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HomeMy WebLinkAboutLibrary - 2013-04-17 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, April 17, 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, Ms. Erin Rudland, Mr. David Sterritt. Ms. Sonia Lewis, Secretary-Treasurer and Chief Executive Officer. STAFF PRESENT Ms. Lesa Balch, Ms. Sabina Franzen, Ms. Gloria Grigas, Ms. Ann Wood. REGRETS Councillor Galloway-Sealock, Councillor Berry Vrbanovic. SPECIAL GUESTS WELCOME Mr. Dan Carli welcomed Ms. Erin Rudland to her first Library Board meeting. At its Special Council meeting on Monday, April 8, 2013, the City of Kitchener appointed Ms. Erin Rudland to the Kitchener Public Library Board for a term ending November 30, 2014. Kitchener Public Library Board 2 April 17, 2013 2. AGENDA REVIEW 13-25 On motion by Mr. Bruce MacNeil and seconded by Mr. Tim Blundon, it was RESOLVED that the Agenda be adopted. CARRIED [Mr. Wayne Buchholtz joined the meeting.] There were no pecuniary / conflict of interest declarations. Why KPL Matters? 3. to the Library Board on Why KPL Matters? KPL participates in different outreach activities throughout the year. Ms. Barb Janicek explained what the library does when visiting the schools. The Creative Spark program, for example, targets grade one classes in schools experiencing low literacy scores. KPL tries to bridge the gap by promoting parts of the collection and creating excitement for children to visit the library with their parents. KPL also encourages parents to bring their children to a program to help prepare them for kindergarten. Through outreach activities staff are able to promote the library, improve its visibility as a community helper, promote the collection and increase circulation. On behalf of the Library Board, Mr. Dan Carli thanked Ms. Barb Janicek for informative presentation. [Ms. Barb Janicek exited the meeting.] 4. MINUTES of the Board Meeting of March 20, 2013 Mr. Bruce MacNeil requesused in the motion to Kitchener Public Library Board 3 April 17, 2013 13-26 On motion by Mr. David Sterritt and seconded by Ms. Lynn Gazzola, it was RESOLVED that the Minutes of the Board Meeting of March 20, 2013, be approved, as amended. CARRIED 5. BUSINESS ARISING None. 6. 1. BUSINESS REPORT OF OFFICERS (a) Report of the Chair Updates Mr. Dan Carli reminded the Board to RSVP their attendance to the Volunteer and Donor event scheduled for Wednesday, May 1, 2013. Invitations were mailed to the Board in early April. Public Sector Salary Disclosure Act (PSSDA) The Board discussed the Public Sector Salary Disclosure Act (PSSDA) long standing practice of not disclosing salaries, and whether salaries should be disclosed voluntarily.. Ms. Sonia Lewis explained the PSSDA legislation The Kitchener Public Library does not receive the required percen from the province, as outlined in the Act, and therefore is not required to report its salaries over $100,000. Several organizations that receive provincial funding fall into this category. The Library Board felt that the public should be aware that KPL is respecting the requirements of the PSSDA. right of privacy under the Municipal Freedom of Information and Privacy Act needs to be weighed by the Library Board before a decision is made to voluntarily disclose salaries. The Library Board also suggested that future hiring practices of this category include informing them of Ms. Sonia Lewis noted that salary grid is a public document. Kitchener Public Library Board 4 April 17, 2013 On behalf of the Library Board, the Chair requested a report fro the pros and cons of disclosing salaries voluntarily. The Chair suggested that the library seek legal counsel as part of the process in order for the Board to make an informed decision at a future Board meeting. Ms. Sonia Lewis will also provide examples of other local boards which do not disclose salaries. (b) Facilities Planning & Building Committee Central Library Project Update Mr. Mike Farwell updated the Board with details of the central library pr The demolition of the existing library continues on all three levels. Asbestos abatement is complete on the lower level and work is ongoing for the ground and upper floor. Work has commenced to lay out all the electrical and mechanical Structural shoring will begin in preparation for removal of somey columns. Work continues on completing the new elevator and on t phase of the garage. Forest Heights Roof and HVAC Tender Award Mr. Mike Farwell reviewed the April report from the Facilities P Building Committee provided in the Library Board package. 