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HomeMy WebLinkAboutLibrary - 2013-06-19 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 7:05 p.m. on Wednesday, June 19, 2013, by the Chair, Mr. Dan Carli, in the Caucus Room at City Hall. TRUSTEES PRESENT Mr. Wayne Buchholtz, Mr. Dan Carli, Mr. Mike Farwell, Ms. Lynn Gazzola, Ms. Jacqueline McLaren, Ms. Erin Rudland, Mr. David Sterritt, Councillor Berry Vrbanovic. Ms. Sonia Lewis, Secretary-Treasurer and Chief Executive Officer. STAFF PRESENT Ms. Lesa Balch, Ms. Gloria Grigas, Ms. Ann Wood. REGRETS Mr. Tim Blundon, Ms. Sabina Franzen, Mr. Bruce MacNeil. LEAVE OF ABSENCE Councillor Kelly Galloway-Sealock. GUESTS Ms. Coordinator, Volunteer Services. 2. AGENDA REVIEW 13-42 On motion by Mr. Wayne Buchholtz and seconded by Ms. Erin Rudland, it was RESOLVED that the Agenda be adopted. CARRIED Kitchener Public Library Board 2 June 19, 2013 There were no pecuniary / conflict of interest declarations. Why KPL Matters? 3. Ms. Sherry Erb explained why KPL matters from a volunteer perspective. Thanks to the contributions of volunteers, KPL is able to enhance library servi and offer special programs that inspire, connect and transform l KPL has 450 volunteers throughout the year who actively share st preschool children, tutor students, help customers with their resumes, provide programs and serve on the Library Board. Visiting Library and Reading Buddies. Visiting Library began in 1969 with the goal of connecting isola library resources. The demand continues to grow for KPL volunteers to visit clients who reside in private homes, long-term care centres, retirement residences and those who participate in adult day programs. In the Reading Buddy program, volunteers are matched with readers in grades one to four, making for a positive impact on the lives of 260 yo year. Mr. Dan Carli thanked Ms. Sherry Erb for the very informative presentation. Up to this time presentations about have focused on services. Why KPL Matters Ms. Sonia Lewis spoke briefly about why KPL matters as a good corporate citizen in the community. KPL contributes to the community by not only employing approximately 160 staff (116FTE), but also providing employment opportunities to students by participating in the CAP program and YMCA Youth Summer World Student Exchange. KPL also supports job placements by hosting students from high schools, colleges in the area and library school students, averaging approximately 5 to 6 per year. Meaningful volunteer opportunities are also made available throughout the year. Kitchener Public Library Board 3 June 19, 2013 The library supports the local economy by giving our business to several local firms such as the Library Services Centre, Library Bound, and print companies. Staff give back to the community by supporting local charities and initiatives such as Adopt-a-Family at Christmas, United Way, KPL Foundation, and events such as the Earth Day cleanup. KPL makes significant contributions that impact the community. Mr. Dan Carli thanked Ms. Sonia Lewis for her presentation of . Why KPL Matters 4. MINUTES of the Board Meeting of May 15, 2013 13-43 On motion by Ms. Jacqueline McLaren and seconded by Mr. Wayne Buchholtz, it was RESOLVED that the Minutes of the Board Meeting of May 15, 2013, be approved. CARRIED 5. BUSINESS ARISING None. 6. 1. BUSINESS REPORT OF OFFICERS (a) Report of the Chair Updates Upcoming Events The Chair reminded the Board of the Multicultural Festival at Vi weekend, Saturday, June 22 and Sunday, June 23, from approximate to 7:00 pm. KidSpark will be hosted at Victoria Park on Sunday, August 18. Summer Recess 13-44 On motion by Ms. Jacqueline McLaren and seconded by Mr. David Sterritt, it was RESOLVED that the Board Executive be empowered to act on behalf of the Library Board as required until the August Board meeting. CARRIED [Councillor Berry Vrbanovic joined the meeting] Kitchener Public Library Board 4 June 19, 2013 Board Resignation Mr. Dan Carli notified the Board that Mr. David Sterritt has officially announced his resignation from the Library