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HomeMy WebLinkAboutLibrary - 2013-11-20 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 7:02 p.m. on Wednesday, November 20, 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. 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 Ms. Jacqueline McLaren. LEAVE OF ABSENCE Councillor Kelly Galloway-Sealock. GUESTS Ms. Karen Ball- 2. AGENDA REVIEW 13-74 On motion by Ms. Erin Rudland and seconded by Mr. Wayne Buchholtz, it was RESOLVED that the Agenda be adopted. CARRIED Kitchener Public Library Board 2 November 20, 2013 There were no pecuniary / conflict of interest declarations. Mr. Dan Carli welcomed Ms. Karen Ball- to the meeting. 3. BOARD PRESENTATION Ms. Karen Ball-Pyatt provided a brief history of the Grace Schmidt Room (GSR) of Local History which is regarded as having the most comprehens County/Waterloo Region local history and genealogy collection av researchers. Family historians are able to delve into pre-Waterloo county roots through the use of popular electronic products such as the Ancestry Library Past. Within the heritage and genealogy communities, the GSR has its p Waterloo Historical Society and the Waterloo Region Branch, Ontario Genealogical Society. The GSR matters as we are a place of community memory accessible and trusted by the public. The GSR and KPL provide a bridge between the past, present and future. KPL has received an overwhelming response to the call for virtual volunteers to help with our Soldier Information Card Project. In addition to transcribe cards and research soldiers, KPL has been contacted b the public wanting to share information and photographs related heir Waterloo County military ancestors. Mr. Dan Carli thanked Ms. Karen Ball-Pyatt for her very informative presentation. [Ms. Karen Ball-Pyatt exited the meeting.] Kitchener Public Library Board 3 November 20, 2013 4. MINUTES of the Board Meeting of October 16, 2013 13-75 On motion by Ms. Lynn Gazzolla and seconded by Mr. Wayne Buchholtz, it was RESOLVED that the Minutes of the Board Meeting of October 16, 2013, be approved. CARRIED 5. BUSINESS ARISING Revised Values Statement Mr. Wayne Buchholtz, Chair of the Public Service & Policy Commit to the November 2013 report. The revised was in response to concerns expressed at the October 2013 Board meeting. 13- On motion by Mr. Wayne Buchholtz and seconded by Mr. Bruce MacNeil, it was RESOLVED to approve the values as outlined in the November 2013 Service and Policy Committee report. CARRIED 6. 1. BUSINESS REPORT OF OFFICERS (a) Report of the Chair Updates Mr. Dan Carli reminded the Library Board of the upcoming budget 1)Capital Budget Day November 21, 2013 2)Operating Budget Day December 12, 2013 3)Final Budget Day January 30, 2014 Board participation at these meetings and phone calls to Councillors, if required, will be discussed prior to Final Budget Day. Board Vacancy City Council will be approving the appointment of a new Library Board Trustee at its meeting on Monday, November 25, 2013. Kitchener Public Library Board 4 November 20, 2013 CEO Performance Appraisal Board package. An electronic copy will follow Thursday, November 21, The Chair requested the completed evaluation be emailed to him before Christmas. The yearend strategic plan progress report will be emailed to th the week of December 2. December Board Meeting Start Time & Location 13- On motion by Ms. Erin Rudland and seconded by Mr. Bruce MacNeil, it was RESOLVED to change the start time of the December 2013 Board mee 7:00 pm to 6:30 pm and to change the location from the Caucus Ro Hall to the Oak Room at the Walper Hotel. Ontario Library Association (OLA) Conference 2013 The Board was asked to review the sessions offered at the OLA Co to send their choices to Ms. Sonia Lewis before the December Boa (b) Facilities Planning & Building Committee Central Library Project Update Mr. Mike Farwell provided the Board with an update of the centra project to date. Final finishing work is nearing completion for the 2 phase of the parking nd garage. Paving of Ahrens Street and the police parking lot is scheduled The library staircase from the P1 parking lobby to the ground fl open. On the lower level of the library, work has commenced to install the wood ceiling and washroom ceramic tiles. On the ground floor and upper floor of the library, work continues to close in walls and ceilings. Installation of the exterior curtainwall is ongoing. The Main library will be closed Monday, December 23 from 7:00 am until approximately 4:00 pm due to a scheduled construction related hy Branches will be open all day. An updated construction schedule is expected this week. Kitchener Public Library Board 5 November 20, 2013 Construction tours of the renovated building site will be offereBoard and City Councillors in the new year. (c) Finance Committee October 2013 Financial Statement 13-78 On motion by Ms. Lynn Gazzola and seconded by Mr. Mike Farwell, it was RESOLVED to accept the October 2013 Financial Statement, as printed. CARRIED (d) Public Service & Policy Committee Updates Mr. Wayne Buchholtz made note that the Board package included a the approved 2014 2016 Strategic Plan Vision and Mission, as well as the final copy of the Accessibility Policy approved at the October Board m Staff will now start work on the public version of the strategic publication in print and online. (e) Report of the Secretary-Treasurer and CEO Updates Ms. Sonia Lewis reminded the Board of the Friday, November 22 deadline to RSVP the KPL staff Christmas brunch. KW Symphony The KW Symphony will be performing at the Main Library on January pm. December Library Board Meeting Two options for parking during the evening of the December Board meeting include the City lot off Queen Street or the Benton Street Parking Garage. Emails distributed in Past Month No questions were noted. 7. II. NEW BUSINESS None. Kitchener Public Library Board 6 November 20, 2013 8. III. PRESENTATIONS (a) Report of Councillors Councillor Berry Vrbanovic reported that the City of Kitchener s 100 residents in each ward beginning in early December. The South Kitchener District Park Master Plan was approved at the Community and Infrastructure Services Committee meeting on November 18, 20 Council meets regarding the Capital Budget on November 21, 2013. 9 . ADJOURNMENT 13-79 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 7 November 20, 2013 Attachments Accompanying November 20, 2013 Board Meeting] (a) October 16, 2013 Library Board Minutes (b) October 2013 Financial Statement (c) December 2013 Calendar of Events (d) 2014 2016 Strategic Plan Strategic Initiatives (e) 2014 2016 Strategic Plan Vision & Mission (f) Proposed Values Statement (g) CEO Performance Appraisal Form (h) Final Copy of Accessibility Policy (formerly Customer Service Policy: Providing Services to People with Disabilities) (i) Email Summary from CEO to KPL Board October 9 November 12, 2013 (j)