PLVN Executive Committee
Held on7 July 2015
MINUTES
1. / WelcomeAttendees:John Murrell, Patti Manolis, Karyn Siegmann, Michael Byrne, Chris Kelly, Chris Mackenzie
Karen Ward-Smith
Apologies:Joseph Cullen, Sally Jones, Jenny Ruffy
2. / Minutes of last meeting
That the minutes of meeting held on 2 June 2015 be accepted as a true record of the meeting.
Moved: PMSeconded: CMCarried
3. / Business arising
3.1 / Restructure of PLVN Community Access Special Interest Groups update
The formal restructure is deferred due to resourcing and capacity of the convenor. Despite this there has been a joint meeting (Collections, Resource Sharing and ICT SIGs) to discuss Libraries Australia(LA)and the need for updating holdings, especially deletions.
The current taskis to identify which libraries have holdings on LA, which update LA holding, which have deleted holding from LA, the processes implemented for updating LA– YPRL and CoM updating
Other matters: the projected eResources and eLending report (50:50 by 2020) expectation has been adjusted to 80:20 by 2020 with the media release at
Action:Distribute information to PLVN members
By:KWS
3.2 / Write Local: Developing inclusive writing opportunities, 12 August
Still being plannedby Arts Access and will possibly be delayed until October 2015
3.3 / Australian Mobile Library Conference 2016
An email has been sent to PLVN members inviting them to participate on the conference steering committee but no responses received.
The Conference will be held at Ballarat Lodge, 12-14 August.
Action:Confirm Ballarat Lodge as the venue and cancel the MADE booking.
By:KWS
Action:Invite John Branton onto the organising group.
By:KWS for KS
3.4 / Annual Survey 2014-15
Regional Library Corporations met to discuss the active members and direct costs data for the purpose ofconsistency with single municipalities within the context of the revised LGPRF methodology issued by LGV.
Discussion clarified the Active members and Direct Cost elements.
Action:Issue the revised performance indicators and data definitions to Members
By:KWS
Items For Discussion and Decision
4
4.1 / Financial report – to be distributed.
Financial Status:
Current assets total $410,428 (Macquarie - $148,811, NAB Community Saver - $7,580; Macquarie Term Deposit - $254,036). Income received during June totalled $8,945 including $224 in interest on Macquarie Transaction account. Expenses during the same period totalled $0.
The Aged Receivables to 30 June 2015 total $4,873; outstanding payments have been followed up.
That the financial report for June 2015 and the Aged Receivables totalling $4,873 be noted
Moved:MBSeconded:PMCarried
4.2 / Accounts for payment:
That invoices totalling $3,162.73 plus USD 178,404 be approved for payment
Moved:PMSeconded:CMCarried
Moved: PM, CM
4.3 / Payments for ratification:
Nil
4.4 / Macquarie Term Deposit maturity: 10 July 2015
That the Macquarie Term deposit (Account No:254111024) be rolled into the Transaction account (Account No: 9611 72855)
Moved: CKSeconded: PMCarried
4.5 / PLVN Sponsorship 2015-16
Chris Thewlis (OCLC) and Lynette Lewis (Cengage) representing the Vendor Partner Group for 2014-15 met with the Executive discuss sponsorship matters. Issues raisedprior to the meeting attached.
The Vendor Partner Group would like our sponsorship to be more meaningful and something more than just lunch sponsorship and for individual members of the group to prove an ROI to their management.
Expectations and reasons for sponsors to consider extending the agreement include
- Return on Investment,
- Building on existing relationship and support for the partnership
- Attachment to public libraries and the services provided – expertise, industry connection, new services being developed, and
- Longer terms of more value in developing a valuable relationship.
- increased exposure for PLVN members to vendors’ products (enhanced knowledge, promotion) with the benefits of five rather than one
- The opportunity to undertake projects of mutual benefit, and
- Sustainability and capacity for PLVN to work for members
OCLC Asia Pacific Regional Annual Meeting planned for 300 attendeeswill be held in Melbourne, 3-4 December, with Libraries Australia meeting on 1 December @ RMIT with key speakers, parallel sessions, etc. with one session of interest to public libraries.
