At the Boardroom, Geelong Library and Heritage Centre

PLVN Executive Committee

To be held on 7 December2015

At The Boardroom, Geelong Library and Heritage Centre

49 Little Malop Street, Geelong

From 4.30pm to 6.30pm

AGENDA

1. / Welcome
Attendees:John Murrell, Patti Manolis, Karyn Siegmann, Sally Both, Sally Jones, Chris Kelly, Jenny Ruffy,
Executive Officer: Karen Ward-Smith
Apologies:Michael Byrne,
2. / Minutes of last meeting
That the Minutes of the Executive meeting held on 10 November 2015 be accepted as a true record of the meeting, with the inclusion in Item 8.3 that the Early Years Strategy be referred to the READ workgroup of the Statewide Library Development Program
Moved: PMSeconded:KSCarried
3. / Business arising
3.1 / Restructure of PLVN Community Access Special Interest Groups
Nothing to report
3.2 / The Australian Mobile Library Network Conference 2016
The working group met today and further discussed the Content and Sponsorship aspects of the Conference. Initial sponsorship contacts have been made.
Key note speaker yet to be decided will focus on resilience and innovation rather than change.
Given that many services are introducing new and modified services, a “Library Stars” style component will be organised with a sponsorship opportunity.
The notes of the meeting will be circulated to the executive for comment, suggestions, etc.
The next meeting is scheduled for 19 January 2016
Items For Discussion
4
4.1 / Financial report
Financial Status:attached
Current assets total $731,189 (Macquarie - $724,152, NAB Community Saver - $7,037); the costs relating to LLV have been reimbursed by LGV. Income received during October totalled $148,959 including $859 in interest on Macquarie Transaction account. Expenses during the same period totalled $19,642.
The Aged Receivables to 30 November 2015 total $125,558 ex GST (mainly for PLVN subscriptions). All overdue payments have been followed upand invoicing checked.
That the financial status at 30 November 2015 be noted.
Moved:SBSeconded:KSCarried
4.2 / Accounts for payment: attached
That the invoices totalling $284,069.75 ex GST (including $283,879.45 for LLV software) be paid.
Moved:SJSeconded:SBCarried
4.3 / Payments for ratification: nil
Nil
4.4 / Term Deposit
Information on known future payments and the available funds be advised to President and Treasurer to assist in deciding the amount to be invested in a short term deposit, as soon as possible.
5. / Executive Committee Casual Vacancy
Following the resignation of Chris Mackenzie whose term is due to expire at the AGM in 2016, a casual vacancy exists on the Executive Committee. This vacancy can be filled by invitation rather than requiring an election.
That Joseph Cullen be nominated to fill the vacancy to participate on the Executive Committee subject to his acceptance
Moved:JRSeconded:CKCarried
If that nomination is not accepted, that Anne-Maree Pfabe be nominated to fill the casual vacancy.
Moved:JRSeconded:CKCarried
6. / PLVN Communications Plan – Priorities
Discussion deferred to February 2016
PLVN Facebook page generates a level of interest, although unsure the number of shared posts, etc.
A suggestion has been received that one library be profiles per week/month; KS is discussing with LibMark.
7. / The Victorian Library Update
PLVN Advocacy
John Murrell has had recent discussions with LGV about the future actions relating to the project. The KPMG report to be released with a letter from Minister to Mayors, CEOs, RLC Boards and CEOs with the invitation to provide comments; the report includes some business case information with updated figures. The focus is on innovation, sharing servicesand a fair deal for all.
MAV Negotiations
Letter has been sent to Rob Spence requesting the MAV to contact with Minister to release the KPMG report on the project
8. / State –Wide Library Development Projects and ACPL
State-Wide Public Library Development Projects 2014-17
ACPL met on 24 November 2015 where the progress on the SWLDP projects were discussed and the Barrett Reid Scholarship nomination supported.
PLVN Representation on ACPL
With the resignation of Chris Mackenzie, PLVN will nominate a replacement representative on ACPL; the current representatives are John Murrell, Michael Byrne and Camille Cullinan. It was deemed appropriate that Patti Manolis as the PLVN Vice-President be nominated to fill the vacancy.
That Patti Manolis, PLVN Vice President be nominated to represent PLVN on ACPL.
Moved:KSSeconded:JRCarried
Action:Advise SLV of the Nomination
By:KWS
9
9.1 / General Business
Libraries Australia
A draft paper outlining a proposed Libraries Australia Forum/Workshop on 21 March 2016 (attached) was discussed with a view to furthering discussions with Nikki Darby, LA about the format and content of the session and the possibility of LA attending the PLVN General Meeting on 22 March to seek manager support for the effective maintenance of Libraries Australia.
The Executive agreed to progress the discussion and schedule the forum.
9.2 / Picture Victoria
The current status of Picture Victoria was discussed resulting in the decision to discontinue the program effective 1 July 2016.
That Picture Victoria be effectively retired on 30 June 2016 following an effective transition process to ensure all data has been migrated to TROVE and is accessible
Moved:CKSeconded:KSCarried
9.3 / Cities of Literature: Collaboration Opportunities
Action:To be discussed with the READ group
By:CK
Motion
Items For Information
10. / Correspondence -
That PLVN formally thanks Chris Mackenzie for her contribution to PLVN, ACPL and the public library sector in Victoria, noting her continuing contribution nationally and internationally.
Moved:KSSeconded:CKCarried
That the correspondence to 30 November 2015 be noted
Moved:SBSeconded:JRCarried
11.
11.1
11.2
11.3
11.4 / Other Business
ALIA Conference 2016,
Abstract has been submitted by Karyn Siegmann focussing on public libraries in Victoria moving to 2030
INELI Oceania
The establishment committee now defunct, so the Steering Committee expanded with the addition of Patti Manolis and Kate Ogden (Christchurch, NZ).
Lead and Learn – discussion about the options for PLVN members to contribute to cross sector mentoring program and the need to ascertain the level of interest in public libraries for participation to be funded by PLVN
SB to get extra info from the working group including costs and processes.
Collection Summit – identification of content problematic, no firm date proposed
For discussion at the next Exec meeting
Sponsorshipand packages discussion
Karyn and Chris to meet with sponsors to discuss their requirements and investigate options for the next sponsorship offer.
For discussion at next Executive meeting

