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HomeMy WebLinkAboutLibrary - 2014-06-19 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 7:00 p.m. on Thursday, June 19, 2014, by the Chair, Mr. Dan Carli, in the Library Board Room at Central. 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. Ms. Sonia Lewis, Secretary-Treasurer and Chief Executive Officer. STAFF PRESENT Ms. Lesa Balch, Ms. Sabina Franzen, Ms. Ann Wood, Ms. Gloria Grigas. REGRETS Mr. Tim Blundon, Mr. Mike Farwell, Councillor Berry Vrbanovic. 2. AGENDA REVIEW 14-52 On motion by Ms. Erin Rudland and seconded by Ms. Stephanie Tanner,it was RESOLVED that the Agenda be adopted. CARRIED There were no pecuniary / conflict of interest declarations. Kitchener Public Library Board 2 June 19, 2014 3. MINUTES of the Board Meeting of May 22, 2014. 14-53 On motion by Mr. Wayne Buchholtz and seconded by Ms. Lynn Gazzola, it was RESOLVED that the Minutes of the Board Meeting of May 22, 2014, be approved. CARRIED 4. BUSINESS ARISING None. 5. 1. BUSINESS REPORT OF OFFICERS (a) Report of the Chair Updates Mr. Dan Carli congratulated the Board members and staff for the played in the construction project. The Chair commented that he has received very positive feedback about Central. Advocacy The Chair reminded the Board that the Multicultural Festival is this weekend, June 21 and 22, at Victoria Park. Kidspark is scheduled for Sunday, August 17, from 11:00 am to 5:00 pm at Victoria Park. The municipal election date is October 27. Please remember to f your suggestions of potential Library Board candidates. Legacy Document ad hoc Committee The Legacy Document ad hoc Committee met on Monday, June 9. Succession planning was one of the topics identified by the group. A draft of the discussion will be prepared and an update provided to the Board no later than September. Summer Recess 14-54 On motion by Mr. Bruce MacNeil and seconded by Councillor Kelly Galloway-Sealock, it was RESOLVED that the Board Executive be empowered to act on behalf of the Library Board as required unti August Board meeting. CARRIED Kitchener Public Library Board 3 June 19, 2014 (b) Facilities Planning & Building Committee Central Library Project Update In the absence of Mr. Mike Farwell, the Chair updated the Board with construction highlights. The Central Library reopened to the public on Tuesday, May 27, 2 Exterior landscaping is expected to be complete by mid July 2014 Replacement of deficient curtainwall glass on Queen Street will commence the week of June 30, 2014. Ahrens Street will remain closed for another 2 weeks for curb/si work and final paving. Public reactions to the building have been very positive. Municipal Heritage Register A copy of the letter received from Heritage Planning at the City Kitchener was provided in the Board package. Michele Drake, Heritage Planner, City of Kitchener, has documented a note in City files indicating that the Library Board should be notifi future recommendations regarding Central Library property and copied on all associated correspondence from her and the Clerks divisio In-Camera Legal Matter 14- On motion by Ms. Stephanie Tanner and seconded by Ms. Jacqueline McLaren, it was RESOLVED that the meeting move in-camera to discuss a confidential legal matter. CARRIED 14-motion by Mr. Wayne Buchholtz and seconded by Ms. Erin Rudland, it was RESOLVED to conclude the in-camera session. CARRIED Kitchener Public Library Board 4 June 19, 2014 (c) Finance Committee May 2014 Financial Statement 14-57On motion by Ms. Lynn Gazzola and seconded by Ms. Jacqueline McLaren, it was RESOLVED to accept the May 2014 Financial Statement, as printed. CARRIED (d) Public Service & Policy Committee Mr. Wayne Buchholtz, Chair of the Public Service & Policy Commit, confirmed that the Committee will be meeting in early July. 2014 Business Plan June Progress Report The Chair acknowledged and complimented staff for the completion of several projects, as outlined in the June progress report of the 2014 Business Plan. A question and answer session followed. Review of Policies The Chair referred to the Public Service & Policy Report in the Board package. In accordance with Bill 169 the lib reviewed by the Public Service & Policy Committee. No change wa recommended to the current Workplace Violence and Freedom from Discrimination & Harassment policies. 14-motion by Mr. Wayne Buchholtz and seconded by Ms. Stephanie Tanner, it was RESOLVED that the current Workplace Violence and Freedom from Discrimination & Harassment policies be endorsed. CARRIED (e) Fundraising ad hoc Committee Updates In the absence of Mr. Tim Blundon, the Chair provided an update of the fundraising campaign to date. to the library. Although this special pizza is no longer on the printed menu at KW pizza can still be ordered. The library will continue to receive a donation of $2 per pizza. Kitchener Public Library Board 5 June 19, 2014 May 2014 Public Service Report (PSR) information. Mr. Dan Carli congratulated Mr. Wayne Buchholtz who announced th week that he is running for Council in Ward 4. (f) Report of the Secretary-Treasurer and CEO Updates Central Library Ms. Sonia Lewis thanked everyone for all the work that went into the Central Library project which started well before she joined the Kitchener Public Library. The opening day attendance was just over 1,000 visitors. Forest Heights Closure Due to electrical maintenance work that requires a power shutdown in the facility, the Forest Heights Community Library may be closed on August 23. City staff are working to minimize the impact on the Building Waterloo Region Building Waterloo Region is a festival of exhibitions and relate that will explore and celebrate the past, present and future of architecture and design excellence in Waterloo Region. Central Library will have a central place in the exhibition at the Kitchener Studio, 44 Gaukel Street as a stellar example of a successful bl heritage conservation and excellent contemporary design. The festival will launch July 4 and 5. The exhibit runs July 5 September 1. Emails distributed in Past Month No questions were noted. 6. II. NEW BUSINESS None. Kitchener Public Library Board 6 June 19, 2014 7. III. PRESENTATIONS (a) Report of Councillors Councillor Kelly Galloway-Sealock reported that Council dealt with the Natural Gas Policy at City Hall this week. Final approval of the is expected to be made at the Council meeting on June 30. The City continues to collect feedback from the public through Your Kitchener Your Say . The public can select either a short or long version for completion. The City is also seeking public feedback on its proposed sponsor strategy. The shared parking lot at Forest Heights Collegiate and the Fore Heights Community Library will be resurfaced this summer. 8. ADJOURNMENT 14-59 There being no further business, on motion by Mr. Wayne Buchholtz,it was RESOLVED to adjourn the meeting at 7:45 p.m. CARRIED Chair Secretary-Treasurer Kitchener Public Library Board 7 June 19, 2014 [Attachments Accompanying June 19, 2014 Board Meeting] (a) May 22, 2014 Library Board Minutes (b) July 2014 Calendar of Events (c) August 2014 Calendar of Events (d) May 2014 Financial Statement (e) Email Messages Sent from CEO from May 15 June 10, 2014 (f) June 2014 Business Plan Progress Report (g) May 2014 Public Service Report (h) Notification re: Municipal Heritage Register (i) June 2014 Public Service & Policy Committee Report