PLVN investigating project to Review information services in public libraries with the change from resources in public libraries to other aspects, such as government services moving to eGov and the implications for public libraries, such as where personal data involved
Public library staff need to be able to navigate different platform and new information sources, etc. Thi could be a possible collaborative project with partners.
Staff Training, Knowledge and Awareness: new graduates generally have a lack of training on the Australian infrastructure, such as Libraries Australia, etc. Further education for library staff on technology, new resources, digital lieracy, etc. needed. With increased use of technology assisted library transaction, career development for people moving from non-professional to para-professional roles is important.
LEAD and LEARN (SWLDP) online tutorial is being developed and could include vendor products; the State-wide Skills Audit showed the need for digital literacy, confidence of library staff to be enhanced. A clear gap is the knowledge of public library managers about resources and collections which needs to be addressed.
Action: Discuss with Robyn Ellard about opportunities for professional development relating to resources and collections for library managers using Frontline management model.
By:CM
Last year’s facilitated PLVN Vendor Day was very successful and partners would like to repeat that.
Action:Organise seminar – Future Trends (technology, resources, reference)– vendor viewpoint and PLVN member viewpoint within context if Information Services into the Future – see Item 11.1
By:TBD
Action:Update vendors on review of the Tomorrow’s Library business case as information becomes available.
By:KWS
Partners would like to have a closer involvement with the Special Interest Groups, to be able to present, where relevant, products and services meaningful to those groups.
Action:Send invitation to partners to participate in the SubCommittees and SIG convenor meeting on 22 July 2015
By:KWS
General discussion about Tomorrow’s Library and the way forward; review of the business case by the State government, PLVN representatives meeting with SLV (LBV Chair, ACPL Chair and Acting State Librarian) as well as the Minister for Local Government.
What projects might replace/substitute for Tomorrow’s Library given that funding is likely to be difficult for the foreseeable future.
Why offer a 3 year partnership deal, and what are the plans for spending the money? NB PLVN offering 12 month extension
The Vendor Partners conditions for a 3 year deal:
-Payment on a yearly basis
-the right to substitute partners in consultation with the PLVN if any of the existing partners had to drop out.
4.6 / ALIA Membership
At the ALIA Australian Public Libraries Alliance (APLA) meeting held in Canberra in February 2015, members discussed the benefits of the state/territory associations (and PLA) belonging to ALIA.
The agreed position is that each state association and territory library would join ALIA on the lowest institutional rate ($469) to contribute towards all the resources that ALIA puts into APLA – monthly newsletter, project management, secretariat, research and report writing, etc. This is over and above the contribution personal and other institutional members make to the LIS education, PD Scheme, INCITE, scholarly journals, national advocacy, etc.
That PLVN becomes an institutional member of
Moved: CMSeconded:KSCarried
4.7 / PLVN Budget 2015-16
The overall draft budget 2015-16 was discussed with the key change being minor changes to enable $5,000 for the PLVN Communications Plan and the PLVN Membership Fees to increase by 3% with slightly more for category 4 members to bring into line by 2016-17.
The future of PicVic continues to be problematic and requires a final decision by PLVN which is now responsible for the database which is accessible through Trove. The key questions are:
Does TROVE access PicVic for the images or have the images been harvested and are within TROVE?
Are there any any implications for SLV is the service is discontinued as it was a SWLDP?
What is the current use by PLVN members of the database – purely for storage or the addition of new images?
Action:Undertake review of PicVic including consultation with NLA, SLV, Vicnet, PLVN members and the Local Studies Special Interest Group
By:TBD
That the proposed 2105-16 PLVN Budget with the allocation of funds for the PLVN Communications Plan be noted
Moved: PMSeconded:KSCarried
5. / State –Wide Library Development Projects and ACPL
5.1 / State-wide Public Library Development Projects 2014-17 Update
5.2 / SLV ACPL update – no meeting to date
CM and JM to meet with John Wylie, Dennis Goldner and Justine Hyde on 21 July for a discussion based on letter sent to SLV in response to the cut to the SWLDP.
