis, Councillor L. Thomas Councillor H. Smith Councillor J. Gerbasi; R. Watkins, Cornish Branch Head; A. Northam, MLTA Treasurer; B. Book, Co chair, City Centre LAC City Centre LAC members: Co-Chair B. Beatson, L. Cronk, G. Jones, S. Matsubara, E. Umans Regrets: Absent: Guests: Observers: 1. Call to Order M. Klassen called the meeting to order at 5:06 p.m. She welcomed guests and observers. 2. Approval of Agenda MOTION: A. Patterson / D. Zuk That the agenda be approved as distributed. Carried 3. Guest Speakers Councillor Gerbasi Ms Klassen welcomed Councillor Gerbasi in whose ward the meeting took place, and invited her to say a few words. Councillor Gerbasi said Cornish is one of her favourite libraries. She stressed that libraries are one of the most important City services. Councillor Gerbasi said she appreciated the model for volunteer involvement demonstrated by the Library Board and Library Advisory Committee members. In response to questions, the Councillor said that the City’s operating budget would not likely be passed until spring. The Public Use Facilities Study report, known as PUFS is in the hands of political support staff, who would develop a course of action for proceeding. The opportunity for public feedback is anticipated. In the report libraries fared well, with the exception of Cornish Branch, the Councillor said. Councillor Gerbasi would like to see implementation priorities established according to need. In response to a question about the Board’s advocacy for an increase in the library system’s materials’ budget, Councillor Gerbasi said that it important to communicate with the recently elected officials: the Mayor and two new Councillors. It would also be beneficial to meet with the new Chair of the Standing Committee and to reinforce the library’s needs to that committee and to the other Councillors. Ms Klassen thanked Councillor Gerbasi, whose support of the library system the Board appreciates. Winnipeg Public Library Board Final Approved Minutes November 1, 2004 2 Cornish Branch Head Mr. R. Walker introduced Rick Watkins, who has been Branch Head at Cornish Library since 1993, before which he had held various positions in the library system. He is an avid golfer and wine connoisseur. Mr. Watkins distributed his notes (Appendix A) in which the historical status of Cornish Branch, built in 1914, and opened June 15, 1915, was noted. He commented on the similarities and differences between the early years and 2004, including the higher circulation in 1927 as compared with 2004. However in 1915 there were only three public libraries, whereas now there are 20, including the Centennial-Millennium Library. Mr. Watkins spoke about programs, busy Wednesdays due to the temporary closure of Centennial Library, donations, programs, and computer use. He said that local citizens will join with the Library system to organize 90th anniversary celebrations for Cornish and St. John’s Libraries. Ms Klassen thanked Mr. Watkins for his interesting presentation. Members and guests were invited to tour the facility after the meeting. Manitoba Library Trustees Association MLTA, which provides educational support for library trustees, has membership from around the province. Some Boards, he said, pay MLTA fees so that all their trustees are members. Winnipeg Public Library Board represents nearly half of the province’s citizens. WPL has more cardholders than there are hockey season ticket holders, he said. When asked what value MLTA provides to its members, Mr. Northam said that those who join become members of a trustees group, receive a newsletter and have membership and voting rights. Educating trustees on how to approach their municipalities for money is one of MLTA’s goals. The MLTA Executive, chaired by Bill Stilwell of Neepawa, is upgrading its trustees’ handbook. Fees go toward the publication of the newsletter, fund one representative to attend the annual Canadian Library Association conference, and pay membership in the Canadian Library Trustees Association. Membership fees, and a corresponding matching grant from the Province, are the only sources of MLTA income. Mr. Northam offered WPLB a reduced fee of $250, down from the originally requested fee of $500. He agreed that WPLB would bring more benefit to MLTA than MLTA could bring to WPLB. He was asked to share information about the winner and the criteria for selection for the MLTA trustees award. Manitoba’s Lieutenant Governor, the Honourable John Harvard, presented this year’s award to Bill Shackel of Glenboro, a library trustee and reeve who is highly involved in his community, Mr. Northam said. WPLB will send a congratulatory