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HomeMy WebLinkAboutKit Library - 2016-02-17 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 7:03 p.m. on Wednesday, February 17, 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 (by phone), Councillor Kelly Galloway-Sealock, Ms. Kelly McManus, Ms. Erin Rudland, Ms. Stephanie Soulis. Ms. Mary Chevreau, Secretary-Treasurer and Chief Executive Officer. STAFF PRESENT Ms. Ann Wood, Ms. Gloria Grigas. REGRETS Ms. Lesa Balch, Mr. Cory Ernst, Ms. Sabina Franzen, Councillor Sarah Marsh, Ms. Jacqueline McLaren. SPECIAL GUESTS Ms. Randee Loucks, Policy & Governance Consultant. 2. AGENDA REVIEW The Chair added an In-Camera Session to follow the Report of the Councillors. 16-13 On motion by Ms. Katherine Andrews and seconded by Mr. Tim Blundon, it was RESOLVED that the Agenda be adopted, as amended. CARRIED There were no pecuniary / conflict of interest declarations. Kitchener Public Library Board 2 February 17, 2016 3. POLICY & GOVERNANCE OVERVIEW Ms. Randee Loucks provided a handout listing the approved Kitchener Public Library Board policies with an accompanying list of links to a SOLS recommended public library policy as a guideline to follow. The policies were summarized into various categories. The Publi and Policy Committee may choose to focus on rewriting the Board along with the recommended public library policies. The policies listed in the categories, considered administrative or operational, could be d to the CEO for completion should the Library Board agree with this approach. Ms. Randee Loucks will also forward the Carver policies which ha used by some libraries. This approach would require the Library a whole to agree to review and rewrite all of the current polici Carver model. The Board Bylaws require revision and should not include any reference to the Board Committees. The Library Board may also want to consider using ad hoc Committees in place of Standing Committees if they are not required at all times. It was noted that some Board policies are missing and that consideration be given to adding an Emergency Succession Planning Policy. Ms. Randee Loucks provided a sample copy of a Public Library Board Governance Policy Manual to the Library Board at the meeting. Any questions may be directed to randeeloucks@bell.net. The Chair thanked Ms. Randee Loucks for her presentation and documentation. 4. MINUTES of the Board Meeting of January 20, 2016. 16-14 On motion by Ms. Katherine Andrews and seconded by Ms. Erin Rudland, it was RESOLVED that the Minutes of the Board Meeting of January 20, 2016, be approved. CARRIED 5. BUSINESS ARISING None. Kitchener Public Library Board 3 February 17, 2016 6. 1. BUSINESS REPORT OF OFFICERS (a) Report of the Chair Updates Committee Membership The Chair, Mr. Wayne Buchholtz, is an ex offico member of all co and the CEO or designate is a member of all committees. The Committees for 2016 include the following: Facilities Planning and Building Committee Ms. Stephanie Soulis, Chair Mr. Tim Blundon Mr. Cory Ernst Finance Committee Ms. Michelle Dow, Chair Ms. Erin Rudland Public Service and Policy Committee Ms. Jacqueline McLaren, Chair Ms. Kelly McManus Ms. Katherine Andrews Professional Development Day Mr. Wayne Buchholtz informed the Library Board that the January motion to approve the closure of the library on Thursday, Octobe 2016, to host a professional development day, required a change of date to Tuesday, October 25, 2016. 16-15 On motion by Ms. Kelly McManus and seconded by Ms. Stephanie Soulis, it was RESOLVED to rescind Motion 16-04 approved at the January Library Board meeting in order to change and approve the date of the s professional development day from Thursday, October 27, 2016 to Tuesday, October 25, 2016. CARRIED Ontario Library Association (OLA) Conference Update In the absence of Councillor Sarah Marsh who attended the OLA Li Board Boot Camp, this item was deferred to the March meeting. Kitchener Public Library Board 4 February 17, 2016 Library Board Self-Evaluation Questionnaire -evaluation questionnaire was distributed at the meeting. Mr. Wayne Buchholtz requested that the Board complete the questionnaire and return it to Gloria at the March Board meeting. An electronic copy will also be