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HomeMy WebLinkAboutLibrary - 2014-08-20 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 7:04 p.m. on Wednesday, August 20, 2014, by the Chair, Mr. Dan Carli, in the Board Room at Central. TRUSTEES PRESENT Mr. Tim Blundon, 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. Lesa Balch, Ms. Sabina Franzen, Ms. Ann Wood, Ms. Gloria Grigas. REGRETS Mr. Mike Farwell. GUESTS Mr. Dan Chapman, Deputy CAO, City of Kitchener. 2. AGENDA REVIEW 14-60 On motion by Ms. Jacqueline McLaren and seconded by Mr. Wayne Buchholtz, it was RESOLVED that the Agenda be adopted. CARRIED There were no pecuniary / conflict of interest declarations. Kitchener Public Library Board 2 August 20, 2014 3. MINUTES of the Board Meeting of June 19, 2014. 14-61 On motion by Ms. Erin Rudland and seconded by Mr. Bruce MacNeil, it was RESOLVED that the Minutes of the Board Meeting of June 19, 2014, be approved. CARRIED 4. BUSINESS ARISING None. 5. IN-CAMERA LEGAL MATTER 14-motion by Mr. Wayne Buchholtz and seconded by Mr. Tim Blundon, it was RESOLVED that the meeting move in-camera to discuss a confidential legal matter. CARRIED 14-motion by Ms. Stephanie Tanner and seconded by Mr. Bruce MacNeil, it was RESOLVED to conclude the in-camera session. CARRIED 6. DEVELOPMENT CHARGES OVERVIEW Presentation Mr. Dan Chapman, Deputy CAO from the City of Kitchener, thanked Library Board for the opportunity to join the meeting. He congratulated the Library Board on the Central Library facility and acknowledged that credit was well deserved for vision. The presentation included an overview of development charges and how the new 2014 Development Charge (DC) by-law impacts the library. Prior to Council approving the current DC by-law, the City prepared a DC background study which established a 10-year funding envelope for the library. Council approved its new DC by-law in June 2014. Kitchener Public Library Board 3 August 20, 2014 projects, Capital from current (C/C) and Development Charges (D/ City collects development charges to pay for - costs that are needed to service new development. The City did not achieve its revenue projections from developmen charges during the term of the 2009 Development Charge by-law. In order to maintain a balanced position in the DC reserve fund achieve the goals of the new 2014 DC background study a number of capital projects, such as the Southwest (SW) Community Library, had to be deferred. Changes were proposed by the City regarding the draft Capital Forecast 2015 2024 which were presented to the Board. Two new budget lines were added to the Capital Forecast, Materials, Furniture & Equipment and Library DC Recovery. A portion of the Central Library expenses has already been recov through DC funding. However, the full growth related cost of th Library has not been fully recovered. Those additional Central expenses can be recovered through DCs over the ten years of the capital forecast and beyond. This is reflected in the Library DC Recovery line. Potential uses of the DC recovery funds include any additional Ce Library costs, previously anticipated library projects (e.g, RFI Community Library) and/or city-wide property-tax supported projects. Mr. Dan Chapman recommended that the Board adopt and communicate a position to Council with respect to the use of the Central Library DC Recovery funds through the 2015 budget process and consider re- prioritizing the projects in the Material, Furniture & Equipment line of the 2015 2024 Capital Forecast. 7. 1. BUSINESS REPORT OF OFFICERS (a) Finance Committee Discussion of 2015 Draft Capital Budget The Board discussed reallocating the funds in the Library DC Recovery and Materials, Furniture & Equipment budget lines of the draft Capital Forecast 2015 - 2024. Mr. Dan Chapman confirmed that the values in the year 2024 were outside the 10-year envelope. Kitchener Public Library Board 4 August 20, 2014 14- On motion by Ms. Lynn Gazzola and seconded by Ms. Jacqueline McLaren, it was RESOLVED to reprioritize the budget line in the draft Capital Forecast labelled, Materials, Furniture & Equipment, to RFID, and that the C/C and D/C values listed from the years 2015 through 2018 be consolidated in the year 2017. CARRIED A discussion followed regarding the Library DC Recovery funds for use in the Southwest Community Library project. 14- On motion by Ms. Lynn Gazzola and seconded by Ms. Stephanie Tanner, it was RESOLVED that a separate budget line for the Southwest Community Library be added into the draft Capital Forecast 2015 2024, and that the reserve funds from the Library DC Recovery be used for the project as follows: Consolidate the values for the years 2015 to 2019 as listed in the Library DC Recovery in the amount of $5,257,000 to be represented in the year 2019 and, Retain the remaining values in each year from 2020 to 2024, as listed in the forecast under Library DC Recovery. CARRIED Mr. Dan Chapman reminded the Board to make a case to Council with respect to its position, as discussed this evening. Mr. Dan Carli thanked Mr. Dan Chapman for his time and presentationto the Board. [Mr. Dan Chapman exited the meeting.] (b) Report of the Chair Updates Upcoming Events Mr. Dan Carli outlined the following upcoming events: 1) Donor event on Friday, September 5 from 6:30 pm to 8:00 pm - please RSVP Gloria by August 29. Kitchener Public Library Board 5 August 20, 2014 2) Grand opening on Saturday, September 6 - all day with speeches at 11:00 am. 3) One Book One Community (OBOC) on September 16 at 7:00 pm at Central - an evening with Charlotte Gray in conversation with Edward Greenspan, Q.C. 4) anniversary on Saturday, September 20. th 5) Word on the Street at City Hall on Saturday, September 