Winnipeg Public Library Board February 7, 2005 5:00 p.m. Sir William Stephenson Library, 765 Keewatin Final Minutes Present: M. Klassen, Vice-Chair; A. Hultgren-Ryan, S. Hyman, H. Koffman, A. Patterson J. Pettis, D. Sikorsky, D. Sorokowski, I. Walker, R. Walker, J. Zizic-Pacilli, D. Zuk, H. Graham Regrets: M. Cook, Councillor H. Smith, Councillor L. Thomas, J. Turnbull 1. Call to Order M. Klassen called the meeting to order at 5:12 p.m. and welcomed new Board member Mrs. Donna Sorokowski who spoke of the value of the library to her family, her interests as a volunteer and her work experience. 2. Approval of Agenda H. Graham asked that, under New Business, the matter of Signing Officers be added to the agenda. MOTION: That the agenda be approved as amended. Carried 3. Approval of Minutes MOTION: J. Zizic-Pacilli / J. Pettis That the minutes of the January 10, 2005 Library Board meeting be approved. Carried 4. Matters Arising from the Minutes (a) Waverley West I. Walker summarized the Waverley West public hearings that took place on January 4 and 5. He attended the first day and part of the second, and found it quite interesting. He has provided an abbreviated version of his submission for the Library’s newsletter. The document will also be placed on the Board’s web pages and distributed to LACs. On behalf of the Board S. Hyman thanked I. Walker for the work he did on this matter. R. Walker said that a further public consultation would likely be part of the project. It was noted that Council voted to proceed with Waverley West and has asked the Province for approval to alter the Plan Winnipeg by-law. (b) Materials Budget M. Klassen said that at a mini Executive meeting, members brainstormed ideas for this year’s presentation to our Standing Committee and EPC on the Library’s materials’ budget. We will express appreciation for the $100,000 received last year, show how it was spent, but explain, with data updated from last year’s presentation, that it does not go far enough. We will stress the benefits of a great library system. At the end of the process, we will donate a copy of A Complicated Kindness, written by Miriam Toews, award winner and former WPL writer-in-residence. Information on the Salinas, California plans to close all three libraries, including the one named after John Steinbeck, was distributed to Board members. Winnipeg Public Library Board Final Approved Minutes February 7, 2005 2 (c) Meeting Management Session WPLB, for 20 LAC and Board members, will arrange for a 2 ½ hour training session on running meetings and effective participation. The Volunteer Centre would charge $400, H. Graham said. She has also contacted the City of Winnipeg for the name of one of their consulting trainers who conducts this program. A. Hultgren-Ryan said she would also follow up with Provincial trainers. Members agreed that this would be a pilot project. If successful, it might be offered again another year. (d) Manitoba Library Associations’ Conference Sponsorship The conference is offered every two years generally, R. Walker said. This year it will be held at the Victoria Inn (formerly the International Inn) in Winnipeg on May 3 and 4. H. Koffman said that one year WPLB has donated $5,000 in sponsorship, and on another occasion gave nothing. Executive Committee recommended that $1,000 be given to the Associations in sponsorship and $1,000 be made available to the Library to send staff to the conference. MOTION: H. Koffman / J. Pettis That WPLB grant $1,000 to the Manitoba Library Associations for their 2005 conference, and provide up to $1,000 to sponsor Library staff attendance. Discussion: R. Walker said that the conference focuses on all types of libraries. He will send as many staff as possible. The Board’s sponsorship would cover the registration for up to 10 staff, and the Library will fund another 10. H. Koffman said the budget line is Sponsorship. Carried 5. Reports (a) Chair Retiring Library Board member Bert Friesen will attend the March 7 Board meeting briefly. Members will acknowledge his contribution of 12 years on the Board and LACs. It was noted that each retiring Board member is asked for a subject or title that the Board would acquire and donate in his/her name to the Library; Library staff insert a bookplate with the name of the honouree. MOTION: D. Zuk / A. Patterson That WPLB acquire the National Geographic Atlas of the th World, 8 ed. in honour of Bert Friesen. Carried (b) Treasurer’s Report H. Koffman distributed an un-audited financial statement for the year ending December 31, 2004, reviewed its contents and answered questions. He noted that WPLB paid for two WPL staff delegates to attend Kaleidoscope 8 in Calgary in November and explained the circumstances. Mr. Koffman said that he would soon be submitting relevant documents to the Board’s auditor, Tadman Hornstein. Mr. Koffman asked for volunteers to sit on an ad hoc 2005 budget preparation committee, a commitment of one meeting, possibly at the end of February. The committee would also review the Board’s three-year rolling budget. In response to a question, Mr. Koffman explained that the Board in effect is the banker for the LACs. LAC funds were submitted to the Board earlier in 2004, to resolve problems that LACs had in establishing and maintaining bank accounts free Winnipeg Public Library Board Final Approved Minutes February 7, 2005 3 of service charges. Each year the Board adds $120 to LAC accounts. Another member asked about