MISSISSAUGA PUBLIC LIBRARY BOARD MEETING

Wednesday, October 19, 2016, 5:30 to 7:30pm Woodlands Library, 3255 Erindale Station Rd, L5C 1Y5 –

Mississauga, On

MEMBERS Margot Almond Raj Chopra Nokha Dakroub Harry Hastilow Councillor John Kovac Councillor Matt Mahoney Priscilla Mak Antonio Maraschiello Laura Naismith Thomas Thomas Val Ohori Secretary/Treasurer/CEO Rose Vespa Leadership Team Sue Coles, Manager Anne Murphy, Manager Amanda French, Manager David Penteliuk, Manager

AGENDA

1.0 Call to order/Approval of Agenda

1.1 Declaration of Conflict of Interest

1.2 Delegations

2.0 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.)

2.1 Minutes of the Regular Meeting on September 21, 2016 2.2 Minutes of the In Camera Meeting on September 21, 2016 2.3 Communication & Counsel Report dated October 19, 2016 3.0 CEO’s Highlights 4.0 Policy Review 4.1 Review of Fines and Fees 5.0 Internal Monitoring Reports 5.1 Review of Mid-Year Financial Reports 5.2 Business Plan and Budget 2017 6.0 Ends 6.1 Quarterly Report on Ends 7.0 Governance 7.1 Annual Board Self-Evaluation 8.0 Ownership Linkage 9.0 Board Advocacy 9.1 Deputation to Council (verbal) 10.0 Board Development 10.1 Board Renewal Discussion 10.2 Governance Training Session Feedback 11.0 Incidental Information

12.0 Other Business

13.0 In Camera Agenda 13.1 Labour Relations Pursuant to Ontario Public Library Act Sections

(4) (d) labour relations or employee negotiations 14.0 Board Self-Evaluation –

14.2 Councillor J. Kovac– 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.

15.0 Adjournment

Upcoming Events

Date Event October 22, 2016 Grand Opening of new Meadowvale Library October 29, 2016 Central Library 25th Anniversary Celebration November 16, 2016 Board Recognition - Former Chair Brad Hutchinson

(5:00pm - prior to start of Board meeting) Library Board Meeting – location: Lorne Park Library

TBD Brampton/Caledon Library Trustees Meeting

______________________________________________________________________________ DATE: June 15, 2016 TO: Mississauga Public Library Board FROM: Rose Vespa, Director of Library Services SUBJECT: Consent Agenda ______________________________________________________________________ RECOMMENDATION: That the Consent Agenda comprising of Agenda 2.0 to 2.3 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 September 21 , 2016 2.2 Minutes of the In Camera Meeting on September 21, 2016 2.3 Communication & Counsel Report dated October 12, 2016 ________________________________________________ Rose Vespa Director of Library Services

Agenda 2.0

MISSISSAUGA PUBLIC LIBRARY BOARD Regular Meeting

Minutes of the meeting held on Wednesday, September 21, 2016 at 5:30 p.m., Meadowvale Library, 6655 Glen Erin Drive, Mississauga, ON L5N 3L4 Present: Margot Almond Raj Chopra Nokha Dakroub Harry Hastilow Councillor Matt Mahoney Priscilla Mak Laura Naismith Thomas Thomas Val Ohori Absent: Councillor John Kovac Antonio Maraschiello Staff Present: Rose Vespa, Director Sue Coles, Manager, Area 3 Anne Murphy, Manager, Area 1 Ted Sharp, Manager, Collection Development Diana Krawczyk, Manager, Burnhamthorpe Library Erica Conly, Manager, Erin Meadows Library Minutes Recorded: Anne Marie Solleza 1.0 Call to Order/Excused Absences/Approval of Agenda The meeting was called to order at 5:32pm. 61:16 Resolved that A. Maraschiello and Councillor J. Kovac be excused from the meeting and that the agenda be approved as presented. Moved by Councillor M. Mahoney Seconded by P. Mak Carried 1.1 Declaration of Conflict of Interest There were no conflicts of interest declared.

1.2 Introduction of New Board Member and Roundtable The Chair introduced new Board member Laura Naismith and a roundtable of self-introductions followed.

- 2 - Mississauga Public Library Board Meeting Wednesday, September 21, 2016 1.3 Delegations 1.3.1 Collection Development Update – Ted Sharp T. Sharp provided a Collections Report to the Board summarizing current trends, the continued impact of the dollar on the Collections budget, how the expanded budget is being spent in 2017, Collection HQ, and the many products in offered in various platforms. He answered several questions from the Board and at the request of M. Almond will provide an annual trends report from Collection HQ. 1.3.2 Building Up Our Neighbourhoods – Catherine Soplet C. Soplet wasn’t able to make it to the meeting to do her update. However, based on copies of materials she provided in advance, the Board had a short discussion on how to proceed with her requests. A response letter will be prepared outlining the Board’s decision and communicated to C. Soplet. 2.0 Consent Agenda 62:16 Resolved that the Consent Agenda be approved as presented and the CEO of the Library directed to take such action that may be necessary to give effect to the recommendations as therein contained. Moved by N. Dakhroub Seconded by T. Thomas Carried 3.0 CEO’s Highlights 3.1 One Book, One Mississauga The Director informed the Board of this library initiative to help celebrate Canada’s 150. D. Krawczyk, who is leading this initiative, provided details to the Board including expectations from being a member of the Selection Committee. She also answered a few questions relative to the books included in shortlist and they were selected. The Chair requested that D. Krawczyk be invited back to a future Board meeting for a presentation on Readers’ Advisory. 63:16 Resolved that the report on One Book, One Mississauga be received for information and that R. Chopra be appointed the Board’s representative to the Selection Committee. Moved by M. Almond Seconded by T. Thomas Carried

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Mississauga Public Library Board Meeting Wednesday, September 21, 2016 3.2 School Board Meeting Updates The Director spoke to the meetings that she and the Chair have had with Peel District School Board(PDSB) Superintendent, Poleen Grewal and Dufferin-Peel Catholic District School Board(DPCDSB) Director Marianne Mazzorato. She asked the Chair and school board trustees N. Dakroub and T. Thomas to weigh in with their thoughts and their takeaway from the meetings. DPCDSB Director Mazzorato suggested a workshop for both boards to help find commonalities, might be of benefit. Also. based on the discussion, the Board will re-evaluate the value of the annual presentations to the school boards. 3.3 Central Library Revitalization Update The Director informed the Board that design meetings continue with the architects for Central Library’s renovation and that she will continue to provide updates to the Board to keep them informed of developments. She also reminded the Board of Central Library’s 25th Anniversary celebration on October 29, 2016. 4.0 Policy Review 4.1 Review of Executive Limitations Policies The Director explained that as per advice from governance expert Catherine Raso during the Board’s workshop in 2015, revisions were made to the policy to remove the double negatives, thus making them clearer and more straightforward. She also provided clarification for H. Hastilow re his question on Policy A10-Asset Protection. 64:16 Resolved that the report on Executive Limitations Policies Review be approved. Moved by N. Dakroub Seconded by P. Mak Carried 4.2 Anti-Spam Policy Review The Director informed the Board that an audit will be conducted in the Fall to ensure that the library is compliant with legislation. Results of the audit will be communicated to the Board as soon as completed. 65:16 Resolved that the report Anti-Spam policy review be approved. Moved by T. Thomas Seconded by P. Mak Carried 5.0 Internal Monitoring Reports There were no reports to be discussed.

