13 April 2015

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