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HomeMy WebLinkAboutLibrary - 2015-01-21MINUTES 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 7:03 p.m. on Wednesday, January 21, 2015, 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 Ernst, Councillor Sarah Marsh, Ms. Jacqueline McLaren, Ms. Kelly McManus, Mr. Harley Rashleigh- Berry, 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; Ms. Erin Rudland. 2. BOARD ORIENTATION Ms. Sonia Lewis and Mr. Wayne Buchholtz presented the following topics of orientation to the Board: Ontario Public Libraries Act; the roles of the Board and staff; the Board's Terms of Reference; financial matters and strategic planning. 3. AGENDA REVIEW An In- Camera Human Resources matter was added to the agenda under Report of the Chair and an In- Camera Legal matter was added under Report of the Secretary- Treasurer and CEO. 15 -01... On motion by Mr. Tim Blundon and seconded by Councillor Sarah Marsh, it was RESOLVED that the Agenda be adopted, as amended. CARRIED Kitchener Public Library Board 2 There were no pecuniary / conflict of interest declarations. 3. MINUTES of the Board Meeting of December 10, 2014. January 21, 2015 15 -02... On motion by Mr. Cory Ernst and seconded by Ms. Stephanie Tanner, it was RESOLVED that the Minutes of the Board Meeting of December 10, 2014, be approved. CARRIED Mr. Buchholtz relinquished the Chair to the CEO who presided pro tem for the following motions. MINUTES of the Board Meeting of November 19, 2014. 15 -03... On motion by Mr. Wayne Buchholtz and seconded by Ms. Stephanie Tanner, it was RESOLVED that the Minutes of the Board Meeting of November 19, 2014, be approved. CARRIED MINUTES of the In- Camera Board Meeting of November 19, 2014. 15 -04... On motion by Ms. Stephanie Tanner and seconded by Mr. Wayne Buchholtz, it was RESOLVED that the In- Camera Minutes of the Board Meeting of November 19, 2014, be approved. CARRIED Mr. Wayne Buchholtz resumed his position as interim Chair. 4. BUSINESS ARISING None. 5. 1. BUSINESS REPORT OF OFFICERS (a) Report of the Chair Updates Ms. Sonia Lewis and Ms. Sabina Franzen attended the Council meetings on January 5 regarding the library's Operating budget and on January 12 regarding the library's Capital budget. Mr. Wayne Buchholtz was also in attendance. No concerns about the Library's budget were raised by Council during those meetings. Kitchener Public Library Board 3 January 21, 2015 On Monday, February 2, a Public Information meeting will be held in the evening at City Hall to gather input, as part of the City's budget process. Final budget day at the City is Monday, February 23, 2015. It was noted that Mr. Wayne Buchholtz, Ms. Michelle Dow and Mr. Cory Ernst were registered to attend the upcoming Boot Camp for Trustees at the OLA Super Conference on Saturday, January 31. The 2015 Library Board Meeting Schedule was revised to change the location of the May Library Board meeting to the Grand River Stanley Park Community Library and the October meeting to the Country Hills Community Library. 15 -05... On motion by Ms. Kelly McManus and seconded by Councillor Sarah Marsh, it was RESOLVED that the Kitchener Public Library Board meeting scheduled at Central on Wednesday, May 20, 2015, be held at the Grand River Stanley Park Community Library, and the Kitchener Public Library Board meeting scheduled at Central on Wednesday, October 21, 2015, be held at the Country Hills Community Library. CARRIED Ms. Sonia Lewis confirmed that there will be a brief tour of these two community library locations at the beginning of each meeting. 15 -06... 