QUEENSLAND PUBLIC LIBRARIES ASSOCIATION INC. MINUTES of EXECUTIVE BOARD MEETING Monday 13 April 2015 State Library of Queensland, Brisbane PRESENT: Marian Morgan-Bindon (Gold Coast); Michelle Stanton; Rebecca Randle (Logan), Tara Murphy (Moreton Bay); Jo Parker (Fraser Coast); Jo Beazley (Toowoomba); Jessica Clark (Mackay) 1. President’s Welcome Marian opened the meeting at 10.06am and welcomed all attendees. 2. Apologies: Cheryl Haughton (Rockhampton); Tracey Edwards (Flinders), Aileen Carroll (LocalBuy) 3. Minutes of previous meeting The minutes of the previous executive meeting held on 16 Mar 15 were confirmed and accepted as a true account. Moved: Tara Murphy Seconded: Rebecca Randle 4. Business arising from minutes • • Letter from QPLA to Minister drafted by Jo Parker (Minister for Science, Technology and Innovation - Leanne Enoch). Any comments or suggestions send to Jo by Thursday 16 April. SLQ response to QPLA letter. An acknowledgment from SLQ that communication needs to improve. 5. President’s report • • A part of the QPLA/Local Buy MOU, LocalBuy are the premier sponsorship status for QPLA conferences. This condition has been included in the MOU, and provides the formal status for conference hosts. The wording has be changed in document from donation to rebate. LocalBuy were unable to make this meeting but plan to attend July face to face. Currently discussing the creation of a video stream promoting the various contracts and services for public libraries. As per as previous partnership discussions this could be put on QPLA website. MOU with SLQ will be coming reworked to progress the general feel that both parties work together to ensure public libraries remain at the heart of the communities they serve. • 6. Treasurer’s Report Not presented at the meeting. See Appendix 1 for details. 7. Correspondence report Incoming Position vacant – Coordinator Libraries – Emerald Position vacant – Library Programming Coordinator - Logan Evidence based library and information conference – USQ 6-8 July QUT Gardens Point Campus – Helen Partridge Outgoing Position vacant – Coordinator Libraries – Emerald Position vacant – Library Programming Coordinator - Logan Evidence based library and information conference – USQ 6-8 July QUT Gardens Point Campus – Helen Partridge Pam Gravenor, Moreton Bay Regional Council joined the meeting at 10.30 am 8. QPLA 2015 Conference update • • • • • • Update on Stage 2 with spreadsheet highlighting progress. Next step is the website launch with branding and open Early Bird Registrations. Received positive feedback on Save the Date postcards. Discussion of potential conference speakers: The meeting discussed the programs and possible keynote speakers and streams. Announcements of these speakers will be part of the Communications Plan. The plan is to have at least 2 keynotes confirmed before website up to promote interest. Will look into viability of Skyping one/some of the presenters if not able to get them in person. Final conference program to be approved at July meeting. Pam Gravenor left meeting at 11.20am 9. Committee nominations received Jo Beazley, Tracey Edwards and Rebecca Randle have nominated to stay on as Regional Representatives. Tara Murphy has nominated to do another term as Treasurer. Nomination for Vic President should be reviewed. Closing date for nominations 10 May Ross Duncan and Robert Bartie SLQ joined meeting at 11.35am 10. SLQ update See Appendix 2 attached for notes. Ross and Robert left 12.23pm 11. Newsletter Investigated MailChimp as easy way to send newsletter-style communications to members. Decided to set up fortnightly mailing system and all committee members will have access to the account to facilitate ease of use/range of communications going out. Action: Michelle to set up and send out to all members 12. Conference Bursaries Four (4) x full bursaries - $1250 upper limit (depending on costs) to ideally cover Registration; accommodation; travel to 2015 Conference. Will set clear criteria and outcomes to include: • active participation in one of the Working Groups for one year • a blog post • a newsletter item. Action : PD Working group set up criteria to release with early bird registrations. 