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Mississauga Public Library Board Meeting Wednesday, September 21, 2016 6.0 Ends 6.1 Website Update The Director updated the Board on the status of the website redevelopment project. Top priorities for the new web presence include implementation of an online payment solution for Library fines, introduction of a dynamic, current, searchable, programme information application, and implementation of online programme registration. This redeveloped library website is expected to be up and running in early 2017. 6.2 Project Outcomes S. Coles & E. Conly explained the results of the initial survey conducted using the Project Outcomes methodology. The survey had a 66% response rate and reflected the positive impacts of STEAM and digital literacy programming through Maker Mississauga. This tool could easily be used to administer surveys for services across the library system. This will provide important feedback about the quality and demand for library services in the future. 66:16 Resolved that the report on Maker Mississauga Outcomes/Impacts Pilot be received for information. Moved by L. Naismith Seconded by M. Almond Carried 6.3 Meadowvale Library Update S. Coles informed the Board that the new Meadowvale Library opened to the public on September 6 as scheduled and the official grand opening for the entire facility, including the community centre, will be on October 22, 2016. She gave credit to Amy Colson, Manager of Meadowvale Library and the entire team for all their hard work in making possible a smooth transition from the old to the new location. The Board congratulated S. Coles for leading the library in this project. 7.0 Governance 7.1 Revised Elections Policy with Revised Governance Policy B4 (Executive Positions) 67:16 Resolved that Revised Elections Policy with Revised Governance Policy B4 be approved. Moved by Councillor M.ahoney Seconded by P. Mak Carried

-5 - Mississauga Public Library Board Meeting Wednesday, September 21, 2016 8.0 Ownership Linkage There were no items to be discussed. 9.0 Board Advocacy There were no items to be discussed. 10.0 Board Development There were no items to be discussed. 11.0 Incidental Information There were no items to be discussed. 12.0 Other Business 12.1 Board Recognition The Director showed a copy of the book that the Board had chosen to donate on behalf of former Chair Brad Hutchinson. Plans are being finalized for the formal presentation of the book at a future Board meeting. The Director also informed the Board of the retirement of Area 2 Manager, Betty Mansfield. The Board passed a motion to recognize B. Mansfield’s service to the Library. 68:16 Resolved that the Board recognize Betty Mansfield for her dedicated and outstanding service to the library for 35 years. Moved by N. Dakhroub Seconded by Councillor M. Mahoney Carried 13.0 In Camera Agenda 13.1 Pursuant to Ontario Public Library Act Section (4)(d) labour relations or employee negotiations 69:16 Resolved that the Board go into closed session at 7:20pm Moved by T. Thomas Seconded by M. Almond Carried 14.0 Board Self-Evaluation 14.1 Additional Self-Evaluation Criteria 71:16 Resolved that the proposed evaluation criteria be approved.

-6 - Mississauga Public Library Board Meeting Wednesday, September 21, 2016 Moved by R. Chopra Seconded by H. Hastilow Carried BOARD SELF EVALUATION H. Hastilow led the self-evaluation. He thanked the library staff for arranging the board meeting at a library branch, especially one that had just opened. He indicated that one of the board's main functions is to concentrate on the future direction of the library and its services, and here they were doing this while sitting right beside the present. Many of the features and functions they could see taking place right outside the meeting room window were the result of a previous board making decisions 3-4 or 5 years ago and now they are seeing these decisions in action. He thought that it was a good idea to bring the board right into a present day library. He felt most members came prepared for the meeting; time was spent appropriately on Ends and there was good participation from the members with courteous treatment of others. The members generally adhered to the Rules of Order. The lively and detailed discussion of future communications between the library board and the two school boards was a very apt example of how we as a board are putting emphasis on the future. 15.0 Adjournment 72:16 Resolved that the Board adjourn at 7:45pm. NEXT MEETING The next meeting of the Library Board will be held on October 19, 2016 at Woodlands Library. ________________________ ________________________ Secretary/Treasurer Chair

_____________________________________________________________________________ DATE: October 12, 2016 TO: Mississauga Public Library Board FROM: Rose Vespa, Director of Library Services SUBJECT: Monthly Compliance Report on Executive Limitations

Policy A1 – Communication and Counsel to the Board ______________________________________________________________________ RECOMMENDATION: That the report on Executive Limitations Policy A1 –

Communication and Counsel to the Board from the Director dated October 12, 2016 be received.

REPORT HIGHLIGHTS: The regular report on Communication and Counsel to the

Board is the process to ensure compliance with the Executive Limitations Policy A1 intended to keep the Board informed of all important aspects of the Library’s operations. It also affords the Library staff a regular opportunity to note items and issues of importance for the Board’s attention.

BACKGROUND: The Policy States:

The CEO shall not permit the Board to be uninformed, unsupported in its work, or non-compliant with legal or fiscal obligations. Accordingly, he or she shall not: 1. Neglect to submit monitoring data required by the Board (see

policy on Monitoring Executive Performance) in a timely, accurate and understandable fashion, directly addressing provisions of the Board policies being monitored.

2. Fail to 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. 3. Fail to advise the Board if the Board is not in compliance with its own policies on Governance Process and Board-Staff Relationship, particularly in the case of Board behaviour that is detrimental to the work relationship between the Board and the CEO.

- 2 - Key Pillars: Move – developing a transit-oriented city Belong – ensuring youth, older adults and new

immigrants thrive Connect – completing our neighbourhoods Prosper – cultivating creative and innovative

businesses Green – living green

Over 2016-2018 the Library will continue to focus on

reaching out to the following key markets: • Families and caregivers • Youth • Older adults • New Canadians • Small businesses

The following report identifies key activities in the last month.

COMMENTS:

COMMENTS:

ENSURING YOUTH, OLDER ADULTS AND NEW CANADIANS THRIVE

1. Families and Caregivers Area 1 1. Fall storytime programs as well as the Tween Scene, a new recurring program, began in

September. We have received positive feedback from children between ages 9-12, who are happy that programs designed specifically for them are going to be a regular occurrence.

All registered programs are full for the Fall Session, most with waiting lists. Our drop-in

Wee Ones storytime (ages birth-3) on Thursday mornings was overflowing with families during the first two weeks of the Fall session with the room at its maximum capacity.

2. The Central Children’s Department maintains a series of reader’s advisory guides –

booklists featuring our favourite novels and picture books to suggest to customers in a wide variety of genres and topics. Our growing emphasis on helping children find books to read that they might enjoy are greatly aided by this endeavour. These sheets are placed out on the floor where customers can use them themselves (as well as on our website), or they can help staff with readers advisory in unfamiliar areas. We have begun a refresh of this initiative, updating titles, and adding new categories, to remain responsive to current customer needs.

Area 2 1. Churchill Meadows Library continues with the 2016 Pokémon summer craze by launching the Churchill Meadows Pokémon Library Hunt at the Fun Fest this month. Over 20 kids participated in the hunt on its first day. Library staff have hidden Pokémon around the library, a creative way for the children to get to know the space and collections. Once participants find all Pokémon, they claim their book prize at the front desk. 2. Malton Library staff hosted the first session of Malton Masterminds. Malton Masterminds is a STEM focussed program for tweens. At this session, 12 tweens participated in science experiments, including “the exploding bag,” “rainbow milk,” “elephant toothpaste,” and “flubber.” The tweens participated in assisting staff with the experiments and then tried it on their own in groups. 3. Frank McKechnie Library introduced a reading circle for grades 2 and 3. Children share the same text and practice reading together in a group.

