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Meeting 128
Whitehorse Manningham Regional Library Corporation
AGENDA
Ordinary Meeting of the Board Wednesday 21 February 2018 at 5.00pm Box Hill Library, Level 1, Meeting Room 1
1040 Whitehorse Road, Box Hill 3128
Members: Cr Anna Chen
Cr Geoff Gough Cr Tina Liu Cr Prue Cutts Ms Noelene Duff Mr Warwick Winn
Ms Cathy Costa Ms Saarah Ozeer Ms Sally Both Chief Executive Officer
WMRLC Ordinary Meeting of the Board 21 February 2018 public
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AGENDA Page No. 1. Welcome and Apologies 3
2. Disclosures of Interests and Conflicts of Interest 3
3 3. Confirmation of Minutes of Ordinary Board Meeting held on 13
December 2017 3
4. Reports
4.1 Local Government Review 3
4.2 Wide Area Network Upgrade
4.3 Victorian Public Libraries Annual Survey 2017
4.4 Draft Budget 2018/2019 and Strategic Resource Plan
3 3 5 8
4.5 Corporate Services 9
4.6 Finance 10
4.7 Library Operations 17
5 Confidential Reports 22
5.1 Chief Executive Officer‟s Performance Review 22
6 Other Business 22
7 Next Meeting Date 22
8 Closure 22
Attachments
1. Minutes of Board Meeting 13 December 2017
23
2. Draft Budget 2018/2019 and Strategic Resource Plan
WMRLC Ordinary Meeting of the Board 21 February 2018 public
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1. Welcome and Apologies 2. Disclosures of Interests and Conflicts of Interest 3. Confirmation of Minutes of the Ordinary Board Meeting held on 13
December 2017 (see Attachment 1) Recommendation:
That the Board confirm the Minutes of the Ordinary Meeting held on 13
December 2017.
4. Reports 4.1 Local Government Act Review
A report on the Local Government Act Review as it relates to Regional Library
Corporations; to be presented by Colin Morrison, Director Sector Investment, Local
Government Victoria, Department of Environment, Land, Water and Planning.
Recommendation:
That the Board note the report.
4.2 Wide Area Network Upgrade
Purpose
To present to the Board an upfront installation cost option for the implementation of
the wide area network upgrade.
Discussion
At the ordinary meeting of the Library Board held on 13 December 2017, the Board
were advised of the need to upgrade the Corporation‟s Wide Area Network (WAN)
connecting library branches to the internet and the Corporation‟s business systems.
The WAN is critical to library service provision. The current radio line of sight
infrastructure is ageing and does not have the capacity to support current and
future business needs.
At the meeting on 13 December, a proposal to stagger implementation of the WAN
upgrade over a three year period was presented to the Board along with a cost
plan that amortised the cost of installation at each location over a 48 month service
contract per site.
WMRLC Ordinary Meeting of the Board 21 February 2018 public
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5 x 48 month contracts (includes monthly service
charges and amortised installation costs) *
Total $277,824
At the December meeting the Board endorsed the replacement of the current
network with Multiprotocol Label Switching (MPLS) technology and requested the
Corporation seek a revised quotation from the recommended supplier that
separates the installation and ongoing service charges. The revised quotation
provides for 1 x 48 month contract for the installation and service to 5 sites (Box
Hill, Bulleen, Vermont South, The Pines and Doncaster Libraries).
Installation charge $20,000 per site x 5 sites* $100,000 onetime CAP EX
Monthly service charge $500 per site x 5 sites* $2,500 monthly OP EX
Total 48 month cost $220,000
The supplier has indicated a two year stagger of installation with the same pricing
terms may be available.
* For the purposes of comparison Blackburn has been excluded as it is recommended
installation is delayed until the construction of the new building to avoid incurring additional
costs.
Conclusion
Should the upgrade of the WAN across the five library sites be undertaken as a 1 x
48 month contract with a onetime installation cost, a savings of close to $58,000 is
anticipated compared to staggering the project over three years with amortised
installation costs over the life of the contracts.
The $100,000 required for a onetime capital payment for installation represents
50% of the Corporation‟s annual IT capital replacement budget and cannot be
achieved by the Corporation without additional contributions from the member
Councils. Monthly service charges can be accommodated within the Corporation‟s
ICT operating budget.
