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HomeMy WebLinkAboutLibrary - 2012-06-12Kp MINUTES OF BOARD OF TRUSTEES KITCHENER PUBLIC LIBRARY 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 7:10 p.m. on Wednesday, June 20, 2012, by the Chair, Mr. Dan Carli, in the Caucus Room at City Hall. TRUSTEES PRESENT Ms. Jennifer Ball, Mr. Wayne Buchholtz, Mr. Dan Carli, Mr. Mike Farwell, Councillor Kelly Galloway, Ms. Lynn Gazzola, Ms. Jacqueline McLaren, Mr. David Sterritt, 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. Tim Blundon, Mr. Bruce MacNeil. SPECIAL GUESTS Ms. Anne Marie Madziak, Service Planning Consultant, Southern Ontario Library Service (SOLS). 2. AGENDA REVIEW 12-34... On motion by Mr. Wayne Buchholtz and seconded by Ms. Jacqueline McLaren, it was RESOLVED that the Agenda be adopted. CARRIED There were no pecuniary /conflict of interest declarations. Kitchener Public Library Board 2 June 20, 2012 3. BOARD TRAINING PRESENTATION -Advocacy Mr. Dan Carli welcomed our guest speaker, Ms. Anne Marie Madziak from SOLS who has worked with numerous library boards and library staff to provide training and consultation. [Councillor Kelly Galloway and Councillor Berry Vrbanovic joined the meeting.] A presentation followed which focused on building credibility and value in the municipal environment, an important aspect of the Board's advocacy work. A handout of the slide presentation was provided at the meeting. A question and answer session followed. Mr. Carli thanked Ms. Anne Marie Madziak for her training session which reinforced and provided useful information to help the Board effectively develop and understand its advocacy role. The Board agreed that the training session was beneficial. 4. MINUTES of the Board Meeting of May 16, 2012. 12-35... On motion by Ms. Lynn Gazzola and seconded by Mr. Wayne Buchholtz, it was RESOLVED that the Minutes of the Board Meeting of May 16, 2012, be adopted. CARRIED 5. BUSINESS ARISING None. Kitchener Public Library Board 6. I. BUSINESS REPORT OF OFFICERS (a) Report of the Chair Updates June 20, 2012 Annual Donor Event Mr. Dan Carli thanked Ms. Jennifer Ball, Mr. Tim Blundon, Mr. Wayne Buchholtz, Mr. Mike Farwell, Ms. Jacqueline McLaren and Councillor Berry Vrbanovic for attending the donor and volunteer recognition event on Thursday, June 14, 2012. Followup Ms. Jacqueline McLaren, Mr. Mike Farwell, Ms. Jennifer Ball and Mr. Dan Carli reported on contacts made with Councillors and the Mayor, as a follow up to the last Board meeting. Mr. Dan Carli thanked the Board for their efforts. Upcoming Events The following advocacy opportunities were identified: 1) Civic District Block Party on Saturday, July 28, from 1 pm to 5 pm 2) Word on the Street, Sunday, September 23,11 am to 5 pm 3) Market Display, Saturday, November 17, 7 am to 2 pm. A request was also made for referrals to write "My Library Story" for KPL's In Touch magazine. A sign up sheet for these events was circulated to the Board. The Board discussed their role at the Civic District Block Party. Councillor Kelly Galloway will followup with Ms. Sonia Lewis regarding some funds that may be available to help with the library's event. Correspondence Received A thank you letter was circulated which the Chair received from Thomas Mulcair, M.P. (Outremont), in response to the letter from the Board regarding concerns with the government's decision to eliminate the Community Access Program (CAP). Summer Recess 12-36... On motion by Councillor Kelly Galloway and seconded by Ms. Jacqueline McLaren, it was RESOLVED that the Board Executive be empowered to act on behalf of the Library Board as required until the August Board meeting. CARRIED Kitchener Public Library Board 4 June 20, 2012 (b) Facilities Planning & Building Committee (c) Central LibrareT~ject Update Mr. Mike Farwell reported that the tower crane has been removed from the construction site. The underground parking garage is nearing completion and occupancy expected in July 2012. Library precast concrete installation has begun and the framing for the library curtain wall is underway. New mechanical equipment has been hoisted into place and the ground floor slab in the new addition will be poured next week. Ms. Sonia Lewis shared photos of the construction site from its beginnings to current day using time-lapsed photography. The Board suggested that this slide show be shown at the Civic District Block Party and also be shared with Council. A tour of the new library addition and underground parking garage will be organized for the Library Board at a later date. Finance Committee May 2012 Financial Statements 12-37 ... On motion by Ms. Lynn Gazzola and seconded by Ms. Jacqueline McLaren, it was RESOLVED to accept the May 2012 Financial Statement, as printed. CARRIED (d) Public Service & Policy Committee 2012 Business Plan Tune Progress Report Mr. Wayne Buchholtz referred to the 2012 Business Plan June Progress Report. Ms. Lynn Gazzola complimented KPL staff on the impressive progress made to date while at the same time dealing with the demands from the new central library project. Councillor Berry Vrbanovic inquired about staff appreciation events. Kitchener Public Library Board 5 June 20, 2012 Ms. Sonia Lewis identified some of the staff appreciation events hosted by KPL's special committee, Thriving Amidst Growth (TAG) Team. These events have included the branches. Councillor Berry Vrbanovic suggested the Library Board get involved as well in one of the appreciation activities. Ms. Sonia Lewis will finalize the details with the Board. Board Bylaws Review The Public Service & Policy