HomeMy WebLinkAboutLibrary - 2013-08-21
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 7:03 p.m. on Wednesday, August 21, 2013, by the 1 Vice-Chair, Mr.
st
Mike Farwell, in the Caucus Room at City Hall.
TRUSTEES PRESENT
Mr. Tim Blundon, Mr. Wayne Buchholtz, Mr. Mike Farwell, Ms. Lynn Gazzola,
Mr. Bruce MacNeil, Ms. Erin Rudland, Councillor Berry Vrbanovic.
Ms. Sonia Lewis, Secretary-Treasurer and Chief Executive Officer.
STAFF PRESENT
Ms. Lesa Balch, Ms. Gloria Grigas, Ms. Sabina Franzen, Ms. Ann Wood.
REGRETS
Mr. Dan Carli, Ms. Jacqueline McLaren.
LEAVE OF ABSENCE
Councillor Kelly Galloway-Sealock.
GUESTS
2. AGENDA REVIEW
Andrusyszyn, who attended the meeting to observe and meet the Board
members.
Kitchener Public Library Board 2 August 21, 2013
13-49 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.
3. MINUTES of the Board Meeting of June 19, 2013
13-50 On motion by Ms. Erin Rudland and seconded by Mr. Wayne Buchholtz, it was
RESOLVED that the Minutes of the Board Meeting of June 19, 2013, be approved.
CARRIED
4. BUSINESS ARISING
Mr. Bruce MacNeil inquired about the status of the air conditioning issues at the
Country Hills Community Library and workplace regulations regarding extreme
heat. Ms. Sonia Lewis confirmed that work has started to repair the problem but
no completion date has been given at this time.
5. 1. BUSINESS
REPORT OF OFFICERS
(a) Report of the Chair
Updates
Upcoming Events
Mr. Mike Farwell reminded the Board of the following upcoming events:
1)One Book One Community (OBOC) the author, Richard Wagamese, visits at
7:00 pm on Monday, September 16 at the Victoria Park Pavilion.
2)Word on the Street is Saturday, September 21, at City Hall. Board volunteers
will be required.
Correspondence
The Vice-Chair read the letter received from Minister Michael Chan thanking
Sonia Lewis and KPL staff for the tour of the new addition to the library.
Kitchener Public Library Board 3 August 21, 2013
Board Vacancy
Assuming the applications received in March 2013 cannot be reused, the Bo
agreed recruitment of a new Board member should be
annual process. An advertisement will run in September with a deadline for
applications in October and appointments to follow by Council in November.
(b) Facilities Planning & Building Committee
Central Library Project Update
Mr. Mike Farwell provided the Board with an update of the central library
project to date.
Spray fireproofing, sprinkler work, electrical conduits, HVAC du
framing and board installation is ongoing on all floors.
Stone is being reinstalled on the final 3 bays of the south wall of the library.
A roof is being installed over the new atrium and work will comm
replace the existing library roof.
Work has commenced on the landscaping along the east wall of the
Exterior grading and forming of concrete planters is underway.
Windows have been installed at the Queen Street/Ahrens Street end of the
ground floor.
A non potable water cistern has been delivered and is being inst
level boiler room. The cistern will collect and provide non potable water to flush
the library toilets. This is part of LEED plan.
The Main Library will be closed for 3 days starting August 20 wh
is connected to the permanent hydro transformer.
Finishing work has started on Phase 2 of the parking garage. Projected
occupancy of the second phase of the garage is early October and
completion of the library project is early March 2014.
Shelving Contract Award
Mr. Mike Farwell reviewed the Facilities Planning & Building Committee report
provided in the Board package.
Kitchener Public Library Board 4 August 21, 2013
13- On motion by Mr. Wayne Buchholtz and seconded by Mr. Bruce MacNeil, it was
RESOLVED that the shelving contract for the Central Library be awarded to
Montel Inc., Montmagny, Quebec at a cost of $349,705.32, plus HST, for a tota
project cost of $395,167.01.
