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HomeMy WebLinkAboutLibrary - 2011-05-18Kp MINUTES OF BOARD OF TRUSTEES KITCHENER PUBLIC LIBRARY MEETING FOR KITCHENER PUBLIC LIBRARY BOARD 1. TOUR OF PIONEER PARK COMMUNITY LIBRARY A tour of the facility was conducted at 7:00 pin by Ms. Maureen Plomske, Manager of the Pioneer Park Community Library. 2. CALL TO ORDER The Regular Board Meeting of the Kitchener Public Library Board was called to order at 7:15 pan. on Wednesday, May 18, 2011, by Chair, Mr. Dan Carli, in the Meeting Room at the Pioneer Park Community Library. TRUSTEES PRESENT Ms. Jennifer Ball, Mr. Tim Blundon, Mr. Wayne Buchholtz, Mr. Dan Carli, Councillor Kelly Galloway, Ms. Lynn Gazzola, Mr. David Sterritt, Councillor Berrv 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 Ms. Jude Doble, Mr. Mike Farwell, Mr. Bruce MacNeil. 2. AGENDA REVIEW Mr. Dan Carli thanked Ms. Maureen Plomske for the tour of the Pioneer Park Conununity Library. The agenda was amended to include au Iii-Car~rern Sessioyi for discussion of a legal matter under the Facilities Planning & Building Committee. Kitchener Public Library Board 2 May 18, 2011 11-22... On motion by Councillor Kelly Galloway and seconded by Mr. Wayne Buchholtz, 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 Apri120, 2011. 11-23... On motion by Mr. Wayne Buchholtz and seconded by Mr. David Sterritt, it was RESOLVED that the Minutes of the Board Meeting of Apri120, 2011, be adopted. CARRIED 4. BUSINESS ARISING None. 5. 1. BUSINESS REPORT OF OFFICERS (a) Report of the Chair Updates Board Vacancy Mr. Dan Carli notified the Board of Ms. Jude Doble's resignation from the Library Board as she is moving to Waterloo. On behalf of the Board the Chair thanked Ms. Jude Doble for her input. The vacancy on the Library Board will be advertised by the City of Kitchener in the newspaper as well as on the City's and KPL's websites. Application forms will be made available for pickup at all KPL locations or can be downloaded from either website. [Ms. Lynn Gazzola joined the meeting.] Councillor Berry Vrbanovic suggested that the advertisement include the skills needed for this position. Kitchener Public Library Board 3 May 18, 2011 An application deadline of June 15, followed by Council's final approval of the new appoinhnent at its meeting on June 27, 2011, were identified as the preferred timelines to fill this vacancy. Networking Opportunit<~ -Donor & Volunteer Recognition Event Board members were encouraged to attend the net~Torking opportunity tomorrow, May 19, from 7 to 9 pm at the Victoria Park Pavilion which recognizes KPL volunteers and donors. Ms. Sonia Lewis reviewed the evening's order of events. Economic Development Strategy 2011- 2015 -Stakeholder Engagement Process The date of Kitchener's Economic Future: Strategy symposium was changed to Tuesday, June 14 from 4:00 pm to 7:30 pm at the Taiulery building. Mr. Dan Carli, Mr. Tim Blundon, Mr. David Sterritt, Mr. Bruce MacNeil, Mr. Wayne Buchholtz and Ms. Lynn Gazzola confirmed their attendance. Please contact Gloria by the deadline date of June 1 if wanting to be registered. Councillor Berry Vrbanovic suggested that some key talking points about t11e economic impact of libraries be provided to Board members attending this symposium. Hallman Foundation Gift On Tuesday, May 3, a photo was taken of the CEO and Chair of the Library Board accepting a gift to the central library's fundraising campaign from Mr. Jiro Hallman and Ms. Hulene Montgomery of the Lyle S. Hallman Foundation. The $50,000 grant will be used for a discovery zone where preschoolers will learn fundamental literacy shills through fun and hands-on activities. Coverage of this donation was received in Kitchener Citizen with a photo and a brief article in The Record. (b) Facilities Planning & Building Committee Updates Southwest Kitchener Library Branch h the absence of the Facilities Planning & Building Committee Chair, Mr. Dan Carli reviewed the Facilities Planning & Building Committee Report provided in the Board package. 11-24... On motion by Ms. Jeiulifer Ball and seconded by Mr. Wayne Buchholtz, it was RESOLVED that the Board endorse the location for a new southwest Kitchener library branch proposed in the draft Southwest Kitchener Master Plan, as presented to the Board in January 2011. CARRIED Kitchener Public Library Board 4 May 18, 2011 Central Library The site is being prepared for the start of the garage formwork. A one-day closure has been confirmed for Wednesday, May 25 for the sanitary and water main connections scheduled by the contractor. Severe weather could delay the closure to May 26. In-Camera Session 11-25... On motion by Mr. Wayne Buchholtz and seconded by Mr. David Sterritt, it was RESOLVED to move in-camera to discuss a confidential legal matter. CARRIED 11-26... On motion by Ms. Lyml Gazzola and seconded by Ms. Jennifer Ball, it was RESOLVED