Onetime capital cost of installation per member Council:
Whitehorse (Box Hill, Vermont South) $40,000
Manningham (Doncaster, Bulleen, The Pines) $60,000
WMRLC Ordinary Meeting of the Board 21 February 2018 public
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Recommendation:
That the Board:
A. Note the report; and
B. Endorse the Corporation seeking funding of $100,000 through the
member Council’s Capital Works programs (Whitehorse $40,000 and
Manningham $60,000)
4.3 Victorian Public Libraries Annual Survey 2017
Purpose The purpose of this report is to brief the Board on the performance of the
Whitehorse Manningham Libraries activity against the other Victorian public
libraries for the 2016/2017 financial year.
Discussion The Victorian Public Libraries Survey 2017 was conducted by I&J Consulting on
behalf of Local Government Victoria. The survey aggregates statistics on library
membership, usage, staffing and expenditure for the 2016/2017 financial year
across the 46 Victorian public library services. The state-wide data collection has
been refined in the recent years to ensure it meets legislative requirements and
industry standards, and continues to provide useful information to library
practitioners, funders and other stakeholders.
The definition of „Active Library Members‟ is determined by the Local Government
Performance Reporting Framework (LGPRF). This definition confines Active
Members to those that have borrowed a physical library collection item or e-book in
the past 12 months.
In Table 1 all indicators are ranked from the highest value to the lowest value,
except for some cost indicators where the lowest value is ranked No. 1 (marked *).
WMRLC Ordinary Meeting of the Board 21 February 2018 public
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Conclusion
In summary, the key findings for Whitehorse Manningham Libraries indicate:
Higher than average Customer Satisfaction rating
High than average number of visits per opening hour and per staff EFT
One of highest use of collections in the state
Highest number of physical loans per staff EFT
Greater investment in e-book collection is required
Very low number of public access computers but very high use
Very high use of public wifi
Lower than average Council funding per capita
Lower than average staff EFT and staff expenditure per capita
Table 1: Victorian Public Library Survey 2017
Measure WML 2016/17
State average 2016/17
Ranking out of 46
Population served 288,649 5
Active members (as defined by LGPRF ) 43,982 5
Customer satisfaction 8.50 8.44 22
USE OF LIBRARY SPACE WML State average
Ranking out of 46
Library Visits 1,304,027 6
Visits per capita 4.5 5.1 27
Visits per active member 29.6 31.1 30
Visits per opening hour per week 66 47 8
Visits per staff EFT 18,513 16,877 13
Visits per $000 expenditure 95 108 33
Program Attendees 71,051 9
BORROWING WML State average
Ranking out of 46
Total number of physical collection items 373,378 4
Loans (physical items) 2,873,517 3
Loans (physical items) per capita 10 7.1 2
Loans (physical items) per active member 65 44 1
Loans of physical items per $000 expenditure 210 151 2
Loans of physical items per staff EFT 40,794 23,642 1
Turnover rate of physical collection items (average times an item is borrowed annually)
7.7 5.2 4
% of physical items purchased in last 5 years 78% 66% 7
Total number of e-books 12,750 18
Total number of e-book loans 66,051 13
Turnover rate of digital collection items 5.2 3.7 9
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PUBLIC TECHNOLOGY WML State average
Ranking out of 46
Public Access computers 101 17
PCs per 000 population 0.35 0.71 43
PC bookings 268,541 2
PC bookings per active member 6.1 3.6 3
Wifi sessions 629,742 4
WiFi sessions per active member 14.3 4.7 3
FINANCIAL WML State average
Ranking out of 46
Income from Council per capita $29.93 $32.94 29
Operating income from user charges and other per capita
$1.72 $1.88 14
Operating expenditure per capita $46.65 $42.89 28*
Cost per visit $6.62 $6.49 24 *
Cost per loan $3.01 $4.63 3 *
Staff EFT per „000 population 0.24 0.30 38
Staff expenditure per capita $24.24 $26.80 29
Staff expenditure as % of total expenditure 52% 62% 40
Recommendation:
That the Board note the report.
WMRLC Ordinary Meeting of the Board 21 February 2018 public
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4.4 Draft 2018/2019 Budget and Strategic Resource Plan ( see Attachment 2)
The Draft 2018/2019 Budget and Strategic Resource Plan is presented for the
Board's consideration.
The document is presented in a format which demonstrates the proposed 2018/2019
Cash Budget, the 2018/2019 Budget and anticipated final results for the 2017/2018
Budget. A Budgeted Income Statement, Budgeted Statement of Capital Works,
Budgeted Balance Sheet and Budgeted Cash Flow Statement are provided.
