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HomeMy WebLinkAboutLibrary - 2014-01-15 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, January 15, 2014, 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, Councillor Kelly Galloway-Sealock, 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. Sabina Franzen, Ms. Ann Wood, Ms. Gloria Grigas. REGRETS Ms. Jacqueline McLaren. 2.AGENDA REVIEW Mr. Carli wished everyone a Happy New Year. The Chair added an to the agenda for discussion under - the Finance Committee. 14-01 On motion by Mr. Wayne Buchholtz and seconded by Ms. Lynn Gazzola, it was RESOLVED that the Agenda be adopted, as amended. CARRIED There were no pecuniary / conflict of interest declarations. Kitchener Public Library Board 2 January 15, 2014 3. MINUTES of the Board Meeting of December 11, 2013. 14-02 On motion by Councillor Kelly Galloway-Sealock and seconded by Mr. Bruce MacNeil, it was RESOLVED that the Minutes of the Board Meeting of December 11, 2013, be approved. CARRIED 4.BUSINESS ARISING None. 5.1. BUSINESS REPORT OF OFFICERS (a) Report of the Chair Updates Mr. Dan Carli reminded the Board that final budget day at the City is January 30, 2014. The Board will make telephone calls to members of Council prior date, as discussed at the meeting. The Chair thanked Ms. Erin Rudland for registering to attend som Saturday sessions at the upcoming OLA Super Conference. Mr. Dan Carli also thanked KPL staff for the list of internal KPL controls requested by the Board at its October meeting. This information will be taken to the Finance Committee for review. CEO Performance Review Mr. Dan Carli confirmed that the CEO performance review was in progress and an update was to be provided at the February Board meeting. Board Self-Evaluation The Board Self-Evaluation Questionnaire was completed by the Board members at the conclusion of the meeting. Board Vacancy A new appointment is pending by City Council to replace Ms. Lorraine Beattie who resigned from the Library Board in December 2013. Kitchener Public Library Board 3 January 15, 2014 (b) Facilities Planning & Building Committee Central Library Project Update Mr. Mike Farwell noted that the updated construction schedule was received today with no change to milestone dates. The swing stage starts- March. The 2 phase of the Civic District underground parking garage opened on nd December 12, 2014. On the lower level of the library, installation of the limestone flooring is nearing completion, washroom millwork vanities are ready for installatio frame installation continues, and installation of the t-bar ceiling and lighting has commenced. Work continues on the interior finishes. Original glass that did not meet specified colour requirements i replacement next week. The library is currently on target for LEED Gold certification. Civic District Update At the Committee meeting last week, City staff confirmed that some funding in 2014 is available for very basic landscaping (grass and pathways furnishings for the new public space above the parking garage. A budget for longer term plans will be prepared for the 2015 bud In-Camera Legal Matter 14- On motion by Mr. Mike Farwell and seconded by Mr. Wayne Buchholtz, it was RESOLVED to move the meeting in-camera to discuss a confidential legal matter. CARRIED 14-04 On motion by Mr. Mike Farwell and seconded by Mr. Wayne Buchholtz, it was RESOLVED to conclude the in-camera session. CARRIED Kitchener Public Library Board 4 January 15, 2014 (c) Finance Committee Updates No financial reports were provided in the Board package as KPL i the process of completing its year end activities. January 30, 2014, is final budget day at the City of Kitchener. Ms. Sonia Lewis and Ms. Sabina Franzen will be in attendance at the final budget meeting. Board greatly appreciated. An issue paper was prepared at the request of Finance and Corporate Services. Council has asked KPL to provide details on central library operating funds that could be deferred to 2015 due to the delay in the construction pThis issue paper will be reviewed at the January Final Budget meeting. In-Camera Legal Matter 14-05motion by Ms. Lynn Gazzola and seconded by Councillor Berry Vrbanovic, it was RESOLVED to move the meeting in-camera to discuss a confidential legal matter. CARRIED 14-motion by Mr. Bruce MacNeil and seconded by Ms. Erin Rudland, it was RESOLVED to conclude the in-camera session. CARRIED (d) Public Service & Policy Committee Strategic Plan 2014 Business Plan Questions were answered regarding the 2014 Business Plan which outlined activities to be undertaken during the year. 14-07 On motion by Mr. Wayne Buchholtz and seconded by Mr. Mike Farwell, it was RESOLVED to approve the 2014 Business Plan, as printed. CARRIED Mr. Bruce MacNeil commented on the significant and impressive amount of work to be undertaken by staff in the 2014 Business Plan. Kitchener Public Library Board 5 January 15, 2014 (e) Fundraising ad hoc Committee Updates Mr. Tim Blundon provided an update of the fundraising campaign to da Ms. Sonia Lewis made reference to the 2014 wall calendars provided at the Board meeting from the sponsor. KPL will be participating in a future fundraiser using these calendars. (f) Report of the Secretary-Treasurer and CEO Updates Construction Tours Ms. Sonia Lewis reminded the Library Board that the deadline to up for the two upcoming construction tours offered is Friday, January 17, 2014. 