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HomeMy WebLinkAboutLibrary - 2014-05-22 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 7:08 p.m. on Thursday, May 22, 2014, by the Chair, Mr. Dan Carli, in the Caucus Room at City Hall. TRUSTEES PRESENT Mr. Wayne Buchholtz, Mr. Dan Carli, Councillor Kelly Galloway-Sealock, Ms. Lynn Gazzola, Mr. Bruce MacNeil, Ms. Jacqueline McLaren, Ms. Erin Rudland, Ms. Stephanie Tanner, Councillor Berry Vrbanovic. Ms. Sonia Lewis, Secretary-Treasurer and Chief Executive Officer. STAFF PRESENT Ms. Ann Wood, Ms. Gloria Grigas. REGRETS Ms. Lesa Balch, Mr. Tim Blundon, Mr. Mike Farwell, Ms. Sabina Franzen. 2. AGENDA REVIEW The Chair added an In-Camera Legal Matter for discussion under the Report of the Secretary-Treasurer and CEO. 14-41 On motion by Mr. Wayne Buchholtz and seconded by Ms. Erin Rudland, it was RESOLVED that the Agenda be adopted, as amended. CARRIED There were no pecuniary / conflict of interest declarations. Kitchener Public Library Board 2 May 22, 2014 3. MINUTES of the Board Meeting of April 16, 2014. 14-42 On motion by Mr. Bruce MacNeil and seconded by Ms. Stephanie Tanner, it was RESOLVED that the Minutes of the Board Meeting of April 16, 2014, be approved. CARRIED IN-CAMERA MINUTES of the Board Meeting of April 16, 2014. 14- On motion by Ms. Erin Rudland and seconded by Ms. Lynn Gazzola, it was RESOLVED that the Board Meeting move in-camera to discuss the in- camera minutes. CARRIED 14- On motion by Ms. Erin Rudland and seconded by Ms. Stephanie Tanner, it was RESOLVED to conclude the in-camera session. CARRIED 14- On motion by Ms. Erin Rudland and seconded by Councillor Berry Vrbanovic, it was RESOLVED that the In-Camera Minutes of the Board Meeting of April 16, 2014, be approved. CARRIED 4. BUSINESS ARISING None. 5. 1. BUSINESS REPORT OF OFFICERS (a) Report of the Chair Updates No changes were recommended by the Library Board regarding the outline of topics and table of contents in the Board Orientation binder. Kitchener Public Library Board 3 May 22, 2014 Succession Planning Mr. Dan Carli reminded the Board to refer the names of potential Library Board candidates to Ms. Sonia Lewis and/or the Chair as part of succession planning. June Board Meeting Location 14- On motion by Councillor Berry Vrbanovic and seconded by Councillor Kelly Galloway-Sealock, it was RESOLVED to change the location of the June 2014 Library Board meeting, as well as all Library Board meetings going forward, from the Caucus Room at City Hall to the Board Room at Central Library. CARRIED The Chair also reminded the Board that the date of the June Library Board meeting is Thursday, June 19, and not Wednesday, June 18, 2014. Legacy Document Committee Mr. Dan Carli confirmed that he will email the Committee to arra date and time for the group to meet. (b) Facilities Planning & Building Committee Central Library Project Update On behalf of Mr. Mike Farwell, the Chair updated the Board with construction highlights. The library received full occupancy on Tuesday, May 20, 2014. Shelving and furniture installation is almost complete. The library move will soon be complete once the remaining collec items from storage are delivered and shelved. Interior work is nearing completion. Deficiency work and final work is still ongoing. Installation of the public art is complete. Exterior landscaping work has commenced. Ahrens Street between Queen and the Region building is closed for installation of curbs, sidewalks and final paving. Ahrens Street is expected to remain for approximately one month. A final construction schedule is expected on May 30. We expect to reopen the week of May 26. A soft opening is planned with the grand opening to follow on Saturday, September 6, 2014. Kitchener Public Library Board 4 May 22, 2014 Ms. Sonia Lewis provided an update regarding the