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HomeMy WebLinkAboutLibrary - 2014-11-19 MINUTES OF BOARD OF TRUSTEES MEETING FOR KITCHENER PUBLIC LIBRARY BOARD 2. CALL TO ORDER The Regular Board Meeting of the Kitchener Public Library Board was called to order at 7:32 p.m. on Wednesday, November 19, 2014, by the Chair, Mr. Dan Carli, in the Board Room at Central. TRUSTEES PRESENT Mr. Wayne Buchholtz, Mr. Dan Carli, Mr. Mike Farwell, Councillor Kelly Galloway-Sealock, Ms. Lynn Gazzola, Mr. Bruce MacNeil, 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. Tim Blundon, Ms. Jacqueline McLaren, Ms. Erin Rudland. GUESTS Ms. Laura Luopa, Co-ordinator, Information Services. 3. AGENDA REVIEW 14-89 On motion by Councillor Kelly Galloway-Sealock 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 November 19, 2014 1. Staff Presentation Prior to the start of the meeting which was delayed due to incle weather, Ms. Laura Luopa, Co-ordinator, Information Services, highlighted programs and outreach activities of the Information Services department. Many initiatives were developed due to changes in technology. They allow customers to develop new skills and increase awareness of the library. An added benefit is staff feel rewarded and energized to be able to engage in public service in a different way. Mr. Dan Carli thanked Ms. Laura Luopa for her informative presen [Ms. Laura Luopa exited the meeting]. 4. MINUTES of the Board Meeting of October 15, 2014. 14-90 On motion by Ms. Lynn Gazzola and seconded by Mr. Mike Farwell, it was RESOLVED that the Minutes of the Board Meeting of October 15, 2014, be approved. CARRIED 14- MINUTES of the In-Camera Board Meeting of October 15, 2014. On motion by Ms. Stephanie Tanner and seconded by Ms. Lynn Gazzola, it was RESOLVED that the Minutes of the In-Camera Board Meeting of October 15, 2014, be approved. CARRIED 5. BUSINESS ARISING None. 6. 1. BUSINESS REPORT OF OFFICERS (a) Report of the Chair Updates The Chair thanked Mr. Wayne Buchholtz for speaking at the Annual General Meeting of the Waterloo Historical Society and 30 anniversary th celebration of the Grace Schmidt Room on Saturday, November 8 at Central. Kitchener Public Library Board 3 November 19, 2014 Mr. Dan Carli also thanked Board members who were able to attend the 10th anniversary of the Country Hills Community Library on Octob. The Chair thanked Mr. Wayne Buchholtz, Ms. Jacqueline McLaren and Mr. Bruce MacNeil for attending the Volunteer Celebration on October 22. Mr. Bruce MacNeil, Mr. Mike Farwell, Mr. Wayne Buchholtz, Ms. St Tanner, along with Ms. Sonia Lewis, Ms. Sabina Franzen and Ms. A Wood were thanked are due today for attending the Wednesday, December 10, are due by Thursday, December 4. New Board appointments will receive final approval by Council on December 1. Councillor Kelly Galloway-Sealock and Councillor Sarah Marsh from Ward 10 have been appointed by Council to the Kitchen Public Library Board. December Board Meeting Start Time & Location 14- On motion by Mr. Wayne Buchholtz and seconded by Ms. Stephanie Tanner, it was RESOLVED to change the start time of the December10, 2014 Library Board meeting from 7:00 pm to 6:30 pm. CARRIED Ontario Library Association Conference, 2015 The Board was asked to review the sessions offered in the OLA brochure and to send their choices to Ms. Sonia Lewis if interested in attending the January 28 31, 2015 Ontario Library Association Conference. In-Camera HR Matter 14-93 On motion by Mr. Wayne Buchholtz and seconded by Councillor Kelly Galloway-Sealock, it was RESOLVED that the meeting move in-camera to discuss a confidential human resources matter without staff present. CARRIED 14-94 On motion by Councillor Kelly Galloway-Sealock and seconded by Mr. Wayne Buchholtz, it was RESOLVED that the in-camera session be concluded. CARRIED Kitchener Public Library Board 4 November 19, 2014 Remarks of the Departing Chair 2010 -2014 Mr. Dan Carli thanked the Library Board for their support during his time on the Library Board and went on to highlight the Board accomplishments in the term of 2010 to 2014. The Central Library project was completed and the evolve.literally fundraising campaign successfully wrapped up. The operating funding for the Central Library was approved and while there were some c Board can be proud of the