Area 3 1. Erin Meadows Library hosted a well-attended WeeSleep seminar by a certified Infant and Toddler Sleep consultant. Many tired parents learned all about baby and toddler sleep behaviour and the top sleep strategies to help them start getting the sleep they need. 2. Mississauga Valley Library hosted a ‘Family Literacy Fun Day’ for the young families in the community. Early learning and literacy tools in the form of a variety of simple jigsaw puzzles to develop story sequencing skills, building words with letter blocks, connecting letters based on phonetics, patterning and counting, were spread out for kids to explore. A story time was included in the session and questions about reading and literacy were discussed. 3. Programmers from Streetsville Library went out to every school in their catchment area and dropped off a letter and gift explaining the Grade 4 Read to Succeed program as well as kindergarten visits. Response has been swift and very keen.

Shared Services

1. The Library used all of its channels to promote children’s fall story times and special programs. Brochure distributed to all libraries and posted online and promoted on all digital channels and web site. Check it out at http://www.mississauga.ca/portal/residents/programsforchildren

2. Youth Area 1 1. The Teen Advisory Group (TAG) met for the first time in the new school year. Twelve

teens brainstormed what events and activities they might do for the year, including scavenger hunts, food drives and do-it-yourself events.

2. Staff proctored 8 exams from the following institutions: Canadian Payroll Association, Carleton University, Confederation College, Loyalist College, Southern Alberta Institute of Technology, and the University of North Dakota. 3. Vervesmith Education Consultant Teo Saldago came to present two sessions for incoming post-secondary students. The first session entitled “Making a University Match” taught the attendees of the various factors involved in choosing a university and area of study. The second session, “Applying to Canadian Universities” provided various strategies and tips on how to prepare the best application for university. Twenty eight students attended both sessions.

Area 2 1. Two Malton Library Staff members promoted volunteer positions at the library at the Malton Community Centre Volunteer and Job Fair. Staff members promoted the Teen Advisory Group and Computer Buddies as well as provided general library information and resources. Approximately 25 youth attended the table and spoke with staff. 2. South Common Library launched a new partnership this month with ErinOak Kids Centre for Treatment and Development. The Dragon Writers program is a facilitated writing program for teens with assistive devices. Over the next four weeks the teens and volunteers will meet every Saturday for two hours and participate in various creative writing exercises and write their own short story using communication devices such as Dragon NaturallySpeaking.

Area 3

1. The Teen Advisory Group from Mississauga Valley Library worked on teambuilding skills through active play in wheelchair basketball, volleyball, and badminton. The activity was supported in partnership with Recreation and Parks and Hershey Centre.

2. The Meadowvale Library partnered with Toastmasters International to provide a Youth Toastmasters programs. This program helps youth develop leadership and public speaking skills. 3. Clarkson Library held a Pokémon Go party on September 27, 2016. Staff and 16 tweens kicked off the program session with a Pokémon lure party. The program was free, for tweens aged 7 to 14 years, and featured a charging station for Apple products, a small craft, and Pokemon discussions. Two lures were placed on the Clarkson Library Poké stop for one hour for all Pokémon players to access.

Shared Services

1. The Library promoted fall programs for teens. Brochure distributed to all libraries and posted online. Check it out at http://www.mississauga.ca/portal/residents/librarynews and http://www.mississauga.ca/portal/residents/programsforteens.

3. Older Adults Area 1 1. In support of Extendicare Nursing Home’s “Trip Down Memory Lane” event, the Central

Readers’ Den Department sent 1950s themed materials to this long-time client.

2. The Homebound team received six new registration requests and is actively pursuing an outreach strategy to acquire new clients. 3. Central Sciences and Business Department staff visited Burnhamthorpe Library to present a session on Tristan da Cunha. Fifteen enthusiastic attendees learned of the staff member’s first-hand visit to the most remote inhabited island in the world.

Area 2 1. In-person outreach was made to the four retirement homes in Burnhamthorpe’s catchment area – Sunrise, The Beechwood, Bough Beeches and Confederation Place – on September 1. Upcoming publicity and brochures were delivered to all. 2. Lorne Park Library hosted a tablet workshop on September 12, focussing on the use of the Goodreads website, which allows users to track and rate the books they read and share their reading lists with friends and family. Using several different types of devices, including laptops, phones, and tablets, the participants were assisted by staff to register on the site, enter titles of favourite books and invite friends to share reading suggestions. Staff also gave a book talk and book lists were distributed. 3. Malton Library hosted a ‘Moving and Downsizing’ information session for Older Adults. 11 Older Adults learned key knowledge about what it takes to downsize their home and belongings as well as deal effectively with the stress, anxiety, and multitasking that comes with moving.

Area 3 1. The Meadowvale Library participated in the Senior’s Fair at the Meadowvale Community Centre, providing library information to more than 300 customers. 2. Senior’s Social Club at Clarkson Library celebrated end of summer with a potluck picnic outside the community centre on September 14, 2016. Seniors’ Social Club at Clarkson Library made wooden butterfly crafts on September 28, 2016. Woodwork and craft preparation had been done by talented group members in order to share this craft with the group. 3. The Woodlanders 55+ group enjoyed a financial planning session at Woodlands Library, “Protecting Your Estate: Keeping it safe from Creditors, Taxation and Your Family" with a guest speaker. Numerous resources available from the library were a part of the evening’s discussion.

Shared Services

1. The Library promoted fall programs for older adults such as Computer Buddies, Social Clubs and ELibrary basics. Check it out at http://www.mississauga.ca/portal/residents/programsforolderadults and http://www.mississauga.ca/portal/residents/librarynews.

4. Newcomers Area 1 1. Central Library hosts the Newcomer Information Centre (NIC) in the Sciences and

Business department, providing Newcomers with referral assistance as well as free Commissioner of Oaths services. In Q3 of 2016, 128 newcomers have availed themselves of NIC’s services. 2. Sciences and Business staff coordinated 8 Career Tours for the following community agencies: Brian J. Fleming Adult Education Centre, Peel Multicultural Council, and St. Gabriel Adult Education Centre. One hundred and seventy six attendees left with the ability to navigate the Library’s Career Centre and various job-searching databases. 3. Kanchan Lakota , from Skills for Changes, provided an overview of the skilled trades in

Ontario to 10 attendees. Area 2 1. Burnhamthorpe staff attended the World of Welcome program held at Glenforest

Secondary School on September 1. This event is for newcomer students and it was co- hosted by Dixie Bloor Neighbourhood Centre. Library cards were made for those students who did not have one. 2. Frank McKechnie Library made a presentation at St Francis Xavier parents’ orientation as part of the DPCSB iFun program on September 1. 3. In partnership with the “Polycultural Immigrant and Community Services”, Port Credit Library hosted a program aimed for the newcomers Syrian refugees was organized in the library. Residents from the Ports Hotel (a local residence with a high newcomer population) were invited to participate as well.

Area 3 1. September saw the arrival of 14 new Syrian families in the Sheridan neighbourhood. Sheridan Library staff assisted with their transition by creating library cards, showing them how to use the library and its resources (for example, Mango Languages, language learning materials and Arabic-English dictionaries) and connecting them with area resources to help them get settled in their new home. 2. The Big Brothers and Big Sisters of Peel conducted a Youth English Conversation Circle program with the Meadowvale Library. It provides an opportunity for them to improve their English language and presentation skills, get homework help, share experiences, learn about the Library and have fun. 3. Cooksville Library’s program partnership between the English Conversation Circle program, run by the Newcomer Centre of Peel (NCP), is held immediately before the Library’s ESL Reading Circle. The attendance at the English Conversation Circle has quadrupled since ESL Reading Circle began, increasing from 6 to 24 participants.

