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HomeMy WebLinkAboutLibrary - 2015-02-18 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 7:01 p.m. on Wednesday, February 18, 2015, by the 1 Vice-Chair, Ms. st Stephanie Tanner in the Board Room at Central. TRUSTEES PRESENT Mr. Tim Blundon, Ms. Michelle Dow, Mr. Cory Ernst, Councillor Kelly Galloway-Sealock, Councillor Sarah Marsh, Ms. Kelly McManus, 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 Mr. Wayne Buchholtz, Ms. Jacqueline McLaren, Ms. Erin Rudland. The Library Board took a moment of silence to acknowledge Library Board Trustee, Mr. Harley Rashleigh-Berry, who passed away on February 11, 2015. Condolences will be sent on behalf of the Library Board and staf 2. AGENDA REVIEW The In-Camera Legal matter listed under Report of the Chair was moved f discussion under Item 6 on the agenda to deal with both In-Camera Legal matters at the same time. 15-17 On motion by Mr. Tim Blundon and seconded by Mr. Cory Ernst, it was RESOLVED that the Agenda be adopted, as amended. CARRIED There were no pecuniary / conflict of interest declarations. Kitchener Public Library Board 2 February 18, 2015 3. BOARD ORIENTATION [Councillor Sarah Marsh joined the meeting.] Ms. Sonia Lewis presented the following topics of orientation to the role of the Public Library; Kitchener Public Library structure, services, collections and key partners as well as key professional organiz Handouts were provided at the meeting. 4. MINUTES of the Board Meeting of January 21, 2015. 15-18 On motion by Ms. Michelle Dow and seconded by Ms. Kelly McManus, it was RESOLVED that the Minutes of the Board Meeting of January 21, 2015, be approved. CARRIED MINUTES of the In-Camera Board Meeting of January 21, 2015. 15-19 On motion by Councillor Sarah Marsh and seconded by Mr. Cory Ernst, it was RESOLVED that the In-Camera Minutes of the Board Meeting of January 21, 2015, be approved. CARRIED 5. BUSINESS ARISING CEO Selection Committee 15- On motion by Ms. Michelle Dow and seconded by Councillor Kelly Galloway- Sealock, it was RESOLVED to rescind Motion 15-15 made at the January 2015 Library Board meeting. CARRIED The Vice-Chair called for a discussion regarding membership on the CEO Selection Committee. The consultant has requested that the Selection Committee be mad Board members who will attend interviews of the potential candidates on Monday, April 13. The final decision would then be approved by the full Library Board at its April Board meeting on April 15, 2015. Kitchener Public Library Board 3 February 18, 2015 Councillor Sarah Marsh inquired if all Board members could attend the interviews on Monday, April 13. The Selection Committee would then meet after the interviews to finalize the selection for the full Board to approve at the April 15 Board meeting. Ms. Sonia Lewis will review the request with the consultant and Chair, Mr. Wayne Buchholtz. 15- On motion by Mr. Cory Ernst and seconded by Mr. Tim Blundon, it was RESOLVED that Mr. Wayne Buchholtz, Ms. Jacqueline McLaren, Ms. Stephanie Tanner, Councillor Sarah Marsh and Councillor Kelly Galloway-Sealock be responsible to act as the CEO Selection Committee. CARRIED 6. IN-CAMERA LEGAL MATTER 15- On motion by Ms. Michelle Dow and seconded by Mr. Tim Blundon, it was RESOLVED that the meeting move in-camera to discuss two confidential legal matters. CARRIED 15- On motion by Ms. Michelle Dow and seconded by Mr. Cory Ernst, it was RESOLVED that the in-camera session be concluded. CARRIED 7. 1. BUSINESS REPORT OF OFFICERS (a) Report of the Chair Updates Ms. Stephanie Tanner noted that the hiring process for the new C track. The Executive Committee met on February 2. The Executive Committee Report provided in the Board package outlined the proposed Library Board objectives for 2015 which the Vice-Chair reviewed with the group. Kitchener Public Library Board 4 February 18, 2015 15-motion by Councillor Kelly Galloway-Sealock and seconded by Ms. Kelly McManus, it was RESOLVED to adopt the following objectives for 2015: 1) Hire a new CEO. Define the probationary period, expectations process for a new CEO. role in fundraising. Determine which Board Committee will be assigned the task. 3) Provide Board orientation to ensure new and returning Board m their job effectively. 4) Start development of a Board governance model and policy manual. (Expected to be a multi-year project). 