note to Mr. Shackel. Ms Klassen thanked Mr. Northam and said the Library Board would consider his request. City Centre LAC Ms Bonni Book, Co-chair of the City Centre LAC shared with Board members the success of the recent Meet-and-Greet event, which the LAC arranged for each of the five branches in the district. She was stationed at the River Heights branch, where members of the public were adamant that they wanted to keep the River Heights Branch open. A Board member said that there was no thought of closing that branch; the PUF study report recommended relocation to a nearby community centre. Ms Book said she told customers that the PUFS report was not etched in stone. Winnipeg Public Library Board Final Approved Minutes November 1, 2004 3 Ms Book proposed that the LACs liaise with local schools. She also said she would like to raise the profile of the LACs with a baking or crafts sale. She would like to see more public relations to attract non-users of the library. She suggested that LACs be involved in activities for I Love to Read month, in February 2005. Board members encouraged Ms Book to share her suggestions with her LAC members. Ms Klassen thanked Ms Book for her comments. 4. Approval of Minutes MOTION: I. Walker / H. Koffman That the minutes of the October 4, 2004 Library Board meeting be approved as distributed. Carried 5. Matters Arising from the Minutes (a) Community Outreach of Library Groups Members discussed the following resolution, distributed prior to the meeting. MOTION: B. Friesen / S. Hyman Whereas there are three groups concerning themselves with community outreach, namely the LAC groups, Friends of the Library, and the Board's standing committee on community outreach: Be it resolved that: 1. The Board's Executive Committee oversee the coordination of the activities of these groups; 2. That the Executive Committee do this by bringing together representatives of these three groups to discuss their activities and see if by working together they could be more effective and see if they could plan jointly sponsored or jointly worked activities. For clarification members stated the terms of reference or mandates of the three groups. WPLB’s Community Outreach Committee: to raise awareness of Winnipeg Public Library services; to raise the profile of the Winnipeg Public Library Board; and to provide a mechanism for gathering information and feedback; The LACs: to gather and collect feedback on local library services and programs, to undertake special projects for community branches and to do fundraising; The Friends’ mandate, from 1993 amendments to their articles of incorporation (in part): to enhance community awareness of the role of neighbourhood libraries. - - It was noted that the Library Board does not have authority over the Friends. LACs and Board members liaise. Mr. Friesen said that it was his focus to have Winnipeg Public Library Board Final Approved Minutes November 1, 2004 4 these groups talk to each other to make community outreach in support of the library more effective. With the permission of the mover and seconder the motion was amended, to delete clause 1. Members voted on the amended resolution: Whereas there are three groups concerning themselves with community outreach, namely the LAC groups, Friends of the Library, and the Board's standing committee on community outreach: Be it resolved that: That the Executive Committee bring together representatives of these three groups to discuss their activities and see if by working together they could be more effective and see if they could plan jointly sponsored or jointly worked activities. Carried (b) December 6 Meeting Location Update Ms Klassen reported that the Executive Committee has opted to hold the Board’s December 6 meeting and dinner at the Convention Centre, to accommodate Councillor Thomas’ expressed concerns. 6. Reports (a) Vice Chair Ms Klassen said her items were covered elsewhere on the agenda. (b) Treasurer H. Koffman distributed his report. He said he had, as requested, made some adjustments to page 4. He also printed out LAC statements and will issue these quarterly to LACs, and monthly, if there is activity. He noted that two annual Writer-in-Residence grants show in one year due to timing. It was noted that the Board-sponsored staff barbeque and staff recognition event belongs in the Community Outreach heading; part of the cost is listed under Food Services. (c) Executive Committee i. Advocacy Board member J. Pettis attended. The Committee focused on the need for increased funding support. Ms Klassen said that it had been a preliminary meeting, with more good ideas to be forthcoming. A