5.3 / CEO/SLV Appointment
2nd round of interviews with Board have been held. As the position is a State government appointment, timing is dependent on a third party.
6.
6.1 / The Victorian Library Update
PLVN Advocacy, Feedback and further action
JM and CM met with Dan Harper, Colin Morrison and Kane Roach re review of the review with the process and focus to be advised; the review to be completed by September/October 2015
Samantha Dunn’s request for release of the business case was refused by the Minister
Meeting with Minister delayed until 30 July 2015.
6.2 / MAV Negotiations update
Nothing to report.
7. / PLVN Communications Plan –
$5,000 to be allocated in the Budget – see Item 4.7
Meeting with LibMark and with Maude Farrugia re Facebook which is sector focussed, needs to connected with Victorians Love Libraries (MAV) and connected with key messaging
Need to clearly identify the role of LibMark in the action plan.
Suggestion that highlight a library service each week – resourcing implications
Actions:Distribute Action Plan for comments and indicative dollars
By:KS
8 / Creative Industries Strategy Submission
General agreement that the draft submission is on track. A second draft based on the feedback in the discussion will be distributed on Monday morning with a request for feedback by CoB on Monday. Discussion notes are attached to these Minutes.
Once that information is incorporated, that draft will be sent to PLVN members, the MAV and the State Library of Victoria to ensure consistency between the responses of the three parties.
Action:Provide combined feedback to Annie Talve for the development of the next draft
By:KWS
9. / Dementia Friendly Libraries – attached
Discussion of the Alzheimer’s Australia proposal and decision to invite the representatives to the August Executive meeting.
Action:Invite representatives from Alzheimer’s Australia to the August PLVN Executive meeting.
By:KWS
Items For Information
10. / Correspondence
Attached and noted
11. / Other Business
11.1 / Possible PLVN Project
Reimagining Information Services – a new framework for service delivery
In the past reference and information services used to be a core public library function. Now public libraries spend more time helping people with technology and online resources. What will be the public library’s role in the future? Will we move to a more US model where libraries devote a lot of energy to job seekers and customers expect to be able to get assistance with developing a CV and resume writing? What is the role of libraries in providing and supporting access to technology in light of the eGovernment model roll out in 2017? Should we be creating a niche market for ourselves where we become indispensable in helping navigate increasingly online and digital information?
Action:Develop a project scope
By:KWS
11.2 / ALIA APLA Achievements Report
The report and the achievements have been noted and all advised that a range of collateral (media release, templates)
11.3 / Let’s Read
Update
11.4 / Volunteering Victoria
A meeting held between Volunteering Victoria (VV) and members of the Home Library and Operations SIG was held to discuss the different models and opportunities for volunteering across Victoria.
Discussions will continue with between Melbourne, East Gippsland and Latrobe as VV has received funding for setting of volunteer services in those municipalities.
11.5 / Tech Savvy Seniors
Waiting for decision on the allocation of unspent funds.
Consideration being given to developing the program in community languages
11.6 / Sue Roberts Farewell Dinner
Sue Roberts to advise suitable date.
11.7 / EBA Arrangements –
YPRL protected industrial action 3.2% +3% +3%
11.8 / High Country Library Corporation
Recommendation to Members is hub and spoke model as for Central Highlands. The member Council are considering the recommendation and staff meetings are planned for 8 July 2015 to advise staff of the decision and the way forward.
PLVN email addresses – SPAM problem
The PLVN email addresses () are attracting SPAM which Vicnet is unable to filter out. ALIA has a method for eliminating SPAM for their addresses.