Shared Services

1. The Library used all of its channels to promote programs and special services. Check it out at http://www.mississauga.ca/portal/residents/librarynews. 2. Here is a sampling of newcomer agencies calling upon the Library to help promote their upcoming events:

• Humber College -New to Canada • Peel/Halton Workforce Development • Peel Newcomer Strategy Group • Family Services of Peel • India Rainbow Community Services of Peel • Peel Multicultural Council • ACCES Employment • COSTI Immigrant Services • Polycultural Immigrant and Community Services • Dixie-Bloor Neighbourhood Centre • Newcomer Centre of Peel • Mississauga Newcomer Information Centre

3. The Library reprinted and restocked its Newcomer Guide. This version includes information on other City Departments and MiWay.

COMPLETING OUR NEIGHBOURHOODS

Area 1 1. The Children’s Department was responsible for this month’s Atrium Display Case which featured the ‘Back to School’ theme and was very eye-catching for our customers to enjoy as they entered into the Central Library.

2. Atty. Heather Hui-Litwin presented Myths and Misconceptions about the Court Process to 7 attendees. 3. In partnership with the University of Toronto (Mississauga), Sciences and Business staff hosted the third installment of the “Lecture me!” series: “A Beginner’s Guide to Killing Cancer Cells.” Professor Patrick Gunner provided an in-depth look into the latest research discussing whether we could engineer a molecule to target cancer cells but leave the healthy cells unharmed. Eighty Five attendees enjoyed this lively event.

Area 2 1. Burnhamthorpe Library hosted a Customer Appreciation Event on September 14. Customers were greeted with refreshments and they took the opportunity to speak with staff. Children had their faces painted, completed coloring sheets, created pop-up cards and bookmarks. A movie was shown in the afternoon and was very well attended. 2. On September 17, Churchill Meadows Library staff coordinated a Fun Fest for the community. Staff decorated the library, and provided food and refreshments to show our customers that they are appreciated. Over 200 residents dropped by for face painting, henna, a Pokémon Hunt, crafts table, carnival games, and Maker Fair. The Maker Fair showcased Maker Mississauga resources including green screen, robotics, sewing machines, makey makeys, squishy circuits, etc.

3. On September 30, the South Common Community Centre and Library held a community BBQ that welcomed over 300 people from the neighbourhood. Library staff connected with the community by hosting a library booth with promotional materials, giveaways and activities for kids and a special storytime program. Councillor Mahoney, Peel Regional Police officers, older adults, families and children visited the library and participated in a group art project.

Area 3 1. The Ontario Early Years Centre has partnered with the Meadowvale Library and offered three Move and Groove programs at the library. 2. As has been the annual tradition for years, Mississauga Valley Library welcomed more than 150 students from all the Grade 6 classes from nearby The Valleys Public School. The visits to the library were conducted over two days. Students and staff were given orientations and tours of the library. 3. Clarkson Library participated in the Healthy Living Expo, held at the Clarkson Community Centre. The library shared a booth with Recreation and featured a display about books and databases on health-related topics. The library promoted the event to customers including the Seniors’ Social Club that came out in great numbers to the Expo. The Clarkson Library also tied in a Chronic Pain Management display featuring books and information about Gale Health & Wellness database.

Shared Services

1. The Library delivered copies of All about the Library to Welcome Wagon to include in its welcome package. Welcome Wagon http://www.welcomewagon.ca/index.php/en/new-to-the-community has been a key partner in distribution of library information to new residents to the city. 2. The Library developed an inventory of all of the many channels and ways it engages its members and the community.

CULTIVATING CREATIVE & INNOVATIVE BUSINESSES Area 1 1. Central Sciences and Business Department staff hosted a Kavi Sammelan event. Well-

known Hindi poets from North America recited their recent works in a celebration of South Asian culture and languages. One hundred and seventy six attendees came to listen to their favorite poets. 2. Sciences and Business staff continue to host MakerMississauga 3D Printing Orientation Courses, helping customers learn about 3D printing and inviting them to watch a demo of the Mississauga Library’s 3D printer. This orientation is required to submit personal designs for printing. Twelve customers passed certification in September. 3. Central Sciences & Business Department celebrated Science Literacy Week with hands- on science demonstrations. Three tables were hosted by Let’s Talk Science (UTM student volunteers) and three tables featured Maker Mississauga equipment including Snap Circuits, Squishy Circuits and Robotics. Staff spent the preceding weeks learning how to demonstrate the maker equipment. The event was a hit with children and their parents (about 100 participants) as fun and educational activities revealed the science behind electrical circuits, robotics, the PH scale and more.

Shared Services

1. The Library supported the following businesses: • Above Grade Level • The Tutor • Kumon Learning Centres

2. The Library produced a bookmark to promote and create awareness about its online databases.

DEVELOPING A TRANSIT-ORIENTED CITY

Area 3 1. Cooksville Library promoted a discussion about MiWay during its “Things That Go”

themed Welcome to Canada Family Storytime. Participants took home MiWay brochures and route maps.

Shared Services

1. The Library included transit information in its reprint of its Newcomer Guide.

LIVING GREEN

Area 2 1. Port Credit’s Seed Lending Library, supported by library volunteers, is doing very well despite very dry summer. We are picking tomatoes, hot peppers and Swiss Chard on regular basis – and customers are encouraged to enjoy our bountiful harvest! 2. As Lakeview Library continues to weed its collection, discarded materials have been placed in the “book sale” area to raise funds for the Friends of the Library organization. This month, as weeding efforts were plentiful, Lakeview customers were invited to ‘permanently borrow’ discarded items and take them home for their own enjoyment at no charge. Customers enjoyed this little ‘perk’, and a few shared that they would be sharing these materials onward once they had finished reading them.

Area 3 1. Clarkson Library Reading Buddies program went green this past month. Surplus TD Summer Reading Club materials were re-purposed for the Reading Buddies program. A bingo card was added to the booklet. This green idea reduced preparation time and reduced the amount of paper printed.

Shared Services

1. The Library reminded everyone of their green successes: • Thirty percent of our circulation is electronic resources – eBooks, eMagazines,

eAudio, music • Our printers provide the option to not print a receipt.

Borrow a Green Pack for your Child - where eco sense and reading meet

• We have great print and non-print resources to o Lessen your impact on the planet o Teach kids about the importance of keeping the planet clean o Give you tips on how to change to a more sustainable lifestyle o Suggest ideas for giving new life to clothes, that flea market find

• The Friends of the Library receive all withdrawn library items to sell at their book sales. Thanks to these sales, 100,000’s of books have been distributed into the community and diverted out of landfills

• Borrow a kilowatt reader and help the planet - and save money. 2. The Library reissued its donation guidelines bookmark for its members. Each year the Library receives thousands of donations from the public – books, CDs, DVDs, magazines. Some donations are added to the collection, others are donated to the

Friends to sell at their ongoing book sales at all of our 18 libraries.

