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HomeMy WebLinkAboutLibrary - 2011-01-19MINUTES OF BOARD OF TRUSTEES MEETING FOR KITCHENER PUBLIC LIBRARY BOARD 1 CALL TO ORDER The Regular Board Meeting of the Kitchener Public Library Board was called to order at 7:00 p.m. on Wednesday, January 19, 2011, by Chair, Mr. Dan Carli, in the Caucus Room at City Hall. TRUSTEES PRESENT Ms. Jennifer Ball, Mr. Tim Blundon, Mr. Wayne Buchholtz, Ms. Jude Doble, Mr. Dan Carli, Mr. Mike Farwell, Councillor Kelly Galloway, Ms. Lynn Gazzola, Mr. Bruce MacNeil, Councillor Berry Vrbanovic. Ms. Sonia Lewis, Secretary-Treasurer and Chief Executive Officer. STAFF PRESENT Ms. Lesa Balch, Ms. Sabina Franzen, Ms. Ann Wood, Ms. Gloria Grigas. REGRETS Mr. David Sterritt. 2. AGENDA REVIEW Mr. Carli wished everyone a Happy New Year and welcomed Mr. Tim Blundon to his first Board meeting. At its regular meeting held on December 20, 2010, City Council appointed Tim Blundon to the Kitchener Public Library Board for the term December 1, 2010 to November 30, 2014. Mr. Carli added "ad hoc Fundraising Committee Chair" to the agenda under Remarks of the Chair and "City Organizational Chart and Standing Committees Information" under Business Arising. Kitchener Public Library Board 2 January 19, 2011 11-01... On motion by Ms. Jennifer Ball and seconded by Councillor Berry Vrbanovic, it was RESOLVED that the Agenda be adopted, as amended. CARRIED There were no pecuniary /conflict of interest declarations. 3. MINUTES of the Board Meeting of December 8, 2010. 11-02... On motion by Mr. Bruce MacNeil and seconded by Mr. Mike Farwell, it was RESOLVED that the Minutes of the Board Meeting of December 8, 2010, be adopted. CARRIED 4. BOARD ORIENTATION Mr. Dan Carli referred to the Board Orientation Plan in the Board package and outlined the contents to be presented during upcoming Board meetings and orientation sessions in 2011. Mr. Dan Carli encouraged Ms. Jude Doble, Mr. Wayne Buchholtz and Mr. Tim Blundon to provide feedback regarding these sessions for future reference. For the benefit of Mr. Tim Blundon, the Board members and KPL staff introduced themselves. A Power Point presentation with an accompanying handout followed next. Both Mr. Carli and Ms. Sonia Lewis presented the items listed in the Board Orientation Plan for the January 19 Board meeting. 5. BUSINESS ARISING City of Kitchener Organization Chart & Standing Committees As suggested by Councillor Kelly Galloway at the December Board meeting, a copy of the City of Kitchener's organization chart and handout of the Standing Committees were provided in the Board package for information purposes. Kitchener Public Library Board 6. 1. BUSINESS REPORT OF OFFICERS (a) Report of the Chair Updates January 19, 2011 CEO Performance Review Mr. Dan Carli thanked the Board for the completion of the CEO's performance evaluation forms. On behalf of the Board, Mr. Dan Carli commended Sonia for her hard work and the multiple projects successfully completed by staff in 2010. The efforts of the CEO are greatly appreciated by the Library Board. Board Self-Evaluation The Board Self-Evaluation Questionnaire provided in the Board package will be sent electronically this week. Please complete and return to Gloria by the deadline indicated. Section E is optional and not to be submitted. Please send your feedback to the Chair regarding changes to this process for consideration next year. The results will be tallied and feedback provided at the February Board meeting. Mr. Wayne Buchholtz recommended that the CEO's annual performance report be shared with the full Board. Mr. Dan Carli agreed to review the procedure currently in place. (b) Facilities Planning & Building Committee Central LibrareT~ject Update Mr. Mike Farwell circulated photos of the interior and exterior demolition currently underway of the rear portion of the central library. Underground services such as fibre optic cables, bell lines, sanitary and storm lines have been relocated. The installation of shoring in the library parking lot is underway to protect the gaol wall, police building and library. Ahrens Street will be closed down for three weeks as new water lines are installed. Please use Otto Street to access the parking lot. Signage regarding the closure of the road will be erected as well as signage posted inside the library. Kitchener Public Library Board 4 January 19, 2011 The elevator has been shut down for modifications. A number of measures have been put in place to address the needs of customers