CARRIED
(c) Finance Committee
June 2013 Financial Statement
13-52 On motion by Ms. Lynn Gazzola and seconded by Ms. Erin Rudland, it was
RESOLVED to accept the June 2013 Financial Statement, as printed.
CARRIED
July 2013 Financial Statement
13- On motion by Ms. Lynn Gazzola and seconded by Mr. Wayne Buchholtz, it was
RESOLVED to accept the July 2013 Financial Statement, as printed
CARRIED
IN-CAMERA
13-54 On motion by Ms. Lynn Gazzola and seconded by Mr. Bruce MacNeil,
it was RESOLVED that the Library Board meeting move in-camera to discuss a
confidential legal matter.
CARRIED
13-55 On motion by Mr. Bruce MacNeil and seconded by Mr. Wayne Buchholtz, it
was RESOLVED to conclude the in-camera session.
CARRIED
The Board reported having approved the creation of a reserve fund for the
Central Library project.
2013 Year End Projections
Ms. Lynn Gazzola reviewed the 2013 Year End Projections report provided in the
Board package.
Kitchener Public Library Board 5 August 21, 2013
[Councillor Berry Vrbanovic joined the meeting.]
2014 Draft Capital Budget
Ms. Lynn Gazzola presented the draft capital forecast for 2014 2023.
13-motion by Ms. Lynn Gazzola and seconded by Mr. Wayne Buccholtz, it was
RESOLVED to approve the draft Capital Forecast 2014 2023 as printed.
CARRIED
2014 Operating Budget
Ms. Lynn Gazzola presented the 2014 Operating Budget. A questio
session followed.
13-motion by Ms. Lynn Gazzola and seconded by Ms. Erin Rudland, it was
RESOLVED to approve the 2014 Operating Budget as printed.
CARRIED
2014 Budget Timelines
The 2014 budget timelines were provided in the Finance Committee
revisions will be reported to the Board.
(d) Fundraising Committee
Updates
Mr. Tim Blundon provided an update of the campaign to date. A f
plan is currently being developed for the closing stages of the
as an integrated fundraising program to follow.
An information booth will be set up at on Saturday,
Word On The Street
September 21 from 11 am to 5 pm to raise awareness of evolve.lit
the community phase of the campaign. Please email ann.andrusyszyn@kpl.org
if available to volunteer for a 2 or 3-hour shift that day.
(e) Report of the Secretary-Treasurer and CEO
Updates
Federation of Ontario Public Libraries (FOPL)
Ms. Sonia Lewis distributed a training schedule available to FOPL members. If
interested in any of the webinars, please contact Gloria. Registration is
in advance.
Kitchener Public Library Board 6 August 21, 2013
Sonia Lewis
Ms. Ann Wood will be Acting CEO between September 14 and September 29.
the Central Library
furniture contracts will be required. A presentation regarding branding is
Emails distributed in Past Month
No questions were noted.
6. II. NEW BUSINESS
None.
7. III. PRESENTATIONS
(a) Report of Councillors
Councillor Berry Vrbanovic was happy to announce that Councillor
Galloway had delivered a baby boy last week.
The 2014 Development Charges Background Study and Bylaw Review has
started.
to October.
The Leisure Facilities Master Plan will be coming to Council for approval soon.
The plan covers such facilities as trails, community centres and
taking into consideration demographic trends and the needs of th
8. ADJOURNMENT
13-58 There being no further business, on motion by Mr. Tim Bludon, it was
RESOLVED to adjourn the meeting at 8:05 p.m.
CARRIED
_______________________________ _________________________________
Chair Secretary-Treasurer
Kitchener Public Library Board 7 August 21, 2013
[Attachments Accompanying August 21, 2013 Board Meeting]
(a) June 19, 2013 Library Board Minutes
(b) June 2013 Financial Statement
(c) July 2013 Financial Statement
(d) 2013 Year End Projections
(e) 2014 Draft Capital Budget
(f) 2014 Draft Operating Budget
(g) Finance Committee Report
(h) Facilities Committee Report
(i) September 2013 Calendar of Events
(j) Email Summary from CEO to KPL Board June 12 August 13, 2013
(k)
Learning & Technology News
(l)
Volunteer Connections