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HomeMy WebLinkAboutLibrary - 2012-09-19Kph 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 7:02 p.m. on Wednesday, September 19, 2012, by the Chair, Mr. Dan Carli, in the Caucus Room at City Hall. TRUSTEES PRESENT Ms. Jennifer Ball, Mr. Tim Blundon, Mr. Wayne Buchholtz, Mr. Dan Carli, Mr. Mike Farwell, Ms. Lynn Gazzola, Mr. Bruce MacNeil, 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 Councillor Kelly Galloway. SPECIAL GUESTS Ms. Laura Reed, KPL's Coordinator, Children s & Teen Services. Mr. Dale Dyce, KPL's Coordinator, Marketing & Communications. 2. AGENDA REVIEW 12-50... On motion by Mr. Wayne Buchholtz and seconded by Mr. Mike Farwell, it was RESOLVED that the Agenda be adopted. CARRIED There were no pecuniary /conflict of interest declarations. Kitchener Public Library Board 2 September 19, 2012 3. BOARD TRAINING - "Why KPL Matters" The Chair introduced Ms. Laura Reed, KPL's Coordinator, Children s & Teen Services, and Mr. Dale Dyce, KPL's Coordinator, Marketing & Communications. Ms. Laura Reed explained why KPL matters to families and outreach. [Ms. Jacqueline McLaren and Ms. Lynn Gazzola joined the meeting.] Ms. Laura Reed discussed KPL's partnership with Children and Family Services. Ms. Laura Reed noted that one on one conversations with parents seem to have the greatest impact and to leave lasting impressions of the library. Two new KPL outreach programs were launched this year at community centres. Some after school KPL programs are also in the works. The number of outreach programs has increased since construction started at Main. They remain popular and require continual review to balance public demand with staff resources. Mr. Dale Dyce explained how social media matters to KPL. KPL's involvement in Facebook started the summer of 2010. We currently have 900 Facebook followers which are strong numbers for a library of KPL's size. Staff maintain the site and try to keep it dynamic and engaging for the community. KPL launched Twitter approximately one year ago and currently the library has a Twitter base of 1200 followers. When people pay attention to the library on Twitter and choose to interact with KPL, it demonstrates that the library is relevant. The use of social media at KPL continues to be a great experience and is an important tool for the library. YouTube will be launched next. KPL continues to use traditional media in the form of print, mailings, newspaper, radio and TV. Councillor Berry Vrbanovic commented on the excellent report and the great job that KPL staff have made to move the library forward on the social media front. Mr. Dan Carli thanked Ms. Laura Reed and Mr. Dale Dyce for their presentations. Kitchener Public Library Board 3 September 19, 2012 4. MINUTES of the Board Meeting of August 15, 2012. 12-51... On motion by Ms. Jennifer Ball and seconded by Mr. David Sterritt, it was RESOLVED that the Minutes of the Board Meeting of August 15, 2012, be adopted. CARRIED 5. BUSINESS ARISING None. 6. I. BUSINESS REPORT OF OFFICERS (a) Report of the Chair Updates The Chair thanked Mr. Mike Farwell and Mr. Tim Blundon for participating in the tour of the new central library's addition on Tuesday, September 11, 2012. Mayor Carl Zehr, Councillor Zyg Janecki, and Mr. Michael May, CAO from the City of Kitchener, also joined the tour which was conducted by Ms. Penny Lynn Fielding, KPL's Manager, Strategic Planning & Projects, and Mr. Domenic Trichilo, Maystar's site supervisor. A copy of the photo highlights taken during the tour by Mr. Dale Dyce and Ms. Stephanie Schmalz, KPL Marketing and Communications staff, was circulated at the meeting. The Chair thanked Mr. Tim Blundon for wearing KPL's evolve. literally t-shirt during a recent photo shoot for the newspaper. The newspaper clipping was circulated at the meeting. A newspaper article from The Record of Monday, September 17, was forwarded to the Library Board and also circulated at the meeting. Construction highlights were provided of a tour conducted in August by Mr. Domenic Trichilo, Maystar's site supervisor, for Ms. Sonia Lewis and Mr. Terry Pender, a reporter with The Record. Word