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HomeMy WebLinkAboutLibrary - 2014-10-15 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 Wednesday, October 15, 2014, by the Chair, Mr. Dan Carli, in the Board Room at Central. TRUSTEES PRESENT Mr. Tim Blundon, Mr. Dan Carli, Ms. Lynn Gazzola, 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. Gloria Grigas. REGRETS Mr. Wayne Buchholtz, Mr. Mike Farwell, Councillor Kelly Galloway-Sealock, Mr. Bruce MacNeil, Councillor Berry Vrbanovic, Ms. Ann Wood. 2. AGENDA REVIEW The Chair added an In-Camera HR Matter for discussion under the Report of the Secretary-Treasurer and CEO. 14-80 On motion by Ms. Jacqueline McLaren and seconded by Mr. Tim Blundon, it was RESOLVED that the Agenda be adopted, as amended. CARRIED There were no pecuniary / conflict of interest declarations. Kitchener Public Library Board 2 October 15, 2014 3. MINUTES of the Board Meeting of September 17, 2014. 14-81 On motion by Ms. Stephanie Tanner and seconded by Ms. Erin Rudland,it was RESOLVED that the Minutes of the Board Meeting of September 17, 2014, be approved. CARRIED 4. BUSINESS ARISING None. 5. 1. BUSINESS REPORT OF OFFICERS (a) Report of the Chair Updates Upcoming Events The Chair thanked Mr. Wayne Buchholtz for attending the 25 anniversary th celebration at Pioneer Park Community Library and Community Cent Saturday, September 20. Mr. Dan Carli and Councillor Berry Vrbanovic dropped into the library later in the day. Mr. Dan Carli outlined the following upcoming events: 1) anniversary celebration on Saturday, October 18 th from 10:00 am to 3:00 pm. An update regarding the event and activities will be sent to the Library Board. 2) Kitchener Public Library October 22 at Central on the Lower Level beginning at 7:00 pm. 3) tirement Farewell at City Hall on Wednesday, November 5 from 5:00 pm to 7:00 pm. Congratulations were extended to Mr. Mike Farwell who received the Caring Canadian Award from the Governor General on Tuesday, anniversary th celebration. Kitchener Public Library Board 3 October 15, 2014 Health & Safety Policy On an annual basis Kitchener Public Library renews its health and safety agreement with the Joint Health and Safety Committee. Mr. Dan C read the Health and Safety Statement and signed the agreement wh safe and healthy workplace. (b) Facilities Planning & Building Committee Central Library Project Update In the absence of Mr. Mike Farwell, the Chair provided construction highlights to the Board. The construction project achieved Substantial Performance on September 2, 2014. Landscape furniture and bicycle racks have been installed. Additional benches are still outstanding. Installation of the exterior building sign (asterisk) has been delayed until the end of October. Sod installation over the Civic District Parking Garage was completed at the end of September. Deficiency work continues. (c) Finance Committee September 2014 Financial Statement 14-82 On motion by Ms. Lynn Gazzola and seconded by Ms. Jacqueline McLaren, it was RESOLVED to accept the September 2014 Financial Statement, as printed. CARRIED (d) Fundraising ad hoc Committee Updates Mr. Tim Blundon, the Chair of the Fundraising ad hoc Committee, provided an update of the fundraising campaign to date. Ms. Sonia Lewis was very confident that the campaign would be successful in reaching its target. Kitchener Public Library Board 4 October 15, 2014 (e) ad hoc Legacy Committee Draft Legacy Document A copy of the draft Legacy document was provided to the Board at the meeting. The Chair asked that the Library Board review the draft document send comments and/or questions to him. (f) Report of the Secretary-Treasurer and CEO Updates The Library Board were in agreement that the Library Board make a Tech Bar campaign established in PD Day 2015 14- On motion by Mr. Tim Blundon and seconded by Ms. Erin Rudland, it was RESOLVED to approve the closure of all Kitchener Public Library for the full day of October 29, 2015, for a professional development day. Library Board By-laws As a followup to past discussions regarding library fundraising, 2 additions were made to the Library Board Bylaws, as outlined in handouts provided at the meeting. Pages 5 and 6 of the Bylaws u the roles of Finance and Public Service and Policy Committees as related to fundraising. A replacement cover page was also distributed. Fundraising The Kitchener Public Library Foundation Board meets on October 29. Ms. Sonia Lewis will bring a motion to the November Board meeting. Emails distributed in Past Month No questions were noted. e-Book Advocacy The CEO provided a report in the Board package with an update an recommendation regarding e-book advocacy. A discussion followed. The Library Board supported the recommendation that they partici a practices in making e-content available to public libraries. Kitchener Public Library Board 5 October 15, 2014 14-motion by Ms. Stephanie Tanner and seconded by Ms. Lynn Gazzola, it was RESOLVED to approve the following: WHEREAS Kitchener Public Library is committed to providing equitable access to information and services regardless of format as customer demand for e-books and e-magazines is increasing; and WHEREAS Kitchener Public Library staff are working together with publishers to find mutually beneficial solutions so that public customers have access to the wide range of e-books and e-magazines they have available to them in a physical printed copy; and WHEREAS the specialized market terms for libraries provided by some publishers for the purchase of e-books and e-magazines restrict Kitchener resulting in an inequity of access to electronic content, signif constraints on Kitchener P THEREFORE BE IT RESOLVED THAT the Kitchener Public Library Board request that the Departm Canadian Heritage and the Ontario Ministry of Tourism, Culture and Sport -books and e-magazines available to public libraries, including the higher pr charged to public libraries; and THAT staff be directed to bring the issues faced by libraries inobtaining access to e-books and e-magazines to the attention of the Competition Bureau of Canada. CARRIED Ms. Lynn Gazzola suggested that e-book advocacy be included in the Legacy document. In-Camera Human Resources (HR) Matter 14- On motion by Ms. Stephanie Tanner and seconded by Mr. Tim Blundon, it was RESOLVED that the meeting move in-camera to discuss a confidential human resources matter and that staff be excused. CARRIED 14-motion by Mr. Tim Blundon and seconded by Ms. Jacqueline McLaren, it was RESOLVED that the in-camera session be concluded. CARRIED Kitchener Public Library Board 6 October 15, 2014 14-motion by Ms. Erin Rudland and seconded by Ms. Lynn Gazzola, it was RESOLVED that the in-camera motion be approved. CARRIED 6. II. NEW BUSINESS None. 7. III. PRESENTATIONS (a) Report of Councillors None. 8. ADJOURNMENT 14-88 There being no further business, on motion by Mr. Tim Blundon, it was RESOLVED to adjourn the meeting at 8:00 p.m. CARRIED Chair Secretary-Treasurer Kitchener Public Library Board 7 October 15, 2014 [Attachments Accompanying October 15, 2014, Board Meeting] (a) September 17, 2014 Library Board Minutes (b) November 2014 Calendar of Events (c) September 2014 Financial Statement (d) Email Messages Sent from CEO from September 10 October 7, 2014 (e) Draft Legacy Document (f) Updated Board Bylaws, Pages 5 & 6 and Cover Page (g) Invitation to the Volunteer Appreciation Event (h) Invitation to the Annual Staff Christmas Party @ Central