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HomeMy WebLinkAboutKit Library - 2016-01-20 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 7:03 p.m. on Wednesday, January 20, 2016, 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 Kelly Galloway-Sealock, Councillor Sarah Marsh, Ms. Jacqueline McLaren, Ms. Kelly McManus, Ms. Erin Rudland, Ms. Stephanie Soulis. Ms. Mary Chevreau, Secretary-Treasurer and Chief Executive Officer. STAFF PRESENT Ms. Lesa Balch, Ms. Ann Wood, Ms. Gloria Grigas. REGRETS Ms. Sabina Franzen. SPECIAL GUESTS Ms. Penny-Lynn Fielding, Manager Strategic Planning & Projects; Ms. Randee Loucks, Policy & Governance Consultant; Ms. Lynn Wu, student observer. The Chair welcomed Ms. Randee Loucks to the Board meeting as wel Lynn Wu, a University of Waterloo student who has been matched with Councillor Sarah Marsh through the Leadership Waterloo Region Yo Board program. 2. AGENDA REVIEW 16-01 On motion by Ms. Erin Rudland and seconded by Councillor Sarah Marsh, it was RESOLVED that the Agenda be adopted. CARRIED Kitchener Public Library Board 2 January 20, 2016 There were no pecuniary / conflict of interest declarations. 3. POLICY & GOVERNANCE OVERVIEW Ms. Randee Loucks introduced herself to the Library Board. [Ms. Jacqueline McLaren joined the meeting.] With the use of a Power Point presentation, Randee Loucks made a presentation on policy governance. Ms. Randee Loucks requested the Board review the policy governance handout provided at the meeting before the February Library Board meeting, at which time a further presentation will be made. 4. MINUTES of the Board Meeting of December 9, 2015. 16-02 On motion by Mr. Cory Ernst and seconded by Ms. Stephanie Soulis, it was RESOLVED that the Minutes of the Board Meeting of December 9, 2015, be approved. CARRIED 5. BUSINESS ARISING None. 6. 1. BUSINESS REPORT OF OFFICERS (a) Report of the Chair Updates Mr. Wayne Buchholtz wished the Library Board a Happy New Year. Revised 2016 Library Board Meeting Schedule 16-03 On motion by Ms. Stephanie Soulis and seconded by Ms. Erin Rudland,it was RESOLVED that the Kitchener Public Library Board meeting scheduled at Central on Wednesday, April 20, 2016, be held at the Pioneer Park Community Library, and the Kitchener Public Library Board meeting scheduled at Central on Wednesday, October 19, 2016, be held at the Forest Heights Community Library. CARRIED Kitchener Public Library Board 3 January 20, 2016 A brief tour of these two community library locations will be conducted at the beginning of each meeting. Professional Development Day 16- On motion by Ms. Katherine Andrews and seconded by Ms. Michelle Dow, it was RESOLVED to approve the closure of all Kitchener Public Library locations on Thursday, October 27, 2016, to host a professional development day with all its library staff. CARRIED Strategic Planning Session The Chair reminded the Board that the strategic planning retreat Overlap will be hosted at Central on Friday, April 29, starting at 3:00 pm and Saturday, April 30, from 9:00 am to 5:00 pm. At the request of Councillor Kelly Galloway-Sealock, the Chair and CEO will review the April Library Board agenda items to consider the option of hosting the April Board meeting on April 29 prior to the start of the strategic planning session instead of meeting on Wednesday, April 20, 2016. 2016 Budget Update Ms. Mary Chevreau and Ms. Sabina Franzen were in attendance at the final budget meeting on Monday, January 18. City Council approved the l6 Operating and Capital Budgets without any changes. A copy of the Kitchener Public Library Board Capital Forecast 2016 2025 was distributed at th in the Capital Forecast were discussed and approved at the Decem 2015 Library Board meeting. Invitation to 2016 Ontario Pre-Budget Meeting Ms. Mary Chevreau has been invited to participate in a discussion of the 2016 Ontario Budget at City Hall on February 3 from 3 to 5 pm. Ms. Mary Chevreau will include several suggestions in her presentation that were made by the Library Board to