The proposed cash budget presents a small projected surplus whereby total
revenues are budgeted to slightly exceed total expenditure, for both operational and
capital budgets.
The Corporation's four year budgeted financial plan is also included for the Board's
information.
Once adopted in principle the Draft Budget will be available for public comment.
Submissions will be heard at the ordinary meeting of the Board on 30 May 2018.
Recommendation:
That the Board adopt in principle the Draft 2018/2019 Budget and Strategic
Resource Plan.
4.5 Corporate Services Quarterly Report
The purpose of this report is to provide the Board with an update on the progress
towards the Records and Information Management Project and the negotiation of a
new Enterprise Agreement.
Records and Information Management Project
In accordance with recommendations from the Audit Committee, and in line with the
risk mitigation strategy, a range of Corporate records management processes have
been reviewed and developed over the previous 18 months. The following key
milestones have been achieved:
Establishment of a Records Information Management Policy and Framework
WMRLC Ordinary Meeting of the Board 21 February 2018 public
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Development and implementation of a Records and Information Management
Strategy; including action plan
Development and acquittal of an Archives Management Program
Records appraisal and sentencing, according to Public Record Office Victoria
(PROV) Standards
Creation of document naming procedures, communicated to all Corporation
staff and effective immediately
Over 20 years of hard copy records have been appraised, assessed and
discarded where applicable
Additional software modules have been added to assist in the storage,
management and security of HR and OH&S records. The process of inputting
data into these new modules is now complete.
A draft Business Classification Scheme (BCS) has been developed and
tested. The new BCS will assist the Corporation to migrate to an Electronic
Document Records Management System (EDRMS)
To progress the project and assess the feasibility of implementing an Electronic
Document Records Management System (EDRMS), a records management
specialist was engaged on a contract basis in November 2017. An analysis and
documentation of the business requirements of WMRLC was undertaken and a
scoping document completed. A Request for Quote was issued to prospective
vendors for an EDRMS and support services. Assessment of submissions is
currently in progress.
The objectives of implementing an EDRMS include ensuring compliance and
effective management and access to corporate information. The EDRMS will also
provide opportunities to achieve further administrative workflow efficiencies.
Enterprise Agreement Negotiations
The Corporation commenced enterprise bargaining negotiations in February 2017.
The nominal expiry date of the existing Enterprise Agreement was 30 June 2017.
Agreement on the quantum increases was not achieved. The Corporation‟s offer was
put to an all staff vote in November 2017 without ASU endorsement. An independent
company was engaged to conduct the vote and provide an audited ballot result
report. 79% of employees voted. The result was 50% voting „yes‟ and 50% voting
„no‟. Therefore no majority was reached.
WMRLC Ordinary Meeting of the Board 21 February 2018 public
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Negotiations resumed in December 2017 and, in the interests of finalising the
Agreement, the Corporation in January 2018 presented a revised quantum offer of
increases of 2% in year 1 and 1.9% in years 2 and 3. The offer was again rejected
by the ASU. The Corporation is unable to meet the ASU‟s quantum claim within
existing budget constraints.
The Corporation‟s new offer was put to an all staff vote in the week commencing 5
February without union endorsement. The result was a majority „Yes‟ vote. The
Enterprise Agreement has now been lodged with the Fair Work Commission.
Recommendation:
That the Board notes the Corporate Services report.
4.6 Financial Report quarter ending 31 December 2017
1. Overview
This quarterly financial status report covers the period commencing on 1 July 2017
and ending 31 December 2017, representing the half yearly report for the 2017/18
financial year.
The report summarises the Corporation‟s financial performance. It includes an
Income Statement and Capital Works expenditure which shows the projected
outcome for the 17/18 year and a Balance Sheet and Cash Flow Statement which
shows the current quarter and includes 30th June 2017 figures.
As a result of Whitehorse Council paying the first quarter‟s (July to September 2017)
contribution in June 2017 a deficit is anticipated.
