CUPE 402-02

From: Bhogal, Surinder <Sbhogal@surrey.ca>
Sent: August 13, 2020 2:45 PM
To: SURREY PUBLIC LIBRARY <SURREYPUBLICLIBRARY2@surrey.ca>
Subject: Message from Chief Librarian: Safety Plan, COVID Activity Risk Assessment and latest Activities Update

Hi Everyone,

Surrey Libraries COVID-19 Safety Plan – The Library’s safety plan has been updated to include protocols for reopening to the public. See pages 11-15 of the plan attached – a copy is also posted on the intranet here. Please note that this plan is a living document and will continue to be updated as we receive new guidelines from provincial health authorities or enter a new level of service. All currently employed staff will receive training on the level 3 new protocols. Staff that are returning from temporary lay-off for level 3 services will receive training on the whole safety plan. More detailed procedures are also being prepared. Thank you to all the staff who have been preparing the reopening plans, and also to the joint Health and Safety Committee for their ongoing work on the safety related aspects.

COVID-19 Exposures –The number of cases continues to rise as more places reopen. The BC Centre for Disease Control has excellent COVID-related information, including a list of public exposures. Take a look at this page for confirmed cases of COVID on flights, cruises, places or events.

Canada COVID Activity Risk Assessment – The federal government has created a neat visual assessing the risk associated with different types of activities. See attached to make informed decisions about your activities in order to keep yourself and your families safe.

Library Activities Update – Here is the latest update on library activities, reported bi-weekly to the EOC. We are busy and look forward to welcoming many of our colleagues back soon. Thank you everyone for their very hard work in these unusual times.

Takeout Service – offered at 6 library locations from Tuesday-Saturday. 5569 takeout forms have been processed and 37,526 physical items borrowed in 30 days of service.

Branch	CC	CV	FL	GL	NE	SE	TOTAL
Jun 26 – Jul 4	208	196	207	257	256	408	1532
Jul 5 – 11	158	121	166	183	189	282	1099
Jul 12 – 18	177	128	151	187	176	213	1032
Jul 19 – 25	157	102	148	206	188	265	1066
Jul 26 – Aug 1*	118	57	94	114	94	123	600
Aug 2-8	38	28	39	54	39	42	240
Totals	856	632	805	1001	942	1333	5569

*On July 29, the online holds feature was enabled in the catalogue, allowing patrons to place their own requests, rather than using the webform, resulting in the anticipated decline in takeout requests. As the library prepares to reopen branches, we are transitioning back to the holds system which is more efficient. 6,885 holds have been placed.

Phone Calls – daily calls to the library for service has increased to an average of 267 phone calls per days open to the public from an average 215 phone calls per days open from previous week, an increase of 20%.

Branch	CC	CV	FL	GL	NE	SE	TOTAL
Jun 26 – Jul 4	103	97	138	104	150	163	755
Jul 5 – Jul 11	150	143	88	117	178	243	919
Jul 12 – Jul 18	160	111	120	118	184	213	906
Jul 19 – 25	237	57	111	131	199	223	958
Jul 26 – Aug 1	214	93	136	172	178	283	1076
Aug 2-8	233	93	89	179	213	529	1336
Totals	1097	594	682	821	1102	1654	5950

Email Service

Patrons send questions directly to libraryinfo@surrey.ca or through a ‘Contact Us’ web form. Since June 26, the library has responded to 3044 messages, an average of 101 emails per day open.

Online Programs

Due to COVID-19 and subsequent branch closure, the library launched an array of online programs to address social isolation, promote connections in the community, while continuing to advance strategic objectives. Program sessions include pre-recorded videos hosted on YouTube and ‘live’ programs with registration through MS Teams.

YouTube views

June 5: approx. 3,000
July 14: 19,468
July 20: 20,278
July 28: 21,888
Aug 4: 20,620 (one time-sensitive Summer Reading Club video was removed)
Aug 10: 21,017 – 747 views in the past week

Live Programs (scaled back in July & August to prioritize takeout service)

July 28- Aug 3: delivered 2 youth programs to 8 participants; and 4 adult programs to 38 participants.