OTHER SPECIAL INITIATIVES/SYSTEM WIDE ACTIVITIES

Shared Services

1. The Meadowvale Library opened its doors in the newly rebuilt Meadowvale Community Centre and Library building on September 6, and welcomed over 6000 customers on the first day! Staff have been particularly busy creating new library cards, one staff member did over 30 the first night, and helping new and returning helping customers. 2. The St. John Ambulance therapy dogs returned to Erin Meadows Library once a week during the month of September to help students de-stress. Again, the dogs were hugely popular and the students waited patiently to welcome their favourites. 3. Author Alerts launched in July and the Library has sent 5557 alerts to customers letting them know that we have received a new title by one of the authors they were interested in. 4. The Library provided City Communications with stories that celebrate THE LIBRARY for the fall issue of Councillors’ newsletters. 5. The Library launched publicity for the Mississauga Comic Expo –flyers, bookmarks, handouts and day of floor plans. For updates check it out at https://www.facebook.com/events/525622807609970/ and https://www.insauga.com/event/mississauga-comic-expo and https://www.evensi.ca/mississauga-comic-expo-2016-mississauga-library- system/180276460 and http://www.mymississauga.ca/events/event/mississauga-comic- expo-mcx-2016/. Mississauga Comic Expo is back and it’ll be BIGGER and BETTER! This year, the festival has expanded to TWO DAYS with Saturday attractions happening on THREE FLOORS! FRIDAY October 21 4:30-8:30PM - Drop in events and live performances. SATURDAY October 22

11AM-4PM - Artist alley, exhibitors, workshops, panels, cosplay shoots, tabletop board game demos and video game free-play sessions Free admission!

6. Other upcoming events being promoted

7. The Library submitted a story for the November issue of HoOPLA announcing the opening of Meadowvale CC and Library.

APPENDIX 1 : Library Board Work Plan

MISSISSAUGA PUBLIC LIBRARY BOARD 2016 Work Plan

Month Executive Limitations Governance Board CEO Linkage

Ends Consent Items

January

Communication and Counsel Report (CEO Monthly); Review Exec. Limitations Policies (CEO); Year End Seniors Report

Review of Internet Terms of Use

CEO’s PMP Review Delegation(monthly)

Review Count Week (BM);

February Annual Key Objectives (CEO)

March

Elections Review Board-CEO Linkage Policies (CEO);

Report on Conferences/Trends (AM) Adopt Budgets (done in Dec 2015) (DM); Review Year-End Financial Report (DM);

April Review Governance Policies (CEO)

Quarterly Report on Ends (LLT)

May Review 1st Qtr Financial Report(DM)

June Semi-Annual Review of

CEO Efforts Business Plan (DM);

Approve Audited Financial Statement (DM);

September

Review of Exec. Limitations Policies (CEO); Mid-Year School Contacts; Mid-Year Seniors Contact(BM)

Review of Anti-Spam Policy;

Quarterly Report on Ends (done in June); Staff Recognition Event(postponed)

Report on Conferences/Trends (AM)

October

Presentation to Council – (October 19, 2016-9:00am)

Annual Board Self-Evaluation (CEO); Review of Fines & Fees

Quarterly Report on Ends (LLT);

Review Mid-Year Financial Report

November School Board

Presentations (to be assessed)

Review 3rd Qtr Financial Report

December Year-End School Contact; (BM)

Review Work Plan (CEO

Semi-Annual Review of CEO Efforts

Staff Appreciation

Agenda 2.3 Appendix 1

City of Mississauga

Library Board Report

Date: October 19, 2016 To: The Mississauga Public Library Board From: Rose Vespa, Director of Library Services

Agenda 4.1

Meeting date: October 19, 2016

Subject Library Fines and Fees Recommendation That the report on Library Fines and Fees, dated October 19, 2016 be approved. Report Highlights

• The Mississauga Library regularly reviews its fees to ensure they are aligned with current library trends and customer needs.

• The delivery of library programs and services should ensure accessibility and inclusivity for Mississauga Library customers.

Background The current schedule of Library Fines and Fees was approved by the Library Board in October 2015. This report does not recommend significant changes to the Library’s Fees and Fines at this time. Comments In 2015, the Board approved the discontinuation of the $15 registration fee for multi-week story times. There were no changes made to the no charge drop-in and nominal cost-recovery fees for special programs. In early 2016, the First Step Library Card was introduced which allowed members without identification to sign up for a library card to borrow material and to use the Internet workstations on a short term basis. Specific Changes to Fines and Fees for 2017

• In terms of Merchandise, we are offering for convenience, the ability to purchase earbuds and headphones for $3.00 and $5.00. the price for these items is simply cost recovery.

• Microform printing costs will be reduced from $0.35 to $0.15 to align with the scanner/printer fees. These microform machines represent old technology and inferior

quality print jobs. Most customers use the scanner/printer first and the Microform machines are essentially a backup option.

Based on the review of all library fines and fees, no other changes are recommended; however, analysis will commence before the next review of Library Fines and Fees in order to examine ways to further reduce barriers including the assessment of the library’s current per day amount as well as maximum fines for segments of our users. Library Fines and Fees are outlined in Appendix 1. Financial Impact There is no financial impact identified at this time. Conclusion The elimination of certain program fees in 2016 combined with the introduction of a low barrier Library card represent efforts to increase access to library services for more citizens of Mississauga. The review of our current fines and the analysis of trends related to library fines in the coming months will inform future changes to the fees and fines structure. Attachments Appendix 1 – Library Fines and Fees

Rose Vespa Director of Library Services

Library Fines and Fees Effective January 2017 Library Charges Daily Maximum Late Charges All Material Lightning Loans

$0.35 $10.00 $1.00 $10.00

Item Charges Holds Not Picked Up $2.00 -- Lost/Damaged Items Replacement Cost Collection Fees Balance ($20 and over) $5.00 -- Balance ($40 and over) $12.80 -- Service Charges Price Plus HST Replacement Card $2.00 -- Non-Resident Card $30.00 -- Exam Proctor Group Rate $25.00 $28.25 Individual Rate $40.00 $45.20 Reserve a Computer Temporary Pass – 1 day $1.00 -- Temporary Pass – 1 week $5.00 -- Temporary Pass – 1 month $15.00 -- Print/Copy Charges Copy/Print Card $1.00 -- Copy/Print per page $0.15 -- Copy/Print Microform $0.15 3D Printing Set-up $1.00 $1.13 3D Printing Per Minute $0.05 $0.06 Sponsors/Partners Commercial Advertising Per Library 6-months $250.00 -- Additional Library-6 months $100.00 -- Library Programs Minimum Maximum Core Programs No Charge Special Programs $2.00 $5.00 Merchandise Price Plus HST Book Bags $5.00 5.65 Garbage Tags $5.00 -- USB Drives $10.00 $11.30 Envelopes $0.35 $0.40 Headphones $5.00 $5.65 Earbuds $3.00 $3.39

Agenda 4.1 Appendix 1

City of Mississauga

Library Board Report

Date: October 19, 2016 To: Mississauga Public Library Board From: Rose Vespa, Director of Library Services

Agenda 5.1

October 19, 2016

Subject Second Quarter Financial Report 2016 Recommendation That the Second Quarter Financial Report from the Director dated October 19 2016, be received for information. Background Quarterly reports are submitted to the Board in May, October and November, providing an overview of financial activity to-date and year-end forecast estimates. Comments The table below details the 2016 operating budget as of July 3, 2016, by major budget category. The level of financial activity during this period is generally consistent with the same period in 2015 and prior years. The Library anticipates meeting budget at year end. Expenses Labour is favourable due to normal gapping resulting from turnover recruitment. Other operating includes a favourable utility forecast. The library materials budget will be overspent to reflect lower Canadian dollar and the loss of provincial funding for databases. Other Revenues are favourable due to an accrual for an expense from the previous year. Revenues The final Ontario Library Capacity Fund Grant for IT in the amount of $76,000 was expended as of March 31, 2016. The provincial operating grant of $715,000 should be received within the third or fourth quarter of 2016 depending on processing times by the Ministry. All documentation has been submitted to the Ministry of Tourism, Culture and Sport. Fines and Other Revenues are on target for year end.