on the Street is scheduled for this Sunday, September 23 from 11 am to 5 pm at City Hall. A schedule for assisting at KPL's booth has been emailed to Ms. Jennifer Ball, Mr. Dan Carli, Mr. David Sterritt and Mr. Wayne Buchholtz. Kitchener Public Library Board 4 September 19, 2012 (b) Facilities Planning & Building Committee Central LibrareT~ject Update Mr. Mike Farwell reported that the installation of the curtainwall glazing is ongoing. Some glass panels are defective and must be replaced or repaired. Work has started to tie in the new and existing roof. Drywall partitions are being installed on the ground floor. The mechanical penthouse is now enclosed and work has started on the installation of the duck work, plumbing, and heating pumps. Work is also underway to install the new hydro duct bank and transformer. The south wall reinforcement, insulation and installation of stone have begun. Excavation continues on Phase 2 of the underground parking garage. (c) Finance Committee August 2012 Financial Statements 12-52 ... On motion by Ms. Lynn Gazzola and seconded by Mr. Wayne Buchholtz, it was RESOLVED to accept the August 2012 Financial Statement, as printed. CARRIED (d) Fundraising ad hoc Committee Updates Mr. Tim Blundon, Chair of the Fundraising Committee, reported on three components of the campaign. The mailing to small businesses was sent at the end of August. The mass donor mailing will be sent the last week of September. The text-to-give mobile giving campaign will go live in November and includes marketing on CTV, Rogers television, ads on radio, and in local newspapers and magazines. Social media channels as well as the next issue of In Touch will have a campaign theme. (f) Report of the Secretary-Treasurer and CEO Staff Appreciation by the Board As a follow up to a suggestion made in August regarding the Board's involvement in a staff appreciation event, Ms. Sonia Lewis will assign different Board members to a branch or department for a Christmas delivery to staff in December. The details will be confirmed in November. Kitchener Public Library Board 5 September 19, 2012 Public Service & Policy Committee Meeting The Meeting Room at the Main library has been reserved for the Public Service & Policy Committee meeting on Wednesday, September 26 at 6:30 pm. One Book One Community (OBOC) Event KPL's OBOC event is scheduled for Tuesday, September 25 at 7:00 pm at the Victoria Park Pavilion. Renaming the Main Library Further to the discussion at the August Board meeting, Ms. Sonia Lewis requested additional information to deal with the renaming of the Main Library. The Board considered the proposal to rename the Main Library to the Central Library. The renovation and expansion project has always referred to the facility on Queen Street as the Central Library. 12-53 ... On motion by Mr. Bruce MacNeil and seconded by Mr. Wayne Buchholtz, it was RESOLVED that, following the completion of the Central Library project, the Main Library be renamed the Central Library. CARRIED Quarterly Incident Report Ms. Sonia Lewis provided a summary of incidents during the period of May to August 2012 at all locations. Emails distributed in Past Month No questions were noted. 7. II. NEW BUSINESS None. 8. III. PRESENTATIONS (a) Report of Councillors Councillor Berry Vrbanovic noted that Council will be dealing with budgets in the upcoming months of November, December and January. The new bridge that will connect Fairway Road in Kitchener to Fountain Street in Cambridge is nearing completion and is scheduled to open by mid- November 2012. Kitchener Public Library Board 6 September 19, 2012 KPL's sign variance was approved at the Council meeting on Monday, September 17, 2012. 9. ADTOURNMENT 12-54 ... There being no further business, on motion by Ms. Jacqueline McLaren, it was RESOLVED to adjourn the meeting at 8:16 p.m. CARRIED Chair Secretary-Treasurer Kitchener Public Library Board 7 September 19, 2012 AAttachments Accompan~g September 19, 2012 Board Meeting] (a) August 15, 2012 Library Board Minutes (b) August 2012 Financial Statement (c) October 2012 Calendar of Events (d) Email Messages from CEO to KPL Board August 8 -September 12, 2012