Aug 4-10: delivered 4 youth programs to 252 participants; and 4 adult programs to 39 participants

Ebook Usage

Checkouts	2019	2020
February	37,884	43,587
March	41,602	52,266
April	40,194	64,247
May	40,655	70,496
June	40,982	66,076
July	44,576	69,660

New Users	2019	2020
February	533	569
March	563	1,202
April	545	1,946
May	526	1,048
June	556	897
July	676	767

New users = users new to the service who borrow or place a hold for the first time

Unique Users	2019	2020
February	7,489	8,840
March	7,771	10,166
April	7,738	11,976
May	7,827	11,879
June	7,864	11,253
July	7,816	10,574

Unique users = number of distinct different users who borrow, place a hold, or make a request (i.e. if I borrow 4 items it will only be counted as 1 unique user)

SURINDER BHOGAL | CHIEF LIBRARIAN

From: Bhogal, Surinder <Sbhogal@surrey.ca>
Sent: August 14, 2020 6:18 AM
To: SURREY PUBLIC LIBRARY <SURREYPUBLICLIBRARY2@surrey.ca>
Subject: Message from Chief Librarian – July 27 Town Hall Q & A

My apologies all, I inadvertently missed sending last week’s update, including the Town Hall Q&A. Please see below.

Hi Everyone,

I hope you are doing well.

Firstly, I wanted to commend all the branch staff who have been working very hard to deal with the massive volume of holds and growing returns. We’ve had some technical glitches and are experiencing some challenges with shortages of van boxes, and carts. We have ordered more van boxes, and are looking at staffing; however, please pace yourselves and look out for one another to work in a safe manner – both physically and mentally.

I don’t have many new updates this week. It’s been trickier to meet as several staff are taking time off (much needed after weeks of intense work in uncertain times), however, preparations for the September 9 reopening are underway. The Ops team meets twice a week, the Labour Management Committee continues to meet weekly, and our Healthy and Safety Committee are also working diligently. We hope to share a copy of the revised safety plan with you next week, outlining the steps we are taking to ensure a safe workplace for our staff and the public when the branches reopen.

Our level 3 recovery plan has been approved by the Emergency Operations Centre (EOC). Fraser Health, the City’s OHS Committee, and Risk department have also reviewed our plans. The final step is an endorsement from the Library Board, which will happen on August 20.

Thank you to everyone who participated in the last Town Hall. I’ve attached the Q & A, a copy of which is also posted here. We’ll assess if there is value in another Town Hall prior to the September 9 reopening. Now that several staff are at work, it’s harder to find an ideal meeting time, and the July 27 session was attended by about half the participants than our previous sessions. However, this is another avenue for you to ask questions and share ideas about plans, so we will find a way to continue these Town Halls.

Finally, the number of COVID cases are starting to creep up in our province. Please continue to practice physical distancing, wearing a mask when you cannot maintain a 2 metre distance, and continue with frequent handwashing – both at home and work. Do not come to work if you are experiencing any symptoms – phone Health Link BC 8-11 for advice.

Let’s keep up the good work – it has been an extraordinarily unsettling time in all our lives but we will get through this!

Thanks,

SURINDER BHOGAL | CHIEF LIBRARIAN

COVID-19 Training

August 10, 2020 by cupe40202secretary

Hi Everyone,

For those returning to work in September, you would have been asked to do online training before the first day. This online training goes through information about COVID-19 and how to prevent transmission. It takes a short amount of time and provides you with information that you need before coming into work to make the workplace safe for you and your coworkers.

Here is the link to the training – COVID-19 Awareness Education Training<https://surrey.simplesurvey.com/f/s.aspx?s=E4F1E0BC-4349-4155-826A-2C48F7FADE34>”

As always, send any questions to the executive.

In solidarity,

Sandra

July 29 Update

July 31, 2020 by cupe40202secretary

Hi Everyone,

Here is the latest update from Surinder.

Reminder we are having a Health and Safety Meeting on Tuesday at 7 pm. Send any H&S related questions to me at cupe40202saa@mail.com

As always, please send any questions to any members of the union executive.