Meeting closed at 6.15pm

Executive Meetings: / 2 February 2016 / MAV
First Tuesday 10 to 1pm / 1 March 2016 / MAV / Appointment of PLVN auditor
5 April 2016 / MAV
3 May 2016 / MAV
1 June 2016 / MAV
12 July 2016 / MAV / Accounts for auditor
2 August 2016 / MAV
6 September 2016 / MAV / Audited financial statement
4 October 2016 / MAV
8 November 2016 / MAV
5 December 2016 / TBD
General Meetings / 22 March 2016 / MAV
21 June 2016 / MAV
18 October 2016 / MAV
6 December 2016 / TBD
AGM / 18 October 2016 / MAV

With thanks to our Partners for their continuing support:

Item 5:FINANCIAL REPORT to 31 October 2015

5.1Financial Status:30 November 2015

Bank Balance / July / August / September / October / November / TOTAL
Macquarie Transaction Account
Opening Balance / $148,811 / $192,413 / $261,135 / $353,532 / $320,634
Closing Balance / $192,413 / $261,135 / $353,532 / $320,634 / $724,152
Interest Received / $333 / $249 / $463 / $589 / $859
NAB Community Saver
Closing Balance / $7,580 / $7,362 / $7,362 / $7,037
Profit and Loss / July / August / September / October / November / YTD
from MYOB ex GST
Income / $45,826 / $361,070 / $296,343 / $1,738 / $148,959 / $859,461
Expenditure / $663,525 / $29,867 / $9,632 / $46,296 / $19,642 / $768,884
Bad debt/WriteOff / $0 / $0 / $0 / $360 / $360
Net Surplus/Deficit / -$617,699 / $331,203 / $286,711 / -$44,918 / $129,317 / $90,217
Quarterly summary / Q1
Income / $703,239
Expenditure / $703,024
Net / $215
BAS / $21,297