Action:Contact ALIA re the solution that they have implemented
By:KWS
Meeting closed at 4.45pm
Executive Meeting Dates4 August 2015
1 September 2015
6 October 2015
AGM:20 October 2015
General Meeting Dates:17 March 2015
16 June 2015l
20 October 2015
8 December 2015, Geelong Library and Heritage Centre
With thanks to our Partners for their continuing support:
Item 4:FINANCIAL REPORT to 30 June 2015
4.1Financial Status:
Bank Balance / July / August / September / October / November / December / January / February / March / April / May / JuneMacquarie Transaction Account
Opening Balance / $171,022 / $403,070 / $387,436 / $375,992 / $284,098 / $178,636 / $196,272 / $96,039 / $125,553 / $128,519 / $152,412 / $134,919
Closing Balance / $403,070 / $387,436 / $375,992 / $284,098 / $178,636 / $196,272 / $96,039 / $125,553 / $128,519 / $152,412 / $134,919 / $148,811
Interest Received / $583 / $744 / $777 / $654 / $353 / $405 / $398 / $219 / $225 / $247 / $233 / $224
Macquarie Term Deposit (2.25%, matures 10/07/2015)
Closing Balance / $150,000 / $150,000 / $150,000 / $150,000 / $250,000 / $250,000 / $250,000 / $252,057 / $252,057 / $252,057 / $252,057 / $252,057
NAB Community Saver
Closing Balance / $48,500 / $48,500 / $48,500 / $47,334 / $46,576 / $46,411 / $44,700 / $8,248 / $8,157 / $7,961 / $7,961 / $7,580
Profit and Loss / July / August / September / November / December / January / February / March* / April / May / June
from MYOB ex GST / October
Income / $310,229 / $11,137 / $217,014 / $654 / $125,586 / $1,844 / $2,702 / $17,629 / $265,537 / $13,785 / $10,581 / $8,945
Expenditure / $191,659 / $119,537 / $181,793 / $86,428 / $105,590 / $37,595 / $122,394 / $18,389 / $32,564 / $3,962 / $6,698 / $0
Net Surplus/Deficit / $118,570 / -$108,400 / $35,221 / -$85,774 / $19,996 / -$35,751 / -$119,692 / -$760 / $232,974 / $9,823 / $3,883 / $8,945
Quarterly summary / Q1 / Q2 / Q3 / Q4
Income / $538,380 / $128,084 / $285,868 / $33,311
Expenditure / $492,989 / $229,613 / $173,347 / $10,660
Net / $45,391 / -$101,529 / $112,521 / $22,651
BAS / $25,032 / $7,699 / $11,005 / -$334
Aged Receivables at 30 June 2015
PLVN Inc - General AccountGPO Box 4326
Melbourne VIC 3001
Aged Receivables [Detail]
30/06/2015
Date / Total Due / Jun / May / Apr / Pre-Apr
Casey-Cardinia Library Corporation / Total: / $330.00 / $330.00 / $0.00 / $0.00 / $0.00
Coburg Historical Society / Total: / $330.00 / $330.00 / $0.00 / $0.00 / $0.00
Department of Health / Total: / $2,200.00 / $0.00 / $0.00 / $0.00 / $2,200.00
Goulburn Valley Regional Library Corporation / Total: / -$130.00 / $0.00 / $0.00 / $0.00 / -$130.00
Hobsons Bay City Council / Total: / -$2,235.79 / $0.00 / $0.00 / $0.00 / -$2,235.79
Monash Public Library Service / Total: / $330.00 / $330.00 / $0.00 / $0.00 / $0.00
Stonnington Library & Information Service / Total: / $330.00 / $330.00 / $0.00 / $0.00 / $0.00
Wavesound / Total: / $2,993.00 / $2,993.00 / $0.00 / $0.00 / $0.00
Wyndham City Library Service / Total: / $330.00 / $330.00 / $0.00 / $0.00 / $0.00
Yarra Libraries / Total: / $330.00 / $330.00 / $0.00 / $0.00 / $0.00
Grand Total: / $4,873.21 / $4,973.00 / $0.00 / $0.00 / -$99.79
Ageing Percent: / 102.00% / 0.00% / 0.00% / -2.00%
Balance Sheet at 30 June 2015
PLVN Inc - General AccountGPO Box 4326
Melbourne VIC 3001
Balance Sheet
As of June 2015
Assets
Current Assets
Cash On Hand
Macquarie Cash Management Acc / $148,810.62
NAB Community Access / $7,535.11
Bendigo Bank Cheque Account / ($6,569.31)
Macquarie Term Deposit / $252,056.86
Total Cash On Hand / $401,833.28
Receivables
Trade Debtors / ($7,434.86)
Total Receivables / ($7,434.86)
Total Current Assets / $394,398.42
Other Assets