20 from 1 am to 5:00 pm. 6) Drop in information session for potential Board members on Wednesday, September 3 in Room A at Central between 6:30 pm and 8:00 pm. Board Applications as of Friday, August 29. Applications will be received by the Ctil Friday, September 19 at 5:00 pm. If interested in a reappointment, existing Board members must reapply. Succession Planning A survey was distributed to all Board members at the meeting wit request to complete the form to assist with Board succession pla Legacy Document Ms. Erin Rudland confirmed that a draft Legacy Document will be ready to accompany the Board package in September for discussion at the September Board meeting. (c) Facilities Planning & Building Committee Central Library Project Update In the absence of Mr. Mike Farwell, Ms. Sonia Lewis provided an update to the Board with construction highlights. The installation of the replacement glass on the Queen Street fa nearing completion. Landscape planting has commenced with the Queen Street landscapi expected this week. Exterior sign installation is scheduled for August 20 22. Exterior concrete precast staining has commenced. Ahrens Street paving is complete and Lot 19 surface parking lot on August 12. The most recent construction schedule (August 5, 2014) indicates the end of August for construction wrap up. Kitchener Public Library Board 6 August 20, 2014 (d) Finance Committee June 2014 Financial Statement 14-66On motion by Ms. Lynn Gazzola and seconded by Mr. Bruce MacNeil, it was RESOLVED to accept the June 2014 Financial Statement, as printed. CARRIED July 2014 Financial Statement 14-67 On motion by Ms. Lynn Gazzola and seconded by Ms. Jacqueline McLaren, it was RESOLVED to accept the July 2014 Financial Statement, as pri CARRIED 2014 Year End Projections Ms. Lynn Gazzola reviewed the 2014 Year End Projections provided in the Board package. Approval of 2015 Draft Capital Budget 14- On motion by Ms. Lynn Gazzola and seconded by Ms. Erin Rudland, it was RESOLVED to approve the draft Capital Forecast 2015 2024 with the amendments as outlined in Motions 14-64 and 14-65. CARRIED 2015 Draft Operating Budget Ms. Lynn Gazzola presented the draft 2015 Operating Budget. A question and answer session followed. 14-motion by Ms. Lynn Gazzola and seconded by Ms. Jacqueline McLaren, it was RESOLVED to approve the draft 2015 Operating Budget as printed. CARRIED 2015 Budget Timelines Ms. Lynn Gazzola referred to the Finance Committee report which outlined the 2015 budget timelines. Any revisions will be reported to the Board. (e) Fundraising ad hoc Committee Updates Mr. Tim Blundon, the Chair provided an update of the fundraising campaign to date. Kitchener Public Library Board 7 August 20, 2014 Ms. Sonia Lewis thanked the two potential Board members who observed the meeting. In-Camera Legal Matter 14-70 On motion by Mr. Tim Blundon and seconded by Mr. Wayne Buchholtz, it was RESOLVED that the meeting move in-camera to discuss a confidential legal matter. CARRIED 14-71motion by Mr. Bruce MacNeil and seconded by Ms. Stephanie Tanner, it was RESOLVED to conclude the in-camera session. CARRIED 14-motion by Ms. Stephanie Tanner and seconded by Mr. Wayne Buchholtz, it was RESOLVED to approve the recommendations as discussed in-camera. CARRIED (f) Report of the Secretary-Treasurer and CEO Updates Forest Heights Closure Due to electrical maintenance work that requires a power shutdow facility, the Forest Heights Community Library will be closed on Saturday, August 30 and not August 23, as noted at the June Board meeting. Board Information Session Ms. Sonia Lewis reminded the Board of the drop-in information session on Wednesday, September 3 between 6:30 pm and 8:00 pm in Room A. Open Hours Effective Tuesday, September 2, 2014, all Kitchener Public Library locations will open to the public at 9:00 am, rather than 9:30 a Country Hills 10 Anniversary th The Country Hills Community Library will be celebrating its 10 th anniversary on Saturday, October 18 from 10:00 am to 3:00 pm. Light refreshments will be served. Story times, crafts, ebook demonstrations/assistance are planned throughout the day. Kitchener Public Library Board 8 August 20, 2014 Volunteer Recognition Event is scheduled during the evening of Wednesday, October 22 at Central. An email will follow at a to confirm the time. Canadian Urban Libraries Council (CULC) Meeting Ms. Sonia Lewis informed the Board that she will be hosting libraries Kitchener on Monday, October 6 and Tuesday, October 7. Annual Report Board meeting. Sonia Away Ms. Ann Wood will be Acting CEO while Ms. Sonia Lewis is away between September 7 and September 28. Emails distributed in Past Month No questions were noted. 8. II. NEW BUSINESS None. 9. III. PRESENTATIONS (a) Report of Councillors Final Committee meetings are scheduled for Monday, September 8, along with a Council meeting on September 8 and September 15. drop-in farewell party at City Hall on Wednesday, November 5, between 5:00 pm and 7:00 pm. Kitchener Public Library Board 9 August 20, 2014 10. ADJOURNMENT 14-73 There being no further business, on motion by Mr. Bruce MacNeil, it was RESOLVED to adjourn the meeting at 9:15 p.m. CARRIED Chair Secretary-Treasurer Kitchener Public Library Board 10 August 20, 2014 [Attachments Accompanying August 20, Board Meeting] (a) June 19, 2014 Library Board Minutes (b) September 2014 Calendar of Events (c) June 2014 Financial Statement (d) July 2014 Financial Statement (e) 2014 Year End Projections (f) 2015 Draft Capital Budget (g) 2015 Draft Operating Budget (h) Finance Committee Report (i) Confidential Fundraising Committee Report (j) Email Messages Sent from CEO from June 11 August 12, 2014 (k) 2013 Annual Report (l) Volunteer Connections Newsletter