Item 2016 Budget ($000)

Actual Year To Date as of July 3, 2016 ($000)

Actual Year To Date (%)

2016 Year-End Forecast

Year-End Variance

($000) % of Budget

Expenses Labour Costs 21,428 9,678 45.2% 20,580 (848) (4.0%)

Library Materials 3,219 1,420 44.1% 3,519 300 9.3%

Other Operating 3,185 1,510 47.4% 3,003 (181) (5.7%)

Total Expenses 27,832 12,608 45.3% 27,102 (730) (2.6%) Revenues Grants 715 76 10.7% 791 76 10.7% Fines 509 256 50.3% 509 0 0.0% Other Revenues 725 361 49.8% 725 0 0.0% Municipal Contribution 25,883 11,914 46.0% 25,077 (806) (3.1%)

Total Revenues 27,832 12,608 45.3% 27,102 (730) (2.6%) Not included in the table above are the additional costs and labour variances related to the recent labour disruption which could not be known at this time as it did not begin until July 4, 2016. Item Details: Library Materials: Includes purchase of collection items for public use including all print material, all e-books, databases and other e-resources. Other Operating includes occupancy, utilities, transportation, equipment and materials and supplies, corporate allocation costs Other Revenues includes program room rentals, photocopying charges, leases, vending commission and various miscellaneous.

Financial Impact None Conclusion The Library anticipates meeting its overall budget targets for 2016 with some variances due to the work stoppage commencing on July 4, 2016.

Rose Vespa Director of Library Services

City of Mississauga

Library Board Report

Date: October 19, 2016 To: Mississauga Library Board From: Rose Vespa, Director of Library Services

Agenda 5.2

Meeting date: October 19, 2016

Subject Business Plan & 2017 Budget Update Recommendation That the report the Business Plan & 2017 Budget dated October 19, 2016 be approved. Background The Library Business 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 2017 and 2018. The Library business plan is aligned with and guided by the Library Board’s Ends, the Library’s Future Directions Master Plan and City’s Strategic Plan. The Library Board was provided with a Business Plan and Budget Update in June. This report represents the final update on budget estimates before it is included in the budget submissions for review and approval by Council in late November. Comments Since early this year, the Library has been identifying and developing strategic goals and initiatives for the next four year period. The library’s 2017-2020 Business Plan will focus on investment in the following areas:

• Collection Strategy • Leveraging Technology • Central Library Revitalization

Each of these areas of focus is guided by one or more of the Board’s Ends, the City’s

Strategic Plan and the Library’s Future Directions Master Plan implementation plan. Capital Funding In terms of technology, capital requests have been included to:

• Develop permanent maker spaces in up to three library locations • Confirm funding to initiate the implementation of Automated Material Handling in

various library locations • Continue to explore the concept of express self-serve libraries.

Capital funding for construction related to the Central Library Revitalization is also included in the four year business plan. Operating Budget for 2017 The Operating Budget request for next year is comprised of three components: New Initiatives, Efficiencies and Savings and Maintenance of Current Service Levels.

• New Initiatives ( 250,000) The Library’s business plan includes a request for additional operating funds for expanding the Collection as part of a four year funding strategy. This request represents an increase of 250,000 to the Collections budget.

• Efficiencies and Savings (303,000) The Library has also identified in the 2017 operating budget, cost efficiencies totaling 1% of the 2016 net operating budget. These cost reductions are requested by all service areas and do not impact service. The elimination of the Meadowvale Library lease and utility savings provided the majority of the Library’s 1% savings in 2017. This represents a reduction of 303,000.

• Maintaining Current Service Levels (1,007) Labour and benefits costs (650,000) combined with operational pressures related to the impact of the low Canadian dollar on the Collections budget ( 287,000), Hydro increases (73,000) and IT Allocations (17,000) represent unavoidable expenditures to maintain service levels for 2017. The total budget estimate for the 2017 operating budget is a 954,000 increase over 2016. Over the next two months, public engagement will continue to take place as the community will provide input to the budget process before deliberations begin at Budget Committee. The Director will present the Library’s Budget and Business Plan as outlined above.

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:

• Email 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

More information can also be found at http://www.mississauga.ca/portal/cityhall/budget November 28 - December 12, 2016 The City’s Budget Committee will begin their review and deliberation of 2017-2020 Business Plans and Budgets. Service Area presentations occur during this period. December 14, 2016 City Council - Budget Approval. Financial Impact The proposed budget for 2017 will allow the library to maintain current service levels and realize our strategic ends. Conclusion The Library’s 2017-2020 Business Plan update and 2017 Budget was developed giving consideration to the Library Board’s Ends, the Library Future Directions Master Plan and City Strategic Plan. Attachments None

Rose Vespa Director of Library Services

City of Mississauga

Library Board Report

Date: October 19, 2016 To: Mississauga Public Library Board From: Rose Vespa, Director of Library Services

Agenda 6.1

Meeting date: October 19, 2016

Subject Library Board Ends – Third Quarter Update Recommendation The Board receive this update as information. Background The Library Board approved the revised Ends in November of 2015. In February a three year plan with strategic objectives was drafted and approved. At the March board meeting, the Board discussed annual goals as opposed to a three year plan. The Director suggested that operational plans be mapped out at the April meeting so the Board could assess the appropriate time span for the document. The plan was approved by the Board at that time. The Board’s work plan includes a review of the third quarter Ends in October. Comments The updates to the Ends from the Second Quarter are in bold. Some highlights are listed below:

i) Capital Plan Initiatives • First dedicated Makerspace opened at Meadowvale Library in September of 2016 • Business cases for Makerspaces are included in the capital budget submissions for

Burnhamthorpe Library, Courtneypark Library and Central Library. • Plans are underway for desk redesigns for South Commons Library and Frank

McKechnie Library • Central Library Redevelopment is proceeding.

ii) Programs

• Project Outcome pilot for summer Maker programs is completed • Maker Mississauga programming is continuing to expand • Newcomer, Early Literacy and Business programming and outreach are all very

active.

iii) Services – Market Segmentation • Work is underway with Environics to continue complete the Library’s Market

Segmentation Analysis. • Interim work completed • Final Report will be presented to the Board in December/January.

Future Directions 2018-2021 The identification of Background Studies as precursors to the completion of our next Masterplan is underway. The work completed by Environics will be a key background document. In addition, the current service delivery catchment areas will also be examined. Financial Impact The financial impacts of the Board’s plan fall largely into the operating and capital budget planning activities. The Board will be provided with regular updates on the budget process. Conclusion The Third Quarter Ends Report represents good progress on several key initiatives.

Attachments Appendix 1: Library Board Ends for 2016-2018 – Third Quarter Update

Rose Vespa Director of Library Services

Library Board Ends for 2016 – 2018 Third Quarter Update - 2016

Ends We know and engage with our community

Key Objective: Develop a public awareness campaign that will highlight the role and importance of libraries in the community

Strategic Action

Description Milestone Metric/Strategic Outcome Impact Status Update

1)Card Campaign A methodology will be created to establish a pattern of card usage including connecting with lapsed users using data analytics.

When vendor service arrangements are completed this campaign will be initiated (2016/2017)

Increased market penetration Initiated. Procurement in progress. Developing approach and tactics, reviewing data, best practices.

2)Remote card registration

To utilize technology in order to perform library card registration during outreach visits or at any locations outside of a library.

Currently exploring the technology to make this happen ( 2016/2017)

More card registration and library usage

No updates available at this time.

3)Social media strategy

To work with the City’s Communications staff and devise a social media strategy to raise public awareness of library services, programs and issues. More data analytics will be used to evaluate the effectiveness of our tactics for engagement.

