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HomeMy WebLinkAboutLibrary - 2015-05-20MINUTES OF BOARD OF TRUSTEES MEETING FOR KITCHENER PUBLIC LIBRARY BOARD CALL TO ORDER The Regular Board Meeting of the Kitchener Public Library Board was called to order at 7:07 p.m. on Wednesday, May 20, 2015, by the Chair, Mr. Wayne Buchholtz in the Meeting Room at Grand River Stanley Park Community Library. TRUSTEES PRESENT Ms. Katherine Andrews, Mr. Wayne Buchholtz, Ms. Michelle Dow, Councillor Sarah Marsh, Ms. ,Jacqueline McLaren, Ms. Kelly McManus, Ms. Erin Rudland. Ms. Mary Chevreau, Secretary- Treasurer and Chief Executive Officer. STAFF PRESENT Ms. Lesa Balch,Ms. Sabina Franzen, Ms. Ann Wood, Ms. Gloria Grigas. REGRETS Mr. Tim Blundon, Mr. Cory Ernst, Ms. Stephanie Tanner. LEAVE OF ABSENCE Councillor Kelly Galloway - Sealock. G U ESTS Ms. Ann Andrusyszyn, Development Manager, Kitchener Public Library. Ms. Robyn VanderZee, Acting Manager, Grand River Stanley Park Community Library. 2. TOUR of Grand River Stanley Park Community Library The Library Board joined Ms. Robyn VanderZee, Acting Manager of the Grand River Stanley Park Community Library, on a walking tour of the branch accompanied by an interactive slide show on several ipads that were provided to the group. Kitchener Public Library Board 2 May 20, 2015 Mr. Wayne Buchholtz thanked Ms. Robyn VanderZee for the tour and public service statistics that she shared about the branch. 3. WELCOME, Mary Chevreau, CEO Kitchener Public Library The Chair welcomed Ms. Mary Chevreau to her first Library Board meeting. The Library Board members introduced themselves as did Ms. Chevreau. As the new CEO, she thanked the Library Board for their vote of confidence and warm welcome. a 611 B L\ :» 0/1 X V i T l 15-44... On motion by Ms. Erin Rudland and seconded by Ms. ,Jacqueline McLaren, it was RESOLVED that the Agenda be adopted. CARRIED There were no pecuniary/ conflict of interest declarations. 5. MINUTES of the Board Meeting of April 15, 2015. 15-45... On motion by Ms. Kelly McManus and seconded by Ms. Katherine Andrews, it was RESOLVED that the Minutes of the Board Meeting of April 15, 2015, be approved. CARRIED IN- CAMERA MINUTES of the Board meeting of April 15, 2015. 15-46... On motion by Ms. Erin Rudland and seconded by Ms. Michelle Dow, it was RESOLVED that the In- Camera Minutes of the Board Meeting of April 15, 2015, be approved. CARRIED 6. BOARD ORIENTATION - Accessibility for Ontarians with Disabilities Act (AODA) Training & Accessibility Policy Ms. Sabina Franzen, Senior Manager, Administration, provided the Library Board with accessible customer service training. A handout was distributed at the meeting which accompanied a PowerPoint presentation. A review of the legislation and compliance at Kitchener Public Library to meet the Customer Service Standard established were highlighted and questions answered. Kitchener Public Library Board 3 May 20, 2015 Mr. Wayne Buchholtz thanked Ms. Sabina Franzen for her informative presentation. 7. BUSINESS ARISING None. 8. 1. BUSINESS REPORT OF OFFICERS (a) Report of the Chair Updates 2015 Fundraiser The Chair thanked the Board members and staff who were able to attend the Leejay Levene calendar fundraiser and art exhibit which launched on Thursday, May 7, at Central. Mr. Wayne Buchholtz complimented Ms. Ann Andrusyszyn, Development Manager, for a successful evening. The event was well attended. Ms. Ann Andusyszyn explained the contents of the 16 -month calendar and sponsorships. All proceeds from the sale of both the calendars and Leejay's art in Central's Art Gallery will go to support teen technology at Kitchener Public Library. The study room closest to the Teen area will also be named after Leejay Levene. Calendars are currently for sale at all locations of Kitchener Public Library. Copies of the calendar were also made available at the meeting for the Board to sell as part of the fundraiser. Networking Opportunity - Magnus Cards App Launch On Thursday, May 28, at 6:30 pm, the Theatre at Central Library will be used to launch a tool developed by a local start -up to help people with autism use the Library. The development was funded by one of the library's long -time donors, the Waterloo - Wellington Autism Services. The Chair will be in attendance and encouraged Board members to attend this networking opportunity. Kitchener Public Library Board 4 May 20, 2015 Executive Committee Recommendation on Board's Fundraising Role The Executive Committee met with Ms. Sonia Lewis after the April 2015 Board meeting to discuss the Board's fundraising role. The Executive Committee recommended that Kitchener Public Library's Development Manager be responsible for the library's fundraising and that the Library Board help fundraise as individuals for the library. A question and answer session followed. Thank You Card A thank you card from Ms. Sonia Lewis to the Library Board was circulated. (b) Finance Committee April 2015 Financial Statement 15-47... On motion by Ms. Michelle Dow and seconded by Councillor Sarah Marsh it was RESOLVED to accept the April 2015 Financial Statement, as printed. CARRIED (c) Public Service & Policy Committee Ms. ,Jacqueline McLaren, Chair of the Public Service & Policy Committee referred to the Public Service & Policy Committee Report provided in the Board package. Accessibility Policy The Committee reviewed the Accessibility Policy and recommended a new statement be added to the policy in response to the requirements of the Employment standard of the Accessibility for Ontarians with Disabilities Act (AODA). 