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HomeMy WebLinkAboutKIt Library - 2016-03-16 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 7:30 p.m. on Wednesday, March 16, 2016, by the Chair, Mr. Wayne Buchholtz in the Board Room at Central. TRUSTEES PRESENT Ms. Katherine Andrews, Mr. Wayne Buchholtz, Ms. Michelle Dow (by phone), 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. Sabina Franzen, Ms. Ann Wood, Ms. Gloria Grigas. REGRETS Mr. Tim Blundon. SPECIAL GUESTS Ms. Lynn Wu, student observer. Prior to the start of the meeting, the Library Board Trustees at Writer-in-Residence launch in the Reading Lounge at which Mr. Wayne Buchholtz introduced and welcomed Ms. Kelley Armstrong. 2. AGENDA REVIEW The Chair added an In-Camera Session to follow the Report of the Secretary Treasurer and CEO on the agenda. 16-20 On motion by Ms. Jacqueline McLaren 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 March 16, 2016 3. MINUTES of the Board Meeting of February 17, 2016. 16-21 On motion by Ms. Kelly McManus and seconded by Ms. Erin Rudland it was RESOLVED that the Minutes of the Board Meeting of February 17, 2016, be approved. CARRIED 4. BUSINESS ARISING None. 5. 1. BUSINESS REPORT OF OFFICERS (a) Report of the Chair Updates The Chair thanked the Board members and staff that were able to ttend will be held Wednesday, April 13, at 4:30 pm at 41 Ardelt Place. Please let Gloria know if able to attend. A reminder will be sent out to the Library Board with a deadline date to respond. Southern Ontario Library Services (SOLS) Trustee Council Mr. Wayne Buchholtz was contacted by the SOLS Trustee Council for the Southern region inviting the Kitchener Public Library Board to appoint a representative to its area Council. Trustee Councils are networ meetings for library board members which meet twice a year. Ms. Katherine Andrews expressed an interest in attending the meetings on behalf of the Library Board. Mr. Wayne Buchholtz will contact the SOLS Trustee Council 2 to have the necessary information forwarded to Ms. Katherine Andrews. Ontario Library Association (OLA) Conference Update Councillor Sarah Marsh attended the OLA Library Board Boot Camp on Saturday, January 30, 2016. Councillor Sarah Marsh shared the highlights of the boot camp ses and offered to email some information to the Board members. Kitchener Public Library Board 3 March 16, 2016 Board training is available through the SOLS website which provides access to its LearnHQ webpages. LearnHQ offers Ontario public library staff and trustees learning opportunities and professional infor. Certificate and diplomas can be earned by taking the various courses and programs. Catherine Raso governance best practices; Ken Haycock CEO performance reviews, evaluation tips, feedback and pitfalls. The importance of Board succession planning was emphasized. Ms. Mary Chevreau noted that the Kitchener Public Library has started the project: identify measures to track the value and impact of library , in its 2016 Business Plan. This initiative is similar to the pilot project, Public Library Association (PLA) Outcomes, undertaken by the Brampton Public Library. (b) Finance Committee Ms. Michelle Dow provided an explanation regarding the statement line, depreciation expense. Depreciation is not a cash expense and for this reason no figure is provided in the budget column. Suggestions included changing depreciation in place of depreciation expense, removing the budget information, and/or adding an asterisk with footnote to the statement for clarification. Councillor Kelly Galloway-Sealock also asked that clarification be provided regarding the budget information on the net surplus line. An update of the December 2015, January and February 2016 Financial Statements will be undertaken and resubmitted to the Library Board for final approval at the April Board meeting. (c) Public Service & Policy Committee Updates Ms. Jacqueline McLaren noted that the strategic planning consultant, Overlap, will meet with the Public Service & Policy Committee in April, prior to the planning session with the Library Board. (d) Report of the Secretary-Treasurer and CEO Updates Business Excellence Award Copies of letters received from the University of Waterloo and Catherine Fife, MPP Kitchener-Waterloo, were provided at the meeting. Each letter congratulated Kitchener Public Library on its nomina Kitchener Public Library Board 4 March 16, 2016 Kitchener Waterloo Chamber of Commerce Business Excellence Award in the Innovation Award category. Weekly Emails t the Library with event updates to staff and Board members. Partnership Updates The 85 Queen Street series: on March 10 and on March 15 were both well attended. Other Ms. Mary Chevreau thanked Mr. Cory Ernst for the generous food donation provided by Costco to be used in the programs with the Syrian children. March break has been busy with programming at all Kitchener Public Library locations. A young kangaroo was particularly popular with the audience attending the Hands on Exotics program offered at Central this morning. A recent fundraiser by the Rotary Club of Kitchener will include a breakfast stop with the Mayor at Central Hacienda café. 6. IN-CAMERA MATTER 16-motion by Councillor Kelly Galloway-Sealock and seconded by Ms. Katherine Andrews, it was RESOLVED that the meeting move in-camera to discuss a confidential human resources matter. CARRIED [Ms. Lynn Wu, student observer, exited the meeting.] 16-motion by Ms. Erin Rudland and seconded by Ms. Stephanie Soulis, it was RESOLVED that the in-camera session be concluded. CARRIED [Ms. Lynn Wu, student observer, returned to the meeting.] Kitchener Public Library Board 5 March 16, 2016 7. II. NEW BUSINESS None. 8. III. PRESENTATIONS (a) Report of Councillors Councillor Kelly Galloway-Sealock reported that Council supported the expansion of the Communitech Hub to occupy vacated space in The Tannery building. The City strategic plan has been approved and available for viewing Earthday events in the City have been planned and will get underway in April. As part of the Smart City initiatives, Council approved the installation of LED street lights with the installation of a narrowband adaptive control network, to replace the existing street light fixtures. The Chair presented Ms. Ann Wood with a bouquet of flowers on behalf of the Library Board and thanked Ann for her many contributions made to the library during her 40 years of service. Ms. Ann Wood thanked the Library Board. 9. ADJOURNMENT 16-24 There being no further business, on motion by Ms. Stephanie Soulis it was RESOLVED to adjourn the meeting at 7:40 p.m. CARRIED _______________________________ _________________________________ Chair Secretary-Treasurer Kitchener Public Library Board 6 March 16, 2016 [Attachments Accompanying March 16, 2016 Board Meeting] (a) February 17, 2016 Library Board Minutes (b) February 2016 Financial Statement (c) April 2016 Calendar of Events (d) Letter from University of Waterloo (e) Letter from Catherine Fife, MPP Kitchener-Waterloo