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2. Operating Performance
The Corporation‟s overall operating performance for the financial year is presented in the
following table:
Income Statement to 31 December 2017
YTD Budget YTD Actual Variance 2017/2018
Budget 2017/2018 Projected
Projected Variance
$ $ $ $ $ $
INCOME
Council Contributions
4,214,044 2,948,018 (1,266,026) 8,428,088 7,162,062 (1,266,026)
State Government Subsidy
850,421 1,705,023 854,603 1,700,841 1,705,023 4,182
User Fees & Charges
192,350 163,380 (28,970) 384,700 331,951 (52,749)
Interest 35,700 39,623 3,923 71,400 79,246 7,846 Other Grants 62,670 204,059 141,389 125,340 204,059 78,719 Other Income 0 12,510 12,510 0 0 12,510 Surplus c/fwd 0 157,133 0 48,790 157,133 108,343 TOTAL INCOME 5,355,185 5,229,747 (282,571) 10,759,159 9,651,984 (1,107,175)
EXPENSES
Employee Benefits 3,635,160 3,569,091 66,069 7,270,320 7,293,279 (22,959)
Operating Expenses
430,397 390,320 40,077 860,794 830,899 29,895
ICT & Information Services
171,000 197,764 (26,764) 342,000 378,151 (36,151)
Library Resources 114,000 87,013 26,987 228,000 211,186 16,814
Finance Costs 16,238 18,662 (2,424) 32,475 37,324 (4,849)
Depreciation 1,030,581 580,541 450,039 2,061,161 1,161,083 900,078
Grant Expenditure 62,670 48,686 13,984 125,340 204,059 (78,719)
TOTAL EXPENSES 5,460,045 4,892,076 567,969 10,920,090 10,115,981 804,109
Surplus/Deficit (104,861) 337,670 285,398 (160,931) (463,997) (303,066)
Commentary
(i) Income
State Government Public Libraries Funding received was slightly greater than
estimated.
Council Contributions – The significant variance is a result of Whitehorse Council
paying the first quarterly payment in June 2017.
User Fees and Charges were less than estimated due to the continuing decline in
WMRLC Ordinary Meeting of the Board 21 February 2018 public
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revenue from overdue and reservation charges. Room rental is less than anticipated.
Interest Income - Additional interest has been achieved to date as a result of increased
cash holdings. This includes Living Libraries Grant, State Government subsidy (total
received in July) and the Whitehorse Council early payment.
Other Grants includes grants and donations. The budget figure only includes the grants
anticipated at the time of budget preparation; i.e. State Government Local Priorities and
Premiers Reading Challenge grants. Income from Friends of Nunawading Library
donations and one off grants are not included in budget as the amount varies.
(ii) Expenses
Employee Expenses are favourable to budget for a number of reasons including a
number of short term contracts had finished in June 2017 and at 30 September
remained unfilled (vacancies which have now been filled), two staff on leave without pay
and a number of staff taking up 48/52 work arrangements.
As a result of the Corporation carrying forward a larger surplus than expected from the
16/17 year it is anticipated that some of these funds will assist in the engagement of
specialist resources to finalise outstanding projects including Records Management. As
a result employee expenses are anticipated to be overspent at the end of June.
Operating Expenses - savings are anticipated as a result of the new cleaning contract,
programs are over budget due to timing of holiday programs. Marketing, vehicle
expenses, and office expenses are underspent but are projected to be fully spent.
Electricity is also less than anticipated.
ICT & Information Services are currently unfavourable to budget and are anticipated
will continue to be overspent. Maintenance and licensing costs are increasing in line
with increased demand on these areas to support service delivery.
Library Resources (non-capital) is currently favourable to budget. This line item
includes periodicals, newspapers, electronic resources and other collection material not
capitalised. While many of the subscriptions for periodicals are paid at the
commencement of the year, electronic resource and newspaper subscriptions are paid
early in the calendar year.
Finance Costs are unfavourable as at December due to additional charges by the
Victorian Auditor General for the 2016/2017 audit. This extra charge will result in the
WMRLC Ordinary Meeting of the Board 21 February 2018 public
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finance costs being over expended at the end of the year
Depreciation calculation for the budget is based on the capital purchases. It does not
include additional expenditure from grants or the operating budget. Following a review
of the library collection at the request of the external auditor, the collections value in the
general ledger was adjusted to reflect the items that had been written off during stock
takes thus reducing the asset by $1,100,000. Depreciation expense will be less than
anticipated as a result.
(iii) Summary
The Corporation‟s overall operating performance as at 31 December 2017 is favourable due
to the funding from the State Government being received for the full year in July and the
depreciation being less than budgeted.
