Zoom Call Recording & Notes
Wed, May 27, 2020
Summary
Kevin Millsip from the Coop and Coop staff provided an update on the research Coop staff have been doing on possible ways to spend the one time digital funding grant. Kevin shared that a final decision will be reached sometime next week.
(2:42). Tami Setala provided an update on the licensing research. Recommended approach is to provide 2 full years of access to Lynda.com, RBDigital Magazine (content purchase, which means libraries will continue to have access beyond 2 years), and TumbleBooks. Hoping to launch Fall 2020. Libraries who have already purchased subscriptions will be eligible for some kind of pro-rated option, more to come on that.
(10:14). Laurie Davidson provided an update on the accessibility research. Funding for accessibility is around $50,000. Recommended approach is
1) Procurement process - working with NNELS to develop guidelines on procurement so when we negotiate and sign agreements with vendors, we have clear understanding what we mean by accessibility.
2) Doing accessibility testing on each of the licensing platforms, like those mentioned by Tami. Provide feedback to vendors.
3) Some funds could go towards Summer Reading Club. Working with NNELS to record books into audio books for users with print disabilities. Trying to get as many of the books from SRC as possible into audio books.
(16:19). Scott Leslie provided an update on connectivity research. $250,000 funding is available. It will not go towards updating LibPress template. Major reason behind this is there are misconceptions about what you can/can’t do with the current LibPress template. Please talk with Scott directly about what you might want to do with your website; this could already be possible in the existing framework.
Funding recommendations driven by 2018 connectivity study. There were 3 main categories of libraries identified:
Category 1) Libraries who could improve their connectivity but didn’t have the necessary hardware,
Category 2) Libraries who were in locations where faster internet was known to be available but they couldn’t afford it, and
Category 3) Libraries that are in physical locations where overall network connectivity is poor.
For Category 1 libraries: There will be a ‘Hardware Top Up’ fund - up to $1,500 per library - available for around 30 libraries.
For Category 2 libraries: There will be a ‘Connectivity Top Up’ fund - around $1,000 per library for 3 years. This isn’t about subsidizing your internet connection but augmenting and improving your internet connection.
For Category 3 libraries: The Coop will make a Connectivity Consultant available for libraries to work with to identify issues and possible solutions. Up to $100,000 available for this person. Will help you make the case for local funders and government partners. Help you get into the conversation.
(37:19). Mari Martin guest visit. (41:13) Elizabeth Tracy shared about a conversation that happened with Assistant Deputy Minister Jennifer McCrae. Jennifer asked “how can we support you?” And one of the things Elizabeth mentioned was to perhaps have some leniency around the SOFI and survey deadlines, and also the deadline around the technology grant project deadline (originally set for Aug). There is not as much flexibility around the SOFI deadline but it is helpful to let the Libraries Branch know where you’re at. And for the annual statistics, we can move this deadline - it’s been moved to July 10th.
(53:09). Scott Hargrove quick addition about the meeting with Jennifer.
(55:33). Andrea is sending a template for budget consultation feedback written by the Library Partners. You, your boards, your community can send to the committee who’s working on budget consultation. Submissions will be accepted starting June 1st.
(57:13). Susan Walters provided an update on where we’re at with the ABCPLD Best Practices document. The first draft ended up being too long and too much like the CULC document. So Susan and Deb Koep are going to edit and refine, and hopefully have ready to share next week with everyone.
CULC document is available: http://culc.ca/advocacy/thinktank/ Recommended to view the accompanying webinars, either live or after via the recording.
(1:03:29). Question about if you’re planning on post curbside pick up and what your future plans are?
Cari from Creston - delayed by plexiglass delivery
Deb from North Van City - been doing curbside for a month now and it’s going well. Starting to plan public computing, limited browsing, limited seating. Starting to develop safe work plan and will share when it’s ready.
Ursula from Cranbrook - developing a safety plan
Beverley from Rossland - hoping to open doors mid June. Their main issue is staffing. Struggling to cover even reduced hours.
Hilary from Squamish - started take out a week ago, going well.
Monika from Burns Lake - have been doing curbside since March 24th. Staff and Board are nervous about opening doors, so not planning on opening doors anytime soon.
Elizabeth from Whistler - same here, want to see slowly how curbside goes.