who require the use of the elevator. Southwest Communi e Librar~pdate A Facilities Planning and Building Committee Report was provided at the meeting, along with a handout outlining the branch catchment areas. A list of the criteria to consider when assessing the proposed site for the southwest community library was also distributed at the meeting. Although no location has been selected for a new library branch in southwest Kitchener, preliminary planning by the City had identified the City owned lands at Huron Road and Fischer Hallman as one possibility. More recent discussions by City staff identified an alternate location for the southwest community library, to be combined with a community centre, closer to a number of residential areas, a block or so south of Bleams and approximately 100 metres west of Fischer Hallman. The Board was invited to provide feedback on the new proposal. The Board had no objections to adjoining the branch to a community centre or with locating the southwest community library at the new proposed location near Bleams and Fischer Hallman Roads. It was noted however that there would still be an identifiable gap in serving the areas of Huron Woods, Huron Village and the Mattamy homes, south of Huron and east of Fischer Hallman Roads. Councillor Berry Vrbanovic suggested that City staff make a presentation at a Board meeting in the Fall to provide the Board with information about the proposed development of this area of the City. (c) Finance Committee Capital Forecast 2011- 2020 No financial reports were provided in the Board package as KPL is currently in the process of completing its year end activities. Ms. Lynn Gazzola noted the change made to KPL's Capital Forecast 2011 - 2020. 11-03... On motion by Ms. Lynn Gazzola and seconded by Mr. Bruce MacNeil, it was RESOLVED to accept the revised Capital Forecast 2011- 2020, as printed. CARRIED Kitchener Public Library Board 5 January 19, 2011 (d) Public Service & Policy Committee 11-04.. . Strategic Plan 2011 Business Plan Ms. Sonia Lewis answered questions regarding the 2011 Business Plan which outlined activities to be undertaken during the year related to the strategic plan. The public art project was reviewed. Further information will be provided at the February Board meeting. On motion by Councillor Kelly Galloway and seconded by Ms. Jennifer Ball, it was RESOLVED to approve the 2011 Business Plan, as printed. CARRIED (e) Fundraising ad hoc Committee Updates Ms. Sonia Lewis provided a progress update of the Fundraising campaign to date. (f) Report of the Secretary-Treasurer and CEO Updates New Service On Monday, January 24, KPL customers will have access to half a million songs that can be downloaded from Freegal, an online music database. Parking Passes Parking passes were provided to the Board. Calendar of Events Please note that the City's capital budget discussions have been changed to Friday, February 4, and not Friday, February 11, as originally indicated in the February Calendar of Events. Public consultation is scheduled for Tuesday, February 15. Quarterly Incidents Incidents reported during the period of September to December 2010 were summarized by Ms. Sonia Lewis. Public Service Statistics The year end data in the December Public Service Report shows a modest increase in circulation over the previous year. The greatest growth is reflected in website visits and wireless usage. Kitchener Public Library Board 6 January 19, 2011 2011 Accessibility Plan for KPL The 2011 Accessibility Plan was included in the Board package as information for the Library Board. The chart in the report outlines the previous year's activities undertaken to meet the librar~s obligations under the Accessibility for Ontarians with Disabilities Act (AODA). Emails distributed in Past Month No questions were noted. 7. II. NEW BUSINESS None. 8. III. PRESENTATIONS (a) Report of Councillors Councillor Vrbanovic reported that the City's operating budget will be discussed Thursday, January 20. The capital budget is scheduled for discussion on Friday, February 4 and the final budget on March 1. The public information session regarding the budgets is scheduled for Tuesday, February 15. The new City Councillors continue to undergo orientation sessions and toured the Grand River Stanley Park Community Library in December. Councillor Berry Vrbanovic suggested that a presentation be made to City Councillors sometime this year in order to acquaint them with the new Central Library project. The transportation planning overview and long-term parking strategy for downtown Kitchener were discussed at the City's Planning & Strategic Initiatives Committee meeting on January 17, 2011. The establishment of a Parking Enterprise was also discussed. 