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HomeMy WebLinkAboutLibrary - 2013-09-18 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, September 18, 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, Councillor Berry Vrbanovic. Ms. Ann Wood, Acting Secretary-Treasurer and Chief Executive Officer. STAFF PRESENT Ms. Lesa Balch, Ms. Gloria Grigas, Ms. Sabina Franzen, Ms. Ann Wood. REGRETS Ms. Sonia Lewis. LEAVE OF ABSENCE Councillor Kelly Galloway-Sealock. GUESTS Ms. Liana Kreamer, KPL Marketing & Communications. 2.AGENDA REVIEW 13-59 On motion by Mr. Bruce MacNeil and seconded by Mr. Tim Blundon, it was RESOLVED that the Agenda be adopted. CARRIED Kitchener Public Library Board 2 September 18, 2013 There were no pecuniary / conflict of interest declarations. Mr. Dan Carli welcomed Ms. Liana Kreamer. 3. BOARD TRAINING PRESENTATION PLAIN LANGUAGE s Department made a presentation regarding the use of plain language so that the Board will be familiar with the concept when reviewing the recommended strategic plan in October. Plain language is communication your audience can understand the they read or hear it. It is simple and direct. It avoids jargo sentences and everyday words. In Waterloo Region one in four adults struggle with low literacy and accessibility. It will help us get our message across. An information handout was distributed to the Board. [Councillor Berry Vrbanovic joined the meeting.] Ms. Liana Kreamer has been directly involved in assisting the Pu Policy Co which will be presented to the Library Board for final approval Mr. Dan Carli thanked Ms. Liana Kreamer for her clear and concis 4. MINUTES of the Board Meeting of August 21, 2013 Mr. Bruce MacNeil requested that additional clarification be noted in the minutes under An addition to the first sentence was made as follows: 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 13-60 On motion by Mr. Wayne Buchholtz and seconded by Mr. Bruce MacNeil, it was RESOLVED that the Minutes of the Board Meeting of August 21, 2013, be approved, as amended. CARRIED Kitchener Public Library Board 3 September 18, 2013 IN-CAMERA MINUTES 13-On motion by Ms. Erin Rudland and seconded by Councillor Berry Vrbanovic, it was RESOLVED that the Library Board meeting move in-camera to review the In-Camera Minutes of the Library Board meeting of August 21, 2013. CARRIED 13-On motion by Mr. Tim Blundon and seconded by Mr. Wayne Buchholtz, it was RESOLVED that the Library Board meeting conclude its in-camera session. CARRIED 13-On motion by Councillor Berry Vrbanovic and seconded by Mr. Wayne Buchholtz, it was RESOLVED that the In-Camera Minutes of the Library Board meeting of August 21, 2013, be approved. CARRIED 5.BUSINESS ARISING None. 6.1. BUSINESS REPORT OF OFFICERS (a) Report of the Chair Updates Upcoming Events Mr. Dan Carli reminded the Board of the following upcoming event: Word on the Street, Saturday, September 21, at City Hall from 11 am to 5 pm to raise awareness of evolve.literally. prior to the community phase of the campaign. The Chair thanked Mr. Wayne Buchholtz, Mr. Mike Farwell and Ms. Jacqueline McLaren for volunteering to help at the event. Kitchener Public Library Board 4 September 18, 2013 Upcoming Federation of Ontario Public Libraries (FOPL) Training Ms. Sonia Lewis distributed a training schedule of FOPL webinars teleconferences at the August Board meeting. If interested in participating in the October 2 webinar, please contact Gloria by September 23. Regis required in advance and participation from home is possible. Email reminders of future webinars will be sent to all Board members. Board Vacancy Based on advice from the Ministry Tourism, Culture and Sport, it was decided to advertise the current vacancy and not reuse applications from March. On Monday, September 16, t recruitment ad on its website. Blank application forms have been distributed to all branch locations for the general public to pick up. Additionally, the City will be advertising in 2 community newspapers in September and October. Information will also be going out via social media. The deadline date to apply is October 25 with appointments to be finalized by Council in November. Fundraising Campaign Pledge cards were distributed to Board members requesting support of the Main Lfor its renovation and expansion project. (b) Facilities Planning & Building Committee Central Library Project Update Mr. Mike Farwell provided the Board with an update of the central li project to date. An updated construction schedule was issued September 2, 2013. Glazing is being installed on the Otto Street ramp of the parkin The installation of traffic coating will follow. Drywall taping is nearing completion on the lower level; drywall ongoing on the ground and upper floors. Trees and shrubs have been planted in the library courtyard. Preparation for the pouring of the concrete slab on grade for the Queen Street Kitchener Public Library Board 5 September 18, 2013 Furniture Contract Award Mr. Mike Farwell reviewed the Facilities Planning & Building Com provided in the Board package. 