Project will be set up in conjunction with City Communications (2016)

Strategic and effective messaging. No updates available at this time.

Customer Engagement Strategy

To prepare for Future Directions in 2018, a strategy for public consultations, public engagement and environmental scan activities prior to the commencement of the planning process

Exploration of appropriate external resources to be completed before the end of Third Quarter. Pre- planning project to

Increased customer intelligence Statement of Work for Background Studies currently being developed.

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commence in early 2017. Ends We know and engage with our community

Key Objective Utilize targeted customer behaviour analysis to improve customer experience

Strategic Action Description Milestone Metric/Strategic Outcome Impact Status Update 4)Protocols and feedback for evaluation of the Customer Experience

Utilization of data analytics to perform market segmentation. Service arrangement to be completed with vendor (2016)

Improved results on Customer Service Survey in 2018.

Interim Report has been completed by Environics. Findings will be presented to the Board in December.

5)Protocol for feedback and evaluation of programming

Project Outcome Surveys will be utilized to measure: Civic Engagement, Economic Development, Education/Lifelong Learning, Job Skills, Summer Reading and Digital Literacy www.projectoutcome.org.

Registration with Project Outcome to be completed before April 30, 2016

More meaningful information garnered via data analytics for programs and services

The Mississauga Library System completed registration on April 19, 2016. The first Project Outcome survey completed and results reported to the Library Board in September.

6)Implement a Pilot for Measuring Outcomes and Impacts.

Maker Mississauga has been identified as the pilot project to test a new protocol for Outcomes and Impacts using Project Outcome Survey Tools and Data Analysis. In 2015, over 9,000 citizens attended Maker Mississauga programs but more needs to be done to identify the benefits, outcomes and impacts.

Pilot Outline will be completed for May of 2016. Pilot will be completed in 2016.

Increased digital literacy. Increased STEM knowledge.

Maker Mississauga survey completed. Results reported to the Library Board in September. Excellent results

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from 233 surveys collected. 88% learned something that was helpful; 87% felt more confident about what they learned; 83% intended to apply what they learned; 84% were more aware of applicable resources and services provided by the library; 81% responded positively to the question “Would you come to the library again for this or a similar program?”

Ends We know and engage with our community

Key Objective Develop partnerships which ensure a wide variety of quality programs

Strategic Action Description Milestone Metric/Strategic Outcome Impact Status Update 7)Initiate collaboration with Post-Secondary Institution (Sheridan College)

Conversations have been ongoing with Sheridan College for the creation of a pilot site for Maker Mississauga and other Digital initiatives.

Pilot to be created in 2016

Increased digital literacy/knowledge.

A steering committee with representatives from Economic Development

3

Office, Mississauga Library System and Sheridan College has met twice. A working group was struck to develop a pilot program. The working group will be making recommendations to the steering committee in November.

8) ROAR (Reach Out and Read)

Mississauga Library System is the second public library in Canada to participate in ROAR. This program allows public libraries to partner with health care professionals by providing the materials and resources needed for doctors to prescribe literacy to parents and their children during wellness visits. This program also has locations across the United States.

Pilot initiated in February of 2016 and is underway at Four Corners Health Centre.

Increased awareness of library services and resources.

From July to September, ROAR provided 41 books with literacy kits. Staff have visited Four Corners Health Centre to deliver books and literacy kits approximately 5 times and communicate monthly with the Client Support Worker at Four Corners to acquire statistics and touch base

4

on what support is required. One phone conference with the Region of Peel to discuss evaluation plans has occurred. Positive anecdotal information from participants has been collected.

9)Initiate collaboration with Post- Secondary Institution (University of Toronto – Mississauga Campus)

Conversations to be initiated regarding exploration of partnership and/or collaboration opportunities.

Second Quarter of 2016 Increased partnerships to enhance lifelong learning of residents.

No updates available at this time.

Ends Recognized as a key learning institution

Key Objective Provide E-Learning opportunities and continued skill development through online resources

Strategic Action Description Milestone Metric/Strategic Outcome Impact Status Update 10)Acquisition of online learning resources

Introduce Lynda.com – Learning via Video Instruction and Safari Books - Computer E-Resources

Acquisition completed 2015-2016

Access to informal and self-directed learning opportunities.

Lynda.com went live in January and response has been very positive. Safari Books was also acquired and is ready for soft launch for users of Google Chrome. A marketing

5

campaign is planned.

11)Acquisition of Massive Open Online Course (MOOC)

Online learning has many forms. MLS is investigating products that would offer learning modules.

2017 Access to more formulized and free online learning environment.

No updates available at this time.

Ends Recognized as a key learning institution

Key Objective Develop service that will assist in the use of technology to access resources

Strategic Action Description Milestone Metric/Strategic Outcome Impact Status Update 12)Expand Maker Mississauga

Introduce 3D printer certification, Digital Filmmaking, Coding, and Robotics http://www.mississauga.ca/portal/residents/makermississauga

2016/2017

Increased technology skills

In the first five months of 2015 the Library offered 235 Maker Mississauga programs to 3669 attendees. For the same period in 2016 the Library offered 339 programs to 5757 attendees. The Library participated in the GTA-wide Maker Festival and hosted a Maker Mississauga Open House on June 25. The first Maker

6

Mississauga dedicated space opened at the new Meadowvale Library in September. Programs are being expanded and more equipment is being requested.

13)Expand Book a Librarian

One on One training with Library staff for accessing E-books, online resources and for learning how to use devices.

2016/2017 Increased comfort and technical skills.

No updates available at this time.

Ends Recognized as a key learning institution

Key Objective Increase support and awareness for small business

Strategic Action Description Milestone Metric/Strategic Outcome Impact Status Update 14)Renewed dialogue and collaboration with MBEC

To work collaboratively in offering Entrepreneurship 101 with Mississauga Business Enterprise Centre

2016 Small businesses are more informed and equipped for success.

CNSB staff prepared a 10-minute PowerPoint presentation, which highlights Library resources that with help Small Business clients. This will be delivered with some of MBEC’s fall programs. Staff also prepared a

7

“silent” version of this same presentation, which has been designed to run at the beginning/during MBEC presentations or for Small Business outreach (fairs, etc.).

15)Develop and outreach strategy with local BIAs

Identify all local BIAs and leverage the library locations in that catchment area to increase use of library by small business.

2017 Small businesses are more informed and equipped for success

No updates available at this time.

16)RIC Conversations underway since late 2015 to offer programming jointly for budding entrepreneurs

Joint program to be identified and conducted in 2016

Library positioned to be a part of the entrepreneurial pipeline

The Library met with the Executive Director of the RIC Centre and will be looking to further develop this partnership. The Library recently promoted the RIC Centre’s Growing Your Business Seminar on Recruiting Talent: Strategy and Structure through our Twitter feed.

Ends Inspiring, welcoming

Key Objective Develop and provide facilities that offer an all-inclusive, safe and friendly environment that inspire learning and creativity

8

and creative space Strategic Action Description Milestone Metric/Strategic Outcome Impact Status Update 17)The creation of dedicated Makerspaces

Makerspaces will be created by repurposing space in library locations across the City. The initial locations that have been identified include Courtneypark, Central Library and Burnhamthorpe. Other locations can be explored as opportunities arise.

Project costs for three initial locations incorporated into 2017 capital budget (2016-2018).

Expanded access points and increased opportunity for spontaneous creation. Increased STEM knowledge.

Business case complete. 2017 capital budget request submitted. Grant applications have also been submitted and other funding possibilities are being explored. The first dedicated space opened at the relocated Meadowvale Library.

