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HomeMy WebLinkAboutLibrary - 2014-04-161 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 7:01 p.m. on Wednesday, April 16, 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 [by phone], Mr. Bruce MacNeil, Ms. Jacqueline McLaren, Ms. Erin Rudland, Ms. Stephanie Tanner. Ms. Sonia Lewis, Secretary- Treasurer and Chief Executive Officer. STAFF PRESENT Ms. Gloria Grigas. REGRETS Ms. Lesa Balch, Ms. Sabina Franzen, Ms. Ann Wood, Councillor Berry Vrbanovic. AGENDA REVIEW 14 -29... On motion by Councillor Kelly Galloway - Sealock and seconded by Ms. Jacqueline McLaren, it was RESOLVED that the Agenda be adopted. CARRIED There were no pecuniary / conflict of interest declarations. Kitchener Public Library Board 2 April 16, 2014 3. MINUTES of the Board Meeting of March 19, 2014. 14 -30... On motion by Mr. Bruce MacNeil and seconded by Ms. Erin Rudland, it was RESOLVED that the Minutes of the Board Meeting of March 19, 2014, be approved. CARRIED 4. BUSINESS ARISING Ms. Stephanie Tanner volunteered to participate on the Fundraising Committee. 5. 1. BUSINESS REPORT OF OFFICERS (a) Report of the Chair Updates The Chair thanked Ms. Erin Rudland and Mr. Bruce MacNeil for attending the Mayor's State of Our City address on behalf of the Library Board. Writer -in- Residence Recention The Chair thanked Mr. Mike Farwell for attending the Writer -in- Residence event for Joy Fielding on April 4. Board's 2014 Objectives The Chair reminded the Board to help identify and recruit potential Board members, as part of this year's succession planning. The City of Kitchener will advertise for Board members in October this year with appointments to follow by Council sometime in December. Board Orientation Please send suggestions to Ms. Sonia Lewis regarding the content of the board orientation topics and table of contents of the orientation binder, both of which were provided in the Board package. Ms. Stephanie Tanner, who recently joined the Library Board, commented that the orientation materials have been very helpful. Kitchener Public Library Board 3 April 16, 2014 Revised May & Tune 2014 Library Board Meeting Dates 14 -31... On motion by Ms. Jacqueline McLeod and seconded by Ms. Stephanie Tanner, it was RESOLVED to approve the change in the Library Board meeting date in May from Wednesday, May 21 to Thursday, May 22, and in June from Wednesday, June 18 to Thursday, June 19. The May Board meeting will be held at City Hall in the Caucus Room. The location of the June Board meeting will be confirmed at the May Board meeting. CARRIED Legacy Document ad hoc Committee Mr. Dan Carli, Ms. Lynn Gazzola, Mr. Bruce MacNeil, Ms. Erin Rudland and Ms. Jacqueline McLaren expressed an interest in participating in the Legacy Document ad hoc Committee. 14 -32... On motion by Mr. Bruce MacNeil and seconded by Mr. Wayne Buchholtz, it was RESOLVED to strike a Legacy Document ad hoc Committee. CARRIED Terms of Reference for the Legacy Document ad hoc Committee 14 -33... On motion by Mr. Wayne Buchholtz and seconded by Mr. Bruce MacNeil, it was RESOLVED to approve the terms of reference of the Legacy Document ad hoc Committee as follows: "to ensure continuity and a smooth transition for the new Library Board through the development of a legacy document ". CARRIED The document will include topics such as trends and issues and suggestions regarding challenges the new Board will face. Mr. Dan Carli will contact the Committee members to schedule a meeting date. (b) Facilities Planning & Building Committee Central Library Project Update Mr. Mike Farwell updated the Board with construction highlights. The library received partial occupancy of the library on March 24. The Main Library closed to the public on Monday, March 24 and the temporary location opened at 607 King Street West. Shelving and furniture installation commenced on March 24. Kitchener Public Library Board 4 The library server room was relocated on Sunday, March 30. April 16, 2014 The contractor continues with interior finish work including the demolition and finishing of Phase 1 temporary workspaces. Installation of exterior glass continues. The public art installation commenced on April 8 and was completed on Tuesday, April 15. Exterior landscape work is expected to resume this month. In- Camera Legal Matter 14 -34... 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 -35... On motion by Mr. Mike Farwell and seconded by Mr. Wayne Buchholtz, it was RESOLVED to conclude the in- camera session. CARRIED 14 -36... On motion by Mr. Mike Farwell and seconded by Ms. Stephanie Tanner, it was RESOLVED to approve the April 16, 2014 motion made in- camera. CARRIED (c) Finance Committee March 2014 Financial Statement Ms. Lynn Gazzola presented the Committee's report. 14 -37... On motion by Ms. Jacqueline McLaren and seconded byMs. Erin Rudland, it was RESOLVED to accept the March 2014 Financial Statement, as printed. CARRIED Ms. Sonia Lewis confirmed that a financial report for the central library project's budget will be made available at the end of the project. Kitchener Public Library Board 5 April 16, 2014 2013 Audited Financial Statements Mr. Dan Carli presented the 2013 Audited Financial Statements. 