13. Working Groups Rebecca – Development and Opportunity • The exchange program is badged 'Professional Placements'. All resources will be put on website when available and aim is to make process as simple as possible. • Documentation including an MOU has been completed and feedback from QPLA committee is requested. • Part of program is to generate content QPLA can use for website. • SurveyMonkey could be used to gain feedback from participants/potential users. • Looking at doing a few 'test runs' to get some data to showcase at conference. Possibly send out EOI to South East Queensland and Fraser Coast as pilot. • Documentation aimed to be ready and up on website by end of April. • Committee need to approve MOU, sample letter of introduction, EOI, Feedback process. • Timeframes dependent on Local Government Authority/distance. Applications come to Working Group first/recommendations made/QPLA committee informed. Next meeting of group set for June. Jess – Advocacy and Marketing • Two meetings held - First one mainly brainstorming and establishing criteria. QPLA definitely seen to be advocating to state and local govt as part of their role. • Suggestion of QPLA sending a Welcome letter to new library managers. QPLA could put something in newsletters as a way of introducing them to the membership - profile etc. • Social media - LinkedIn may be a better opportunity than Facebook. • Email signature - setting up a consistent template. • Mailchimp for newsletter/central database • Statistics from previous conference attendance and use information to help target marketing • Advocacy and marketing plans; starting LinkedIn account; feeding back to website. • Video clips for winners of big ideas/other awards. Marian – Collaboration Working on MOUs Jo Beazley – Innovation • Discussion within group around awards that have more of a personal touch - person recognised rather than library being recognised. However, QPLA is institutional membership so makes it difficult to achieve this. • Another idea was to target districts, using the Edmonton Public Libraries as a model/suggestion. Each regional area to nominate at least one. Library Stars format suggested. Poster sessions could be held and announce winners at dinner. Action: Michelle to send through criteria for Library Awards handed out by QPLA previously. 14. Any other business Jo handed out info from NZ professional training. May be helpful for QPLA when looking at changing regional delivery. 15. Date of next meeting: Monday 11 May at 1pm via teleconference. Meeting dates and times for 2015 are on the website. 16. Closure: There being no further business, Marian thanked everyone for attending and closed the meeting at 2.25pm. APPENDIX 1 QUEENSLAND PUBLIC LIBRARIES ASSOCIATION INC. LIST OF PAYMENTS - JANUARY 2015 Date 2/01/2015 2/01/2015 2/01/2015 19/01/2015 19/01/2015 19/01/2015 19/01/2015 19/01/2015 21/01/2015 21/01/2015 21/01/2015 Payee Westpac Bank Westpac Bank Westpac Bank Michelle Stanton Michelle Stanton Cheryl Haughton Cheryl Haughton Australian Taxation Office Michelle Stanton Michelle Stanton Hyphen Digital Details Payway activity fee Payway fees and charges Internet banking fee Administration fees Digitisation project Meeting expense reimbursement Meeting expense reimbursement 2013/14 BAS Adjustment Administration fees Digitisation project Website Redevelopment TOTAL Cost (inc GST) $33.00 $22.00 $1.25 $770.00 $765.00 $272.01 $511.01 $1,058.36 $687.50 $165.00 $2,816.00 $7,101.13 QUEENSLAND PUBLIC LIBRARIES ASSOCIATION INC. LIST OF PAYMENTS - FEBRUARY 2015 Date 2/02/2015 2/02/2015 2/02/2015 13/02/2015 13/02/2015 Payee Westpac Bank Westpac Bank Westpac Bank Michelle Stanton Mid Western Regional Council Details Payway activity fee Payway fees and charges Internet banking fee Digitisation Project NSWPLA Speaker Travel Contribution TOTAL Cost (inc GST) $33.00 $22.00 $1.75 $920.00 $1,525.26 $2,502.01 QUEENSLAND PUBLIC LIBRARIES ASSOCIATION INC. LIST OF PAYMENTS - MARCH 2015 Date 2/03/2015 2/03/2015 2/03/2015 17/03/2015 17/03/2015 17/03/2015 17/03/2015 TOTAL Payee Westpac Bank Westpac Bank Westpac Bank Michelle Stanton Michelle Stanton Jo Parker Mon Komo Hotels Details Payway activity fee Payway fees and charges Internet banking fee Administration - Invoice 117 Administration - Invoice 121 Meeting expense reimbursement Conference Deposit Cost (inc GST) $33.00 $22.00 $0.25 $1,375.00 $1,076.41 $109.00 $11,850.00 $14,465.66 QUEENSLAND PUBLIC LIBRARIES ASSOCIATION INC. FINANCIAL MANAGEMENT AND BUDGET REPORT 2014/15 as at 31/03/15 2014/15 Budget Totals to date % Q1 Q2 Q3 Q4 INCOME Membership Misc income Conference/PD GST - Recd Interest Local Buy $ $ $ $ $ $ 13,709.00 85,000.00 6,300.00 6,300.00 23,529.00 $ $ $ $ $ $ 9,900.00 17,544.94 4,264.66 2,431.30 - 72.22% $ $ 20.64% $ 67.69% $ 38.59% $ 0.00% $ 9,140.00 1,877.26 1,101.73 1,077.47 - $ $ $ $ $ $ 760.00 13,469.68 1,422.97 1,026.08 - $ $ $ $ $ $ 2,198.00 1,739.96 327.75 - $ $ $ $ $ $ - $ 134,838.00 $ 34,140.90 25.32% $ 13,196.46 $ 16,678.73 $ 4,265.71 $ - $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ 5,250.00 4,725.00 2,625.00 2,625.00 3,150.00 5,115.00 2,940.00 5,670.00 12,600.00 1,000.00 2,000.00 5,000.00 85,000.00 800.00 22,500.00 5,000.00 3,500.00 $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ 1,000.00 4,017.43 2,790.69 3,070.05 6,813.13 510.00 2,560.00 29,373.22 63.75 11,866.47 930.00 0.00% 0.00% 0.00% 0.00% 31.75% 78.54% 94.92% 54.15% 54.07% 51.00% 0.00% 51.20% 34.56% 7.97% 52.74% 0.00% 26.57% $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ 2,709.53 2,360.08 1,880.98 152.50 200.00 1,448.10 - $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ 1,000.00 487.00 430.61 3,070.05 2,454.30 204.25 18,400.49 63.75 6,509.46 - $ $ $ $ $ $ 820.90 $ $ $ 2,477.85 $ 153.25 $ $ 2,560.00 $ 10,772.73 $ $ 3,908.91 $ $ 930.00 $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ - $ 169,500.00 $ 62,994.74 37.17% $ 8,751.19 $ 32,619.91 $ 21,623.64 $ - EXPENDITURE Love 2Read LGAQ Conference Fees Regional info sessions Member Conference package QPLA Awards Meeting expenses Insurance Audit fees GST paid Bank charges PLAC, PLAG, SLQ meetings Website costs/Promotion Conference/PD Permits, licences and fees Salaries - Admin Project Sponsorship Digitisation Project - Stage 1 FIGURES ARE GST EXCLUSIVE Bank balances as at 13/02/2015: Community Solutions Cheque Account Community Soultions Cash Reserve Westpac Term Deposit Receipts pending as at 16/03/15 Paypal PD registration payments $ $ $ 40,599.27 185,114.08 40,296.07 $ 266,009.42 $ 5,003.59 $ 5,003.59 Payments pending as at 31/03/15 J. Clarke - Meeting expenses $ 811.40 $ 811.40 CASH BOOK FOR QUEENSLAND PUBLIC LIBRARIES ASSOCIATION - July 2014 - June 2015 Date Details Cheque No. Invoice No. Dr Cr Balance GST Paid GST Received M/ship Conference Rec's Conference Exp Local Buy Admin Meeting Expenses 2/01/2015 Payway activity fee $33.00 $3.00 2/01/2015 Payway fees and charges $22.00 $2.00 $1.25 $0.00 19/01/2015 M Stanton - Administration $770.00 $0.00 $770.00 19/01/2015 M Stanton - Digitisation Project $765.00 $0.00 $765.00 19/01/2015 Meeting expenses - Reimbursed to C. Haughton $272.01 $24.74 $247.27 19/01/2015 Meeting expenses - Reimbursed to C. Haughton $511.11 $46.48 $464.63 19/01/2015 Payment to ATO - 2013/14 Adjustment $1,058.36 $0.00 21/01/2015 Hyphen Digital - Website Redevelopment $2,816.00 $256.00 21/01/2015 M Stanton - Digitisation Project $165.00 $0.00 $165.00 21/01/2015 M Stanton - Administration $687.50 $0.00 $687.50 2/01/2015 Online banking fee 28/01/2015 ATO BAS Q1 $464.00 $33.00 $3.00 2/02/2015 Payway fees and charges $22.00 $2.00 $1.75 $0.00 2/02/2015 Online banking fee 5/02/2015 Sunshine Coast Regional Council - PD Registration 6/02/2015 State Library of QLD - PD Lunch Sponsorship 12/02/2015 ATO - Reimbursement 2013/14 Adjustment $464.00 $30.00 $20.00 $1.75 $81.00 $810.00 $1,388.00 $1,058.36 2/03/2015 Payway fees and charges $22.00 $2.00 $0.25 $0.00 $30.00 $20.00 $0.25 17/03/2015 M Stanton - Administration $1,076.41 $0.00 $1,076.41 17/03/2015 M Stanton - Administration $1,375.00 $0.00 $1,375.00 $109.00 $0.00 $11,850.00 $1,077.27 31/03/2015 Interest - Cash Reserve 333061 TOTAL $21,623.64 $109.00 $10,772.73 $38.62 $38.62 $289.13 $289.13 $4,265.71 Payway $2,560.00 $1,058.36 31/03/2015 Interest - Deposit 161239 Misc. $1,058.36 $136.60 $3.00 17/03/2015 Mon Komo Hotels - Conference Deposit Grant,Awards, Bursary $20.00 $891.00 $33.00 17/03/2015 J Parker - Reimburse Travel Expenses Web $1.25 $1,524.60 