status of the c The Library Board was invited for a quick tour of the Central Library after . Mr. Dan Carli thanked all staff at Kitchener Public Library for their ef during construction. Heritage Kitchener Recommendations Ms. Sonia Lewis addressed the report in the Board package from the Facilities Planning & Building Committee regarding recommendation to list Central Library on the Municipal Heritage Register. The Library Board has the option of submitting comments to Heritage Kitchener and/or attending its June 3, 2014 meeting or the June 30, 2014 meeting of Council. Listing can be a first step to designation. Ms. Sonia Lewis noted that designation is a separate process that requires public notice and property owner consultation, which is the City in this case. Designation currently not on the table and will need to be dealt with by a future Library Board. Councillor Kelly Galloway-Sealock will make a motion at the June Council meeting to request that Kitchener Public Library be notified of any future consultations on heritage matters related to Central Library. (c) Finance Committee April 2014 Financial Statement 14-47 On motion by Ms. Lynn Gazzola and seconded by Mr. Wayne Buchholtz, it was RESOLVED to accept the April 2014 Financial Statement, as printed. CARRIED Revised 2013 Audited Financial Statements Ms. Lynn Gazzola explained the revision made to the 2013 Audited Financial Statements. 14-48motion by Ms. Lynn Gazzola and seconded by Ms. Stephanie Tanner, it was RESOLVED to accept the revised 2013 Audited Financial Statements, as printed. CARRIED Kitchener Public Library Board 5 May 22, 2014 (d) Fundraising ad hoc Committee Updates On behalf of Mr. Tim Blundon, the Chair provided an update of the fundraising campaign to date. The Fundraising Committee met April 30 to review the future role of the A report will be brought to the Board with its recommendations later in the year. (e) Report of the Secretary-Treasurer and CEO Updates Save the Date The following events and dates were noted: 1) Multicultural Festival, June 21- 22, 2014 2) farewell at City Hall on November 5 from 5 to 7 pm 3) One Book One Community (OBOC) at Kitchener Public Library on September 23, 7:00 pm. Incident Report Ms. Sonia Lewis summarized the incidents at all locations during period of January to March 2014. Emails distributed in Past Month No questions were noted. In-Camera Legal Matter 14- On motion by Ms. Stephanie Tanner and seconded by Ms. Erin Rudland, it was RESOLVED that the Board meeting move in-camera to discuss a confidential legal matter. CARRIED 14- On motion by Ms. Jacqueline McLaren and seconded by Mr. Wayne Buchholtz, it was RESOLVED to conclude the in-camera session. CARRIED 6. II. NEW BUSINESS None. Kitchener Public Library Board 6 May 22, 2014 7. III. PRESENTATIONS (a) Report of Councillors Councillor Berry Vrbanovic reported on Your Kitchener Your Say, a City strategic plan. Online feedback is welcome. include contacting candidates running in the provincial election The final copy of the will be provided to Council June 9. Final approval of the plan is expected to be made at the Council meeting on June 30. A draft Community Flag Policy will be discussed at the Council meeting of May 26, 2014. 8. ADJOURNMENT 14-51 There being no further business, on motion by Ms. Lynn Gazzola, it was RESOLVED to adjourn the meeting at 8:23 p.m. CARRIED Chair Secretary-Treasurer Kitchener Public Library Board 7 May 22, 2014 [Attachments Accompanying May 22, 2014 Board Meeting] (a) April 16, 2014 Library Board Minutes (b) June 2014 Calendar of Events (c) April 2014 Financial Statement (d) Revised 2013 Audited Financial Statements (e) Email Messages Sent from CEO from April 9 May 14, 2014 (f) Updated Cover Page and Page 1 -2 of Library Board Bylaws (g) Heritage Kitchener Report (h) Learning & Technology Newsletter