In Solidarity,

Sandra

From: Bhogal, Surinder <Sbhogal@surrey.ca>
Sent: 29-Jul-20 4:32 PM
To: SURREY PUBLIC LIBRARY <SURREYPUBLICLIBRARY2@surrey.ca>
Subject: Message from Chief Librarian: Planning for Level 3 and Activities Report

Hi Everyone,

I hope you are all keeping safe and healthy. I’m away again this Friday and wanted to send a quick update for your interest:

July 27 Town Hall

Thank you to all those that were able to join, and apologies for the tech issues. City of Surrey IT has posted has a page for MS Teams on CityNet which includes troubleshooting tips. Much of the problem-solving needs to happen on a case-by-case basis so I encourage you to call the Help-Desk with tech issues. If you were accessing from an iPhone or iPad, apparently there is currently a global issue with MS Teams on iOS devices and Microsoft is working to resolve it. We will compile the questions and post the Q&A for your reference later next week.

Level 3 Planning

The Labour Management Committee continues to meet weekly, and the Health & Safety Committee has also been meeting to plan for reopening branches on September 9.

Safety Plan is almost complete and includes review by Library H+ S committee, City Risk, City OHS and Fraser Health. We still have a few more revisions and plan to share it with all staff by the end of next week.
Branch managers are working with Facilities to prepare spaces – occupancy levels calculated; installing plexiglass on service desks; scheduling H+S committee walkthroughs to review WorkSafe BC checklist
Recall letters sent to 60 staff, with return to work date of September 1.
Schedules and staff training plans underway.

Library Activities Data

We are required to report library activity levels to the EOC. I’ve included this week’s report below for your interest as we have some impressive numbers! Kudos to the team who pulled this report template together very quickly – you know who you are! J

Takeout Service – offered at 6 library locations from Tuesday-Saturday. 4,645 requests processed and 27,414 physical items borrowed in 21 days of service.

Branch	CC	CV	FL	GL	NE	SE	TOTAL
Jun 26 – Jul 4	198	188	195	241	237	389	1448
Jul 5 – 11	158	121	166	183	189	282	1099
Jul 12 – 18	177	128	151	187	176	213	1032
Jul 19 – 25	157	102	148	206	188	265	1066
Total	690	539	660	817	790	1149	4645

Phone Calls – daily calls have increased to an average of 192 phone calls per days open from 181 phone calls per days open from previous week, over triple the daily average prior to the takeout launch.

Branch	CC	CV	FL	GL	NE	SE	TOTAL
Jun 26- Jul 4	92	92	118	101	150	158	711
Jul 5- 11	150	143	88	117	178	243	919
Jul 12- 18	160	111	120	118	184	213	906
Jul 19 – 25	237	57	111	131	199	223	958
Total	639	403	437	467	711	837	3494

Email Service –Patrons send questions directly to libraryinfo@surrey.ca or through a ‘Contact Us’ web form. Since June 26, the library has responded to 2201 messages, an average of 105 emails per day.

Online Programs

Due to COVID-19 and subsequent closures, the library launched online programs to address social isolation, promote connections in the community, while continuing to advance strategic objectives. Programs include pre-recorded videos hosted on YouTube and ‘live’ programs with registration through MS Teams. Programs for youth include story times, sensory activities, homework tips, STEM activities and book clubs. Adult programs include English Conversation Circles, Literature Club for Seniors, book chats, and online presentations for community partners. Programs were scaled back in July to prioritize takeout service launch.

YouTube Video Views

June 5: 3,000

July 14: 19,468

July 20: 20,278 (537 views in the past week)

Ebook Usage

Checkouts	2019	2020
February	37,884	43,587
March	41,602	52,266
April	40,194	64,247
May	40,655	70,496
June	40,982	66,076

New Users	2019	2020
February	533	569
March	563	1,202
April	545	1,946
May	526	1,048
June	556	897

New users = users new to the service who borrow or place a hold for the first time

Unique Users	2019	2020
February	7,489	8,840
March	7,771	10,166
April	7,738	11,976
May	7,827	11,879
June	7,864	11,253

Unique users = number of distinct different users who borrow, place a hold, or make a request (i.e. if I borrow 4 items it will only be counted as 1 unique user)

Thank you all for your great service in these trying times. Wishing you a safe and happy long weekend!

SURINDER BHOGAL | CHIEF LIBRARIAN – SURREY LIBRARIES