9. REPORT OF THE NOMINATING COMMITTEE Mr. Carli called upon the Nominating Committee, Mr. Bruce MacNeil, for his report. Kitchener Public Library Board 7 January 19, 2011 Mr. MacNeil, the Chair of the Nominating Committee, submitted the following slate of officers: Chair - Mr. Dan Carli Facilities Planning & Building Committee Chair - Mr. Mike Farwell Finance Committee Chair - Ms. Lynn Gazzola Public Service & Policy Committee Chair - Mr. David Sterritt Mr. Carli relinquished the Chair to the CEO who presided pro tem for the election of the officers. 10. ELECTION OF OFFICERS Ms. Lewis identified Mr. Dan Carli as nominated for the position of Chair and called for further nominations from the floor. No further nominations were received and Mr. Dan Carli was acclaimed as Chair of the Kitchener Public Library Board. Ms. Lewis identified Mr. Mike Farwell as nominated for the position of Chair of the Facilities Planning & Building Committee and called for further nominations from the floor. No further nominations were received and Mr. Mike Farwell was acclaimed as Chair of the Facilities Planning & Building Committee. Ms. Lewis identified Mr. David Sterritt as nominated for the position of Chair of the Public Service & Policy Committee and called for further nominations from the floor. No further nominations were received and Mr. David Sterritt was appointed Chair of the Public Service & Policy Committee. Ms. Lewis identified Ms. Lynn Gazzola as nominated for the position of Chair of the Finance Committee and called for further nominations from the floor. No further nominations were received and Ms. Lynn Gazzola was acclaimed as Chair of the Finance Committee. Congratulations were extended to the elected officers. Ms. Lewis called for nominations for the position of 1St Vice-Chair of the Library Board. Kitchener Public Library Board 8 January 19, 2011 Mr. Mike Farwell was nominated for the position of 1St Vice-Chair. No further nominations were received and Mr. Mike Farwell was acclaimed as 1St Vice- Chair of the Library Board. Ms. Lewis called for nominations for the position of 2nd Vice-Chair of the Library Board. Ms. Lynn Gazzola was nominated for the position of 2nd Vice-Chair. No further nominations were received and Ms. Lynn Gazzola was acclaimed as 2nd Vice- Chair of the Library Board. Congratulations were extended to the newly elected 2011 Executive Committee. 11. REMARKS OF THE CHAIR Mr. Carli thanked everyone for their continued support and welcomed the opportunity of working with the Board as Chair again. With the central library project now underway, the next four years should prove to be very exciting for the Board. Advocacy and fundraising will also continue to be a major focus. Mr. Carli asked that all Board members complete the form provided at the meeting to sign up for participation in a committee of their choice. Please submit to Gloria by January 31, 2011. The Executive Committee will be contacted for a meeting in February to review and analyze the results collected from the Library Board's Self-Evaluation questionnaire. Ad hoc Fundraising Committee Chair The Chair noted that Mr. Wayne Buchholtz agreed to chair the ad hoc Fundraising Committee. 12. ADTOURNMENT 11-05... There being no further business, on motion by Councillor Kelly Galloway, it was RESOLVED to adjourn the meeting at 9:00 p.m. CARRIED Chair Secretary-Treasurer Kitchener Public Library Board 9 January 19, 2011 Attachments Accompan~g Tanuary 19, 2011 Board Meeting] (a) December 8, 2010 Library Board Minutes (b) Revised 2011- 2020 Capital Forecast (c) December 2010 Public Service Report (d) Finance Committee Report (e) February 2011 Calendar of Events (f) 2011 Business Plan (g) Board Self-Evaluation Form (h) Email Messages Sent from CEO to KPL Board Dec 2, 2010 -Jan 11, 2011 (i) 2011 Accessibility Plan (j) City of Kitchener Staff Organization Chart (k) Information re Standing Committees at City of Kitchener (1) Board Orientation Plan 2010 - 2011 (m) Facilities Planning & Building Committee Report (n) Kitchener Public Library's Roles Handout (o) KPL Orientation Session -Power Point Slide Presentation (p) 2 Handouts -Branch Catchment Areas (q) Criteria for Assessing Proposed Site for Southwest Kitchener Branch (r) Committee Preference Check Off Form (s) Learning F~ Technology News