the range of types of LAC expenditures. It was suggested that this matter could be discussed at the joint Board-LAC AGM in the fall. (c) Executive 1. Community Outreach Grant MOTION: D. Zuk / H. Koffman That WPLB offer its Community Outreach Grant again in 2005. Carried Community Outreach Committee approved, and forwarded to Executive Committee a motion to rename the Community Outreach Grant in honour of the late Jack Montgomery, a former WPLB member. Executive Committee concurred, after receiving consent from the Montgomery family. MOTION: I. Walker / S. Hyman That WPLB’s Community Outreach Committee grant be renamed the Jack Montgomery Community Outreach Grant. Carried 2. Priorities 2005 M. Klassen reviewed the Board’s 2004 priorities: advocacy, specifically about library materials and Provincial funding; increased LAC and Board profile; and outreach. She listed the 2005 priorities identified by Executive Committee. a. Advocacy; b. The Recruitment and training of LAC and Board members; c. Assistance to Winnipeg Library Foundation in redeveloping their role as a fundraiser A member suggested tabling discussion on the priorities until the next Board meeting. Regarding the third priority, a member asked what education Board members might need, to help the Winnipeg Library Foundation. Members said that we also need to determine our relationship with WLF and our role, and we should enter into more dialogue with the Foundation. It was noted that we recently sent the approved task force report to the Foundation and await their feedback. As strategic planning had also been suggested as a Board focus, members were asked to submit their ideas on this process to H. Graham. (d) Community Outreach Chair D. Zuk reported that the Community Outreach Committee met on January 20. In addition to recommending that the grant be renamed in honour of Jack Montgomery, members reviewed the 2004 grant process and established a promotional schedule for the 2005 grant process. R. Walker suggested that Ms Zuk might attend staff meetings to promote the grant and its benefits. The Committee’s literacy research is ongoing. Members are looking at various organizations that might need support. The Committee will draft a letter to be sent to, for example, facilities for the incarcerated, to explain the Committee’s mandate, enquire about their needs and offer moral and possibly financial support. Ms Zuk asked Board members to suggest organizations to which we might send letters. The Committee is looking at literacy very broadly. R. Walker suggested that the Winnipeg Public Library Board Final Approved Minutes February 7, 2005 4 Committee might consider making a donation to the Winnipeg Foundation’s Literacy for Life Fund. The contribution would be almost doubled by the Federal government’s National Literacy Secretariat to a ceiling of $1 million. Mr. Walker will send related information to the Committee’s Chair. Ms Zuk noted the schedule and topics for the Board’s articles for the Library’s newsletter: March-April issue, Waverley West; May-June issue, the Board’s priorities and the Library’s budget; and for July-August, the Community Outreach grant and the results of the 2004 award. The joint community outreach meeting, for representatives of LACs, Friends, and the Board’s Community Outreach Committee will be held on February 28 at St. Boniface Library. Chaired by former WPLB member B Friesen, the purpose is to discuss groups’ activities and to see if jointly sponsored or jointly worked activities might be feasible. S. Hyman and A. Patterson will represent the Community Outreach Committee, and will report back to the CO on the outcome of the joint meeting. (e) Manager of Library Services R. Walker distributed his report (see Appendix) that covered a Family Literacy Day event, Public Art Committee update, new literacy initiatives, Millennium Library th update, Cornish Library’s 90 birthday in June 2005, summer reading program, focus group meetings with Aboriginal and young adult communities, and conversation circles for newcomers to Canada to practise their English-speaking skills. Mr. Walker added the following comments. The National Literacy Secretariat will match the funds the Library raised on Family Literacy Day. The Public Art Committee received 75 applications of which seven were short-listed. The goal is to have the finished art for the opening of the Millennium Library. Members can view time-lapse visuals of the exterior of the Millennium Library project on the Library’s web site. The Cornish Library’s anniversary is around June 16. The planning for the Province-wide TD Summer Reading Program, co-sponsored by the National Library and Archives Canada, is underway. In response to questions, Mr. Walker said that TD Bank is very supportive of literacy initiatives. Mr. Walker asked Board members to let him know of youth or Aboriginal groups that should have a representative on the focus groups. The February 7 edition of the Winnipeg Free Press carried an article on the Library’s conversation circles concept. Mr. Walker brought information on use during Sunday hours, but will provide the information to H. Graham to distribute to members. (f) LAC Reports E.K. – Transcona: J. Turnbull sent her regrets. She will report at the next Board meeting. Riel: A. Patterson said that the LAC had purchased a colourful carpet for the picture book alcove in the lower level at Windsor Park Library. LAC Appointments and Vacancies H. Graham reported that City Centre LAC has two new members and one vacancy. Lord Selkirk-W.K. has four vacancies; suggestions have been made for innovative ways to recruit in this district, including contacting participants in the St. John’s Library task force. E.K.