reflect changing service needs which require more support by the province. (b) Finance Committee Updates No financial reports were provided in the Board package as Kitchener Public Library is currently in the process of completing its year end activities. Kitchener Public Library Board 4 January 20, 2016 (c) Public Service & Policy Committee Updates No updates were reported. (d) Report of the Secretary-Treasurer and CEO Updates Ms. Lesa Balch, Senior Manager, Service Development, at Kitchenelic Library will be accepting Technology Award) on January 27 from the Ontario Library Association (OLA). Since the introduction of the hotspots were made available for t to borrow at Central, Kitchener Public Library has received ongoing press. Leejay Levene Calendar Drive The Leejay Levene calendar drive is currently winding down. On behalf of the Library Board, Ms. Mary Chevreau thanked Mrs. S Levene and her family for their efforts to promote, sell and donate the proceeds from the Leejay Levene calendar sales to the library. Incident Report Incidents reported by all locations during the period of September to December 2015 were summarized. Ms. Mary Chevreau was pleased to report that the number of incidents had declined for that same time period in 2014. Window Display in the Reading Lounge The Board was encouraged to view the exhibit in the window of the Reading Lounge. Conestoga College students in the Visual Merchandising Art program were given a project to create unique wearable sculptured outfits in paper that represent a designer o fashion, art or architecture. at which le Public Library will continue to play a strong role in these discussions. Children Visits to the Library by Refugee Families As refugee families wait to be placed in housing and schools, groups of Syrian families have been visiting the library with as many as 80 children at a time. Kitchener Public Library Board 5 January 20, 2016 Kitchener Public Library is currently seeking translators to ass staff, resources and materials needed to offer programming to these large groups has been stretched to its limits. Assistance from community is now required. website to help fundraise. Councillor Kelly Galloway-Sealock will contact Victoria at the City of Kitchener to have a message sent out to solicit help. Donations for play and craft items as well as nutritional snacks are required. Wayne Buchholtz suggested the library make contact with the for Learning s and may be able to extend some help in this area. Overlap Engagement Survey Update Ms. Mary Chevreau presented highlights of the Overlap engagement survey using a Power Point presentation. The results from the survey recommend that the library must prom and market its services. A copy of the report from Overlap will be provided to the Librar In-Camera Session 16-05 On motion by Ms. Kelly McManus and seconded by Mr. Cory Ernst, it was RESOLVED that the meeting move in-camera to discuss a confidential human resources matter with staff excused. CARRIED [Lynn Wu, student observer, exited the meeting.] 16-06 On motion by Ms. Jacqueline McLaren and seconded by Mr. Cory Ernst, it was RESOLVED that the in-camera session be concluded. CARRIED Emails distributed in Past Month No questions were noted. Kitchener Public Library Board 6 January 20, 2016 7. II. NEW BUSINESS None. 8. III. PRESENTATIONS (a) Report of Councillors Council passed its final budget on Monday, January 18, 2016. Councillor Sarah Marsh noted . The Chair thanked Councillor Sarah Marsh for sending the link toice of Kitchener Public Library. The CEO noted that the video during the latter part of December. artist, poet, and storyteller who featured Kitchener Public Librn one of her videopoems. 9. IN-CAMERA MATTER The Chair moved the In-Camera Matter listed on the agenda to follow the Board elections. 