Prepayments / $12,461.68
Total Other Assets / $12,461.68
Non Current Assets
Office & IT Equipment / $1,530.56
Total Non Current Assets / $1,530.56
TOTAL ASSETS / $408,390.66
Liabilities
Current Liabilities
GST Liabilities
GST Collected / ($871.28)
GST Paid / ($3,113.29)
Customer Prepayments / ($2,575.31)
Pre-paid subscription / $12,200.00
Total Current Liabilities / $5,640.12
Non Current Liabilities
TOTL LIABILITIES / $5,640.12
NET ASSETS / $402,750.54
Association Funds
Balance at Start of Year / $474,245.78
Current Year Earnings / ($71,495.24)
Total Association Funds / $402,750.54
4.2Accounts for Payment
Invoice Date / From / For / Amount exGST29/06/2015 / Vicnet / Picture Victoria e-list / 2,772.73
30/06/2015 / Maude Farrugia / Website Maintenance for June 2015 / 390.00
TOTAL / 3,162.73
Proquest / Ancestry subscription 2015-16 / US$178,404.00
4.3Payments for Ratification
Nil
Item 4.5:SPONSORSHIP 2015-16
The Vendor Partner Group would like our sponsorship to be more meaningful and something more than just lunch sponsorship.
Individual members of the group are required to prove ROI to their management.
What did the PLVN have in mind when they first requested sponsorship from vendors?
Is the current arrangement working for the PLVN?
Why offer a 3 year deal, and what are the plans for spending the money?
The Vendor Partners conditions on a 3 year deal:
-Payment on a yearly basis
-We would want the right to substitute partners in consultation with the PLVN if any of the existing partners had to drop out.
Last year’s facilitated PLVN Vendor Day was very successful. We would like to repeat that.
We would like to have a closer involvement with the Special Interest Groups, to be able to present, where relevant, products and services meaningful to those groups.
What projects might replace/substitute for Tomorrow’s Library given that funding is likely to be difficult for the foreseeable future.
Item 8:Creative Industries – Notes from discussion of version 1 of submission prepared by Project Sisu
General
The tone needs to be positive – first sentence of para 3 could be considered negative, defensive
Relationship between state and public library services is positive although the continuing funding imbalance is a concern
Scene setting – mention that research and development funding sits in the SLV budget with no line item; the purpose is for further the sustainability, best practice and future strategic development of the library services –
State-wide membership figure of library membership numbers nearly 50% of the community and during the previous 12 months (2013-14) 20% of the community physically used the libraries’ resources (1.119M individuals)
The $3.56 is from 2011
PLVN blurb – use as much or as little as you need:
Public Libraries Victoria Inc. (PLVN) is the peak membership body for Victoria’s public library sector with the brief to collaborate, to advocate and to represent the mutual interests of member libraries.
The membership comprises 34 services operated by individual council, 11 regional library corporations (as defined by the Local Government act) providing services for a number of councils, one shared library services operated by the City Ballarat for seven councils and the Vision Australia Information and Library Service providing services to the print impaired. Members range from the smallest single municipality service Towong to Yarra Plenty Regional Library Corporation (Banyule, Nillumbik, Whittlesea) with the income for members and their capacity to deliver services ranging accordingly.Public libraries spend approximately o $218M per annum on operating and library materials costs annually.