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HomeMy WebLinkAboutLibrary - 2013-02-20 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, February 20, 2013, by the Chair, Mr. Dan Carli, in the Caucus Room at City Hall. TRUSTEES PRESENT 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. Gloria Grigas. REGRETS Ms. Sabina Franzen, Councillor Kelly Galloway-Sealock, Ms. Ann Wood. 2.AGENDA REVIEW 13-07 On motion by Mr. Wayne Buchholtz and seconded by Mr. Tim Blundon, it was RESOLVED that the Agenda be adopted. CARRIED There were no pecuniary / conflict of interest declarations. Kitchener Public Library Board 2 February 20, 2013 3. BOARD TRAINING PRESENTATION Why KPL Matters , Service Development, presented several examples of how outreach programs and services impact the public. The Kitchener Market location which is currently used for our programs has attracted many newcomers to take advantage and learn more about the library. Last year the Overdrive exhibit at the Multicultural Festival at Victoria Park drew a crowd of 1300 people, providing an opportunity to promote the library to several non-users. Connections were made by many visitors to the Genealogy Fair at City Hall. A block party at Civic Park hosted by KPL and the Kitchener-Waterloo Art Gallery provided walking tours of historical buildings in the downtown core while the Word on the Street Festival at City Hall provided an opportunity to speak with individuals participating in human library. Several library services are also offered such as the downloading of e-books for both adults and children, as well as the downloading of free music. Daily newspapers from 95 countries are available online through Press Display. The Chinese Language magazines continue to be one of the most popular KPL databases. KPL currently provides a trustworthy source for health informati databases and allows easy access to consumer information from consumer reports online. Learning English or a new language from your home can be done online through site. Patrons will soon be able to select from 900 magazines to read o pay fines online. A catalogue mobile app is also coming. Social media is being used to communicate to the community. For YouTube has been used for construction updates and a central library blog has been made available on website to share progress updates and comments. Councillor Berry Vrbanovic commented on the excellent presentation and recommended that the library provide a shortened version of it on YouTube. Mr. Dan Carli thanked Ms. Lesa Balch on behalf of the Library Bo informative presentation. Kitchener Public Library Board 3 February 20, 2013 4. MINUTES of the Board Meeting of January 16, 2013 13-08 On motion by Mr. Bruce MacNeil and seconded by Ms. Jacqueline McLaren, it was RESOLVED that the Minutes of the Board Meeting of January 16, 2013, be adopted. CARRIED 5.BUSINESS ARISING None. 6.1. BUSINESS REPORT OF OFFICERS (a) Report of the Chair Updates CEO Performance Appraisal Process The Chair deferred the CEO performance appraisal report until the March Board meeting. Mr. Carli confirmed that an Executive Committee meeting will be scheduled in March. Board Vacancy The deadline to apply for the vacancy on the Library Board is March 1, 2013. The City has received several applications to date. Committee Membership The Chair reminded the Board to submit their selections for part various Committees. Mr. Dan Carli requested input from the Board to help develop its 2013 objectives, including in the area of advocacy. Ontario Library Association (OLA) Conference Mr. Wayne Buchholtz provided an update regarding the sessions he attended and networking at the Ontario Library Association (OLA) conference. Kitchener Public Library Board 4 February 20, 2013 Board Self-Evaluation The Board Self-Evaluation Questionnaire was completed by Board members at the February Board meeting. A compilation of the results will b March Board meeting. (b) Facilities Planning & Building Committee Central Library Project Update Mr. Mike Farwell noted that the Building Department granted KPL occupancy of the new addition on February 15. As of February 20, the Main Library is closed for approximately 3 weeks. Finishing trades are on site completing final flooring and tile millwork. The temporary server room and telecom hub room are complete and the server move which is scheduled for Sunday, February 24. Ms. Sonia Lewis offered Board members a tour of the new addition. Country Hills Community Library The Board was informed of a break in at the Country Hills Community Library on Saturday, February 16, prior to its opening. In-Camera