5) Initiate work on a report regarding the Southwest Kitchener c library for presentation to City Council during the 2017 budget (Report to be completed by August 2016.) CARRIED Committee Membership Ms. Stephanie Tanner confirmed the members of the 2015 Library B Committees as noted below. The Chair, Mr. Wayne Buchholtz, is an ex offico member of all committees. The CEO or designate is a member of all committees. Facilities Planning and Building Committee Ms. Stephanie Tanner, Chair Mr. Tim Blundon Mr. Cory Ernst Finance Committee Ms. Michelle Dow, Chair Ms. Erin Rudland Public Service and Policy Committee Ms. Jacqueline McLaren, Chair Ms. Kelly McManus Ontario Library Association (OLA) Conference Update Ms. Michelle Dow and Mr. Cory Ernst provided an update of the boot camp for new Board members that they attended at the OLA conference on Saturday, January 31, 2015. Mr. Wayne Buchholtz also attended the session. Kitchener Public Library Board 5 February 18, 2015 Board Self-Evaluation Each year the Board evaluates its performance and key relationsh determine if there are areas that need improvement or change. Athe questionnaire used by the Board was included in the Board package for information purposes. The form will be reissued at yearend to e Given the Board turnover, 2014 performance will not be evaluated. 2015 Budget Dates Ms. Sonia Lewis and Ms. Sabina Franzen will be attending Final Budget Day at the City on Monday, February 23 starting at 9:00 am. Board attendance in Leave of Absence 15- On motion by Mr. Tim Blundon and seconded by Councillor Sarah Marsh it was RESOLVED to authorize a leave of absence for Councillor Kelly Ga- Sealock up to six months, beginning March 16, 2015. CARRIED Retirement Reception for the CEO A drop-in reception for Ms. Sonia Lewis will be hosted at Central on Th April 30, 2015, between 4:30 pm and 6:30 pm. Details will follo Filling Board Vacancy The alternates to fill a Library Board vacancy that were identified by the City will be contacted to determine if they are interested in joining the If not, the vacancy will need to be posted by the City. (b) Finance Committee December 2014 Financial Statement Ms. Michelle Dow reviewed the December 2014 Financial Statement. 15-26 On motion by Ms. Michelle Dow and seconded by Councillor Sarah Marsh it was RESOLVED to accept the December 2014 Financial Statement, as pri CARRIED January 2015 Financial Statement 15-27 On motion by Ms. Michelle Dow and seconded by Mr. Cory Ernst it was RESOLVED to accept the January 2015 Financial Statement, as prin CARRIED Kitchener Public Library Board 6 February 18, 2015 and other ways Zehrs supports community organizations. (c) Report of the Secretary-Treasurer and CEO Updates Please contact Gloria if wishing to be registered to attend thi State of the City Address Ms. Sonia Lewis will be meeting with City staff regarding the op the State of the City Address at Central on Friday, March 27. 2015 Fundraiser The calendar for the 2015 fundraiser will launch on May 7 with an art exhibit at Central from 5:30 to 7:00 pm. More details will follow. January 2015 Public Service Statistical Report Included in the Library Board package was a Public Service Statistical Report along with the January 2015 Public Service Report. In keeping with an objective in the 2014 Business Plan, the report has been revised to reflec reporting requirements. Tour of Pioneer Park and Forest Heights Community Libraries Ms. Sonia Lewis polled the availability of those Board members w the Pioneer Park and Forest Heights Community Libraries during a Saturday. Arrangements will follow. Emails distributed in Past Month No questions were noted. 8. II. NEW BUSINESS None. 9. III. PRESENTATIONS (a) Report of Councillors Councillor Sarah Marsh reported that Final Budget Day at the City is Monday, February 23, 2015. Kitchener Public Library Board 7 February 18, 2015 The City of Kitchener is moving forward to develop a neighbourhood strategy focused on helping coordinate efforts in planning, building and neighbourhoods and facilitating a citizen-led approach to placemaking in the More information will follow as the initiative gets underway. Events are planned in the City in conjunction with the Pan Am ga which will be held in the Civic District Park. Councillor Sarah Marsh noted that the library is invited to participate. Councillor Kelly Galloway-Sealock noted that the City is focusing on its customer service strategy. It is very comprehensive and will in 11. ADJOURNMENT 15-28 There being no further business, on motion by Mr. Tim Blundon, it was RESOLVED to adjourn the meeting at 8:40 p.m. CARRIED _______________________________ _________________________________ Chair Secretary-Treasurer Kitchener Public Library Board 8 February 18, 2015 [Attachments Accompanying February 18, 2015 Board Meeting] (a) January 21, 2015 Library Board Minutes (b) March 2015 Calendar of Events (c) December 2014 Financial Statement (d) January 2015 Financial Statement (e) Email Summary from CEO January 14 February 10, 2015 (f) Board 2015 Self Evaluation (g) Executive Committee Report (h) Public Service Statistical Report & January 2015 Public Service (i) PowerPoint Slide Presentation of Board Orientation (j) Kitchener Public Library Organizational Chart (k) (l) Newsletter Volunteer Connections