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HomeMy WebLinkAboutLibrary - 2014-12-10 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 6:30 p.m. on Wednesday, December 10, 2014, by the interim Chair, Mr. Wayne Buchholtz, in the Board Room at Central. TRUSTEES PRESENT Mr. Tim Blundon, Mr. Wayne Buchholtz, Ms. Michelle Dow, Mr. Cory Councillor Sarah Marsh, Ms. Jacqueline McLaren, Ms. Kelly McManus, Mr. Harley Rashleigh-Berry, 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 Councillor Kelly Galloway-Sealock. GUEST Ms. Lynn Gazzola. 2. WELCOME The new and returning Board members were welcomed to the meeting The new Board members appointed by the City for a 4-year term ending November 30, 2018, include Ms. Michelle Dow, Mr. Cory Ernst, Councillor Sarah Marsh, Ms. Kelly McManus and Mr. Harley Rashleigh-Berry. Kitchener Public Library Board 2 December 10, 2014 The returning Board members that were reappointed by the City for a 4- year term ending November 30, 2018, include Mr. Tim Blundon, Mr. Wayne Buchholtz, Councillor Kelly Galloway-Sealock, Ms. Jacqueline McLaren, Ms. Erin Rudland and Ms. Stephanie Tanner. All Board members and staff in attendance at the meeting introdu themselves to the group. 3. BOARD ORIENTATION Mr. Wayne Buchholtz referred to the Board Orientation Outline included in the Board package. Time will be allocated on future Board agendasfor the discussion of most orientation topics in the outline. Additional suggestions are welcome. An Orientation binder was distributed to all new Board members for their reference at upcoming orientation sessions. Ms. Sonia Lewis explained that Board packages should be receivedin the mail by the Monday of a Board meeting week. If not, Board members were asked to contact Gloria. A discussion followed regarding the support materials that accompany the Board package which included the Board agenda, minutes, monthly financial statement, calendar of events, summary of emails sent to the Board and Committee reports. Ms. Sonia Lewis also reviewed the Boardstructure and the election of officers. 4. AGENDA REVIEW 14-101 On motion by Ms. Jacqueline McLaren and seconded by Ms. Stephanie Tanner, it was RESOLVED that the Agenda be adopted. CARRIED There were no pecuniary / conflict of interest declarations. 5. MINUTES of the Board Meeting of November 19, 2014. The approval of the Minutes of the Board Meeting of November 19, was deferred to the January 2015 Board meeting. Kitchener Public Library Board 3 December 10, 2014 MINUTES of the In-Camera Board Meeting of November 19, 2014. The approval of the Minutes of the In-Camera Board Meeting of November 19, 2014, was deferred to the January 2015 Board meeting. 6. BUSINESS ARISING None. 7. 1. BUSINESS REPORT OF OFFICERS (a) Report of the Chair Updates Board appointments for the 2014 2018 term were confirmed by Council at their December 1 inaugural meeting. st Mr. Wayne Buchholtz noted that in addition to the 11 appointees Library Board, Council appointed two alternates, Ms. Jessica Kro Ms. Katherine Andrews. Alternates will be considered in the event of a mid-term vacancy. In the New Year, the Board will be discussing its priorities for 2015. The Ms. Sonia Lewis will be retiring May 1, 2015. The Board has engaged a consultant, Ken Haycock, to help in the Ken Haycock and his associates will be contacting both the former and new Board members. The following 2015 budget dates were noted: January 5 9:00 am Operating Budget Council Chambers January 12 9:00 am Capital Budget Council Chambers February 2 Public Input Evening Meeting Location & time o/s February 23 Final Budget Day Council Chambers The dates will be emailed to the Board. Board attendance is welcome at these public meetings. At the November Board meeting there was a formal recognition of the , after the Board meeting, there will be a presentation to departing Board members. Kitchener Public Library Board 4 December 10, 2014 y other Kitchener Waterloo libraries are expected to attend. Strike Nominating Committee Ms. Jacqueline McLaren agreed to Chair the Nominating Committee. will poll all Board members regarding their interest to be nomin Board Chair or to chair one of the standing committees which include the Facilities Planning and Building Committee; Finance Committee and Public Service and Policy Committee. Elections will be held at the January Board meeting. Ontario Library Association (OLA) Conference 2015 Copies of the conference program were provided to the new Board members at the meeting. Sessions most relevant to Board members include the OLBA Bootcamp on Saturday, January 31 from 9:15 am to 3:30 pm. Other sessions of interest were also noted. If interested in attending the OLA conference please notify Ms. Sonia Lewis by December 29, 2014. Please identify the date and session of interest. 2015 Meeting Schedule 14-motion by Mr. Tim Blundon and seconded by Ms. Erin Rudland, it was RESOLVED to approve the 2015 Library Board Meeting Schedule, as printed. CARRIED (c) Finance Committee November 2014 Financial Statement 14-103 On motion by Ms. Erin Rudland and seconded by Ms. Jacqueline McLaren, it was RESOLVED to accept the November 2014 Financial Statement, as printed. CARRIED (f) Report of the Secretary-Treasurer and CEO Updates Calendar of Events Ms. Sonia Lewis referred to the January 2015 Calendar of Events Board package which identifies events that may be of interest to Board, as well as tours of departments and branches. Board orientation will include tours. If interested in a staff tour, it is recommended that the new Board members wait until the completion of the orientation sessions. Kitchener Public Library Board 5 December 10, 2014 Calendar of Events, they will also be recorded on this document. Cafe Ms. Sonia Lewis provided an update of the café currently in operin the lounge at Central. CEO Vacation Ms. Sonia Lewis will be away between December 15 and January 5, Ms. Ann Wood will be in charge before Christmas and Ms. Sabina Franzen in charge after Christmas. Emails distributed in Past Month No questions were noted. 7. II. NEW BUSINESS None. 8. III. PRESENTATIONS (a) Report of Councillors Councillor Sarah Marsh noted that the Councillors met on Monday, December 8 with a full agenda of meetings. The 15-minute layby parking spots on Ahrens Street adjacent to the library were discussed and the process is underway for approval. No approvals will be made at the budget meetings on January 5 and 12, 2015. A public input meeting is scheduled for the evening of February 2. Annual Kitchener Public Library Foundation Report Ms. Sonia Lewis provided the annual report for the Kitchener Public Library Foundation on behalf of Ms. Sherry Erb, President of the Foundation. The Kitchener Public Library Foundation designated its funds to various initiatives and made a donation to the A full report will accompany the January 2015 Board minutes. Kitchener Public Library Board 6 December 10, 2014 Presentation to Ms. Erin Rudland On behalf of the Kitchener Public Library Board and staff, Ms. Sonia Lewis prs book to Ms. Erin Rudland to congratulate her on the pending birth of her first child. 9. ADJOURNMENT 14-104 There being no further business, on motion by Ms. Stephanie Tanner,it was RESOLVED to adjourn the meeting at 7:25 p.m. CARRIED Chair Secretary-Treasurer Kitchener Public Library Board 7 December 10, 2014 [Attachments Accompanying December 10, 2014 Library Board Meeting] (a) November 19, 2014 Library Board Minutes (b) January 2015 Calendar of Events (c) November 2014 Financial Statement (d) Email Summary from CEO from November 11 December 2, 2014 (e) Orientation Outline (f) 2015 Library Board Meeting Schedule (g) Orientation Binders for new Board members (h) OLA Conference Program for new Board members