13-64 On motion by Mr. Mike Farwell and seconded by Ms. Jacqueline McLaren, it was RESOLVED that the contracts for furniture for the Central Library be awarded to: Burgeon Group at a cost of $21,968.00 USD, plus HST, for a total co $24,823.84 and US exchange; Business Interiors by Staples at a cost of $8,477.29, plus HST, $9,579.45; Mayhew at a cost of $80,506.41, plus HST, for a total cost of $9972.24; OfficeMax Grand & Toy at a cost of $33,850.96, plus HST, for a total cost of $38,251.58; Prestige Business Interiors at a cost of $247,286.77, plus HST, $279,434.05; SDR Seating at a cost of $40,798.00, plus HST, for a total cost Triad Office Interiors at a cost of $73,783.00, plus HST, for a total co $83,374.80. CARRIED (c) Finance Committee August 2013 Financial Statement 13-65 On motion by Ms. Lynn Gazzola and seconded by Mr. Mike Farwell, it was RESOLVED to accept the August 2013 Financial Statement, as printed. CARRIED On a separate note, Ms. Lynn Gazzola thanked KPL staff for theirs in organizing a wonderful evening at the One Book One Community (OBOC) author visit hosted at the Victoria Park Pavilion on Monday, August 16, 2013. Kitchener Public Library Board 6 September 18, 2013 (d) Public Service & Policy Committee Updates Mr. Wayne Buchholtz noted that the Public Service & Policy Commi August 27 and will meet again October 1. The Committee is reviewing stakeholder feedback, revising the draft vision, mission and strategic initiatives to reflect the feedback, and completing the definitions of the values selected by the Board. Following a presentation similar to the presentation made this e Marketing & Communications, the Committee agreed to revise the w to reflect plain language. It is anticipated that the October Board package will include a revised (e) Report of the Secretary-Treasurer and CEO Updates Professional Development Day Ms. Ann Wood reminded the Library Board that all locations of the library are closed tomorrow, Thursday, September 19, for a professional development day. IMPACT 13 IMPACT 13 will be held in Kitchener September 24 29. , will run at the Main Library during our How iRan open hours September 25 28. is an interactive story set in a library, How iRan based on interviews with over twenty new Canadians and a prisone conscience. Collaborating with MT Space and the playwright of is a great How iRan opportunity to show that KPL really is a community hub and far m books. October Board Meeting branding consultants will be providing a presentation at the October Board meeting. Kitchener Public Library Board 7 September 18, 2013 Incident Report Summary A summary of incidents at all locations for the period of May to September 2013 was provided. Nothing out of the ordinary was noted. Chiller Update at Country Hills Community Library The completion date for repairs to the air conditioning at Country Hills Community Library / is projected to be the end of October. Emails distributed in Past Month No questions were noted. 7. II. NEW BUSINESS None. 8. III. PRESENTATIONS (a) Report of Councillors The 2014 Development Charges Background Study and Bylaw Review has started. The Leisure Facilities Master Plan was approved by Council on Monday, September 16, 2013. 9 . ADJOURNMENT 13-66 There being no further business, on motion by Ms. Erin Rudland, it was RESOLVED to adjourn the meeting at 7:42 p.m. CARRIED _______________________________ _________________________________ Chair Secretary-Treasurer Kitchener Public Library Board 8 September 18, 2013 Attachments Accompanying September 18, 2013 Board Meeting] (a) August 21, 2013 Library Board Minutes (b) August 2013 Financial Statement (c) October 2013 Calendar of Events (d) Facilities Planning & Building Committee Report Furniture Contract Award (e) Email Summary from CEO to KPL Board August 14 September 11, 2013 (f) Learning & Technology Newsletter