Scott from Fraser Valley Regional - starting curbside this week, probably won’t open libraries until July to allow time to install plexiglass etc.
Heather from Gibsons - been doing takeout for 2 weeks, it’s been working great. Finding that people are accessing a range of services through takeout.
Marc from Port Moody - starting takeout June 1st, controlled access to library July 2nd. A lot of support from union to bring staff back.
Judy from Thompson Nicola - just finished 2 weeks of curbside.
Tracey from Nelson - just finished 3 weeks of curbside.
(1:15:52). Q: Any libraries considering restricted opening times? A: Many libraries are considering having restricted hours for seniors.
(1:17:25). Q: Still doing 72 hour quarantine for books? A: yes, until further research is shared.
(1:23:30). Todd from Coquitlam came a quick update as one of the “early adopter” libraries.
Wed, May 20, 2020
Summary
Elizabeth Tracy, ABCPLD Vice Chair, provided an update on our current context and introduction to the document Mari created on behalf of the Ministry. The document is a high level strategy guidance document.
(4:47). Mari Martin guest visit.
Reminder that SOFIs are due, contact the Libraries Branch if you’re behind.
Reminder you should be working on your annual survey right now. Again, contact the Libraries Branch if you have any questions.
ILL and One Card are still not functioning but more information on this is coming soon.
(7:00). Detailed overview of the Ministry guidance framework document. This is iterative and will change as additional information is released. This document pulls the available information that’s out there into one place. Mari will share the document for ABCPLD to upload under login, hopefully soon.
(26:40). Susan Walters, ABCPLD Treasurer/Secretary, provided an additional context update on what’s evolved in the last week and resulted in a “best practices” document that is being created by a group of Lower Mainland Directors (led by Surinder, Surrey Public Library) and edited and owned by ABCPLD. This will hopefully help all libraries across BC.
(29:15). Surinder shared the intent behind the document - to help all libraries and not replace or repeat what’s being worked on by CULC or by the Ministry. This is really focused on practical information. Aim to release this document early next week.
(32:50). Christina provided an update on the CULC COVID Toolkit. The “ABCPLD Best Practices” document is going to be the most practical. The CULC Toolkit is national, and the purpose is to help make sure we’re thinking of everything. If you’re thinking “what do I need to consider when I plan programming for the next 6 months?”, the CULC Toolkit will provide you with things you need to think about, policies you need, etc. You can decide which things are relevant to you and helpful resources to consider.
You can register for webinar presentations on the Toolkit from the CULC COVID Think Tank.
(38:31). Graphic that helps to explain all of the different guidelines.
(41:40). Update that ABCPLD sent a letter this week to BCCDC to get answers to specific questions on materials handling and public computer labs. This letter was invited from a staff member at BCCDC, who also is on the VPL Board.
(45:08). Q&A with Directors Only.
(45:12). Question about health authorities as also mandatory guidance to follow.
(48:16). Conversation about masks in libraries. General consensus not to provide masks to staff or the public, but staff are welcome to wear masks if they want while at work, but are being asked to provide their own. Until it’s mandated by the province (or the federal government), we can’t require people to wear masks.
As we look towards re-opening, thinking of our staff working in stacks where they may be closer to the public - maybe providing them with masks? One way to address this is to have the bulk of work in the stacks be done outside of open hours.
It could be helpful to have masks on hand for first aid attendants, and for staff who are exhibiting symptoms.
Concern about sustainability of supply. There are stores in Richmond that have very good supplies for approx $1/mask (Susan Walters). Shields are re-usable and can be found for $5/shield. (Stephanie Hall)
(1:00:00). Directional stacks to aid with physical distancing? There’s been some concern about the potential damage caused by adhesives used on floor surfaces. Karen Hudson from Salt Spring has been using chalk and it’s been working well.
(1:07:01). Staff who are in higher risk category. How to work with these staff, is it safe to ask them to come back to work? (ex: staff member with diabetes, staff member with asthma) What about staff member who coughs from allergies but it conveys a negative image to public?
Deb, North Van City, has been treating staff members like this as a “return to work.” There are guidelines (probably WorkSafe BC) that employers need to make accommodations for staff with underlying health conditions, and another guideline (probably BC Restart Plan) that talks about responsibility of employees to be informed about the risks to them based on their conditions, and to make an informed decision about being at work.
