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HomeMy WebLinkAboutLibrary - 2015-12-09 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 6:30 p.m. on Wednesday, December 9, 2015, by the Vice-Chair, Ms. Stephanie Soulis, in the Boardroom at Central. TRUSTEES PRESENT Ms. Katherine Andrews, Mr. Tim Blundon, Mr. Cory Ernst, Councillor Kelly Galloway-Sealock, Councillor Sarah Marsh, Ms. Kelly McManus, Ms. Erin Rudland, Ms. Stephanie Soulis (nee Tanner). Ms. Mary Chevreau, Secretary-Treasurer and Chief Executive Officer. STAFF PRESENT Ms. Sabina Franzen, Ms. Ann Wood, Ms. Gloria Grigas. REGRETS Ms. Lesa Balch, Mr. Wayne Buchholtz, Ms. Michelle Dow, Ms. Jacqu McLaren. 2. AGENDA REVIEW Two additions were made to the agenda which included under the Finance Committee and the Service and Policy Committee Updates to follow after the Report of the Chair. 15-80 On motion by Ms. Erin Rudland and seconded by Ms. Katherine Andrews, it was RESOLVED that the Agenda be adopted, as amended. CARRIED There were no pecuniary / conflict of interest declarations. Kitchener Public Library Board 2 December 9, 2015 3. MINUTES of the Board Meeting of November 18, 2015. 15-81 On motion by Mr. Tim Blundon and seconded by Mr. Cory Ernst, it was RESOLVED that the Minutes of the Board Meeting of November 18, 2015, be approved. CARRIED 4. BUSINESS ARISING None. 5. 1. BUSINESS REPORT OF OFFICERS (a) Report of the Chair Updates Correspondence The Vice-Chair, Ms. Stephanie Soulis, circulated a thank you email received from Mr. Greg Linnell who observed the November 2015 Li Board meeting. A thank you card to the Library Board from Ms. Mary Blott, a library staff retiree, was also circulated. Strike Nominating Committee Councillor Kelly Galloway-Sealock agreed to Chair the Nominating Committee. She will poll all Board members regarding their inte nominated for Board Chair or to chair one of the standing committees which include the Facilities Planning and Building Committee; Fi Committee and Public Service and Policy Committee. Elections wi held at the January Board meeting. Southern Ontario Library Service (SOLS) Consultant The Vice-Chair informed the Board that the original SOLS consultant to present at the January and February 2016 Board meetings has been changed to Ms. Randee Loucks, an independent consultant who specializes in public library governance and policy. Kitchener Public Library Board 3 December 9, 2015 Ontario Library Association (OLA) Conference Ms. Stephanie Soulis reminded the Board to contact Ms. Mary Chevreau or Ms. Gloria Grigas if interested in attending any of the sessions at the Ontario Library Association (OLA) Conference being held in Toron from January 27 to 30, 2016. 2016 Library Board Meeting Schedule The 2016 Library Board meeting schedule was included in the Board package. All meetings are scheduled at Central with the exception of the April Board meeting which will be held at the Forest Heights Community Library and the October Board meeting to be held at the Pioneer Park Community Library. Monthly Calendar of Events It was noted that the monthly Calendar of Events included in the packages has been modified to include highlights of some library programs offered throughout the month. Suggestions of other calendar information that would be helpful for the Board are welcome. (b) Public Service and Policy Committee Updates In the absence of the Chair of the Public Service and Policy Com Ms. Katherine Andrews provided an update to the Board. The Committee met on November 23, 2015, to review the role of the Committee in the strategic planning process and to discuss the p review process. Strategic Planning At the meeting Ms. Penny-Lynn Fielding, Manager of Strategic Planning and Projects, presented an overview of the 2016 strategic plannig process. The results received from the community engagement Insight report are currently being analyzed and interpreted by the consultants. A be prepared and shared with the Board. The library has hired a consultant who will facilitate the strategic planning sessions at an upcoming meeting with the Library Board. Policy Review The Committee acknowledged that there is no need for a complete review of Board governance policies. The library staff will con day-to-day work/revisions while the Committee will take the role of direction, review and drafting of recommendations on behalf of t Board. Until a governance model is determined, the policies work is def Kitchener Public Library Board 4 December 9, 2015 The primary focus of the Committee this year will be the strategic planning process. At the request of the Committee, some articles on governance and have been emailed to the Library Board from Ms. Mary Chevreau for review in preparation for their January Board meeting. (c) Finance Committee November 2015 Financial Statement 15-82 On motion by Ms. Erin Rudland and seconded