WMRLC Ordinary Meeting of the Board 21 February 2018 public
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3. Capital Works Program
Capital Works Program to 31 December 2017
YTD Budget
YTD Actual
Variance 2017/2018
Budget 2017/2018 Projected
Projected Variance
$ $ $ $ $ $
INCOME
Contributions 947,225 663,058 (284,167) 1,894,450 1,610,283 (284,168)
Surplus c/fwd 0 202,248 202,248
TOTAL INCOME 947,225 663,058 (284,167) 1,894,450 1,812,531 (81,920)
EXPENSES
Library Resources 808,225 810,759 (2,534) 1,616,450 1,616,450 0
Furniture & Equipment 29,000 3,035 25,965 58,000 79,656 (21,656)
IT Assets 97,500 106,375 (8,875) 195,000 375,592 (180,592)
Motor Vehicles 25,000 0 25,000 25,000 25,000 0
TOTAL EXPENSES 959,725 920,169 (39,556) 1,894,450 2,096,698 (202,248)
Surplus/Deficit (12,500) (257,111) (323,723) 0 (284,168) (284,168)
Commentary
(i) Income
Council Contributions to date - Manningham contribution for two quarters and
Whitehorse contribution for one quarter only.
Surplus C/fwd income will not change throughout the year as it is a one-off
accounting entry relative to funds carried forward from the previous financial year.
(ii) Expenses
Library Resource is marginally overspent to date.
Furniture and Equipment - A total of $21,656 has been carried over from previous
year. Expenditure has been delayed due to the resignation of the former Manager
Branch Services. It is expected all funds including the surplus will be fully expended.
IT Asset - As a result of continuing projects $180,592 not spent in 2016/2017 was
carried forward to fund ongoing projects. Invoices for most of the carried forward
amount have now been received. Other projects including replacement of RFID,
PC‟s and coin boxes are currently being considered. It is expected all funds will be
fully expended.
Motor Vehicles - No purchase has been made for this financial year as yet. One
vehicle is scheduled for replacement as per the changeover policy.
WMRLC Ordinary Meeting of the Board 21 February 2018 public
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4. Balance Sheet
Balance Sheet as at 31 Dec 2017 2017/2018 2016/2017
31-Dec-17 30-Jun-17
Assets
Current Assets
Cash and Cash Equivalents 3,958,351
3,912,390
Receivables 66,131
74,867
Prepayments 128,619
101,908
Accrued Income 39,037 35,807
Total Current Assets 4,192,137
4,124,971
Non-Current Assets Resources and Equipment 6,795,553 6,455,582
Total Non-Current Assets 6,795,553
6,455,582
Total Assets 10,987,690 10,580,553
Liabilities
Current Liabilities
Payables 695,697
516,600
Provisions 1,441,249 1,502,299
Total Current Liabilities 2,136,946
2,018,899
Non-Current liabilities
Provisions 173,750 96,585
Total Non-Current Liabilities 173,750
96,585
Total Liabilities 2,310,696 2,115,484
Net Assets 8,676,994
8,465,069
Equity
Members Contribution 3,922,043
3,922,043
Accumulated Surplus (Deficit) 4,543,026 4,543,026
Surplus/Deficit This Year 211,925 -
Total Equity 8,676,994 8,465,069
Commentary
Cash and Investments totalled $3.9 million at end of December.
Resources and Equipment - With the exception of Library Resources no other capital
has been added to assets. An adjustment for withdrawals will be completed at the
end of the year.
Payables include payment owing to tax office for December BAS and
WMRLC Ordinary Meeting of the Board 21 February 2018 public
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Superannuation payment owing for the quarter to December.
5. Cash Flow Statement
Cash Flow as at 31 December 2017
2017/2018 2016/2017
31-Dec-17 30-Jun-17
Cash flows from operating activities
Council Contributions 3,117,781 9,905,137
Government Grants 1,705,023 1,675,705
Interest Income 48,359 104,380
Other Income 172,659 338,786
Other Grants 204,059 417,963
Payments to Employees / Suppliers (4,281,409) (8,829,648)
Net cash provided by operating activities 966,472 3,612,324
Cash flows from Investing Activities
Payments for Resources, IT & Equipment (920,511) (1,828,601)
Proceeds from sale of Equipment 0 15,200
Net cash provided by investing activities (920,511) (1,813,401)
Net increase (decrease) in cash held
45,961
1,798,922
Cash at the beginning of the year 3,912,390
2,113,468
Cash at the end of the year 3,958,351
3,912,390
Reconciliation of Operating Result and Net Cash Flows from Operating Activities
For the period ending 31 December 2017
Net surplus (deficit) from operations 211,925
609,089
Depreciation 580,541
1,700,793
(Profit) Loss on Disposal of Fixed Assets 0
1,119,205
Net movement in current assets & liabilities 174,006
183,237
Net cash inflow (outflow) from operating activities 966,472 3,612,324
Cash Resourcing
Cash Assets 3,958,351 3,912,390
Commentary Cash flow in line with income statement variances. Material exceptions are explained as follows:
Council Contributions: Variance is a result of the early payment by Whitehorse council.
