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HomeMy WebLinkAboutLibrary - 2015-06-17 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 7:00 p.m. on Wednesday, June 17, 2015, by the Chair, Mr. Wayne Buchholtz in the Board Room at Central. TRUSTEES PRESENT Ms. Katherine Andrews, Mr. Tim Blundon, Mr. Wayne Buchholtz, Ms. Michelle Dow, Mr. Cory Ernst, Ms. Kelly McManus, Ms. Erin Rudland, Ms. Stephanie Tanner. Ms. Mary Chevreau, Secretary-Treasurer and Chief Executive Officer. STAFF PRESENT Ms. Lesa Balch, Ms. Sabina Franzen, Ms. Ann Wood, Ms. Gloria Grigas. REGRETS Ms. Jacqueline McLaren, Councillor Sarah Marsh. LEAVE OF ABSENCE Councillor Kelly Galloway-Sealock. GUESTS Ms. Alison Shroeder, Manager Country Hills Community Library and Ms. Robyn VanderZee, Acting Manager, Grand River Stanley Park Commun Library. 2. AGENDA REVIEW A discussion of the was added under the Report of the Secretary-Treasurer and CEO. Kitchener Public Library Board 2 June 17, 2015 15-52 On motion by Ms. Erin Rudland and seconded by Ms. Stephanie Tanner, it was RESOLVED that the Agenda be adopted, as amended. CARRIED There were no pecuniary / conflict of interest declarations. 3. Board Orientation Why KPL Matters Ms. Alison Schroeder, Manager of Country Hills Community Library, and Ms. Robyn VanderZee, Acting Manager of Grand River Stanley Park Community Library, explained how technology programming at Kitchener Public Library matters. [Ms. Katherine Andrews joined the meeting.] Both Managers gave several examples of how customers who signed up for one-on-one technology coaching at their community libraries have benefited. One-on-one technology sessions are run by staff and even if a session i not directly related to library resources, staff always promote the . Staff have helped customers to set up an email account and use it it to apply for jobs online; assisted with the setup of phone contacts and apps for those learning how to navigate a smart phone; taught customers how to Skype; and helped download photos from a camera to a computer. Customers have learned to master Overdrive using various eReaders, iPads and other tablets to download eBooks, and to use Zinio for free magazines and Hoopla for free movies. Mr. Wayne Buchholtz thanked Ms. Alison Schroeder and Ms. Robyn VanderZee for their presentation. 4. MINUTES of the Board Meeting of May 20, 2015. 15-53 On motion by Ms. Michelle Dow and seconded by Ms. Kelly McManus, it was RESOLVED that the Minutes of the Board Meeting of May 20, 2015, be approved. CARRIED Kitchener Public Library Board 3 June 17, 2015 5. BUSINESS ARISING None. 6. 1. BUSINESS REPORT OF OFFICERS (a) Report of the Chair Updates Achieving a Paperless Board Package The Board were in agreement that all documents required for a Library Board meeting be distributed electronically to each Board member in advance to a meeting, effective as of the August 19, 2015, Library Board meeting. Board members are welcome to access the Board documents using their tablets or laptops during the meeting. Summer Recess 15-54 On motion by Mr. Cory Ernst and seconded by Mr. Tim Blundon, it was RESOLVED that the Board Executive be empowered to act on behalf of the Library Board as required until the August Board meeting. CARRIED (b) Facilities Planning & Building Committee Updates Ms. Stephanie Tanner, Chair of the Facilities Planning & Buildin Committee, provided an update of the Central Library project. Stage lighting and curtain installation in the Theatre are nearing completion. The café millwork design is complete and costing is underway. The courtyard drainage plan has been developed. Deficiency work and the building system commissioning are ongoing. Kitchener Public Library Board 4 June 17, 2015 Ms. Mary Chevreau also sent an email on June 17 to notify the Board that the Forest Heights parking lot is scheduled to be re-paved beginning on or about June 22. The work is anticipated to take approximately one week. (c) Finance Committee May 2015 Financial Statement 15-55 On motion by Ms. Michelle Dow and seconded by Ms. Stephanie Tanner it was RESOLVED to accept the May 2015 Financial Statement, as printed. CARRIED (d) Public Service & Policy Committee Updates June 2015 Business Plan Progress Report In the absence of Ms. Jacqueline McLaren, Chair of the Public Service & Policy Committee, Mr. Wayne Buchholtz referred to the June 2015 Business Plan Progress Report provided in the Board package. A question and answer session followed. (e) Report of the Secretary-Treasurer and CEO Updates Ms. Mary Chevreau noted that the library organized a number of events at all its locations on Saturday, June13. Central hosted Do It Yourself Bicycle Centre, an appy hourArtist at Work and programs. Events were well attended. Kitchener Public Library will also be involved on Saturday, June 20 and Sunday, June 21 at the Multicultural Festival in Victoria Park. On June 9, Ms. Mary Chevreau and Ms. Penny-Lynn Fielding attended a stakeholder interview to provide feedback and comments regarding Staff will continue to participate and monitor developments in this area. In partnership with the Working Centre, the Community Access Bikeshare (CAB) program will locate its bikes now installed at the corner of Ahrens and Queen Streets. The bikes are expected to arrive soon. A key box has also been installed inside the vestibule at the Queen Street entrance of the library. Membership in this program is available through the Working Centre. Kitchener Public Library Board 5 June 17, 2015 Ms. Mary Chevreau noted that she has met and talked with many staff both at Central and the branches, as well as library partners - Centre-in- the-Square, the Art Gallery and the Working Centre. More meetings are underway. Ms. Mary Chevreau reviewed her CEO Entry Plan which was distributed at the meeting. A question and answer session followed with the Library Board. Emails distributed in Past Month No questions were noted. 7. II. NEW BUSINESS None. 8. III. PRESENTATIONS (a) Report of Councillors No Councillors were present at the meeting. 9. ADJOURNMENT 15-56 There being no further business, on motion by Ms. Erin Rudland and seconded by Ms. Michelle Dow, it was RESOLVED to adjourn the meeting at 7:56 p.m. CARRIED Chair Secretary-Treasurer Kitchener Public Library Board 6 June 17, 2015 [Attachments Accompanying June 17, 2015 Board Meeting] (a) May 20, 2015 Library Board Minutes (b) July & August 2015 Calendar of Events (c) May 2015 Financial Statement (d) Email Summary from CEO May 12 June 9, 2015 (e) June 2015 Business Plan Progress Report (f) CEO Entry Plan (handout provided at the meeting)