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 human resources matter with staff excused. CARRIED 15 -07... On motion by Ms. Jacqueline McLaren and seconded by Ms. Michelle Dow, it was RESOLVED that the in- camera session be concluded. CARRIED 15 -08... On motion by Ms. Stephanie Tanner and seconded by Mr. Tim Blundon, it was RESOLVED to approve the motion made in- camera. CARRIED Kitchener Public Library Board 4 January 21, 2015 (b) Finance Committee Updates No financial reports were provided in the Board package as Kitchener Public Library is currently in the process of completing its year end activities. The annual audit will start in February. February 23, 2015, is final budget day at the City of Kitchener. Ms. Sonia Lewis and Ms. Sabina Franzen will be in attendance at the final budget meeting. Board attendance in support of Kitchener Public Library's budget is also greatly appreciated. (c) Report of the Secretary- Treasurer and CEO Updates Ms. Sonia Lewis reported that Ms. Sabina Franzen was following up on some leads with regard to the cafe at Central. Congratulations were extended to Ms. Lesa Balch on her appointment as the Ontario Library Association (OLA) Board Treasurer. This role involves overseeing the Board's financials, serving on the Board's Executive and representing the interest of OLA members. As an OLA Board member, Ms. Balch will be involved in the associations planning and policy development. Annual Kitchener Public Library Foundation Report No questions were noted regarding the Kitchener Public Library Foundation Report included in the Board package. This written report was a follow up to the verbal update provided by Ms. Sonia Lewis at the December Library Board meeting. 2014 Business Plan Yearend Progress Report The 2014 Business Plan Yearend Progress Report was provided in the Board package. Ms. Sonia Lewis presented the document and explained that it is also used to help complete the CEO's performance review. Strategic Plan 2015 Business Plan The special projects in the 2015 Business Plan align with the current strategic plan. Ms. Sonia Lewis and the Senior Managers answered questions regarding the special projects outlined in the document. Ms. Sonia Lewis explained that the Facilities Planning and Building Committee will be involved in the planning process of the proposed Southwest Community Library. Council has asked that as part of the 2017 budget process the library provide a report to the City with an update of costs and partnership opportunities. Kitchener Public Library Board 5 January 21, 2015 15 -09... On motion by Councillor Sarah Marsh and seconded by Mr. Cory Ernst, it was RESOLVED to approve the 2015 Business Plan. CARRIED Incident Report Incidents reported by all locations during the period of September to December 2014 were summarized by Ms. Sonia Lewis. In- Camera Session 15 -10... On motion by Ms. Michelle Dow and seconded by Mr. Harley Rashleigh- Berry, it was RESOLVED that the meeting move in- camera to discuss a confidential legal matter. CARRIED 15 -11... On motion by Ms. Stephanie Tanner and seconded by Ms. Kelly McManus, it was RESOLVED that the in- camera session be concluded. CARRIED Emails distributed in Past Month No questions were noted. 7. II. NEW BUSINESS None. 8. III. PRESENTATIONS (a) Report of Councillors Councillor Sarah Marsh reported earlier in the meeting that funding for the Southwest Community Library has been delayed and appears in the City's capital forecast starting in 2019. 9. REPORT OF THE NOMINATING COMMITTEE Mr. Wayne Buchholtz called upon the Nominating Committee, Ms. Jacqueline McLaren, for her report. Ms. Jacqueline McLaren, the Chair of the Nominating Committee, submitted the following slate of officers: Kitchener Public Library Board 6 January 21, 2015 Chair - Mr. Wayne Buchholtz Facilities Planning & Building Committee Chair - Ms. Stephanie Tanner Finance Committee Chair - Ms. Michelle Dow Public Service & Policy Committee Chair - Ms. Jacqueline McLaren 15 -12... On motion by Ms. Jacqueline McLaren and seconded by Mr. Harley Rashleigh- Berry, it was RESOLVED to accept the report from the Nominating Committee. CARRIED Mr. Buchholtz relinquished the Chair to the CEO who presided pro tem for the election of the officers. 