Add projected outgoings for JM and SB

Aged Receivables at 30 November 2015

PLVN Inc - General Account
GPO Box 4326
Melbourne VIC 3001
Aged Receivables [Summary]
30/11/2015
Name / Total Due / Nov / Oct / Sep / Pre-Sep
Boroondara City Council / $3,822.50 / $3,822.50 / $0.00 / $0.00 / $0.00
Brimbank Libraries / $3,240.60 / $3,240.60 / $0.00 / $0.00 / $0.00
Casey-Cardinia Library Corporation / $16,681.08 / $16,681.08 / $0.00 / $0.00 / $0.00
Cengage Learning Australia Pty Ltd / $2,750.00 / $0.00 / $0.00 / $0.00 / $2,750.00
Central Highlands Libraries / $3,240.61 / $3,240.61 / $0.00 / $0.00 / $0.00
Coburg Historical Society / $330.00 / $0.00 / $0.00 / $0.00 / $330.00
Corangamite Regional Library Corporation / $3,646.42 / $0.00 / $0.00 / $0.00 / $3,646.42
Darebin Libraries / $9,182.43 / $2,987.60 / $0.00 / $0.00 / $6,194.83
Department of Environment, Land, Water & Planning / ($0.01) / $0.00 / $0.00 / ($0.01) / $0.00
East Gippsland Shire Library / $1,791.90 / $1,791.90 / $0.00 / $0.00 / $0.00
Eastern Regional Libraries / $3,822.50 / $3,822.50 / $0.00 / $0.00 / $0.00
Glen Eira Library & Information Service / $2,643.39 / $2,643.39 / $0.00 / $0.00 / $0.00
Greater Dandenong Libraries / $8,417.77 / $8,417.77 / $0.00 / $0.00 / $0.00
Hobsons Bay City Council / $1,524.69 / $0.00 / $0.00 / $0.00 / $1,524.69
Hume Libraries / $2,987.60 / $2,987.60 / $0.00 / $0.00 / $0.00
Latrobe City Library Service / $1,791.90 / $1,791.90 / $0.00 / $0.00 / $0.00
Melbourne Library Service / ($990.73) / $0.00 / $0.00 / $0.00 / ($990.73)
Mildura Rural City Council Library Service / $0.10 / $0.00 / $0.00 / $0.00 / $0.10
Mitchell Shire Library & Information Service / $2,931.05 / $2,931.05 / $0.00 / $0.00 / $0.00
Monash Public Library Service / $3,240.60 / $3,240.60 / $0.00 / $0.00 / $0.00
Moonee Valley Library Service / $4,058.66 / $0.00 / $0.00 / $0.00 / $4,058.66
Moreland City Libraries / $2,410.21 / $2,410.21 / $0.00 / $0.00 / $0.00
Murrindindi Shire Council / $1,196.14 / $0.00 / $0.00 / $0.00 / $1,196.14
Port Phillip Library Service / $12,073.95 / $12,073.95 / $0.00 / $0.00 / $0.00
Stonnington Library & Information Service / $7,595.09 / $3,240.60 / $0.00 / $0.00 / $4,354.49
Swan Hill Regional Library Service / $3,045.39 / $3,045.39 / $0.00 / $0.00 / $0.00
Vision Australia Information & Lib Svce / $3,088.92 / $2,389.20 / $0.00 / $0.00 / $699.72
Wellington Shire Library / $1,965.38 / $1,965.38 / $0.00 / $0.00 / $0.00
West Gippsland Regional Library Corporation / $2,987.60 / $2,987.60 / $0.00 / $0.00 / $0.00
Wimmera Regional Library Corporation / $1,791.90 / $1,791.90 / $0.00 / $0.00 / $0.00
Wodonga Library Service / $3,310.34 / $3,310.34 / $0.00 / $0.00 / $0.00
Wyndham City Library Service / $3,240.60 / $3,240.60 / $0.00 / $0.00 / $0.00
Yarra Libraries / $7,739.85 / $7,409.85 / $0.00 / $0.00 / $330.00
Total: / $125,558.43 / $101,464.12 / $0.00 / ($0.01) / $24,094.32
Ageing Percent: / $0.81 / $0.00 / $0.00 / $0.19

5.2Accounts for Payment

Invoice Date / From / For / Amount excl GST
16.7.2015 / OCLC / LLV Annual Managed Services Charges - VDX functionality, Z Portal Hosted Services / $283,879.45
Various / Reimbursement for costs relating to CYSSIG November seminar / $190.30
Total / $284,069.75

5.3Payments for Ratification

Nil

Implementation Notes / Page 1

Item 9.2:Picture Victoria Review 2016

Purpose:to consider the future of Picture Victoria within the context of LMS capability, national image databases and value for money

Context:

Current Data:

Holdings, criteria for additions
Updating
Membership
Cost per annum, cost per member
Process, workflow
Relationship to TROVE (PicVic holdings on TROVE? If yes, the process?)

Consultation:

PLVN Local Studies SIG
Collections SIG?
ICT SIG?
Survey re holdings, members, connection to PicVic
Connection nofPicVic with TROVE, processes
Proposed future use
Benefits of PicVic, TROVE
What about the footy clubs, historical societies
SLV/Vicnet (initial discussion held with SLV)

Options for consideration

Retain PicVic in current arrangement including additions, etc.