Rebecca, Powell River, question about how often to assess staff members who have symptoms like migraines, that could possibly be tied to COVID.
(1:13:26). Question about cleaning public bathrooms. How often to clean? Any guidelines out there?
Steph, West Van, will be cleaning their bathrooms more frequently like once an hour. Maybe ask municipality if they could provide additional cleaning support.
Deb, the guidance around washrooms is not around frequency of cleaning but more about hand washing. So ensure you have hot water, soap, and paper towels and you’re meeting the guidelines. Hopefully you’re cleaning a little more than before but handwashing is the best approach.
Susan, Richmond, looking into getting mobile hand washing stations at key places like outside the front doors so people can wash their hands on way in and out of the library.
(1:16:40). Question about developing a work from home policy.
Steph, West Van, it’s the employee who needs to keep a good work space that is safe. If they’re working from home, the employer doesn’t need to provide them with equipment etc. There’s things in policy that would protect you as employer. You don’t want to have liability so policy is there to protect you and provide expectation for staff.
Andrea - there are working from home policies listed on the bottom of the ABCPLD website COVID 19 page.
(1:19:50). Capturing the good news stories that are happening right now and the advocacy angle on sharing these stories, and the impact on the communities when libraries are closed.
(1:23:43). Question about when libraries are going to open their doors to the public?
Grand Forks is opening for limited browsing next Wed, May 27.
Port Moody aiming for July 2nd. Treating library like retail store.
Cranbrook aiming for mid to late June.
Thompson-Nicola Regional did a soft launch for holds pick up last week.
(1:28:28). Next week we’ll have 2 additional guests - Annette from BCLA to talk about the virtual SRC, and Kevin from the Coop to share an update about the possible projects for the one time digital funding.
Wed, May 13, 2020
Summary
(1:20). Guest visit from Babs Kelly, Executive Director of the BC Library Trustees Association (BCLTA). BCLTA has been hosting sessions for Library Trustees and Library Directors called “Governance and Decision Making in the Time of COVID 19.” The short answer is governance and decision making doesn’t change, it’s the same as before COVID. In more detail, Boards are needing reassurance right now that libraries are doing the right thing. The message from BCLTA to Boards is that you can expect a phased approach plan and protocols from your Library Director. It’s not the Board’s job to get into the nitty gritty of things like curbside pickup. It is the Board’s job to ask the Library Director “What’s next? What do you need from us?” If you’d like to learn more about this, you can attend one of the upcoming sessions.
(15:45). Guest visit from Mari Martin, Director of the Libraries Branch.
Interlibrary Loan. This is a provincial program. It was closed the third week of March and so should still be closed now. They are creating a list of who’s able to accept returns and send returns back. More information to come soon from the Libraries Branch around re-opening Interlibrary Loan. Email llb@gov.bc.ca if you have questions about this.
(22:00). Mari reiterated that libraries are in Phase 2 of BC’s Restart Plan, but were not closed by the provincial health officer. There are new health & safety expectations that libraries are expected to follow. The Libraries Branch is creating a document (a “guidance framework”) that gathers together publicly shared information that will be helpful for libraries when creating their own phased plans. Mari shared the Table of Contents (25:38) with everyone, and is hoping she can share the full document with everyone soon. It’s in process of being approved by the Ministry. Mari is interested in hearing from you if there are questions that you have that are not addressed in this document.
(33:30). WorkSafe BC. Scott Hargrove - I see Mari’s document as helping us determine how WorkSafe regulations fit within libraries. WorkSafe BC provides the definitive, legal requirement for libraries. WorkSafe is saying you MUST have a plan in your library. “WorkSafeBC will not be reviewing or approving the plans of individual employers, but during a WorkSafeBC inspection we will ask employers about the steps they have taken to protect their workers”: https://www.worksafebc.com/en/about-us/covid-19-updates/covid-19-returning-safe-operation
(38:02). Question about how many people can be in the building. WorkSafe already has guidance on this. In the end, employer’s responsibility is to inspect each facility and create specific guidelines for each facility. This isn’t a broad thing for all facilities. You have to do a risk assessment for each facility.