10. ELECTION OF OFFICERS Ms. Sonia Lewis identified Mr. Wayne Buchholtz as nominated for the position of Chair and called for further nominations from the floor. No further nominations were received and Mr. Wayne Buchholtz was acclaimed as Chair of the Kitchener Public Library Board. Ms. Sonia Lewis identified Ms. Stephanie Tanner as nominated for the position of Chair of the Facilities Planning & Building Committee and called for further nominations from the floor. No further nominations were received and Ms. Stephanie Tanner was acclaimed as Chair of the Facilities Planning & Building Committee. Ms. Sonia Lewis identified Ms. Michelle Dow as nominated for the position of Chair of the Finance Committee and called for further nominations from the floor. No further nominations were received and Ms. Michelle Dow was acclaimed as Chair of the Finance Committee. Ms. Sonia Lewis identified Ms. Jacqueline McLaren as nominated for the position of Chair of the Public Service & Policy Committee and called for further nominations from the floor. No further nominations were received and Ms. Jacqueline McLaren was acclaimed as Chair of the Public Service & Policy Committee. Mr. Wayne Buchholtz resumed the position of Chair. Kitchener Public Library Board 7 January 21, 2015 Election of the 1St and 2nd Vice - Chairs Ms. Stephanie Tanner and Ms. Jacqueline McLaren were nominated for the position of 1St Vice -Chair of the Library Board. No further nominations were received from the floor. Ms. Jacqueline McLaren withdrew her name for the position of 1St Vice - Chair. 15 -13... On motion by Councillor Sarah Marsh and seconded by Ms. Jacqueline McLaren, it was RESOLVED to approve Ms. Stephanie Tanner as the 1St Vice -Chair of the Library Board. CARRIED Ms. Jacqueline McLaren was nominated for the position of 2nd Vice -Chair of the Library Board. No further nominations were received from the floor. 15 -14... On motion by Ms. Stephanie Tanner and seconded by Mr. Cory Ernst, it was RESOLVED to approve Ms. Jacqueline McLaren as the 2nd Vice -Chair of the Library Board. CARRIED Congratulations were extended to the elected officers. Mr. Wayne Buchholtz thanked Ms. Jacqueline McLaren for her help as Chair of the Nominating Committee. 11. REMARKS OF THE CHAIR Mr. Wayne Buchholtz thanked everyone for their support and welcomed the opportunity of working with the Board as Chair to continue the great work of the previous Board. The hiring of a new CEO and the planning of the Southwest Community Library are two significant jobs that the Board will be involved with this year. Committee Selection Form The Chair asked that all Board members complete the form provided at the meeting to sign up for participation in a committee of their choice. Composition of the Selection Committee The Board were in agreement that interviews for the CEO position be held on Monday, April 13, 2015. 15-15... 11 15 -16... Kitchener Public Library Board 8 January 21, 2015 On motion by Ms. Kelly McManus and seconded by Ms. Stephanie Tanner, it was RESOLVED that the Executive Committee be responsible to act as the Selection Committee in the hiring of the new CEO. CARRIED After the motion was approved, Councillor Sarah Marsh expressed an interest in serving on the Selection Committee. The Chair advised the matter would be revisited at the Board' s February meeting. A motion to rescind Motion 15 -15 will be added to the February Board agenda. ADJOURNMENT There being no further business, on motion by Ms. Jacqueline McLaren, it was RESOLVED to adjourn the meeting at 9:07 p.m. Chair CARRIED Secretary- Treasurer Kitchener Public Library Board 9 January 21, 2015 [Attachments Accompanyin January a�V 21, 2015 Board Meetingl (a) December 10, 2014 Library Board Minutes (b) November 19, 2014 Library Board Minutes (c) February 2015 Calendar of Events (d) Committee Selection Form (e) 2014 Business Plan Yearend Progress Report (f) 2015 Business Plan (g) Covering Memo - 2014 & 2015 Business Plans (h) Kitchener Public Library Foundation Report, December 2014 (i) Email Messages Sent from CEO to KPL Board Dec 3, 2014 - Jan 13, 2015 (j) PowerPoint Slide Presentation of Board Orientation (k) Kitchener Public Library Board Procedures - CEO Performance Appraisal with Evaluation Form