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HomeMy WebLinkAboutLibrary - 2013-01-16 MINUTES 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 16, 2013, by the Chair, Mr. Dan Carli, in the Caucus Room at City Hall. TRUSTEES PRESENT Mr. Wayne Buchholtz, Mr. Dan Carli, Mr. Mike Farwell, Ms. Lynn Gazzola, Mr. Bruce MacNeil, Ms. Jacqueline McLaren. 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, Councillor Kelly Galloway-Sealock, Mr. David Sterritt, Councillor Berry Vrbanovic. 2.AGENDA REVIEW Mr. Carli wished everyone a Happy New Year. The Chair added a to authorize three absences under Report of the Chair Motion and deferred the listed under the Report of the Chair for Board Self-Evaluation completion at the February Library Board meeting. 13-01 On motion by Mr. Wayne Buchholtz and seconded by Mr. Mike Farwell, it was RESOLVED that the Agenda be adopted, as amended. CARRIED There were no pecuniary / conflict of interest declarations. Kitchener Public Library Board 2 January 16, 2013 3. MINUTES of the Board Meeting of December 12, 2012. 13-02 On motion by Mr. Bruce MacNeil and seconded by Ms. Jacqueline McLaren, it was RESOLVED that the Minutes of the Board Meeting of December 12, 2012, be adopted. CARRIED 4.BUSINESS ARISING None. 5.1. BUSINESS REPORT OF OFFICERS (a) Report of the Chair Updates Resignation Mr. Dan Carli informed the Board that Ms. Jennifer Ball has submitted her resignation from the Library Board. The Chair thanked Ms. Jennifer Ball for her advocacy efforts and wished her well. the resignation. Please submit names of potential candidates to Ms. Sonia Lewis or Mr. Dan Carli. Mr. Dan Carli and Mr. Mike Farwell both attended public budget consultation session on Monday, January 7, as interested citizens. Board members provided updates regarding conversations with various City Councillors about . Advocacy work by the Board will continue in the year 2013. Please provide suggestions at the February Board meeting. CEO Performance Review Mr. Carli confirmed that an Executive Committee meeting will be scheduled in February to complete the review. An update will be provided at the February Board meeting. Board Self-Evaluation The Board Self-Evaluation Questionnaire will be provided at the February Board meeting for Board members to complete during the meeting. Kitchener Public Library Board 3 January 16, 2013 Motion to Authorize Three Absences 13- On motion by Mr. Wayne Buchholtz and seconded by Mr. Bruce MacNeil, it was RESOLVED that the three consecutive regular Board meetings missed by Ms. Lynn Gazzola be recorded as absences due to work responsibilities and not deemed as a resignation in compliance with Bylaw 2.5. CARRIED Ms. Lynn Gazzola thanked the Board members for their support. (b) Facilities Planning & Building Committee Central Library Project Update Mr. Mike Farwell noted that occupancy of the new addition of the main library is anticipated sometime in February. Work on the upper level of the addition is substantially complet inspection. An inspection of the ground floor of the addition is scheduled f January 22. Starting of the move is dependent on the work being completed in telecommunications rooms. The sidewalk and ramp to the public entrance off Ahrens Street t addition has been completed. Walter Fedy recently reported that the project is on track in regard to LEED requirements. Work on the garage continues with prep work for the first pour o in the next couple of weeks. (c) Finance Committee Updates No financial reports were provided in the Board package as KPL is currently in the process of completing its year end activities. January 17, 2013, is final budget day at the City of Kitchener. Ms. Sonia Lewis and Ms. Sabina Franzen will be in attendance at the final budget tomorrow. Board at appreciated. for that meeting. Kitchener Public Library Board 4 January 16, 2013 The 2013 Budget Issue Paper BD03 Security Service Legislation was provided in the Board package. The KPL Board considered the proposal made by the City of Kitchener to continue the current provision of security service to the librar monitoring to the interior of the Main Branch facility. The cost implications were discussed. The proposed level of service will be re-evaluated after one year to determine if 13-motion by Ms. Lynn Gazzola and seconded by Mr. Wayne Buchholtz, it was erating Budget be reduced by $61,700, dependent on the approval of the security arrangements by the City of Kitchener. CARRIED (d) Public Service & Policy Committee Strategic Plan 2013 Business Plan Questions were answered regarding the 2013 Business Plan which outlined activities to be undertaken during the year. 13- On motion by Mr. Wayne Buchholtz