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HomeMy WebLinkAboutLibrary - 2015-11-18 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 7:08 p.m. on Wednesday, November 18, 2015, by the Chair, Mr. Wayne Buchholtz, in the Boardroom at Central. TRUSTEES PRESENT Ms. Katherine Andrews, Mr. Wayne Buchholtz, Ms. Michelle Dow, Councillor Sarah Marsh, Ms. Jacqueline McLaren, Ms. Kelly McManus, Ms. Stephanie Soulis (nee 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 Tim Blundon, Mr. Cory Ernst, Councillor Kelly Galloway-Sealock, Ms. Erin Rudland. Mr. Wayne Buchholtz welcomed Mr. Greg Linnell, a student from Conestoga College, who is observing the meeting tonight. 2. AGENDA REVIEW 15-75 On motion by Ms. Stephanie Soulis and seconded by Ms. Katherine Andrews, it was RESOLVED that the Agenda be adopted. CARRIED There were no pecuniary / conflict of interest declarations. Kitchener Public Library Board 2 November 18, 2015 3. MINUTES of the Board Meeting of October 21, 2015. 15-76 On motion by Ms. Stephanie Soulis and seconded by Ms. Kelly McManus, it was RESOLVED that the Minutes of the Board Meeting of October 21, 2015, be approved. CARRIED 4. BUSINESS ARISING None. 5. 1. BUSINESS REPORT OF OFFICERS (a) Report of the Chair Updates Rob Lavery, a senior consultant with Southern Ontario Library Services (SOLS), will be attending the January 2016 Board meeting to provide background information on Board Governance and Board Policy and then facilitate a discussion at the February Board meeting regarding the Ontario Library Association (OLA) Conference The Ontario Library Association (OLA) Conference will be held in Toronto from January 27 to 30, 2016. The OLA program booklet for the conference was received by the Board members in the mail. Please contact Gloria by the end of December if interested in attending any of the sessions. Congratulations to Stephanie Soulis On behalf of the Library Board, Mr. Wayne Buchholtz congratulated Ms. Stephanie Soulis who received the 2015 Junior Achievement Alumni Distinction award at the JA Water Gala on November 5. The Gala recognizes business members who ha made significant contributions to the community. Library Staff Christmas Social Mr. Wayne Buchholtz reminded the Library Board that they have been invited to attend the library staff Christmas party on Friday, November 20 at 7:00 pm in The Museum located on King Street. Kitchener Public Library Board 3 November 18, 2015 December 2015 Library Board Meeting 15-motion by Ms. Jacqueline McLaren and seconded by Ms. Katherine Andrews, it was RESOLVED to change the start time of the Decembe 2015 Library Board meeting from 7:00 pm to 6:30 pm. CARRIED Please RSVP Gloria by Thursday, December 3, 2015, if able to att meeting. (b) Facilities Planning & Building Committee Updates Ms. Stephanie Soulis, Chair of the Facilities Planning & Building Committee, was pleased to report that work in the Courtyard has been completed. (c) Finance Committee October 2015 Financial Statement 15-78 On motion by Ms. Michelle Dow and seconded by Ms. Katherine Andrews it was RESOLVED to accept the October 2015 Financial Statement, as printed. CARRIED Ms. Mary Chevreau confirmed that a signature fundraising event i planned for 2016. (d) Public Service & Policy Committee Updates In preparation for the January and February 2016 Library Board meetings, Ms. Jacqueline McLaren informed the Library Board that the Public Service & Policy Committee will be meeting on Monday, November 23 to develop an agenda, and begin reviewing its responsibilitie upcoming strategic planning process. (e) Report of the Secretary-Treasurer and CEO LEED Gold Certification for Central Ms. Mary Chevreau confirmed that a letter has been sent to the M and Members of Council announcing that the Central Library renovation and expansion project has received the Leadership in Energy and Environmental Design (LEED) Gold certification by the Canada Gre Building Council. The LEED seal will be displayed within the public space at Central. Kitchener Public Library Board 4 November 18, 2015 Christie Digital Data Projector in Theatre Ms. Mary Chevreau was pleased to announce that a new data project has recently been donated by Christie Digital for the Theatre. A plaque will be installed on the public exterior of the sound booth wall in the Theatre to acknowledge the generous donation. Automated Sorter An internal automated sorter will be installed at Central by the December 2015 with implementation of the equipment scheduled to begin in January 2016. It was noted that this particular sorter will be the first of its kind installed in Canada. Music and Entertainment in the Reading Lounge More musical performances will be scheduled January through April and September through December 2016 in the Reading Lounge at Central. Positive comments have been received from library users of entertainment hosted in the Lounge to date. The li during the first week of January. Along with the piano being used during our scheduled performances, pianists with a minimum of grade 8 l piano or equivalent will be able to request time on the baby grand to practice for recitals or exams. Scheduling of the piano will be overseen by the Events Planner. Customer Survey Ms. Mary Chevreau will be meeting with staff to review the community engagement Insight report which includes the results of the stre interviews, online survey, stakeholder labs and community dot bo Christmas Tree in the Reading Lounge real Christmas tree will be delivered and placed in the corner of the Reading Lounge on Monday, November 23. Lights will be installed during the week in time November 29 at Central. Emails distributed in Past Month No questions were noted. 6. II. NEW BUSINESS None. Kitchener Public Library Board 5 November 18, 2015 7. III. PRESENTATIONS (a) Report of Councillors Operating Budget on Monday, Novemb Capital Budget on Monday, November 30. Final budget day is scheduled for Monday, January 18, 2016. 8. ADJOURNMENT 15-79 There being no further business, on motion by Councillor Sarah Marsh and seconded by Michelle Dow, it was RESOLVED to adjourn the meeting at 7:33 p.m. CARRIED Chair Secretary-Treasurer Kitchener Public Library Board 6 November 18, 2015 [Attachments Accompanying October 21, 2015 Board Meeting] (a) October 21, 2015 Library Board Minutes (b) October 2015 Financial Statement (c) December 2015 Calendar of Events (d) Email Summary from CEO October 14 November 10, 2015 (e)