Legal Matter 13- On motion by Mr. Mike Farwell and seconded by Mr. Wayne Buchholtz, it was RESOLVED to move the meeting in camera to discuss a confidential matter. CARRIED 13- On motion by Mr. Mike Farwell and seconded by Mr. Wayne Buchholtz, it was RESOLVED to conclude the in-camera session. CARRIED (c) Finance Committee December 2012 Financial Statement 13-On motion by Ms. Lynn Gazzola and seconded by Mr. Bruce MacNeil, it was RESOLVED to accept the December 2012 Financial Statement, as pri CARRIED Kitchener Public Library Board 5 February 20, 2013 January 2013 Financial Statement 13-motion by Ms. Lynn Gazzola and seconded by Councillor Berry Vrbanovic, it was RESOLVED to accept the January 2013 Financial Statement, as CARRIED 13-13 On motion by Ms. Lynn Gazzola and seconded by Ms. Jacqueline McLaren, it was RESOLVED to accept the amended 2013 Operating Budget, as printed. CARRIED (d) Public Service & Policy Committee Strategic Plan Update Mr. Wayne Buchholtz reminded the Board that the strategic planning s will be conducted on Friday, March 1 from 5:30 pm to 8:30 pm and Saturday, March 2 from 8:30 am to 3:00 pm. The location is the Walper Hotel, 2 floor, Queen Elizabeth Room. Parking is nd available in the City garage at Charles and Benton Streets. A covering letter from the Strategic Planning Consultant and a 3-page document containing a summary of responses was distributed to the Library Board at the meeting. These materials, along with the background documents p Board package, are required at the Strategic Plan meeting. Strategic Plan 2013 Business Plan Mr. Wayne Buchholtz identified a correction on page 3 regarding the Pioneer Park service desk. Design and 13-14 On motion by Mr. Wayne Buchholtz and seconded by Mr. David Sterritt, it was RESOLVED to approve the revised 2013 Business Plan. CARRIED (e) Fundraising ad hoc Committee Updates Mr. Tim Blundon provided a progress update of the Fundraising campaign to date. ent Manager is working on a new donor acquisition mailing and is in the early stages of producing the 2012 Donor Report. Kitchener Public Library Board 6 February 20, 2013 The annual Donor and Volunteer recognition event is scheduled fo of Wednesday, May 1, at the Victoria Park Pavilion. (f) Report of the Secretary-Treasurer and CEO Updates Donor Report The Board was asked to refer good news stories to the Development Manager for use in his donor report. December Public Service Report (PSR) Update A revised version of the December 2012 Public Service Report was provided to the Board at the meeting. Parking at the Main Library Ms. Sonia Lewis informed the Board that, on occasion, the underg garage reaches full capacity due to activities at the court and Centre in the Square. Similar issues were experienced prior to the construction projec Added pressure on downtown parking is expected once the Centre B construction gets underway and surface spaces are lost. In-Camera HR Matter 13- On motion by Mr. Wayne Buchholtz and seconded by Mr. Tim Blundon, it was RESOLVED to move the meeting in camera to discuss a confidential resources matter. CARRIED 13- On motion by Mr. Bruce MacNeil and seconded by Mr. Mike Farwell, it was RESOLVED to conclude the in-camera session. CARRIED Emails distributed in Past Month No questions were noted. 7. II. NEW BUSINESS None. Kitchener Public Library Board 7 February 20, 2013 8. III. PRESENTATIONS (a) Report of Councillors Councillor Berry Vrbanovic noted that Council has met with Consultant Fred The Strasburg Road extension continues to be discussed with a fi pending by Council in September. Federal funds have been received for trails and renovations of the Victoria Park washrooms. Discussions continue regarding the Rockway Community Centre 9. ADJOURNMENT 13-17 There being no further business, on motion by Mr. David Sterritt, it was RESOLVED to adjourn the meeting at 8:15 p.m. CARRIED _______________________________ _________________________________ Chair Secretary-Treasurer Kitchener Public Library Board 8 February 20, 2013 [Attachments Accompanying February 20, 2013 Board Meeting] (a) January 2013 Library Board Minutes (b) March 2013 Calendar of Events (c) December 2012 Financial Statement (d) January 2013 Financial Statement (e) Email Messages Sent from CEO to KPL Board Jan 10 Feb 12, 2013 (f) 2013 Revised Operating Budget (g) Environmental Scan 2012 (h) Community Survey, November 2011 (i) 2009 2012 Strategic Plan (j) Revised December 2012 Public Service Report (k) Board Self-Evaluation Questionnaire (handed out at meeting) (l) Covering Letter from Catherine Motz (m)Summary of Responses to SWOT and Enviro Scan Questionnaire