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HomeMy WebLinkAboutLibrary - 2014-03-191 2. KPL KITCHENER PUBLIC LIBRARY CALL TO ORDER MINUTES OF BOARD OF TRUSTEES MEETING FOR KITCHENER PUBLIC LIBRARY BOARD The Regular Board Meeting of the Kitchener Public Library Board was called to order at 7:02 p.m. on Wednesday, March 19, 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, Mr. Bruce MacNeil, Ms. Jacqueline McLaren, Ms. Erin Rudland. Ms. Sonia Lewis, Secretary- Treasurer and Chief Executive Officer. STAFF PRESENT Ms. Lesa Balch, Ms. Sabina Franzen, Ms. Ann Wood, Ms. Gloria Grigas. RFCRFTq Ms. Lynn Gazolla, Ms. Stephanie Tanner, Councillor Berry Vrbanovic. AGENDA REVIEW 14 -21... On motion by Mr. Wayne Buchholtz and seconded by Mr. Bruce MacNeil, it was RESOLVED that the Agenda be adopted. CARRIED There were no pecuniary / conflict of interest declarations. Kitchener Public Library Board 2 March 19, 2014 3. MINUTES of the Board Meeting of February 19, 2014. The spelling of the first name "Stephanie" under Board Appointment on page 3 was noted for correction. 14 -22... On motion by Ms. Jacqueline McLaren and seconded by Mr. Tim Blundon, it was RESOLVED that the Minutes of the Board Meeting of February 19, 2014, be approved, as amended. CARRIED [Councillor Kelly Galloway- Sealock joined the meeting.] 4. BUSINESS ARISING Approval of February 19, 2014, In- Camera Minutes 14 -23... On motion by Mr. Wayne Buchholtz and seconded by Mr. Mike Farwell, it was RESOLVED that the In- Camera Minutes of the Board Meeting of February 19, 2014, be approved. CARRIED 5. 1. BUSINESS REPORT OF OFFICERS (a) Report of the Chair Updates State of the City Address Mr. Dan Carli, Ms. Erin Rudland, Mr. Bruce MacNeil and Ms. Sonia Lewis will be registered to attend the Mayor's State of Our City address on Friday, March 28, 2014, in the Rotunda at City Hall from 7:30 am to 9:00 am. Request to Change May & Tune Library Board Meeting Dates The Kitchener Public Library Board supported the Chair's request to change the Library Board meeting date in May to Thursday, May 22, and in June to Thursday, June 19. A motion will be made at the April Library Board meeting to approve the change of date and confirm the location. Kitchener Public Library Board 3 March 19, 2014 Board's Self Evaluation Results The Chair reviewed the Summary of Responses document which accompanied the results of the Board's Self- Evaluation questionnaire from January to December 2013. The Board agreed that the questionnaire was an important document that should be completed and reviewed annually. Mr. Dan Carli thanked everyone for completing the questionnaire. Committee Membership Mr. Dan Carli confirmed the members of the 2014 Library Board Committees as noted below. The Chair is an ex offico member of all committees. 1) Facilities Planning and Building Committee Mr. Mike Farwell, Chair Mr. Bruce MacNeil 2) Finance Committee Ms. Lynn Gazzola, Chair Ms. Erin Rudland 3) Public Service and Policy Committee Mr. Wayne Buchholtz, Chair Mr. Bruce MacNeil Ms. Jacqueline McLaren Mr. Tim Blundon 4) ad hoc Fundraising Committee Mr. Tim Blundon, Chair Mr. Mike Farwell, Mr. Wayne Buchholtz Board's 2014 Objectives The Executive Committee proposed the following for the Board's focus in 2014: 1) Complete the capital campaign, as well as achieve full Board participation. 2) Determine the future of the Fundraising Committee. 3) Identify and help recruit potential Board members for the new term commencing 2015. 4) Continue advocacy efforts. Kitchener Public Library Board 4 March 19, 2014 5) Prepare a legacy document, a sample of which was provided in the Board package. The Chair will send out an email in the next couple of weeks requesting volunteers for an ad hoc Committee to work on this document. Board's 2014 Training Needs The Executive Committee suggested branch tours, an information session regarding the role of the Chair and a "Why KPL Matters" session regarding technology related topics. Mr. Bruce MacNeil recommended a training session regarding the financial responsibilities of the Board. In- Camera HR Matter 14 -24... On motion by Mr. Wayne Buchholtz and seconded by Ms. Erin Rudland, it was RESOLVED that the meeting move in camera to discuss a confidential human resources matter. CARRIED 14-25 ... On motion by Ms. Jacqueline McLaren and seconded by Mr. Bruce MacNeil, it was RESOLVED to conclude the in- camera session. CARRIED CEO's Performance Review 14 -26... On motion by Mr. Bruce MacNeil and seconded by Councillor Kelly Galloway - Sealock, it was RESOLVED to approve the CEO's performance review. CARRIED Budget Follow Up Board members confirmed they had followed up with Councillors regarding the 2014 budget outcome. (b) Facilities Planning & Building Committee Central Library Project Update Mr. Mike Farwell updated the Board with construction highlights. Partial occupancy is scheduled