Board and thanked him for his time and years of service. An official letter of resignation in writing will be provided by Mr. David Sterritt. (b) Facilities Planning & Building Committee Central Library Project Update On the lower level of the library, the ductwork installation and spray fireproofing is 75% complete. Work is ongoing for underground drainage and drywall partitions. Theatre column underpinning is almost compl Installation of the ductwork and electrical are ongoing on the ground floor of the library. The structural steel for the new atrium has been installed on th the library. The new permanent hydro transformer will be installed within the and work will commence in the next 6 weeks to reinstate the Ahrereet road to the Region of Waterloo. Country Hills Air Conditioning As a result of concerns raised by the public about issues regard has impacted the Country Hills Community Library. Ms. Sonia Lewis notified the Board that the air conditioning of this branch will remain ontil an environmental consultant signs off that there is no issue in run system. IN-CAMERA 13-4 On motion by Ms. Erin Rudland and seconded by Councillor Berry Vrbanovic, it was RESOLVED that the Library Board meeting move in-camera to discuss a confidential legal matter. CARRIED 13-4 On motion by Mr. Wayne Buchholtz and seconded by Mr. David Sterritt, it was RESOLVED to conclude the in-camera session. CARRIED Kitchener Public Library Board 5 June 19, 2013 (c) Finance Committee May 2013 Financial Statement 13-47 On motion by Ms. Lynn Gazzola and seconded by Ms. Jacqueline McLaren, it was RESOLVED to accept the May 2013 Financial Statement, as printed. CARRIED (d) Public Service & Policy Committee Updates Business Plan Progress Report Mr. Wayne Buchholtz noted that many of the central library dates in the semi- annual progress report of the 2013 Business Plan have been revised to reflect the latest construction schedule. Strategic Planning Process The public consultation survey wraps up on June 24. Key stakeho consultation surveys have been completed. Stakeholder input will be over the summer with a report going to the Public Service & Poli August or September. (e) Fundraising ad hoc Committee Updates In the absence of Mr. Tim Blundon, Ms. Sonia Lewis was pleased to announce that a new Development Manager, Ms. Ann Andrusyszyn, will start at KPL on July 8, 2013. An email had been sent earlier to notify the Library Board. (f) Report of the Secretary-Treasurer and CEO Updates Ms. Sonia Lewis confirmed that she will be away between Thursday Tuesday, July 2, 2013. KPL Branding KPL has engaged Hagon Design to work with KPL on its branding initiative. The Board members will be polled to confirm their availability for a meeting with the design team in early July. Public Service Report No questions were noted regarding the May Public Service Report the Library Board package. Kitchener Public Library Board 6 June 19, 2013 Emails distributed in Past Month No questions were noted. 7. II. NEW BUSINESS None. 8. III. PRESENTATIONS (a) Report of Councillors Councillor Berry Vrbanovic reported that a public forum is under regarding the Leisure Facilities Master Plan. The plan covers ses as trails, community centres and pools; and is taking into consider demographic trends and the needs of the community. Public consultation of the Official Plan will continue until August / September 2013. The Canada Post outlet located at Market Square in downtown Kitchener will be closing. 9. ADJOURNMENT 13-48 There being no further business, on motion by Ms. Jacqueline McLaren, it was RESOLVED to adjourn the meeting at 7:57 p.m. CARRIED _______________________________ _________________________________ Chair Secretary-Treasurer Kitchener Public Library Board 7 June 19, 2013 [Attachments Accompanying June 19, 2013 Board Meeting] (a) May 15, 2013 Library Board Minutes (b) July & August 2013 Calendar of Events (c) May 2013 Financial Statement (d) Email Summary from CEO to KPL Board May 8 June 11, 2013 (e) May 2013 Public Service Report (f) June 2013 Business Plan Progress Report