Board member suggested that a letter be sent as soon as possible to the Mayor, to requesting the opportunity for a small delegation from the Library Board to meet with the Mayor. A similar message should then be sent to Councillor Steeves, even if the appointment with the Mayor would not yet have been set. It was also suggested that Mr. Cook consider inviting the Mayor to a Library Board meeting. Mr. R. Walker said that Mayor Katz has been invited to tour the Millennium Library if the Mayor’s schedule would permit. ii. Nominations The Nominations Committee members are Chair M. Cook, S. Hyman and J. Zizic-Pacilli, Ms Klassen noted. If there are any further nominations, please give them to a member of the committee. Winnipeg Public Library Board Final Approved Minutes November 1, 2004 5 iii. 2005 Joint Meetings with LACs Ms Graham said that a letter has been sent to LAC chairpersons, suggesting that the September 8 joint meeting on PUFS could serve as the 2004 annual joint meeting. The letter asked for feedback on the suggestion that in 2005, in addition to the spring orientation, we invite a guest speaker for a fall meeting. (d) Community Outreach Ms Zuk said that the Committee met on October 21, and dealt with applications for the Community Outreach grant, the details of which will be discussed during the in camera section at the end of the Board meeting. Ms Zuk thanked selection committee members B. Book and R. Walker. The next C.O. meeting will be on January 20. Mr. Cook will write an article about the award-winning grant submission for the next issue of the Library’s newsletter. (e) Manager of Library Services Mr. R. Walker distributed his report (Appendix B) and handed out the NovemberDecember issue of @ THE LIBRARY. His report covered the St. John’s task force, the Board’s Community Outreach grant, Canadian Children’s Book Week, and a new fee for those who book time on computers but who are subsequently absent at the appointment time. He noted a forthcoming service: email notification of holds and overdues. A member encouraged Library officials to invite the Minister responsible for libraries in Manitoba, the Honourable Eric Robinson, to read at pubic events such as I Love to Read month and Children’s Book Week. Mr. Walker reminded Board members of the next tour of the Millennium Library on November 2. (f) Facilities Study Mr. I. Walker suggested that the PUF study be included as information at the 2005 Board and LAC orientation. (g) Winnipeg Library Foundation The next meeting of the Foundation will be November 10. (h) WPLB’s Winnipeg Library Foundation Task Force Mr. B. Friesen said that the task force has been meeting regularly. The task force members will update WLF officers, after which the report will be presented at the Board’s December 6 meeting. 7. New Business A LAC member asked what the PUF report recommended for Cornish Branch. It was noted that copies of PUFS were sent to each LAC chair; the report is also available on the City’s website. The report recommends that Cornish Library be closed. Guests left. The meeting moved in camera. Winnipeg Public Library Board Final Approved Minutes November 1, 2004 6 8. Award of Community Outreach Grant MOTION: D. Zuk / H. Koffman That the WPLB’s first Community Outreach Grant, of $5,000, be awarded to West End Library for the proposal: A “Learning English” Collection for West End Library, a proposal for Adult Literacy Materials and Display Unit. Carried unanimously MOTION: D. Zuk / S. Hyman That the WPLB award $1,000 to each of the other Community Outreach grant applicants: Cornish, Pembina Trail and West Kildonan branches. Carried 9. Date and Location of Next Meeting Monday, December 6, 2004, 4:30 p.m. Winnipeg Convention Centre 10. Adjournment The meeting was adjourned at 7:05 p.m. APPENDIX A CORNISH LIBRARY 2004 - Built in 1914 – architect S. Frank Peters – opened June 15, 1915 - Named after Winnipeg mayor – Francis Evans Cornish - Cost $30,000 – donated by the Carnegie Foundation – 1918 - $7000 more donated to fix flood damage from public bath house - Circulation in 1927 – 175,808 – circulation in 2002 – 108,488 - Grade Two historical building – no changes to the visual integrity of the outside structure – changes need to be appropriate for the building - Can make changes to keep it a functional public building - Interior has no restrictions -Changes for 2004 1) – Now circulate DVD’s 2) – Now circulate Express Bestsellers Winnipeg Public Library Board Final Approved Minutes November 1, 2004 7 3) – Circulation up 31% over 2002 4) – Now open Wednesdays due to Centennial closure 5) – One additional part-time staff member – (now gone to St. Vital) 6) – Cornish slated to close? 