Marketing
Consistency
Usage

Benefits of all in TROVE – national database, linked searching, etc.

“Transfer” all files to TROVE with the permission of the owners of the data (library services) requires training in TROVE processes?
Processes for consistency?
Cost of closing down and transfer to TROVE

Implementation Issues to consider

Process to shut PicVic down

Process to enhance sustainable use of PicVic

Process to transfer to TROVE, training, etc

Conclusion

Recommendation

Item 9.3Cities of Literature: Collaborations into the Future

Dublin

1. A program to engage Melbourne’s book clubs with the IMPAC award could work well. The book clubs could ‘shadow’ the prize, read the shortlist and decide on their favourite. As the awards are announced at 12 noon in Dublin in June, we could have a live streaming of the ceremony in Melbourne at 9PM.

2. The timing of the new Dublin City Library in Parnell Square coincides beautifully with the timing of the development of Melbourne’s new City Library. Both buildings are due to open in 2020. It would be great if we could follow each other’s progress, possibly collaborating on community engagement projects.

Reading agency, London

The Reading Agency are investigating offering licences to administer some of their key reader engagement programs such as Chatterbooks, Six Book Challenge (now Reading Ahead) and Books on Prescription. Licences to administer these programs will be offered to libraries in Australia.

Norfolk Libraries

1. Norfolk Libraries support 750 reading groups across the county. There are possibility of linking our readers via our book clubs, perhaps through Brave New Reads.

2. The libraries work closely with the British Centre for Literature in translation. They have run programs to demonstrate the art of literary translations. We could replicate these programs in Melbourne

Writers’ Centre Norwich

TheBrave New Reads program is a transferrable model. I can see this working well in Victoria. It could be delivered via the Public Libraries Victoria network across the state to reach even our remotest communities. The WCN enthusiastically offered to share the program model with us.

Liverpool

1. Video link ups, connecting shared reading groups in Melbourne and Liverpool
2. Liverpool has already worked closely with the train network and the ferries. They have given away free quick reads for commuters. A reading program to link Liverpool’s and Melbourne’s commuters could work very well.
3. Liverpool has a significant Somali migrant population. We could link up Somali families in Melbourne with those in Liverpool, via shared reading.
4. This would require considerable funding:
In 2010, in collaboration with the State Library of Victoria, The Reader Organisation ran a Read to Lead program for a select few Victorian library staff. The Reader Organisation now have highly-developed train-the-trainer and volunteer programs. If they were to come to Melbourne again, they could run these sessions for Victorians.

Edinburgh

The Craigmillarteam were highly enthusiastic about linking their readers to those in Melbourne. Here are some of their ideas.

• A program to digitally link up our book clubs. This could include linking those with visual impairments in Melbourne with the VIP book club members.
• Link up Level-Up and Glitz Lit club members with teen readers in Melbourne.
• Some kind of penpal postcard club to help kids in the two cities understand each other’s cultures.

Discuss with SLV the opportunity to interact actively with CoL Melbourne

CoL governance

Examples of what happening elsewhere for discussion with CoL – aim is joint program to deliver

Implementation Notes / Page 1

Item 10:PLVN Correspondence to 2 December 2015

Inwards

Number / Date / From / Subject / Action / By
16/001 / 30.7.2015 / Sally Jones / Request for 3 month’s leave of absence until 31 October 2015
16/002 / 12.8.2015 / Rhys Bailey, Crowe Horvath / PLVN Audited Financial Statement 2014-15 & draft Management Letter / PLVN Exec 1.9.2015
AGM, 20.10.2015
16/003 / 27.10.2015 / Rhys Bailey, Crowe Horvath / PLVN Audited Financial Statement 2014-15Signed / PLVN Exec, AGM minutes
16/004 / 13.11.2015 / Chris Mackenzie (YPRL) / Resignation from PLVN Executive / December Exec Agenda

Outwards

Number / Date / To / Subject / Action / By
O/16/001 / 17.7.2015 / Creative Victoria / PLVN submission to the Creative Industries Strategy – submitted online, document in Advocacy folder
O/16/002 / 1.9.20158 / Crowe Horwath / Signed management letter and financial statements
O/16/003 / 2 12.2015 / Rob Spence, MAV / Request for MAV to contact Minister for Local Government to release KPMG Report on Review of the Victorian Library and related documents for release to Victorian Councils
Implementation Notes / Page 1