WMRLC Ordinary Meeting of the Board 21 February 2018 public
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State Government Grant – Received total grant funding in July.
Recommendation:
That the Board adopt the Financial Report ending 31 December 2017.
4.7 Library Operations Quarterly Report
The purpose of this report is to provide the Board with an overview of library service
performance and outcomes.
Activity statistics for the period ending 31 December 2017
Key trends:
Branch library visits, information queries, new members, wifi sessions and program
attendance have all increased against the same period last year.
Adult program attendance has seen a 45% increase.
Demand for Home Library Service continued to increase.
Loan of e-resources were negatively impacted by a technical problem that effected
access to the Busythings resource, this issue has now been rectified.
Branch Library Visits
Jul – Dec 2016 Jul – Dec 2017 Variance % Variance
Blackburn 30,319 30,004 -315 -1%
Box Hill 137,495 136,211 -1,284 -1%
Bulleen 48,833 50,083 1,250 3%
Doncaster 165,888 175,439 9,551 6%
Nunawading 107,008 113,630 6,622 6%
The Pines 88,674 88,986 312 0%
Vermont South 58,818 60,894 2,076 4%
Warrandyte 16,380 16,332 -48 0%
TOTAL 653,415 671,579 18,164 3%
New Members
Jul – Dec 2016 Jul – Dec 2017 Variance % Variance
Blackburn 399 337 -62 -16%
Box Hill 1,856 1,919 63 3%
Bulleen 290 294 4 1%
Doncaster 1,601 1,847 246 15%
Nunawading 1,176 1,257 81 7%
The Pines 660 697 37 6%
Vermont South 476 538 62 13%
Warrandyte 174 183 9 5%
Home Library 64 98 34 53%
TOTAL 6,696 7,170 474 7%
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Loans
Jul – Dec 2016 Jul – Dec 2017 Variance % Variance
Blackburn 54,858 49,447 -5,411 -10%
Box Hill 205,816 192,808 -13,008 -6%
Bulleen 76,040 73,365 -2,675 -4%
Doncaster 190,925 192,671 1,746 1%
Nunawading 231,056 226,993 -4,063 -2%
The Pines 149,493 138,401 -11,092 -7%
Vermont South 136,178 137,361 1,183 1%
Warrandyte 18,974 14,997 -3,977 -21%
Virtual Loans – Internet renewals 372,846 392,082 19,236 5%
Virtual Loans – e-resources 192,669 171,422 -21,247 -11%
TOTAL 1,628,855 1,589,547 -39,308 -2.4%
Loans to Home Library Service Members 24,786 26,960 2,174 9%
Information Enquires handled by library staff
Jul – Dec 2016 Jul – Dec 2017 Variance % Variance
Blackburn 4,662 4,975 313 7%
Box Hill 13,100 13,085 -15 0%
Bulleen 8,156 8,285 129 2%
Doncaster 10,929 12,411 1482 14%
Nunawading 12,201 13,319 1118 9%
The Pines 9,866 9,686 -180 -2%
Vermont South 9,187 10,430 1,243 14%
Warrandyte 2,978 2,775 -203 -7%
Via Web 195 134 -61 -31%
Suggested Purchases – via branches 473 550 77 16%
Suggested Purchases - via website 489 510 21 4%
TOTAL 143,467 149,162 5,695 4%
Youth Services – Program Attendances
Jul – Dec 2016 Jul – Dec 2017 Variance % Variance
Blackburn 1,962 1,543 -419 -21%
Box Hill 7,656 7,396 -260 -3%
Bulleen 2,387 3,350 963 40%
Doncaster 6,937 6,736 -201 -3%
Nunawading 5,068 5,267 199 4%
The Pines 3,544 3,504 -40 -1%
Vermont South 5,385 5,561 176 3%
Warrandyte 887 1,057 170 19%
WMRLC Ordinary Meeting of the Board 21 February 2018 public
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TOTAL 33,826 34,414 588 2% Adult Program Attendances
Jul – Dec 2016 Jul – Dec 2017 Variance % Variance
Blackburn 177 191 14 8%
Box Hill 446 735 289 65%
Bulleen 98 281 183 187%
Doncaster 254 616 362 143%
Nunawading 743 945 202 27%
The Pines 378 294 -84 -22%
Vermont South 150 241 91 61%
Warrandyte 271 350 79 29%
TOTAL 2,517 3,653 1,136 45%
Public Computer and Internet Use
Jul – Dec 2016 Jul – Dec 2017 Variance % Variance
Computer Bookings 136,631 132,677 -3,954 -3%
Nintendo Wii sessions