funding level that was maintained in i operating budget. The Chair thanked the Board for embracing advocacy to support this and get the job done. A new strategic plan was developed for 2014 2016 and a new logo was introduced positioning the library as a vibrant community hub. The Board participated in planning for SouthWest Kitchener, iden potential location for a new community library. Significant growth was made downloadable collections and new technologies, such as RFID self- checkout, were implemented. The Chair also thanked Ms. Sonia Lewis and staff for their support. Departing Board Members Mr. Dan Carli formally acknowledged the service of departing Boa members and thanked them for their service. The service of departing Board members will be celebrated at the December Board reception Mr. Bruce MacNeil joined the Library Board 23 years ago, in December 1991. He also served on the Foundation Board from 1993 to the end of 2000. Mr. Bruce MacNeil has held a number of Executive positions on th Library Board. He was Chair 1994 1995 and again in 2006. He served as 1 Vice-Chair in 2005 and 2007. He was elected the Planning and st Building Designate in 1996, the Public Service and Policy Design 1999 and 2004 and Chair of that committee in 2005. In 2007 he assumed the role of Chair of Facilities Planning and Building. Over the years, Mr. Bruce MacNeil committed time to these and other commi including the Fundraising ad hoc Committee, and various special Mr. MacNeil has been a strong advocate for the Library and was a the first to defend increased funding for resources. Kitchener Public Library Board 5 November 19, 2014 Councillor Berry Vrbanovic was appointed by Council to the Libra in April 1996. In his 18 ½ years on the Library Board, Councillor Vrbanovic could always be counted on to support the library and make time to attend special events. In meetings at City Hall, he spoke out about the value of the Library in the community and defended the for an expanded Central Library. He gave the Library Board sage on tough issues. We wish him well in his new role as Mayor of the City of Kitchener. Ms. Lynn Gazzola leaves the Library Board after 8 years of servi Upon joining the Board in February 2007, Ms. Lynn Gazzola was elected to the Executive role of Chair, Finance Committee and continued to be re- elected each year until the end of her term. She also served as 2 Vice- nd Chair in the years 2010 - 2014. Ms. Gazzola delivered clear, concise monthly financial reports. She offered excellent direction regarding the annual budgets and participated in annual meetings with our audi Like others on the Board, Ms. Lynn Gazzola worked hard to get th Central Library project approved. Mr. Mike Farwell was thanked for his 8 years of service with the Library Board. Mr. Farwell joined the Board in February 2007 and served Chair, Facilities Planning and Building, 1 Vice-Chair and a committee st member on Fundraising since January 2008. He was involved in th Central Library project from the planning to the construction phase. With his colleagues on the Facilities Planning and Building Comm Farwell worked through countless funding models for the Central Library. When a Board presence was needed at special events or programs, he was always one of the first to volunteer. As a local radio celebrit always drew a crowd and was a great supporter of the library. Mr. Mike Farwell addressed the Board and recognized the Chair, M Carli for his 11 years of service. Mr. Dan Carli has been active on the Board since December 2003. He held the position of Chair since Prior to that Mr. Carli was Finance Chair and 2 Vice-Chair for part of nd 2005. Following a resignation on the Board, Mr. Carli became Chair of Public Service and Policy and 1 Vice-Chair. The following year Dan st remained in the role of 1 Vice-Chair and also took on the role of Chair, st Facilities Planning and Building Committee. As Board Chair, Dan served ex offico on every Board committee. Mr. Carli has been a strong advocate and spokesperson for the library. He ably represented Board at City Hall and special events. Under his leadership the introduced self-evaluations, focused on advocacy, developed visionary strategic plans, and oversaw the construction of Central. Kitchener Public Library Board 6 November 19, 2014 (b) Facilities Planning & Building Committee Mr. Mike Farwell, Chair of the Facilities and Building Committee a brief update of the Central Library project. Central Library Project Update The exterior building sign logo has been installed. LEED certification documentation was submitted for review by Can Green Building Council. The review process can take 6 to 12 mon complete. Deficiency work continues. (c) Finance Committee October 2014 Financial Statement 14-95 On motion by Ms. Lynn Gazzola and seconded by Councillor Berry Vrbanovic, it was RESOLVED to accept the October 2014 Financial Statement, as printed. CARRIED (d) Fundraising ad hoc Committee Updates In the absence of Mr. Tim Blundon, the Chair of the Fundraising ad hoc Committee, Mr. Dan Carli congratulated the library for successfully concluding the evolve.literally fundraising campaign. Naming Opportunity for 2016 Fundraiser Mr. Dan Carli referred to the Fundraising Committee Report inclu the Board package. 14- On motion by Ms. Stephanie Tanner and seconded by Mr. Wayne Buchholtz, it was RESOLVED that upon successful completion of the teen area be named in memory of Leejay. CARRIED In-Camera Legal Matter 14-97 On motion by Councillor Kelly Galloway-Sealock and seconded by Councillor Berry Vrbanovic , it was RESOLVED that the meeting move in- camera to discuss a confidential legal matter. CARRIED Kitchener Public Library Board 7 November 19, 2014 14-98 On motion by Ms. Stephanie Tanner and seconded by Mr. Bruce MacNeil, it was RESOLVED that the in-camera session be concluded. CARRIED 14-99 On motion by Ms. Stephanie Tanner and seconded by Mr. Wayne Buchholtz, it was RESOLVED to approve the motion made in-camera. CARRIED (e) ad hoc Legacy Committee Draft Legacy Document The Chair noted that he will email a revised Legacy Document to the Library Board for their review and pass on the draft document to the new Board. (f) Report of the Secretary-Treasurer and CEO Updates Ms. Sonia Lewis acknowledged and congratulated Ms. Sharron Smith who received the Ontario Public Award for Leadership in Adult . This recognition is richly deserved as her Ms. Sharron Smith has America. She is passionate about connecting readers with the pe book and generous in sharing her expertise with others. The CEO thanked the departing Board members for their years of service and will miss working with such a great team. She hopes to see all Board members at the December 10 reception to further celebrate and recognize the Board members. The 2014 - 2016 Accessibility Plan for the library was included in the Board package for information. The report summarized what has been accomplished to date. Ms. Sonia Lewis thanked Ms. Sabina Franzen and her team for their work to meet the obligations of the Ontarians wit Disabilities Act (ODA, 2001), and the Accessibility for Ontarian Disabilities Act (AODA, 2005). Emails distributed in Past Month No questions were noted. 7. II. NEW BUSINESS None. Kitchener Public Library Board 8 November 19, 2014 8. III. PRESENTATIONS (a) Report of Councillors The last Council meeting for the current term of Councillors was Monday, November 17. Some new residential projects that are forthcoming for the downtown were discussed. Council also prepared a list of strategic priorities for its 201 2019 term. Committee and Board appointments will be approved at the Decembe Council meeting. Councillor Berry Vrbanovic took the opportunity to thank and acknowledge everyone at Kitchener Public Library for an amazing 18 ½ years. Ms. Sonia Lewis led a dedicated team during her years of service with the library. Her long term experience and leadership will missed. 9. ADJOURNMENT 14-100 There being no further business, on motion by Mr. Bruce MacNeil and seconded by Councillor Berry Vrbanovic, it was RESOLVED to adjourn the meeting at 8:40 p.m. CARRIED Chair Secretary-Treasurer Kitchener Public Library Board 9 November 19, 2014 [Attachments Accompanying November 19, 2014, Board Meeting] (a) October 15, 2014 Library Board Minutes (b) December 2014 Calendar of Events (c) October 2014 Financial Statement (d) Email Messages Sent from CEO from October 8 November 11, 2014 (e) Board Bylaws, Revised Cover Page (f) Fundraising In-Camera Report (g) HR In-Camera Report (h) Accessibility Plan 2014 2016 (i) CEO Job Description (j) (k) Volunteer Connections Newsletter