that the in-camera session be concluded. CARRIED (c) Finance Conunittee Apri12011 Financial Statement 11-27... On motion by Ms. Lynn Gazzola and seconded by Councillor Berry Vrbanovic, it was RESOLVED to accept the Apri12011 Financial Statement, as printed. CARRIED (d) Public Service & Policy Conunittee Updates The Chair of the Public Service & Policy Conunittee, Mr. David Sterritt, reviewed the Public Service & Policy Conunittee report provided in the Board package. h1 accordance with the Occupational Health & Safety Act, the Workplace Violence and Freedom from Discrimination & Harassment policies were reviewed by the Committee at its meetnlg on Apri126, 2011, and a reconunendation made that the policies remain unchanged. The Committee also sought input on the strategic plan process. The Board supported the process that KPL has used in recent years. The Public Service & Policy Conunittee will identify the timelines for the various phases outlined in the strategic plan process and provide these to the Board at the August or September Board meeting, as requested. The environmental scan will be undertaken this fall. Kitchener Public Library Board 5 May 18, 2011 (e) Fundraising Committee Updates An update of the pledges and gifts received to date was noted. A copy of the 2010 Donor Report was distributed at the meeting. Mr. Wayne Buchholtz reminded the Board that Campaign Coaches will provide training at the June Board meeting to help Trustees with their role in the fundraising campaign. KPL's Development Manager has met with the Kitchener Downtown Business Association to discuss campaign outreach with the local business sector. (f) Report of the Secretary-Treasurer and CEO Updates The roundabout construction scheduled on Homer Watson at Block Line Road will result in a detour to access the Country Hills Commuiuty Library starting on or about Mav 25. Sonia made note t11at she will be attending the CLA conference, CULC business meetings and taking some vacation during the period of May 25 to June 6, 2011. Public Service Statistic s The Board discussed alternatives to the monthly statistical report and agreed a bi-annual report focusing on trends was preferred. Staff will bring a proposal to a future meehng. Councillor Berry Vrbanovic recommended keeping our volunteers engaged as much as possible during the construction period. Staff confirmed this is happeiung. Library Card Promotion Marketing staff are promoting getting a library card through various methods. These include messages on Facebook, KPL's website and outreach events. Incident Report No significant incidents were noted in Sonia Lewis's quarterly report to the Board. Emails distributed in Past Month No questions were noted. Kitchener Public Library Board 6 May 18, 2011 7. II. NEW BUSINESS None. 8. III. PRESENTATIONS (a) Report of Councillors Earlier in the meeting congratulations were extended by Councillor Kelly Galloway to Councillor Berry Vrbanovic who was acclaimed President of the Federation of Canadian Municipalities Board. Councillor Kelly Galloway provided a quick overview of her mission to Tanzania, Africa in which she represented Kitchene~'s Mayor. Kitchener Council will be holding a public meeting to discuss the Regional Light Rail Transit (LRT) and its potential impact to the City prior to the vote on this issue by Regional Council. City staff continue to collect input for the new trails master plan. The Master Plan will be presented to Council in the fall. The Southwest Kitchener Master Plan is coming back to Council in June. City staff continue to work on the City's strategic plan with input being provided by Council regarding strategic directions and priorities, and Compass Kitchener collecting information. Earlier today, both Councillors attended the official opening of Google s offices now located in downtown Kitchener in the Tannery building. Some Citv staff have officially moved into the new Central Maintenance Facility. On behalf of City Council, Councillor Kelly Galloway thanked the Board for making time to attend t11e upcoming Economic Future: Strategy Symposium on June 14. Kitchener Public Library Board 7 May 18, 2011 9. ADJOURNMENT 11-28... There being no further business, on motion by Ms. Lylu1 Gazzola , it was RESOLVED to adjourn the meeting at 8:25 p.m. CARRIED Chair Secretary-Treasurer Kitchener Public Library Board 8 May 18, 2011 Attachments Accompanying Mav 18, 2011 Board Meetingl (a) Apri120, 2011 Library Board Minutes (b) Apri12011 Balance Sheet (c) Apri12011 Public Service Report (d) June 2011 Calendar of Events (e) Facilities Planning & Building Committee Report with Map of Branch Catchment Areas (fl Public Service & Policy Conunittee Report with 2 Policies -Freedom from Discrimination & Harassment; Workplace Violence (g) Email Messages from CEO to KPL Board Apri113 -May 10, 2011 (h) Lerrrfiitig £~ Techfiology Newsletter (i) 2010 Donor Report