2014 Library Board Schedule Please note that an email was sent to the Board this week to can 2014 Board meeting scheduled in their online calendars. Quarterly Incidents Incidents reported during the period of September to December 2013 were summarized by Ms. Sonia Lewis. Nothing out of the ordinary was noted. Accessibility Plan The 2014 - 2016 Accessibility Plan for the Kitchener Public Library was included Development and posting of the plan is in compliance with accessibility legislation. Public Service Report (PSR) Update The December 2013 Public Service Report was distributed at the Board meeting. Please forward any questions to Ms. Sonia Lewis. Ms. Sonia Lewis noted that a review will be undertaken of the statistics being collected to ensure they reflect the right information with the shifting changes in the use of technology. Emails distributed in Past Month No questions were noted. Kitchener Public Library Board 6 January 15, 2014 7. II. NEW BUSINESS None. 8. III. PRESENTATIONS (a) Report of Councillors Councillor Berry Vrbanovic reported that a special consultation meeting was held on Monday, January 13, regarding the 2014 budget. Final bu follows on Thursday, January 30. Staff continue to work on the Official Plan which will be brough Council in February or March. Ongoing input is being collected in the interim. Pruning of the urban canopy continues to be a topic of discussion. Councillor Berry Vrbanovic shared highlights from the Environics presentation which provided results from the Citizen Survey conducted. Councillor Kelly Galloway-Sealock informed the Board that at a Special Council Meeting on December 9, Council approved a report from Finance an Services in support of procedural changes that enhance the effic effectiveness of Council and Committee meetings. An amendment to the City of Kitchener Municipal Code Chapter 25 (Procedure) will follow to implement Proposal 1 (Accelerated Standing Committee Publication) of the r 9.REPORT OF THE NOMINATING COMMITTEE Mr. Carli called upon the Nominating Committee, Mr. Bruce MacNeil, for his report. Mr. Bruce MacNeil, the Chair of the Nominating Committee, submitted the following slate of officers: Chair Mr. Dan Carli Facilities Planning & Building Committee Chair Mr. Mike Farwell Finance Committee Chair Ms. Lynn Gazzola Public Service & Policy Committee Chair Mr. Wayne Buchholtz Kitchener Public Library Board 7 January 15, 2014 14-On motion by Mr. Bruce MacNeil and seconded by Councillor Kelly Galloway- Sealock, it was RESOLVED to accept the report from the Nominating Committee. CARRIED Mr. Carli relinquished the Chair to the CEO who presided pro tem election of the officers. 10. ELECTION OF OFFICERS Ms. Sonia Lewis identified Mr. Dan Carli as nominated for the position of Chair and called for further nominations from the floor. No further nominations were received and Mr. Dan Carli was accla of the Kitchener Public Library Board. Ms. Sonia Lewis identified Mr. Mike Farwell as nominated for the position of Chair of the Facilities Planning & Building Committee and called nominations from the floor. No further nominations were received and Mr. Mike Farwell was ac Chair of the Facilities Planning & Building Committee. Ms. Sonia Lewis identified Ms. Lynn Gazzola as nominated for the position of Chair of the Finance Committee and called for further nomination floor. No further nominations were received and Ms. Lynn Gazzola was acclaimed as Chair of the Finance Committee. Ms. Sonia Lewis identified Mr. Wayne Buchholtz as nominated for the position of Chair of the Public Service & Policy Committee and called for fu nominations from the floor. No further nominations were received and Mr. Wayne Buchholtz was acclaimed as Chair of the Public Service & Policy Committee. Election of the 1 and 2 Vice-Chairs stnd Mr. Mike Farwell was nominated for the position of 1 Vice-Chair of the Library st Board. No further nominations were received from the floor. Kitchener Public Library Board 8 January 15, 2014 14-motion by Ms. Lynn Gazzola and seconded by Councillor Kelly Galloway- Sealock, it was RESOLVED to approve Mr. Mike Farwell as the 1 Vice-Chair of st the Library Board. CARRIED Mr. Wayne Buchholtz was nominated for the position of 2 Vice-Chair of the nd Library Board. No further nominations were received from the fl 14-motion by Mr. Dan Carli and seconded by Mr. Bruce MacNeil, it was RESOLVED to approve Mr. Wayne Buchholtz as the 2nd Vice-Chair of the Library Board. CARRIED Congratulations were extended to the elected officers. Mr. Dan Carli thanked Mr. Bruce MacNeil for his help as Chair of the Nominating Committee. 10. REMARKS OF THE CHAIR Mr. Carli thanked everyone for their continued support and welcomed opportunity of working with the Board as Chair again. The Chair thanked the Board and staff during the past year in the successful completion of the branding project, strategic plan as well as their ongoing involvement with the central library project. This year the Board will focus on efforts. Mr. Dan Carli encouraged the Board to submit their ideas to him. Mr. Carli asked that all Board members complete the form provide meeting to sign up for participation in a committee of their choice. Please submit to Gloria. Kitchener Public Library Board 9 January 15, 2014 11. ADJOURNMENT 14-11 There being no further business, on motion by Ms. Lynn Gazzola, it was RESOLVED to adjourn the meeting at 8:20 p.m. CARRIED _______________________________ _________________________________ Chair Secretary-Treasurer Kitchener Public Library Board 10 January 15, 2014 [Attachments Accompanying January 15, 2014 Board Meeting] (a) December 11, 2013 Library Board Minutes (b) December 2013 Public Service Report (c) February 2014 Calendar of Events (d) Board Self-Evaluation Questionnaire (e) Committee Selection Form (f) 2014 Business Plan (g) 2014 Accessibility Plan (h) Email Messages Sent from CEO to KPL Board Dec 3, 2013 Jan 7, 2014 (i) Newsletter KPL Technology (j) 2014 Calendars