by Mr. Cory Ernst, it was RESOLVED to accept the November 2015 Financial Statement, as printed. CARRIED City of Kitchener 2016 Budget Issue Paper Councillor Kelly Galloway-Sealock has requested an Issue Paper regarding information and funding options for inclusion of a playground and splash pad into Phase 1 of the South Kitchener District Park, which will be presented to Council on the final budget day, January 18, 2016. The Library Board discussed the 2016 Budget Issue Paper from the City which requests the reallocation of $750,000 from Kitchener Public Southwest Community Library project to the South Kitchener District Park project in the year 2019. The funding would then be reallocated to the Southwest Community Library in the year 2021. No reduction in the overall budget for the Southwest Community Library would be realized. 15-On motion by Ms. Erin Rudland and seconded by Mr. Tim Blundon, it was RESOLVED to support a one-time ask by City Council in order to advance community amenities at the South Kitchener District Park by appr, Community Library funding to the South Kitchener District park project in the year 2019, and that the $750,000 be reallocated to the Southwest Community Library project in the year 2021, and that there be no reduction in the overall budget for the Southwest Community Library. CARRIED [Councillor Sarah Marsh joined the meeting.] Kitchener Public Library Board 5 December 9, 2015 (d) Report of the Secretary-Treasurer and CEO Updates Ms. Mary Chevreau and Ms. Sabina Franzen attended the Council about the budgets were raised by Council during those meetings. January 18, 2016, is final budget day at the City. Strategic Plan Kitchener Public Library has awarded Overlap the contract to conduct its strategic plan. The consultants will require a half day Friday and a full Saturd with the Library Board to develop the l The two sets of dates in April that the Consultants requested a meeting were in conflict with the schedules of some of the Library Board Trustees. The consultant will be contacted for more dates and a poll taken Library Board to finalize the dates for the strategic planning meeting. 2015 Business Plan Year-end Progress Report No questions were noted regarding the 2015 Business Plan Year-end Progress Report provided in the Library Board package. 2016 Business Plan A draft copy of the 2016 Business Plan was presented to the Libr Board. No questions were noted. Councillor Kelly Galloway-Sealock reminded the Board that Council has asked the library to provide a report to the City of the Southwest Community Library with an update of costs and partnership opportunities as part of the 2017 budget process. This was noted in the minutes of the January 2015 Board meeting. Holiday Closures at Kitchener Public Library Ms. Mary Chevreau reminded the Board that all locations of the library will be closed the afternoon of December 24, all day December 25, 26, 27, Mary Away Ms. Mary Chevreau will be away from December 24, 2015 to January 6, 2016. Please contact Ms. Sabina Franzen during this time period, if necessary. Kitchener Public Library Board 6 December 9, 2015 6. II. NEW BUSINESS None. 7. III. PRESENTATIONS (a) Report of Councillors Councillor Sarah Marsh noted that the Christkindl Market was very successful and well attended again this year. At the on Sunday, January 3, 2016, the City will announce and present the City Builder Award for the first time. Councillor Kelly Galloway-Sealock noted th Economic Development Strategy has been approved by Council. On November 23, 2015, Council approved $500,000 be allocated from the Kitchener Economic Development Reserve Fund in support of th expansion of the University of Waterloo Velocity commercialization programs in Downtown Kitchener. Sidewalk snow removal in the City of Kitchener requires homeowne continue to maintain sidewalks in front of their residents so th passable. Any questions should be directed to the City. Councillor Kelly Galloway-Sealock noted that Ms. Mary Chevreau informed Council at the Operating Budget meeting that the additional fees charged to libraries to obtain and circulate e-books has impacted the At that meeting Mayor Vrbanovic advised that he will work with Councillors Galloway- consideration to encourage the Large Urban Mayors Caucus of Onta consider the issue of the e-book fees being charged to libraries. 8. ADJOURNMENT 15-84 There being no further business, on motion by Ms. Kelly McManus, it was RESOLVED to adjourn the meeting at 7:20 p.m. CARRIED Chair Secretary-Treasurer Kitchener Public Library Board 7 December 9, 2015 [Attachments Accompanying December 9, 2015 Board Meeting] (a) November 18, 2015 Library Board Minutes (b) November 2015 Financial Statement (c) January 2016 Calendar of Events (d) 2016 Library Board Meeting Schedule (e) 2015 Business Plan Year-end Progress Report (f) 2016 Business Plan