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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

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2. Draft Budget 2018/2019 and Strategic Resource Plan


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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.


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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


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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 *).


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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.


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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


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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.


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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


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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


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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.


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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.


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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


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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.


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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


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


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


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


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%


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TOTAL 33,826 34,414 588 2% Adult Program Attendances


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


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


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


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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


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Attachment 2 Draft 2018/2019 Budget and Strategic Resource Plan

agenda - wml.vic.gov.au€¦ · meeting 128 whitehorse manningham regional library corporation...

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