13- On motion by Mr. Mike Farwell and seconded by Mr. Wayne Buchholtz, it was RESOLVED that the tender for the roof rehabilitation and mechani upgrades of the Forest Heights Community Library be awarded to F Canada Ltd. including additional insulation at a cost of $207,620.00, plus HST, for a total project cost of $234,610.60. CARRIED South Kitchener District Park A new district park facility is proposed for 17 hectares near Fischer-Hallman and Huron roads. An open house and information centre was scheduled Williamsburg Cemetery. Concept plans will be posted online on Thursday, April 18 with an opportunity for the public to provide feedback. This information will be used to guide sta as they make improvements to the park master plan. Kitchener Public Library Board 5 April 17, 2013 (c) Finance Committee March 2013 Financial Statement 13-28 On motion by Ms. Lynn Gazzola and seconded by Ms. Jacqueline McLaren, it was RESOLVED to accept the March 2013 Financial Statement, as printed. CARRIED 2012 Audited Financial Statements 13-29 On motion by Ms. Lynn Gazzola and seconded by Mr. Mike Farwell, it was RESOLVED to accept the 2012 Audited Financial Statements, as pri CARRIED The Chair of the Finance Committee, Ms. Lynn Gazzola, thanked Ms. Sabina Franzen and her team for the excellent job with accounts. (d) Public Service & Policy Committee Strategic Plan Update statement, vision statement and strategic initiatives which were ided in the Board package. Two options for the vision statement were identified. Option 1 the Board for final approval. 13- On motion by Mr. Wayne Buchholtz and seconded by Mr. Tim Blundon, it was RESOLVED to accept: That the draft mission statement and strategic initiatives be approved, as presented, That the Board approve Option 1 of the vision statements present That stakeholders be invited to comment on the draft mission, vi strategic initiatives, That the Public Service and Policy Committee present the results of the stakeholder consultation and a final revised version of the miss strategic initiatives to the Board for approval in the fall 2013 CARRIED Kitchener Public Library Board 6 April 17, 2013 Values Statement The Values Statement will be completed with the strategic planning consultant and the Library Board at its May Library Board meeting. Mr. Dan Carli thanked the Library Board and Public Service and P Committee for their contributions to the strategic plan. (e) Fundraising ad hoc Committee Updates Mr. Tim Blundon provided a progress update of the Fundraising campaign to date. The 2012 Donor Report will be mailed at the end of April. The Chair acknowledged the email sent from Ms. Sonia Lewis to the Board announcing Mr. Paul Dickson, effective May 9, 2013. The Library Board wished Mr. Paul Dickson all the best in his fu (f) Report of the Secretary-Treasurer and CEO Updates Professional Development Day Closure 13- On motion by Mr. Wayne Buchholtz and seconded by Mr. Bruce MacNeil, it was RESOLVED to approve the closure of all KPL locations on Thursday September 19, 2013, to host a professional development day with all KPL staff. CARRIED Youth-Engaging Organization Impact Award Ms. Sonia Lewis Youth- awarded by the Volunteer Action Centre. Engaging Organization Impact Award, volunteer opportunities to youth. Ms. Sonia Lewis congratulated ler for providing leadership to Youth Advisory Council. The presentation will be made on April 18. Penny Effective June 1, 2013, all library transactions involving the penny will be rounded up or down. Kitchener Public Library Board 7 April 17, 2013 Emails distributed in Past Month No questions were noted. 7. II. NEW BUSINESS None. 8. III. PRESENTATIONS (a) Report of Councillors None. 9. ADJOURNMENT 13-32 There being no further business, on motion by Ms. Jacqueline McLaren, it was RESOLVED to adjourn the meeting at 8:20 p.m. CARRIED _______________________________ _________________________________ Chair Secretary-Treasurer Kitchener Public Library Board 8 April 17, 2013 [Attachments Accompanying April 17, 2013 Board Meeting] (a) March 20, 2013 Library Board Minutes (b) May 2013 Calendar of Events (c) March 2013 Financial Statement (d) 2012 Audited Financial Statements (e) Email Summary from CEO to KPL Board March 9 April 9, 2013 (f) Facilities Planning & Building Committee Report Tender Award (g) Public Service & Policy Committee Report Draft Strategic Plan