(39:06). WorkSafe will not be providing any specific guidance on re-opening. We are welcome to restore services if we can do so in a way that meets WorkSafe requirements.
(42:54). Comment that it’s unfortunate libraries were grouped together with museums. Would it be possible if a statement could come out to qualify how different libraries are and how there’s a lot more we need to consider before re-opening? Mari said there is awareness of this issue but will also take this suggestion forward to Minister.
(47:15). 3 new Library Directors joining this call: Jess Dafoe, interim Director from Terrace. Julia Stidolph, interim Director from Fort Nelson. Abi Ward, new Director from McBride.
(49:03). Scott Hargrove. Update that things got chaotic last week after the Premier’s announcement. A group of CAO’s, after hearing the Premier’s announcement, got spooked because they’re not ready to open any of the facilities that were mentioned by the Premier. Most libraries are farther ahead than their municipalities on plans to restore services, but none of us are ready to open services on May 19th. The team of CAO’s sent an email to the Ministry of Municipal Affairs, which started a confusing chain of emails. After clarifying what the CAO’s want, it’s that all the Lower Mainland libraries coordinate their services and timelines, which is unlikely to happen.
(55:30). Joe Zelwietro, question about masks. Staff believe that libraries need to pay for masks for the staff. Scott replied - PPE is the last defense. It’s required for doctors and nurses because their work requires them to be in close contact with those who are sick and there’s no other way to protect them. Official regulation from WorkSafe BC is that keeping yourself 6 feet apart from other people, washing your hands regularly, not touching your eyes/face/nose, etc is still the best practice for libraries. These 3 things are sufficient for health & safety. Masks and gloves are PPE that are not required for what we’re doing in the library. If the library were to pay for them and offer them in the library, it could be viewed that you are acknowledging as the employer that this is required for your operation. The approach at FVRL is if you want to wear your own gloves and masks, absolutely, that’s up to you. But we’re not going to provide them because they are not necessary and we don’t want to deprive the people who really need them, which are front line workers.
Related link re: Hierarchy of Controls and what most effective approach is, shows PPE at bottom of this hierarchy: https://www.cdc.gov/niosh/topics/hierarchy/
(1:00:42). Question about handling returned materials. Whenever you handle returned materials, assume they’re contaminated and follow the same protocols we’ve been hearing all along of washing your hands and not touching your face. Regarding quarantining materials for 72 hours - this is an abundance of caution. Scott expects we’ll see more specific recommendations coming out which may lower this 72 hours but we’re not there yet.
(1:02:40) and (1:15:40). Important Clarification - ABCPLD is not creating sector specific guidelines for every library to follow. Libraries need to follow WorkSafe BC regulations. Library specific information will be coming from Libraries Branch (release date unknown), CULC COVID Think Tank (hopefully released May 21st), and IFLA (release date unknown). Each library needs to be working on their own phased plans and approaches that work for your community. Make sure each of your facilities has a WorkSafe assessment and plan in place.
(1:04:50). How to safely handle patron interactions when physical distancing isn’t possible. How can we realistically deal with these kinds of interactions when we get to the stage of re-opening? Especially when we have staff that fall in higher risk category.
Related link re: risks and COVID: https://www.erinbromage.com/post/the-risks-know-them-avoid-them
(1:08:32). Smithers is hoping to do pickup service for June 1st. Instead of holding them for 72 hours, we were wondering about wearing gloves and masks, and if we could pass the materials on to the patron immediately. If staff were sick and didn’t know it yet, would masks be a good idea?
North Vancouver City library is handling this by packaging up materials in paper bags and leaving the bags for 72 hours in case a staff member was sick and touched the materials. So there’s basically a double quarantine. This is out of an abundance of caution and will likely change as time goes on. They also tell people that if you’re worried about receiving your materials, take your bag and leave it unopened for a few days.
Other comments about balance of taking precautions and not making ourselves crazy.
(1:18:22). Toby from Lillooet. Question about having a personnel policy re: staff knowingly coming in to work sick. Reflection from Deb Koep - have a policy or WorkSafe guidelines in place and make sure your staff are aware of it and signed off on it. If they don’t follow it, it’s a disciplinary conversation. Deb is working on a personnel policy right now.
(1:21:00). Karen Hudson from Salt Spring. Question if there’s some kind of policy for sick time related to pandemics, as well how much sick time you get in your normal contract.
