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HomeMy WebLinkAboutLibrary -2015-08-19 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, August 19, 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, 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. Gloria Grigas. REGRETS Ms. Stephanie Tanner, Ms. Ann Wood. LEAVE OF ABSENCE Councillor Kelly Galloway-Sealock. 2. AGENDA REVIEW 15-57 On motion by Ms. Michelle Dow and seconded by Mr. Cory Ernst, it was RESOLVED that the Agenda be adopted. CARRIED There were no pecuniary / conflict of interest declarations. Kitchener Public Library Board 2 August 19, 2015 3. MINUTES of the Board Meeting of June 17, 2015. 15-58 On motion by Ms. Kelly McManus and seconded by Mr. Tim Blundon, it was RESOLVED that the Minutes of the Board Meeting of June 17, 2015, be approved. CARRIED 4. BUSINESS ARISING None. 5. 1. BUSINESS REPORT OF OFFICERS (a) Report of the Chair Upcoming Events The Chair noted that the 2015 Building Award presented by the On Library Association to the Kitchener Public Library is currently in the office. Mr. Wayne Buchholtz outlined the following upcoming events: 1) One Book One Community (OBOC) on Wednesday, September 23 at 7:00 pm in the Theatre Emily St. John Mandel, author of Station Eleven in conversation with Edwin Outwater, Music Director of the KW Symphony. 2) Word on the Street on Saturday, September 26 from 11:00 am to 5:00 pm at Kitchener City Hall and The Kitchener Market. 3) Café Opening at Central on Monday, September 28 in the Lounge wi the Mayor, Board members, and other stakeholders. The event time has yet to be determined and will be emailed to the Board. A soft opening is scheduled for t week of August or first week of September. 4) Volunteer Appreciation on Thursday, October 8 from 7:00 to 8:30 pm at Central. [Ms. Erin Rudland & Ms. Jacqueline McLaren joined the meeting.] Kitchener Public Library Board 3 August 19, 2015 New Series at Central The Chair shared the following dates which launch a new series at Central featuring critically acclaimed authors, thought-provoking films, current events, and more. At the request of the Chair, the following list will be emailed to the Board: Thursday, September 10 @ 6:30 pm Prevention, Prisons & Popcorn Film & Forum Evening with Howard Spears Tuesday, September 29 @ 6:30 pm Silencing Dissent Wednesday, September 30 @ 7 pm An Evening with Jeff Lemire Monday, October 26 @ 7 pm An Evening with Andrew Pyper Wednesday, December 9 @ 7 pm An Evening with Catherine Bush Update Mr. Wayne Buchholtz notified the Board that he and Ms. Mary Chevreau were contacted by a concerned library customer regarding the partnership of Kitchener Public Library and a local bookstore. Ms. Chevreau was able to report that the Library is currently in conversation with the store on some future partnership opportunities and has notified the custo such. Councillor Sarah Marsh commented that she was included in original communication from our citizen. (b) Facilities Planning & Building Committee Updates No updates were noted. (c) Finance Committee June 2015 Financial Statement 15-59 On motion by Ms. Michelle Dow and seconded by Ms. Jacqueline McLaren it was RESOLVED to accept the June 2015 Financial Statement, as printed. CARRIED July 2015 Financial Statement 15-60 On motion by Ms. Michelle Dow and seconded by Councillor Sarah Marsh it was RESOLVED to accept the July 2015 Financial Statement, as printed. CARRIED 2015 Year End Projections Ms. Michelle Dow reviewed the 2015 Year End Projections provided in the Board package. Kitchener Public Library Board 4 August 19, 2015 Approval of 2016 Draft Operating Budget Ms. Michelle Dow referred the Board to the Finance Committee Report provided in the Board package as she presented the highlights of the draft 2016 Operating Budget. A question and answer session followed. 15-61 On motion by Ms. Michelle Dow and seconded by Ms. Katherine Andrews it was RESOLVED to approve the draft 2016 Operating Budget as printed. CARRIED 2016 Draft Capital Budget Ms. Michelle Dow presented the draft 2016 Capital Budget in detail. A question and answer session followed. 15-62motion by Ms. Michelle Dow and seconded by Ms. Jacqueline McLaren, it was RESOLVED to approve the draft Capital Forecast 2016 2025. CARRIED 2016 Budget Timelines Ms. Michelle Dow referred to the Finance Committee report which outlined the 2016 budget timelines. Any revisions will be reported to the Board. (d) Public Service & Policy Committee Updates None. (e) Report of the Secretary-Treasurer and CEO Leejay Levene Calendar Drive In an effort to improve sales of the Leejay Levene calendars, a video to run on the monitors closest to the circulation desks at all l Website Update new website is anticipated to launch during the week of September 21. Usability testing is currently underway and staff is scheduled during the month of September prior to the launch. Community Engagement Survey with Overlap interviews to collect information as to what matters most to people in the com Kitchener Public Library Board 5 August 19, 2015 After labour day, stakeholder labs will be scheduled with variou groups, followed by an online survey. Ms. Mary Chevreau confirmed that Kitchener Public Library is currently on schedule to conduct its customer surveys and environmental scan in Open Hours for Fall As of September library hours extend by half an hour per day. Sunday openings resume at Central on Sunday, October 18. Courtyard Update Ms. Mary Chevreau provided an update of the courtyard at Central. Emails distributed in Past Month No questions were noted. 6. II. NEW BUSINESS None. 7. III. PRESENTATIONS (a) Report of Councillors No updates were presented at the meeting. 8. ADJOURNMENT 15- There being no further business, on motion by Councillor Sarah Marsh and seconded by Ms. Michelle Dow, it was RESOLVED to adjourn the meeting at 8:00 p.m. CARRIED Chair Secretary-Treasurer Kitchener Public Library Board 6 August 19, 2015 [Attachments Accompanying August 19, 2015 Board Meeting] (a) June 17, 2015 Library Board Minutes (b) September 2015 Calendar of Events (c) June & July 2015 Financial Statement (d) 2015 Year End Projections (e) 2016 Draft Capital Budget (f) 2016 Draft Operating Budget (g) Email Summary from CEO June 10 August 11, 2015 (h) Volunteer Newsletter, Connections (available at meeting)