1,695 1,725
30 2%
WiFi sessions 308,058 342,994
34,936 11%
TOTAL
238,344 267,014
28,670 12%
Website & Catalogue Activity
Jul – Dec 2016 Jul – Dec 2017 Variance % Variance
Library website visits 635,387 638,968 3,581 1%
External hits to the Library Catalogue 858,077 881,946 23,869 3%
Internal hits to the Library Catalogue (public only) 194,748 188,314 -6,434 -3%
TOTAL 1,688,212 1,709,228 21,016 1% Program Highlights - Youth Services
International Games Day – held at Doncaster Library in partnership with
Manningham YMCA. Participants experienced Virtual Reality technology and had the
opportunity to test out never-seen-before video games created by independent
developers. Tabletop games, miniature figurine painting, 3D printing, and robotics all
featured on the day.
‘Take Three Girls’ – teen literature event at Box Hill with an in-depth discussion of
WMRLC Ordinary Meeting of the Board 21 February 2018 public
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the writing process by three authors followed by book sales and signings.
Gender Equity Storytimes – these special sessions were rolled out at six branches
in partnership with both member councils as part of the “16 Days of Activism” against
gender-based violence against women.
Summer Reading Club was launched at Nunawading Library on the 7 December
with a special visit from author George Ivanoff.
School Holiday Program – popular sessions included Minecraft battles, a movie
night, a circus performer, and science workshops from the „Twisted Science‟ team
who had 20 kids performing their own forensic investigations! Another big hit were
the STEM Challenge Sessions: Water Bottle Rockets (launched outdoors at
Nunawading) and mBot Maze Runners.
Manningham Midsumma Festival: WonderFest – Doncaster Library joined in the
fun of the festival to celebrate diversity and inclusion. The entire staff cohort on the
day made a great effort with their costumes, library decorations, and themed
activities such as a photo-booth and badge-making.
Australia Day Games – another great games event at Doncaster as part of the
Community Fun Day included Virtual Reality, video games, table-top games and
many more.
Program Highlights - Adult Services
Seniors Festival. A wide range of events and were held across both member
Councils, ranging from Chinese Grandparents storytimes to Tai Chi. Popular
sessions proved to be those related to brain health with Active Brain training,
Coding, and 3D modelling and printing all in high demand.
Whitehorse Spring Festival – the library hosted a Storypod booth encouraging
people to share their own story.
New Technology programs continue to grow in popularity, sessions in highest
demand included programs designed to encourage participation from parents and
children/teens.
Desert Island Reads series continued with Maxine McKew sharing the books she
would take if marooned on a desert Island.
Small Business Bus at Box Hill Library in partnership with City of Whitehorse
Energy Compare information sessions presented by the Department of
Environment, Land, Water and Planning.
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Recommendation: That the Board notes the Library Operations report.
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5 Confidential Reports
Item 5.1 relates to a personnel and contractual matter.
Recommendation
That the meeting is closed to the public in accordance with Section 89(2) (a) and (d) of
the Local Government Act for the discussion of Item 5.1 and reopen to the public at
the conclusion of Item 5.1.
5.1
At the conclusion of 5.1 the meeting will move out of camera and be reopened to the public.