15-48... On motion by Ms. ,Jacqueline McLaren and seconded by Councillor Sarah Marsh, it was RESOLVED that a new statement be added to the Accessibility Policy as follows: Employment Kitchener Public Library will establish policies, procedures and practices which support accessibility in the area of employment that includes recruitment and hiring, support for employees, individualized accommodation and return to work plans, performance management, redevelopment, and career development and advancement. CARRIED Kitchener Public Library Board 5 May 20, 2015 Bill 168 requires that the workplace violence policies be reviewed annually and updated when necessary. The Public Service & Policy Committee conducted its annual review of the Freedom from Discrimination & Harassment and the Workplace Violence policies and recommended that the last paragraph be reworded for greater clarity. 15-49... On motion by Ms. Kelly McManus and seconded by Ms. Katherine Andrews, it was RESOLVED that the last paragraph of the Freedom from Discrimination & Harassment policy be revised as follows: The legitimate and proper exercise of a supervisor's role and responsibilities to manage daily operations, performance at work, absenteeism, the assignment of tasks, etc. and the application of non- discriminatory acts of progressive discipline shall not be construed as discrimination or harassment. CARRIED 15-50... On motion by Ms. Erin Rudland and seconded by Ms. Michelle Dow, it was RESOLVED that the last paragraph of the Workplace Violence policy be revised as follows: The legitimate and proper exercise of a supervisor's role and responsibilities to manage daily operations, performance at work, absenteeism, the assignment of tasks, etc. and the application of non- discriminatory acts of progressive discipline shall not be construed as discrimination or harassment. CARRIED (d) Report of the Secretary- Treasurer and CEO Updates One Book One Community (OBOC) Now in its 14t1 year, the One Book, One Community of Waterloo Region announced its 2015 reading selection, Station Eleven, by Emily St. ,John Mandel. A copy of the book was presented to each Board member. Ms. Mary Chevreau explained that OBOC was launched in 2002 at which time the Readers' Advisor at Kitchener Public Library, Ms. Sharron Smith, was a key member of the organizing committee that established and now annually hosts the successful One Book, One Community regional reading program. There are currently four community partners involved. Kitchener Public Library Board 6 May 20, 2015 Interest in the program has continued over the years with selections helping to generate interest in libraries, bookstores, workplaces and book club gatherings. Ms. Mary Chevreau complimented library staff for their creative ideas undertaken to promote OBOC at the library. Author events will take place around the region, including an author visit to Kitchener Public Library. Incident Report Ms. Mary Chevreau provided a summary of incidents between ,January and April 2015. Incidents will be monitored for increasing trends. The CEO thanked both Ms. Ann Wood and library staff for their continued efforts in this area. 9. 11. NEW BUSINESS None. 10.111. PRESENTATIONS (a) Report of Councillors Councillor Sarah Marsh reported that on Saturday, ,June 13, the City of Kitchener will host its inaugural Neighbours' Day event. In February, Kitchener City Council approved a Neighbourhood Strategy as a corporate project within the city's 2015 business plan. The City of Kitchener's 14 community centres, city pools, golf courses, and other neighbourhood organizations will host events across the city. Each location will provide free activities, entertainment and fun for all ages. Participants will be given the opportunity to tell the City what they love about where they live. Everyone is also invited to enjoy a free swim and cake at the twilight after party from 5 pm to 8 pm at Kiwanis Park. The Multicultural Festival will be hosted in Victoria Park on Saturday, ,June 20 and Sunday, ,June 21. The Summer Lights Arts Festival in downtown Kitchener is scheduled on Saturday, ,June 20 from 8:00 pm to 1:00 am. Ms. Ann Wood confirmed that Kitchener Public Library will be participating at both events. Kitchener Public Library Board 7 May 20, 2015 11. ADJOURNMENT 15-51 ... There being no further business, on motion by Ms. Michelle Dow, it was RESOLVED to adjourn the meeting at 8:20 p.m. CARRIED Chair Secretary- Treasurer Kitchener Public Library Board 8 May 20, 2015 I•Attachments Accompanying May 20, 2015 Board Meetinql (a) April 15, 2015 Library Board Minutes (b) ,June 2015 Calendar of Events (c) April 2015 Financial Statement (d) Email Summary from CEO April 8 - May 12, 2015 (e) Public Service & Policy Committee Report with 3 Policies - Accessibility; Freedom from Discrimination & Harassment; Workplace Violence (f) AODA: Accessible Customer Service Presentation PowerPoint Handout (handout at the meeting)