10. REPORT OF THE NOMINATING COMMITTEE Mr. Wayne Buchholtz called upon the Nominating Committee, Councillor Kelly Galloway-Sealock for her report. Councillor Kelly Galloway-Sealock, the Chair of the Nominating Committee, submitted the following slate of officers: Chair Mr. Wayne Buchholtz Facilities Planning & Building Committee Chair Ms. Stephanie Soulis Finance Committee Chair Ms. Michelle Dow Public Service & Policy Committee Chair Ms. Jacqueline McLaren 16-07On motion by Councillor Kelly Galloway-Sealock and seconded by Ms. Jacqueline McLaren, it was RESOLVED to accept the report from the Nominating Committee. CARRIED Mr. Buchholtz relinquished the Chair to the CEO who presided pro tem for the election of the officers. Kitchener Public Library Board 7 January 20, 2016 11. ELECTION OF OFFICERS Ms. Mary Chevreau identified Mr. Wayne Buchholtz as nominated for the position of Chair and called for further nominations from the fl No further nominations were received and Mr. Wayne Buchholtz was acclaimed as Chair of the Kitchener Public Library Board. Ms. Mary Chevreau identified Ms. Stephanie Soulis as nominated for the position of Chair of the Facilities Planning & Building Committe called for further nominations from the floor. No further nominations were received and Ms. Stephanie Soulis was acclaimed as Chair of the Facilities Planning & Building Committee. Ms. Mary Chevreau identified Ms. Michelle Dow as nominated for the position of Chair of the Finance Committee and called for furthe nominations from the floor. No further nominations were received and Ms. Michelle Dow was acclaimed as Chair of the Finance Committee. Ms. Mary Chevreau identified Ms. Jacqueline McLaren as nominated for the position of Chair of the Public Service & Policy Committee a for further nominations from the floor. No further nominations were received and Ms. Jacqueline McLaren was acclaimed as Chair of the Public Service & Policy Committee. Mr. Wayne Buchholtz resumed the position of Chair. Election of the 1 and 2 Vice-Chairs stnd Ms. Stephanie Soulis was nominated for the position of 1 Vice-Chair of st the Library Board. No further nominations were received from the floor. 16-08motion by Councillor Kelly Galloway-Sealock and seconded by Ms. Erin Rudland, it was RESOLVED to approve Ms. Stephanie Soulis as the 1 Vice- st Chair of the Library Board. CARRIED Ms. Jacqueline McLaren was nominated for the position of 2 Vice-Chair nd of the Library Board. No further nominations were received from the floor. 16-09motion by Ms. Erin Rudland and seconded by Ms. Michelle Dow, it was RESOLVED to approve Ms. Jacqueline McLaren as the 2nd Vice-Chair of the Library Board. CARRIED Kitchener Public Library Board 8 January 20, 2016 Congratulations were extended to the elected officers. Mr. Wayne Buchholtz thanked Councillor Kelly Galloway-Sealock for her help as Chair of the Nominating Committee. 12. REMARKS OF THE CHAIR Mr. Wayne Buchholtz thanked everyone for their support and welcomed the opportunity of working with the Board again, as Chair. Committee Selection Form The Chair asked that all Board members complete the form provided at the meeting to sign up for participation in a committee of their choice. INCAMERA MATTER 16-1 On motion by Mr. Cory Ernst and seconded by Ms. Michelle Dow, it was RESOLVED that the meeting move in-camera to discuss a confidential human resources matter with staff excused. CARRIED 16-11 On motion by Ms. Stephanie Soulis and seconded by Mr. Cory Ernst, it was RESOLVED that the in-camera session be concluded. CARRIED 13. ADJOURNMENT 16-12 There being no further business, on motion by Ms. Michelle Dow, it was RESOLVED to adjourn the meeting at 9:35 p.m. CARRIED _______________________________ _________________________________ Chair Secretary-Treasurer Kitchener Public Library Board 9 January 20, 2016 [Attachments Accompanying January 20, 2016 Board Meeting] (a) December 9, 2015 Library Board Minutes (b) February 2016 Calendar of Events (c) Email Summary from CEO December 3 January 13, 2016 (d) Revised 2016 Library Board Meeting Schedule (e) Committee Selection Form (f) CEO Supervision Template (g) Kitchener Public Library Board Capital Forecast 2016 - 2025 (h) Policy Governance Handout from Randee Loucks