14 -38... On motion by Ms. Stephanie Tanner and seconded by Mr. Wayne Buchholtz, it was RESOLVED to accept the 2013 Audited Financial Statements, as printed. CARRIED Cheque Sig ing Ply Revision The March 2014 Finance Committee report recommended changes to the Board's cheque signing policy. A decision on that recommendation was deferred to the April Board meeting. At the March Library Board meeting, Mr. Dan Carli provided a Notice of Motion to revise paragraph 1.2 of the Board Bylaws to support the Finance Committee recommendation. The Board discussed the recommendation to allow any two signing officers to sign cheques of $5001 and over. They also considered the bylaw change needed to support this policy revision. The Board's review of paragraph 1.2 of their bylaws led to questions regarding the definition of "major contracts ". Mr. Wayne Buchholtz suggested "major contracts" be defined during the Public Service and Policy Committee's policy review which is scheduled to start this year. Councillor Kelly Galloway- Sealock, Mr. Mike Farwell and Mr. Bruce MacNeil could not support the proposed motion without a definition of "major contracts ", since it was referenced as part of paragraph 1.2 of the Board Bylaws. 14 -39... On motion by Ms. Lynn Gazzola and seconded by Ms. Erin Rudland, it was RESOLVED That the following sentence be added to paragraph 1.2 of the Kitchener Public Library Board Bylaws: "Cheques for amounts of $5001 and over must be signed by any two (2) of Kitchener Public Library's authorized signing officers." and, That the words "All major purchases as defined in the banking agreement" be deleted from the last sentence of paragraph 1.2 Kitchener Public Library Board 6 April 16, 2014 and further, That the Public Service and Policy Committee ensures "major contracts" is defined during the upcoming policy review. A recorded vote was requested. In Favour: T. Blundon, W. Buchholtz, D. Carli, L. Gazzola, J. McLaren, E. Rudland, S. Tanner. Contra: M. Farwell, Councillor K. Galloway- Sealock, B. MacNeil. Absent: Councillor B. Vrbanovic. CARRIED (d) Public Service & Policy Committee No report was presented. (e) Fundraising ad hoc Committee Updates Mr. Tim Blundon provided an update of the fundraising campaign to date. The Fundraising Committee will meet April 30 to review the future role of the Committee and the Board's ongoing role in fundraising. Any proposed changes will be brought to the Board for approval. (f) Report of the Secretary- Treasurer and CEO Updates Volunteer Recognition Event Ms. Sonia Lewis noted that Kitchener Public Library's Volunteer Recognition event will be hosted at Central during the evening of October 22, 2014. Temporary Downtown Location Ms. Sonia Lewis reported that the temporary location has been extremely successful. We have received almost no concerns from customers about the closure. Central Library Move Ms. Sonia Lewis updated the Board on the progress of the Central Library move. Some slippage was noted due to the contractor's schedule. Emails distributed in Past Month No questions were noted. Kitchener Public Library Board 7 April 16, 2014 6. II. NEW BUSINESS Mr. Bruce MacNeil made note that he attended the Ontario Volunteer Service Award's night at which he was recognized, along with 30 plus volunteers whose names had been put forward by Kitchener Public Library. Mr. Bruce MacNeil was impressed at the number of library volunteers with several years of volunteer service along with the opportunity that the library provided to its community youth who were also recognized at the event. 7. III. PRESENTATIONS (a) Report of Councillors Councillor Kelly Galloway- Sealock reported that Council directed staff to continue the program of not enforcing the three -hour time limit provision of the City's Traffic By -Law between the hours of 11 pm and 6 am from April to November 30. This program is a one -year pilot. At the April 14 Council meeting, City Council approved a revised Traffic Calming Policy. Traffic calming reviews of specified city streets will also be initiated in 2014. Kitchener residents are encouraged to go online to provide feedback of the proposed Fire Master Plan, now posted on the City's website. The City's Strategic Plan for 2015 - 2018 is currently being drafted by Compass Kitchener. A community engagement campaign is planned. 8. ADTOURNMENT 14 -40... There being no further business, on motion by Ms. Jacqueline McLaren, it was RESOLVED to adjourn the meeting at 8:30 p.m. Chair CARRIED Secretary- Treasurer Kitchener Public Library Board 8 April 16, 2014 [Attachments Accompanying April 16, 2014 Board Meetingl (a) March 19, 2014 Library Board Minutes (b) May 2014 Calendar of Events (c) March 2014 Financial Statement (d) 2013 Audited Financial Statements (e) Email Messages Sent from CEO from March 12 - April 8, 2014 (f) New Board Orientation Outline & Binder Contents (g) Finance Committee Report (h) Volunteer Connections Newsletter