forwarded to the Board if preferring to complete and forward the document to Gloria via email. All results will be tabulated and the results shared at the April Board meeting. Strategic Planning Session As a followup to a request from Councillor Kelly Galloway-Sealock made at the January Board meeting, the Chair confirmed that he 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 strate planning session or possibly cancelling the Board meeting on Wednesday, April 20, 2016. (b) Finance Committee December 2015 Financial Statement Approval of the December 2015 Financial Statement was deferred t March Board meeting. Clarification regarding the depreciation e was requested by Councillor Kelly-Galloway Sealock. Sabina Franzen will be notified to provide an explanation at the March Board meeting January 2016 Financial Statement 16- On motion by Ms. Michelle Dow and seconded by Ms. Katherine Andrews it was RESOLVED to accept the January 2016 Financial Statement, as printed, with the addition of the depreciation expense figure. CARRIED (c) Public Service & Policy Committee Updates No updates were reported. Kitchener Public Library Board 5 February 17, 2016 (d) Report of the Secretary-Treasurer and CEO Updates Invitation to 2016 Ontario Pre-Budget Meeting Ms. Mary Chevreau participated in a discussion of the 2016 Ontario Budget at City Hall on February 3. On behalf of the Library Board, the CEO not only outlined the contributions to the community in the short time allowed to make a presentation, but also asked that the Minister of Finance consider reviewing funding algorithm that has not changed in 26 years. Town Hall Meeting On February 10, Ms. Mary Chevreau spoke with Marwan Tabbara, MP for Kitchener South and Raj Saini, MP for Kitchener Centre. Raj Saini fugee team on Feburary 19 to discuss some federal funding that may be available to Miscellaneous The CEO noted that staff are currently conducting interviews for Ann nt. The Chamber of Commerce Nomination Committee put forward Kitchen Award of E The winner of the December 2015 Public Service Report Ms. Mary Chevreau noted that the year 2015 was an adjustment year as noted in the statistics reported in the December 2015 Public Ser Report. Central had an influx of visitors when it opened after construct A number of the Young Adult (YA) programs were hosted at the branches during construction which are now offered at Central resulting in an anomaly with the statistics. In January 2015, Kitchener Public Library undertook a review of question to ensure compliance with the definition. This resulted in a decrease in the number of re transactions recorded. Kitchener Public Library Board 6 February 17, 2016 Ms. Kelly McManus recommended that a narrative explaining the anomalies accompany future Public Service Reports. CEO Vacation Ms. Ann Wood will act as CEO while Mary Chevreau is away from February 26 to March 9, 2016. Emails distributed in Past Month No questions were noted. 7. II. NEW BUSINESS None. 8. III. PRESENTATIONS (a) Report of Councillors No report was required as this time per Councillor Kelly Galloway- Sealock. INCAMERA MATTER 16-17 On motion by Ms. Kelly McManus and seconded by Ms. Katherine Andrews, it was RESOLVED that the meeting move in-camera to discuss a confidential human resources matter with staff excused. CARRIED 16-18 On motion by Ms. Stephanie Soulis and seconded by Ms. Katherine Andrews, it was RESOLVED that the in-camera session be concluded. CARRIED Kitchener Public Library Board 7 February 17, 2016 9. ADJOURNMENT 16-19 There being no further business, on motion by Ms. Michelle Dow and seconded by Ms. Erin Rudland, it was RESOLVED to adjourn the meeting at 8:48 p.m. CARRIED _______________________________ _________________________________ Chair Secretary-Treasurer Kitchener Public Library Board 8 February 17, 2016 [Attachments Accompanying February 17, 2016 Board Meeting] (a) January 20, 2016 Library Board Minutes (b) December 2015 Financial Statement (c) January 2016 Financial Statement (d) Email Summary from CEO January 13 February 9, 2016 (e) December 2015 Public Service Report (f) Board Self-Evaluation Questionnaire (g) Revised CEO Supervision Template (h) Policy Summary Handout from Randee Loucks (i) Powerpoint Presentation from Randee Loucks