18)Book and Play Kits First introduced in priority neighbourhoods, these kits for younger users are now available in all library locations. Funding was provided by the Friends of the Library. Each kit contains books, games and interactive activities and is for use in the library.

Kits delivered to all locations in Q2 2016

Increased early learning opportunities.

Book and play kits have all been assembled and were sent to branches in Q2.

19)Game tables Outdoor game tables were introduced at Burnhamthorpe, Port Credit, Lorne Park and Woodlands library locations. Assess up-take by community and benefit prior to further rollout of tables.

Installation completed Summer 2015. Assessment late 2016.

Increased leisure and recreation opportunities.

No updates available at this time.

20)CAMH training The Canadian Association of Mental Health, in collaboration with library staff, has submitted a proposal for Customer Service and De-Escalation training for library staff. The training will have an emphasis on assisting and serving people with mental health issues and/or escalated emotions.

Completion of pilot project in 2016, with all staff trained by end of 2017.

Increased social inclusion. Discussions have taken place, with 2 training sessions planned for Central Library in Q4.

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21)Service Desk Retrofits

South Common Library, Cooksville Library and Frank McKechnie Library will all have redesigned and modern circulation desks.

Project initiated. Completion expected in 2017

Enhance the customer experience and more efficient service delivery.

In progress. Cooksville complete. South Common and McKechnie scope being reviewed. RFP for consulting services being developed.

Ends Inspiring, welcoming and creative space

Key Objective Ensure that all prospective redevelopment of library spaces takes into account future community needs

Strategic Action

Description Milestone Metric/Strategic Outcome Impact Status Update

22)Meadowvale Library Redevelopment

The Meadowvale Library will move from the Meadowvale Town Centre to the redeveloped Community Centre in the summer of 2016.

2016 Increased learning and leisure opportunities.

The Library offered its last day of service at old location on August 6. It reopened as part of the redeveloped Meadowvale Community Centre and Library on September 6. Over 6,000 customers visited the Library on its first day of operation. The Grand Opening

10

will be held October 22.

23)Central Library Revitalization

Central Library Revitalization is under consideration for approval for 2017 capital budget. Design concepts are being developed in 2016.

2017-2019 Increased learning, digital literacies and workforce preparedness.

Plans are proceeding. Presently confirming budget figures and project scope.

24)Automated Sortation This initiative represents a second phase to the RFID Self Check Out Project and will be installed at 7 branches in addition to Central Library as part of the renovations.

Project Manager will be on stream in 3rd Quarter of 2016. The project is expected to be completed in 2018.

Enhance the customer experience and more efficient service delivery.

Business case complete. Developing plan for recruiting Project Leader.

Ends Multi-talented people changing lives

Key Objective Devise and implement programs and services that will allow library staff to become agents of social mobility

Strategic Action Description Milestone Metric/Strategic Outcome Impact Status Update 25)Citizenship Classes The Library offers programs to assist newcomers preparing to

become Canadian citizens. All locations also circulate Citizenship kits with up to date information for soon-to-be citizens

2016 Increased knowledge, social inclusion, and quality of life.

Four Citizenship Test Prep programs have been held at Central Library, with 68 attendees. Another session is planned for October. There are 111 Citizenship Kits available across the system. Programs were promoted in a

11

Spark Talk at our recent staff conference to promote to programmers at other locations.

26)Newcomer Services The Library’s Newcomer Committee will expand its connections within the City and the Community as our Newcomer webpage will be relaunched to include more City and community resources.

2016 Increased access to community resources

Newcomer webpage updated and relaunched with easy access to information on all City services. Successful programs including a welcome event to connect newcomer families from Syria to City services in partnership with the Peel District School Board and a training event for private sponsors of Syrian refugees and information fair about services and supports for Syrian refugees in Peel Region have been offered.

27)First Step card In early 2016, the Library introduced a First Step card. This card 2016 Increased knowledge, social To date, 701 first

12

allows customers who do not have identification the opportunity to borrow materials and have access to library computers.

inclusion, and quality of life. step cards have been issued.

28)Early Literacy Evaluation

Evaluation of the Every Child Ready to Read Program http://www.mississauga.ca/portal/residents/childrensservices?paf_gear_id=9700018&itemId=103800321n

2017 Increased early literacy skills. As this is a 2017 initiative, only very preliminary discussions have occurred.

Ends Access to many resources in many ways

Key Objective Develop and implement a strategy that will enable open access to technology and technology devices for residents, particularly older adults and job-seekers

Strategic Action Description Milestone Metric/Strategic Outcome Impact Status Update 29)Lending program for preloaded tablets for children and their families.

Through provincial technology grants, the Library has acquired preloaded tablets, called Launch pads that circulate for children. We will devise an evaluation method to assess the impacts and outcomes of lending devices for future initiatives.

First Quarter of 2017 Increased early literacy skills. Increased comfort with technology.

No updates available at this time.

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City of Mississauga

Library Board Report Date: October 19, 2016 To: The Mississauga Public Library Board From: Rose Vespa, Director of Library Services

Agenda 7.1

Meeting date: October 19, 2016

Subject Annual Board Self-Evaluation Recommendation That the report dated October 19, 2016, on the annual review of the Board’s effectiveness be received for information. Background The Library Board has developed a comprehensive statement of its roles and responsibilities based on the Public Libraries Act and its unique relationship to the City and its appointing body, City Council. It reviews this document and evaluates its performance of its duties each year according to the Board’s work plan. This review may result in amendments to the Board’s Roles and Responsibilities or become key objectives for the upcoming year. Comments At the October 2015 meeting, the Board reviewed their roles and responsibilities and did not make any additions or revisions. The last revision was made at the October 2014 Board meeting, when the Board added “seeking to extend library service in meaningful and relevant ways” under the heading “Community Relations/ Services”. Financial Impact None. Conclusion The attached document outlines the Board’s “job description” to be reviewed at the meeting. Attachments Appendix 1: Board Roles and Responsibilities Worksheet

Rose Vespa Director of Library Services

Mississauga Public Library Board

Roles and Key Responsibilities

Last Revised October 2014

Roles and Key Responsibilities Satisfactory or Unsatisfactory

Suggestions for Improvement

1. Governance/Policy Making

(a) determining mission, purpose and strategic goals

(b) setting annual objectives and evaluating performance against objectives

(c) determining policies in response to community data and needs

(d) providing orientation for new members and development for all members

(e) approving appropriate governance policies and monitoring compliance

(f) ensuring compliance with Library legislation

(g) Requiring the CEO’s efforts of compliance in areas of corporate responsibility

(h) Create a legacy document at the end of Board term

2. Community Relations/Services

(a) ensuring appropriate service standards are in place

(b) participating in community activities

(c) seeking to extend library service in meaningful and relevant ways

(d) participating in Library Board activities

(e) cooperating with officials

(f) maintaining a working relationship with local school boards

(e) maintaining a working relationship with local libraries and information providers

3. Finance

(a) approving resource strategies

(b) adopting annual budgets and monitoring performance

(c) communicating with Council

(d) ensuring sound financial management

4. Personnel

(a) employing and annually evaluating a Chief Executive Officer

(b) approving policies on human resources

(c) approving compensation

(d) providing for agreeable working conditions

(e) providing for the proper development and training of staff

(f) approving collective agreements

5. Legal

(a) responding to proposed legislative changes

(b) ensuring the retention of complete and accurate records

(c) reporting on library operations to Council

(d) maintaining full membership of the Board

(e) ensuring the Library makes reasonable efforts to comply with all applicable legislation