7) – LIGHT donated $3000 worth of books to WPL – event at Cornish Sept 25 8) – Two girls donated birthday presents (books) to Cornish 9) – Story time Friday mornings at 10:30 am – 35 children registered 10) – Mother Goose program at Osborne run by Evelyn Guy 11) – Several Adult programs – (Genealogy, Introduction to the Internet) 12) – Bookmates (a literacy group) rents a basement room 13) – Cornish Library is now much busier with the public Internet workstations 11,588 bookings for all of 2003 – 11,719 bookings to the end of August/04 averaging 1,465/month x 4 more months 2004 totals will be around 17,579 a 50% increase over 2003 14) – Friends of the Cornish Library (a group of local citizens) – have joined with WPL to help organize a celebration for the 90th anniversary of the opening of Cornish and St. John’s Libraries (June 15th 1915 for Cornish, June 2nd 1915 for St. John’s) APPENDIX B Manager of Library Services – Report November 2004 1. St. John’s Task Force In October 2004 the St. John’s Task Force tabled their final report on recommended changes to the St. John’s Task Force. Over the coming months the library will be reviewing the recommendations, setting priorities, and beginning to implement some of the changes. Task Force members will be called upon as required to assist in projects. There will be a formal review by the Task Force in one year’s time to determine what changes have been made and what impact it has had on the use of library. Some of the key recommendations include; • Expand programming and services to attract non-traditional users • Library Staff attend cultural awareness and sensitivity training • Programs and collections need to be enhanced to support adult learners and job seekers o Library has expanded its Express Bestseller program to St. John’s Winnipeg Public Library Board Final Approved Minutes November 1, 2004 8 • • • • St. John’s Community Student Resource Centre has been established in conjunction with St. John’s High School, its parent council and Ndinawe a Youth Resource centre on Selkirk Ave. Improve children’s space in library to make it safe and welcoming Develop more partnerships in the community o Library has been involved in more outreach initiatives including Picnic in the park held at St. John’s Park and fall BBQ at St. John’s High School Develop marketing plan to promote library in community Complete a Building review o 2. Library Board Community Outreach Project The Library Services Division would like to thank the Library Board for their leadership and support of this initiative. All four submissions were well thought out and provide excellent opportunities for the library to expand services into new areas. In response to discussions with the selection committee following the selection of a winner, the library would like to work with the Board to try and provide some funding towards the costs of the remaining three projects in recognition of the work put in by the various libraries. The Library would be happy to partner with the Board towards this goal. 3. Canadian Children’s Book Week The week of November 1- 5 the library is again celebrating Canadian Children’s Book week. As part of the week, the library will have “guest” readers at various libraries throughout the system. Some noteworthy readers will include some local City Councillors, Vicki Burns from Winnipeg Humane Society, Mary Stewart from CKY Television, and Mike Cook from the Library Board. The library is beginning to start a list for next year of possible invitees and we would appreciate any suggestions for potential “guest” readers from the Board. 4. No Show Fine Starting this week the Library will begin to charge a $1.00 “No Show” Fee to library patrons who book time on library computers and then do not show up for the booking. The library handles over 30,000 bookings per month on it approximately 200 public access computers. This makes it very difficult in most locations to get computer time when needed. While the library will raise a small amount of revenue from this fine, the goal is to ensure that the public is not booking time on library computers that they will not use and thus depriving others of computer access. 5. Email Notification of Holds and Overdues The Library is presently working on a new feature as part of the DYNIX system. Staff will soon be requesting email addresses so that the database can be updated and people will be notified of holds and overdues via email if desired. Notification went out in this month’s issue of @ the Library. Patrons will still have the option of telephone and mail notification.