and seconded by Mr. Mike Farwell, it was RESOLVED to approve the 2013 Business Plan, as printed. CARRIED Strategic Plan Update Mr. Wayne Buchholtz reminded the Board that the strategic planning s will be conducted on Friday, March 1 from approximately 5 pm to 9 pm and Saturday, March 2 from 8 am to 5 pm. Specific details regarding start time and location will be confirmed. (e) Fundraising ad hoc Committee Updates In the absence of Mr. Tim Blundon, Ms. Sonia Lewis provided a progress update of the Fundraising campaign to date. Kitchener Public Library Board 5 January 16, 2013 (f) Report of the Secretary-Treasurer and CEO Updates Top 40 Under 40 Manager, for being selected as one of Top 40 Under 40 candidates. Automated External Defibrillator Units (AED) be installed at all community locations. The AED unit at the ma implemented at a later date due to the upcoming move and continu construction. Quarterly Incidents Incidents reported during the period of September to December 2012 were summarized by Ms. Sonia Lewis. Public Service Report (PSR) Update Ms. Sonia Lewis noted on page 1 of the December 2012 PSR, that the subtotal line labeled, , should read n/a in all columns, except the first one. No questions were noted regarding the year end data in the December Public Service Report. Emails distributed in Past Month No questions were noted. Accessibility Plan The 2013 Accessibility Plan for the Kitchener Public Library was No questions followed. 7. II. NEW BUSINESS None. Kitchener Public Library Board 6 January 16, 2013 8. III. PRESENTATIONS (a) Report of Councillors Both Councillor Kelly Galloway-Sealock and Councillor Berry Vrbanovic were unable to attend the meeting. 9.REPORT OF THE NOMINATING COMMITTEE Mr. Carli called upon the Nominating Committee, Mr. Bruce MacNeil, for his report. Mr. Bruce 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. Wayne Buchholtz Mr. Carli relinquished the Chair to the CEO who presided pro tem election of the officers. 10. ELECTION OF OFFICERS Ms. Sonia 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 accla of the Kitchener Public Library Board. Ms. Sonia 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 ac Chair of the Facilities Planning & Building Committee. Ms. Sonia Lewis identified Ms. Lynn Gazzola as nominated for the position of Chair of the Finance Committee and called for further nomination floor. No further nominations were received and Ms. Lynn Gazzola was ac Chair of the Finance Committee. Kitchener Public Library Board 7 January 16, 2013 Ms. Sonia Lewis identified Mr. Wayne Buchholtz as nominated for the position of Chair of the Public Service & Policy Committee and called for fu nominations from the floor. No further nominations were received and Mr. Wayne Buchholtz was acclaimed as Chair of the Public Service & Policy Committee. Mr. Tim Blundon has agreed to continue as Chair of the ad hoc Fundraisin Committee. Election of the 1 and 2 Vice-Chairs stnd Mr. Dan Carli nominated Mr. Mike Farwell for the position of 1 Vice-Chair of st the Library Board. No further nominations were received from the Mr. Mike Farwell was acclaimed as 1 Vice-Chair of the Library Board. st Mr. Dan Carli nominated Mr. Wayne Buchholtz for the position of Vice-Chair nd of the Library Board. No further nominations were received from the floor. Mr. Wayne Buchholtz was acclaimed as 2 Vice-Chair of the Library Board. nd Congratulations were extended to the elected officers. Mr. Dan Carli thanked Mr. Bruce MacNeil for his help as Chair of Nominating Committee. 10. REMARKS OF THE CHAIR Mr. Carli thanked everyone for their continued support and welcomed opportunity of working with the Board as Chair again. Advocacy and fundraising have been successful and will continue to be a major focus of the Library Board. Mr. Carli asked that all Board members complete the form provide meeting to sign up for participation in a committee of their choice. Please submit to Gloria. Kitchener Public Library Board 8 January 16, 2013 11. ADJOURNMENT 13-06 There being no further business, on motion by Ms. Lynn Gazzola, it was RESOLVED to adjourn the meeting at 7:58 p.m. CARRIED _______________________________ _________________________________ Chair Secretary-Treasurer Kitchener Public Library Board 9 January 16, 2013 [Attachments Accompanying January 16, 2013 Board Meeting] (a) December 12, 2012 Library Board Minutes (b) December 2012 Public Service Report (c) February 2013 Calendar of Events (d) 2013 Business Plan (e) 2013 Accessibility Plan (f) Email Messages Sent from CEO to KPL Board Dec 4, 2012 Jan 9, 2013 (g) Central Library Security Budget Issue Paper (h) Learning & Technology News (i) Committee Sign-up Form