Loading...
HomeMy WebLinkAboutLibrary - 2013-10-16 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, October 16, 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. Ms. Sonia Lewis, Secretary-Treasurer and Chief Executive Officer. STAFF PRESENT Ms. Lesa Balch, Ms. Gloria Grigas, Ms. Sabina Franzen, Ms. Ann Wood. REGRETS Councillor Berry Vrbanovic. LEAVE OF ABSENCE Councillor Kelly Galloway-Sealock. GUESTS Communications; Ms. Liana Kreamer, KPL Marketing & Communications. 2. AGENDA REVIEW 13-67 On motion by Mr. Bruce MacNeil and seconded by Mr. Wayne Buchholtz, it was RESOLVED that the Agenda be adopted. CARRIED Kitchener Public Library Board 2 October 16, 2013 There were no pecuniary / conflict of interest declarations. Mr. Dan Carli welcomed Mr. Ben Hagon, Mr. Dale Dyce and Ms. Liana Kreamer to the meeting. 3. BOARD PRESENTATION BRANDING Ms. Sonia Lewis explained that a major focus of current strategic plan has been raising awareness and changing the image or percep A rebranding project was initiated earlier this year as part of these efforts. The feedback received at the July meeting with the Library Board and Hagon Design identified the need for a brand that was forward facing, represented the entire system and did not date quickly. Two logo options were prepared for approval by the Library Board. Applications of the logo will be developed in Phase 2 of the pro communication plan for its launch. Mr. Ben Hagon explained methodology, the key observations received from feedback to date and the key objectives. The brand must reflect the key objectives which include a fresh new image, being easily recognizable, memorable and authentic to the story, and easily translated to various applications. Two logo prototypes were presented and explained by Mr. Ben Hagon; Option 1, the Asterisk, and Option 2, the Dynamic Community Hub. A question and answer session followed and each Board member expressed his or her preference for either Option 1 or 2. 13- On motion by Mr. Wayne Buchholtz and seconded by Mr. Bruce MacNeil, it was RESOLVED to approve the adoption of Option 1, the Asterisk, as the logo to move forward with into Phase 2 of the rebranding project. CARRIED Mr. Dan Carli thanked Mr. Ben Hagon for the excellent work by Hag as well as KPL staff involved in the rebranding project. [Mr. Ben Hagon and Mr. Dale Dyce exited the meeting.] Kitchener Public Library Board 3 October 16, 2013 4. MINUTES of the Board Meeting of September 18, 2013 13-69 On motion by Ms. Erin Rudland and seconded by Mr. Tim Blundon, it was RESOLVED that the Minutes of the Board Meeting of September 18, 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 thanked Mr. Wayne Buchholtz, Mr. Mike Farwell and Ms. Jacqueline McLaren for volunteering to help with The Word on the Street on Saturday, September 21. Board Vacancy The deadline for the public to apply for the Board vacancy is October 25 with appointments to be finalized by Council in November. Tours of Construction Site Board members were reminded of the opportunity to tour the const October 22 or 23. Health and Safety Statement On an annual basis KPL renews its health and safety agreement wi Health and Safety Committee. Mr. Dan Carli read the Health and Kitchener Public Library Board 4 October 16, 2013 Cheque Signing The Chair explained that he had directed Ms. Sonia Lewis to inve procedures at other libraries regarding cheque signing. A summary of the survey was distributed at the Board meeting. At a future Librar bring it in line with the norm. Mr. Bruce MacNeil expressed concerns about the proposed change. With references to legislation and bylaws governing the Board, he adv of its fiscal responsibility to ensure proper regulations are in fraud. Mr. Wayne Buchholtz noted fiscal responsibility did not equate to signing cheques. Ms. Lynn Gazzola agreed, noting it was a case of having appropri internal controls. She was confident such controls existed given that no issues have arisen during annual audits. The Chair requested the CEO provide the Board with a list of the internal controls for further discussion of this item at a future Board m (b) Facilities Planning & Building Committee Central Library Project Update Mr. Mike Farwell provided the Board with an update of the centrary project to date. On the lower level the electrical work continues, painting has c the theatre ceiling is being framed. On the ground floor metal stud framing for staff work areas has the atrium is being prepared for the glass installation, and installation of t On the upper floor metal stud framing for the administration wor commenced and work is ongoing to replace the existing roof. Landscaping work is underway including the accessible ramp on Qu stone tile installation in the courtyard, and the book drop ramp Additional covered hoarding has been installed along Ahrens Stre overhead roof work. Work is underway to rebuild Ahrens Street. Kitchener Public Library Board 5 October 16, 2013 (c) Finance Committee September 2013 Financial Statement 13-70 On motion by Ms. Lynn Gazzola and seconded by Ms. Jacqueline McLaren, it was RESOLVED to accept the September 2013 Financial Statement, as printed. CARRIED Ms. Sonia Lewis responded to questions from Mr. Bruce MacNeil regarding the , as well as the budget lines for resource materials and Board expenses. (d) Public Service & Policy Committee Updates The Board package provided the draft plan approved by the Board in April 2013 and the revised version recommended by the Public Service and Po Committee. The recommended version reflects stakeholder feedback and plain original intent. Mr. Wayne Buchholtz referred to the Public Service & Policy Committee Report which outlined the final draft of the 2014 approval tonight. Mr. Wayne Buchholtz referred to the proposed KPL . Vision . Vision No changes were noted in the recommended statement as outlined in the Mission handout. In the list of Proposed Strategic Initiatives, two changes were noted, as follows: Under Our Future, the first sentence was revised to We will ensure that the Library remains a vital community resourc Under Our Community, the second sentence was revised to read, Serving the Community Staff will prepare a revision for the November Library Board meeting. Kitchener Public Library Board 6 October 16, 2013 13- On motion by Mr. Wayne Buchholtz and seconded by Ms. Erin Rudland, it was RESOLVED that the recommended vision, mission, and strategic initiatives be 2016 strategic plan. CARRIED Mr. Wayne Buchholtz thanked Ms. Liana Kreamer for her work with the strategic plan to date. [Ms. Liana Kreamer exited the meeting.] Accessibility Policy Update In 2009 the Board approved the Customer Service Policy: Providing Services to . New regulations have necessitated updating this Board People with Disabilities policy. The Board reviewed the proposed revisions. 13- On motion by Mr. Wayne Buchholtz and seconded by Mr. Tim Blundon, it was RESOLVED that the proposed be approved and replace the Accessibility Policy approved in Customer Service Policy: Providing Services to People with Disa October 2009. CARRIED (e) Report of the Secretary-Treasurer and CEO Updates Save the Date The Board was notified that Sunday, December 1, 2013, was reserv , to start at 9:30 am. Location information will follow. Great Canadian Food Fight All KPL locations are participating in the Great Canadian Food Fight as public drop off centres until Saturday, October 19. Café Update Ms. Sonia Lewis provided an update of the proposed café in the renovated central library. Kitchener Public Library Board 7 October 16, 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 13-73 There being no further business, on motion by Mr. Bruce MacNeil, it was RESOLVED to adjourn the meeting at 8:44 p.m. CARRIED _______________________________ _________________________________ Chair Secretary-Treasurer Kitchener Public Library Board 8 October 16, 2013 Attachments Accompanying October 16, 2013 Board Meeting] (a) September 18, 2013 Library Board Minutes (b) September 2013 Financial Statement (c) November 2013 Calendar of Events (d) Public Service & Policy Committee Report (e) Email Summary from CEO to KPL Board September 12 October 8, 2013 (f) Branding Update (g) Cheque Signing Authority Survey Results, August 2013