2/03/2015 Payway activity fee 2/03/2015 Online banking fee Interest Rec'd $30.00 $0.00 2/02/2015 Payway activity fee ATO Bank fees/Insur./ Audit $1,419.49 $217.60 $0.00 $2,198.00 $10,772.73 $0.00 $4,838.91 $820.90 $2,580.72 $327.75 $3.25 $2,560.00 $0.00 $0.00 $150.00 APPENDIX 2 Verbal update provided to Queensland Public Library Association by Director, Regional Access and Public Libraries Monday 13th April, 2015 1. Staffing changes at State Library of Queensland DRAPL indicated that the following changes had been recently made to the staffing of the Regional Access and Public Libraries Directorate: a. Jane Cowell had successfully applied for the role of Director, Engagement and Partnerships on a full time basis b. Ross Duncan has successfully applied for the Director Regional Access and Public Libraries Directorate for a period of 11 months c. Robert Barty has returned from leave to the role of Executive Manager, Regional Partnerships for 12 months. d. Other staffing changes may result from these movements, and QPLA would be informed of any relevant changes. Action: DRAPL to request that State Librarian communicate these changes through the email lists used for communication with public libraries. 2. OPAL funding - update OPAL Innovation funding round closed. A single project proposal has been received. OPAL assessment panel comprising QPLA representative and LGAQ representative will endeavour to meet this week to discuss project proposal and whether it will be endorsed for implementation. SLQ believes the single project proposed represents positive outcome for public libraries across Queensland. Action: SLQ to call a meeting of the OPAL Assessment Committee to consider the project proposal to enable confirmation of the funding allocation for the project. 3. Learning Strategy activities a. Small Rural Regional Program A total of 59 individuals representing 27 Councils and SLQ participated in 10 professional development sessions during the small rural and regional libraries program from 23-27 March 2015. Evaluation results were very encouraging. Consideration will be given to value of offering program on an annual basis compared to a 6 monthly frequency. QPLA feedback is requested on whether this should be considered by SLQ. Action: DRAPL to circulate anonymised results of feedback received during the professional development week. b. Library Leadership Program Work continues to promote registrations for Library Leadership program. The Library Leadership 2015 program will develop foundational leadership capabilities designed to support public libraries in navigating the challenging times ahead. These challenges involve maintaining high quality library services in financially constrained, technologically infused, and socially complex operating environments. Brisbane – Workshops 14 – 15 May, 11-12 November, Presentation Day 13 November 2015. or Townsville – Workshops 27-28 May, 28-29 October, Presentation Day 30 October 2015. Action: DRAPL to continue to work to improve attendances, and to clarify whether one or both sessions of the Library Leadership Program would go ahead as planned. 4. Best Start update Funding All independent libraries have returned their Service Level Agreements (SLAs). Approx. ½ of the 29 RLQ councils have returned their SLAs and funding has been distributed to these Councils also. A further tranche of disbursements will be made to RLQ. The approach for Best Start in IKCs still being developed. A table summarising expenditure is provided below. Category of funding Funds allocated Funds distributed to council or retained Independent libraries $4,344,055 Distributed 06/02/2015 RLQ libraries $155,945 Currently retained by SLQ But proposed to be distributed to Councils “Centralised” funds State wide media $200,000 campaign (development and implementation) Retained by SLQ Program co-ordination $150,000 and management Retained by SLQ Resource development $150,000 and Professional Development and IKCs response , Retained by SLQ TOTAL $5,000,000 Resource development Work continues to develop or identify resources which be made available for public libraries and partner agencies to form part of their Best Start local implementation. Professional Development Initial Professional Development sessions held for public library staff as part of Small Rural and Regional Program between March 23-27, 2015 in Brisbane. SLQ staff in discussions to finalise dates for Professional Development opportunities in the following locations: • • • • • Cairns; Townsville; Bundaberg; Toowoomba, and; Brisbane Action: DRAPL would continue to publicise developments in relation to Best Start through the PLConnect electronic newsletter. 