Tina Nielsen from Bowen Island. Not unionized. Some staff are on benefit plans, some are not. Hoping to hear something from the province about this. Related article: https://www.cbc.ca/news/canada/british-columbia/sick-pay-horgan-1.5566453
Susan Walters from Richmond has created an “Extraordinary Pandemic Leave Plan” to cover the fact that staff get 10 days of funded sick leave. After they use that, they can go on to medium term (4 months) or long term leave. Staff often use their 10 days of sick leave. To ensure they can stay home, they put this plan into place in case they had to quarantine coming back from travel, or experiencing any symptoms. There is some cost to the employer but the benefit outweighs this. The union has also signed off on it.
(1:24:08). Update from Andrea about ABCPLD Press Release. We’re working on it now and it will be sent out next week sometime. Mention that Scott gave great interview with good key messages: https://www.vancourier.com/b-c-s-road-to-recovery-libraries-set-for-phased-return-to-lending-1.24132368
(1:27:41). We’re meeting for the next 2 Wednesdays in May for sure - May 20 and May 27. We’ll decide after that how often to meet in June.
Wed, May 6, 2020
Summary:
(2:10). Brief summary of Premier Horgan’s update. Discussion and reactions. Request to ABCPLD to write a joint press release with BCLTA to manage public expectations.
(38:30). Christina de Castell gave an update on copyright and virtual storytime. She has been working with the CFLA copyright committee to put together copyright guidelines for online storytimes for public libraries. It is currently being translated into French and will be shared widely very soon. In the meantime, Christina provided an overview of the guidelines:
Online storytimes, when provided for an early literacy purpose, don’t require permission from a publisher. The way that our copyright legislation works is that we have a fair dealing exception for the purpose of education. We can thoroughly justify why early literacy is an educational purpose. What that means is that we have an exception to copyright restrictions and we can provide a copy of material for the purpose of education.
In the course of using a fair deal exception, you have to analyze the whole situation. An example of how you go about that analysis - consider what’s the purpose of the dealing. The purpose is education. Another thing you have to consider is the impact of the market on the material. The market would be positively affected by a storytime, we would argue. It’s not replacing the use of the work, it’s promoting that particular work. Having a storytime online has an early literacy purpose and doesn’t replace the material.
Re: Recording the Storytime - you’re on safer ground if you do it live and don’t record it. She wouldn’t recommend uploading to a shared repository like Virtual Toolshed.
This group is recommending as a good practice for libraries:
Every time you do storytime, acknowledge author, illustrator and publisher.
If you have the opportunity to show the front/back cover of the book, acknowledge the print version.
It’s best to use live video.
If you do want to save it and share it, save it for a pre-defined period of time and tell people you will be taking it down. Include contact info to make it easy for someone to contact you if they want you to take it down.
You don’t need permission of a publisher to use an education exception. It’s fantastic that publishers are doing this, it’s not necessary but it’s really great. If you do have the publisher’s permission, strong recommendation to use this as it supports your use of the material.
Christina put a request to the Association of Canadian Publishers to grant explicit permission for use of their materials. Through Access Copyright’s Read Aloud program, they list all of the independent Canadian publishers that have given explicit permission. These include Penguin Random House, Scholastic Canada, and Harper Collins. Even though it’s not clear on their individual websites, they have sent emails to Christina saying it’s ok. Between these publishers, it represents 70% of materials in our collections so it’s safe to go ahead.
Sharing of phased approaches from:
(50:50). Emma Gillis, Pemberton.
(54:45). Susan Walters, Richmond.
(58:58). Beth Davies, Burnaby.
(1:01:24). Judy Moore, Thompson Nicola Regional.
(1:04:00). Cari Lynn Gawletz, Grand Forks.
(1:05:45). Ursula Brigl, Cranbrook.
Sharing of protocols from:
(1:08:25). Wanda Davis, Cariboo Regional District re: public computer use.
(1:12:58). Group conversation about public computer use, signing up, cleaning computers, headphones, etc.
We will continue this conversation next week. If anyone has any protocols or phased plans developed that they would be willing to share with their colleagues, email them to andreamfreeman@gmail.com. They will be posted on the ABCPLD website to help your colleagues develop their own plans.