-Transcona has a new member and one vacancy. Board rep. for Assiniboia LAC meeting H. Graham asked for a volunteer to attend the February 24 meeting of the Assiniboia LAC, as neither of the Board reps. nor H. Graham can attend. Winnipeg Public Library Board Final Approved Minutes February 7, 2005 5 LACs’ Survey I. Walker prepared another draft of the survey and received further feedback from some members of the E.K.-Transcona LAC. He will send the next version to H. Graham to distribute to LACs and Board. E.K. –Transcona LAC asked to see the survey in its final draft after feedback and before it would be implemented. 6. New Business (a) Board Reps. to LACs H. Graham explained that the Board nominates, and Community Committees appoint, Board representatives to LACs. Board members agreed that their nominees are: - M. Klassen and A. Patterson for Riel LAC; - D. Sikorsky for L.S.-W.K. LAC, to join J. Zizic-Pacilli whose LAC term runs until December 2005; D. Sorokowski may attend LAC meetings unofficially for the experience; - J. Turnbull and I. Walker for E.K.- Transcona LAC. H. Graham will submit these names to the appropriate Community Clerks. (b) 2005 Contract Between WPLB and Administrative Assistant The meeting moved in camera. The contract, as recommended by Executive Committee, was approved. (c) Signing Officers MOTION: H. Koffman / I. Walker That the Signing Officers for WPLB will be the Chair, Vice- Chair and Treasurer. Carried 7. Other Business The annual joint Board and LAC orientation is tentatively scheduled for March 16, at a location to be determined, H. Graham said. All Board members are invited…along with new and current LAC members. R. Walker, the featured speaker, will provide an update on the library system, including the Millennium Library. Chair M. Klassen will be unavailable. H. Graham will ask past Chair Mike Cook if he would speak on behalf of the Board. 8. Date and Location of Next Meeting Monday, March 7, 2005 5:00 p.m. St. Boniface Library, 131 Provencher Blvd. 9. Adjournment The meeting was adjourned at 7:05 p.m. Appendix Manager’s Report February 7, 2005 1. Family Literacy Day Event Through Council approval, for the second year in a row all fines collected on January 27, 2005 by the Library were used to support the Literacy for Life Fund set up in partnership by the Winnipeg Foundation, Literacy Partners of Manitoba and Winnipeg Public Library. This year the Library raised $2851.00 for the fund. Winnipeg Public Library Board Final Approved Minutes February 7, 2005 6 2. Public Art Committee Update On Friday February 4, 2005 the Winnipeg Arts Council announced the names of the artists short-listed for the public art project for the Winnipeg Public Library: Cliff Eyland, Winnipeg; Susan Feindel, Dartmouth; Bernie Miller and Alan Tregebov, Winnipeg/Toronto; L. Max Streicher, Toronto; and Nicholas Wade, Lethbridge. The artists now have approximately two months to prepare a detailed proposal. In April, the jury will meet to review the proposals and make their final recommendation. 3. New Literacy Initiatives The Library’s French Language Services is working with Pluri-elles, a non-profit organization that offers programs and services in education, training, culture, health and social service, to provide literacy based service to North St. Boniface over the next 4 years. Working with the Francophone community, the library will, share information about its resources and work with other community groups to provide enhanced services to this poorer community. 4. Millennium Library Update Work progressing at rapid pace. Mostly interior work at this point. Carpeting and tile work to be started by middle of February. Elevator installation work has begun. Counters on site. Electrical for computers beginning. Scaffolding being taken down from terrace. Fourth floor ceiling now installed. th 5. 90 Anniversary Project th The Library is working with a group of interested citizens in the Cornish area on a 90 anniversary celebration for the Cornish Library. The event will take place in June 2005. th In addition, similar plans are being developed to celebrate St. John’s 90 anniversary also set to occur in June 2005. 6. TD Summer Reading Plan for the 2005 Summer Reading Program are well under way. This year Winnipeg Public Library is participating, along with Public Library Services for the Province of Manitoba, in a national program sponsored by TD Bank 7. Focus Group Meetings The Library is conducting a series of focus group meetings with the aboriginal community and young adult community in an effort to determine what the reading in the round area and the teen zone can look like and what people would like to see offered in these areas. If there any groups the Board would like us to invite to send a participant, please let me know. 8. Conversation Circles Angela Mehmel, Administrative Coordinator of Outreach Services is working on a partnership with the International Centre, and in consultation with Joanne Pettis, that will see the library offer Conversation Circle programs at both the Louis Riel and West Kildonan libraries. For a six-week period, newcomers to Canada practice their English listening and speaking skills in group discussions lead by volunteers.