Committee met on June 5, 2012. The Board Bylaws stipulate that our bylaws be reviewed every three years. Recommendations from the Committee regarding changes to the current Board Bylaws will be brought forward to the October meeting. Workplace Violence Policies The Board reviewed the Freedom from Discrimination & Harassment policy and Workplace Violence policy attached to the Committee s report. No changes were proposed for the Freedom from Discrimination & Harassment policy. The highlighted change to the Workplace Violence policy was revised as follows: "with the intent to inflict physical or psychological harm" was changed to read "with the intent to inflict harm." 12-38... On motion by Mr. Wayne Buchholtz and seconded by Ms. Lynn Gazzola, it was RESOLVED to accept, that the Freedom from Discrimination & Harassment policy remains unchanged and further, that the Workplace Violence policy be revised with the addition of the wording "with the intent to inflict harm" at the end of the first paragraph under Prohibited Conduct. CARRIED Strategic Plan Process Mr. Wayne Buchholtz confirmed that the Committee agreed to use a similar process in developing a new strategic plan as used with the last plan. The steps were outlined in the Committee's report. Kitchener Public Library Board 6 June 20, 2012 (e) Fundraising ad hoc Committee Updates In the absence of the Fundraising Chair, Mr. Dan Carli reported that two large campaign mailings were in the works. Mr. Dan Carli also extended a special thank you from Mr. Paul Dickson, KPL's Development Manager, to the Board members who were able to attend the donor event on June 14. (f) Report of the Secretary-Treasurer and CEO Request to Rename Civic District Park The KPL Board opted not to comment regarding the request made to the City to formally name the Civic District park lands to the Queen Elizabeth 11 Park. At the June 11 City Council meeting Councillor Fernandes suggested that it might be possible to have a room at the new central library named for the Queen, as opposed to renaming the Civic District park lands. Ms. Sonia Lewis will respond with a letter to the City Clerk regarding KPL's policy for naming opportunities at the library. Country Hills Communi e Library Repairs to a leaky roof at the Country Hills Community Library are underway. Some ceiling tiles in the non-fiction area collapsed with no one hit and minimal damage to library materials. Canadian Library Association (CLA) Day on the Hill While in Ottawa this month for the Canadian Urban Libraries Council meeting, Ms. Sonia Lewis participated in CLA's Day on the Hill. Teams of CLA members met with 63 MPs and senators to present CLA's position on federal government issues of interest to libraries which included the elimination of CAP, copyright legislation, the library postal rate, and cuts to the Library and Archives Canada and federal government department libraries. Main Library Closure and Move Ms. Sonia Lewis reviewed the floor plans for the Phase 2 move. A quick overview of the move was provided. A detailed plan is in place to update the public and other stakeholders regarding the move and closure period. Kitchener Public Library Board 7 June 20, 2012 Ms. Sonia Lewis acknowledged the Senior Managers for all the hard work undertaken to orchestrate the move to date. The Library Board also thanked the staff. A discussion of the impact that the closure will have on staff hours followed. 12-39... On motion by Councillor Berry Vrbanovic and seconded by Councillor Kelly Galloway, it was RESOLVED that the meeting move in-camera to discuss a confidential labour relations matter. CARRIED 12-40... On motion by Ms. Lynn Gazzola and seconded by Mr. Wayne Buchholtz, it was RESOLVED that the in-camera session be concluded. CARRIED Public Service Report No questions were noted regarding the May 2012 Public Service Report provided in the Board package. Emails distributed in Past Month No questions were noted. 7. II. NEW BUSINESS None. 8. III. PRESENTATIONS (a) Report of Councillors Councillor Kelly Galloway reported that the first quarter financial statements have been dealt with by Council. The City is seeking input on its draft Transportation Master Plan. Councillor Berry Vrbanovic reported that the downtown will add significantly to its population base with an upcoming major urban redevelopment of a former industrial site surrounded by Blucher, St. Leger; Louisa Streets and Margaret Avenue, to feature approximately 900 residential units. Kitchener Public Library Board 8 June 20, 2012 The status of the remaining recommendations in the Leisure Facilities Master Plan which reports on different aspects of various leisure activity plans, was considered by the Community and Infrastructure Services Committee. Summer Recess The Chair wished everyone a great summer! 9. ADTOURNMENT 12-41 ... There being no further business, on motion by Ms. Jennifer Ball, it was RESOLVED to adjourn the meeting at 9:10 p.m. CARRIED Chair Secretary-Treasurer Kitchener Public Library Board 9 June 20, 2012 Attachments Accompan~g Tune 20, 2012 Board Meeting] (a) May 16, 2012 Library Board Minutes (b) July & August 2012 Calendar of Events (c) May 2012 Financial Statement (d) 2012 Business Plan June Progress Report (e) Email Messages from CEO to KPL Board May 9 -June 12, 2012 (f) Public Service & Policy Committee Report (f) Handout re City of Kitchener's 100th -World's Longest Picnic, Sunday, July 15, 2012 (g) Queen Elizabeth 11 Park Name Request -Circulation Letter (h) May Public Service Report (i) SOLS Handout - "Building Credibility F~ Value in the Municipal Environment"