for Monday, March 24. This phase of occupancy will allow for the library to move staff and collections and to receive and install new shelving and furniture. The temporary locations opening will correspond with the closing of the Main Library which is scheduled for Monday, March 24. Kitchener Public Library Board 5 March 19, 2014 The contractor is working on completing finishing work and addressing deficiencies. During the closure the contractors will be reconfiguring the floor space of both the new library addition and the renovated original library. This work will include the removal of temporary walls in the new addition and completing work unfinished in the addition. Exterior work is on hold until more favourable weather. This impacts work on curbs, sidewalks and landscaping. (c) Finance Committee February 2014 Financial Statement 14 -27... On motion by Ms. Jacqueline McLaren and seconded by Mr. Tim Blundon, it was RESOLVED to accept the February 2014 Financial Statement, as printed. CARRIED Cheque Sig ing Ply Revision The Board discussed the Finance Committee Report provided in the Board package which recommended that cheques for amounts of $5001 and over be signed by any two of Kitchener Public Library's authorized signatories, and not have to include a signing officer from the Kitchener Public Library Board, as is the current practice. The financial controls in place at the library were reviewed in detail by the Chair. Ms. Sonia Lewis noted that it may be necessary to revise Paragraph 1.2 in the Board Bylaws in order to implement the change. The last sentence in that paragraph states "All major purchases as defined in the banking agreement and major contracts must be signed by at least one (1) of the Board signing officers." Reference to "all major purchases" would need to be deleted. Councillor Kelly Galloway - Sealock suggested that the library's policies and procedures be reviewed by an internal auditor from the City to ensure all safeguards are in place. Mr. Bruce MacNeil indicated that he did not support the recommendation in principle. He recommended that the Library Board review the library's Purchasing Policy, Board Bylaws, the Public Libraries' Act and the Municipal Act before making a final decision. Ms. Jacqueline McLaren, Mr. Mike Farwell and Mr. Wayne Buchholtz expressed support for the measures in place and the recommendation. Kitchener Public Library Board 6 March 19, 2014 The recommendation by the Finance Committee was deferred to the April Library Board meeting. Mr. Dan Carli provided a Notice of Motion to revise paragraph 1.2 of the Board Bylaws. A copy of the Purchasing Policy will be emailed to the Board for their review. The Public Libraries' Act and Municipal Act are available online. (d) Fundraising ad hoc Committee Updates Mr. Tim Blundon provided an update of the fundraising campaign to date. (e) Report of the Secretary- Treasurer and CEO Updates Branch Tours Branch tours will be arranged for those interested. Writer in Residence Reception Ms. Sonia Lewis reminded the Library Board that the Writer in Residence reception is Friday, April 4 at 6:30 pm in the Victoria Park Pavilion. Volunteer Recognition Congratulations were extended to Mr. Wayne Buchholtz, Mr. Dan Carli and Mr. Bruce MacNeil who are being recognized this year for an Ontario Volunteer Service Award. Cambridge Public Library Ms. Sonia Lewis notified the Library Board that Mr. Greg Hayton, Chief Executive Officer of Cambridge Public Libraries & Galleries has announced his retirement this year. Branding Update Using a Power Point presentation Ms. Sonia Lewis shared several sample applications of the new Kitchener Public Library logo. The library's new tag line will change to "Where Community Connects" which ties in with the asterisk logo. The rollout of the new brand will coincide with the opening of the new central library. Emails distributed in Past Month No questions were noted. Kitchener Public Library Board 7 March 19, 2014 6. II. NEW BUSINESS None. 7. III. PRESENTATIONS (a) Report of Councillors Councillor Kelly Galloway- Sealock reported that the City's development charges were currently under review by Council. Council continues to work on the City's Official Plan. The Mayors' Annual Dinner is scheduled for Saturday, April 5, 2014. 8. ADTOURNMENT 14 -28... There being no further business, on motion by Ms. Jacqueline McLaren , it was RESOLVED to adjourn the meeting at 8:23 p.m. Chair CARRIED Secretary- Treasurer Kitchener Public Library Board 8 March 19, 2014 [Attachments Accompanying March 19, 2014 Board Meetingl (a) February 19, 2014 Library Board Minutes (b) April 2014 Calendar of Events (c) February 2014 Financial Statement (d) Board Self- Evaluation Results and Summary (e) Email Messages Sent from CEO from February 12 - March 11, 2014 (f) OLBA Legacy Document (g) Finance Committee Report (h) Volunteer Connections Newsletter