5. Communications a. PL Connect electronic newsletter is the main way for State Library to provide information and updates. Approximately 1100 people on distribution list, with approximately 400 “opens” each fortnight. Feedback sought on breadth of readership amongst QPLA, and comments for improvement. b. Plans underway to redesign PLConnect website to simplify locating material of interest to visitors to the site. Action: DRAPL to ensure QPLA is kept informed on the progress of these improvements to the website. 6. Library Board of Queensland – Regional visit The Library Board of Queensland is seeking to hold their June meeting in a regional area. Western Downs Regional Council – Dalby has been selected, and discussions are underway to finalise details of the visit, including a visit to another library service on the way to or way back from Dalby. Possible locations include Oakey and Lockyer Valley. Action: None noted 7. Digital Literacy Forum – keynote speaker announced Draft SLQ confirmed that planning was currently underway for a Digital Literacy Forum in June 2015. As the Libraries for Literacy framework indicated that SLQ would hold an annual forum on literacy, the topic chosen for this year was digital literacy. There were a number of reasons for this choice, including the increasing number of activities and initiatives from other levels of Government related to digital literacy. SLQ indicated that they would make QPLA aware of draft content and program as soon as possible to assist with promotion and planning of the event. Action: DRAPL to forward the draft program and a link to the website to QPLA committee for distribution to their networks. 8. General discussion • Promotion of local public library activities at SLQ. DRAPL indicated that following the last meeting of PLAG that he had contacted Brisbane City Council to assess whether they were interested in providing some of their standard marketing/promotional collateral for display in the foyer of SLQ. Action: None required by SLQ – awaiting a response from BCC. • RLQ card discussion. DRAPL indicated that at the recent Small rural and regional Professional Development program that several libraries had indicated they were using locally produced library membership cards, rather than the centrally produced, standardised RLQ library card for Aurora LMA. Action: DRAPL indicated that more work would be carried out to clarify what was happening in the various libraries of the RLQ network. 9. Other items discussed: Promotion of QPLA website/presence. DRAPL indicated that SLQ is currently promoting the QPLA “Call for executive nominations” on the main page of the PLConnect website. While significant changes are being undertaken in order to improve the information contained on this site, QPLA was welcome to provide updates to SLQ to be promoted through this website when they become available. Availability of Annual Statistics from State Library of Queensland. QPLA Committee members asked when the statistics contained in the annual report for 2013/2014 would be made available to public libraries, as they would help inform the creation of forward budgets. DRAPL indicated that he believed that these reports are nearly ready for publication. Action: DRAPL would seek confirmation of publication date and relay the information to QPLA. Update: An email sent post-meeting indicated that these statistics should be made publicly available in the next two weeks (before the end of April 2015). DRAPL also indicated that a pilot project was currently being scoped around “data visualization” in an effort to understand how the data already in the possession of SLQ may be more easily used by public libraries in the future. End of notes
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