6 Other Business
7 Next Meeting Date
5pm Wednesday 30 May 2018 8 Closure
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Attachment 1 Draft Minutes of Meeting 13 December 2017
Meeting of the Board of the Whitehorse Manningham Regional Library Corporation
Confidential Minutes of Meeting No. 127
Held in Meeting Room 1, Box Hill Library on Wednesday 13 December 2017 at 5.00 pm
PRESENT: Board Members: Cr Anna Chen Manningham City Council (Chair) Cr Geoff Gough Manningham City Council Cr Tina Liu City of Whitehorse Ms Noelene Duff Chief Executive Officer, City of Whitehorse Mr Warwick Winn Chief Executive Officer. Manningham City Council Ms Cathy Costa Community Representative, City of Whitehorse In Attendance: Ms Terry Wilkinson General Manager, Human Services, City of Whitehorse Mr Chris Potter Director Community Programs, Manningham City Council Ms Sally Both Chief Executive Officer, WMRLC Ms Julie Lawes Manager Finance, WMRLC Ms Tracey Olive Manager Corporate Services, WMRLC Ms Katie Norton Manager Collections and Information Services, WMRLC Mr Neville Butler Manager ICT, WMRLC
CHAIRPERSON (PRO TEMPORE) Nominations were called for the position of Temporary Chairperson Motion: That Cr Tina Liu be appointed to the position of Temporary Chairperson until the election of the Library Board Chairperson at item 6.1.1 Moved: Ms Duff Seconded: Cr Gough Carried 1. APOLOGIES
Cr Prue Cutts (Ms Terry Wilkinson was proxy for Cr Cutts) Ms Saarh Ozeer
2. DISCLOSURE OF (A) INTERESTS (B) CONFLICTS OF INTERESTS
No disclosures
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3. CONFIRMATION OF MINUTES
Motion: That the Minutes of the Extraordinary meeting of the Board held 18 October 2017 be adopted as a true and correct record.
Moved: Ms Duff Seconded: Ms Costa Carried
4. RESPONSE TO QUESTIONS ON NOTICE
No questions submitted
5. ADMISSION OF URGENT BUSINESS
No urgent business
6.1 ELECTION OF OFFICER BEARERS 6.1.1 Election of Chairperson
Nominations were called for the position of Chair of the Regional Library Board. Motion: That Cr Anna Chen be appointed to the position of Chair of the Whitehorse Manningham Regional Library Corporation Board. Moved: Cr Gough Seconded: Ms Duff Carried
Cr Chen assumed the position of Chair for the remainder of the meeting.
6.1.2 Election of Deputy Chairperson
Nominations were called for the position of Deputy Chair of the Library Board. Motion:
That Cr Prue Cutts be appointed to the position of Deputy Chair of the Whitehorse Manningham Regional Library Corporation Board.
Moved: Cr Liu
Seconded: Cr Gough Carried
6.1.3 Election of Audit Committee Members
Nominations were called for the Audit Committee; one Councillor from each Council.
Motion:
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That Cr Liu be appointed to the Audit Committee as the City of Whitehorse representative
Moved: Ms Duff
Seconded: Ms Wilkinson Carried
Motion: That Cr Geoff Gough be appointed to the Audit Committee as the City of Manningham representative
Moved: Cr Chen
Seconded: Ms Duff Carried
7. REPORTS 7.1 CHIEF EXECUTIVE OFFICER – LIBRARY FUNDING ADVOCACY
Motion: That the Board note the report
Moved: Cr Liu Seconded: Ms Duff
Carried 7.2 CORPORATE SERVICES REPORT
Motion: That the Board note the report
Moved: Cr Liu Seconded: Cr Gough
Carried 7.3 FINANCE REPORT
Motion: That the Board adopts the report.
Moved: Mr Winn Seconded: Ms Duff
Carried 7.4 LIBRARY SERVICES REPORT Motion:
That the Board notes the report.
Moved: Ms Costa Seconded: Cr Liu
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Carried
8 CONFIDENTIAL REPORTS Motion:
That the meeting closes to the public and moves into camera for items 8.1 and 8.2.
Moved: Ms Duff Seconded: Mr Winn
Carried 8.1 8.2
Motion: That the meeting open to the public and moves out of camera.
Moved: Ms Duff Seconded: Cr Liu
Carried 9 OTHER BUSINESS No other business 10 NEXT MEETINGS
21 February 2018 30 May 2018 22 August 2018 17 October 2018 12 December 2018
All meetings are to commence at 5.00pm and will be held at Box Hill Library unless otherwise advised.
11 CLOSURE Meeting closed at 6.00pm
Signed as a true and correct record _______________________________ Chairperson __/__/2018