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HomeMy WebLinkAboutKit Library - 2016-04-20 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 7:20 p.m. on Wednesday, April 20, 2016, by the 1 st Vice-Chair, Ms. Stephanie Soulis in the Meeting Room at the Pioneer Park Community Library. TRUSTEES PRESENT Ms. Katherine Andrews, Mr. Tim Blundon, 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. Sabina Franzen, Ms. Penny-Lynn Fielding, Ms. Gloria Grigas. REGRETS Mr. Wayne Buchholtz. Prior to the start of the meeting, Ms. Maureen Plomske, Manager of the Pioneer Park Community Library, provided a tour of the branch. 2. AGENDA REVIEW The 1 Vice-Chair added an In-Camera Session to follow Updates under st the Report of the Secretary Treasurer and CEO on the agenda. 16-25 On motion by Ms. Kelly McManus and seconded by Ms. Jacqueline McLaren, it was RESOLVED that the Agenda be adopted, as amended. CARRIED There were no pecuniary / conflict of interest declarations. Kitchener Public Library Board 2 April 20, 2016 3. MINUTES of the Board Meeting of March 16, 2016. 16-26 On motion by Mr. Cory Ernst and seconded by Ms. Katherine Andrews, it was RESOLVED that the Minutes of the Board Meeting of March 16, 2016, be approved. CARRIED 4. BUSINESS ARISING None. 5. 1. BUSINESS REPORT OF OFFICERS (a) Report of the Chair Updates Thank You Card Ms. Stephanie Soulis circulated a thank you card received from Ms. Ann Wood who retired at the end of March. Board Self-Evaluation Tallied Results Ms. Stephanie Soulis welcomed comments from the Board regarding -evaluations. The Board suggested that future self-evaluation forms include a comments sectionsignature line at the end of the document giving consent to disclose th response. In the interim the Board members were encouraged to email any comments to Gloria. The compiled results will be shared at the May Board meeting. (b) Finance Committee December 2015 Statement of Revenues & Expenses Ms. Sabina Franzen reviewed the following changes made to the Statement of Revenue and Expenses page of the Financial Statements, as suggested by the Library Board: a) relabelled Depreciation b) the empty boxed cells removed and c) an asterisk added with a footnote for clarification. Kitchener Public Library Board 3 April 20, 2016 At the request of the Library Board, Ms. Sabina Franzen will add brackets around the depreciation figures in the Statement of Revenue & Expenses. 16-27 On motion by Ms. Michelle Dow and seconded by Ms. Jacqueline McLaren, it was RESOLVED to accept the December 2015 Financial Statements, as printed, but with the addition of brackets around the depreciation figures listed in the Statement of Revenue & Expenses page. CARRIED 16-January 2016 Statement of Revenue & Expenses On motion by Ms. Michelle Dow and seconded by Ms. Erin Rudland, it was RESOLVED to amend Motion 16-16 to accept the January 2016 Financial Statement, as printed, but with the addition of brackets around deprecation figures listed in the Statement of Revenue & Expenses page. CARRIED February 2016 Statement of Revenue & Expenses 16-29 On motion by Ms. Michelle Dow and seconded by Ms. Jacqueline McLaren, it was RESOLVED to accept the February 2016 Financial Statements, as printed, but with the addition of brackets around the depreciati listed in the Statement of Revenue & Expenses page. CARRIED March 2016 Statement of Revenue & Expenses 16-30 On motion by Ms. Michelle Dow and seconded by Mr. Cory Ernst, it was RESOLVED to accept the March 2016 Financial Statements, as printed, but with the addition of brackets around the depreciation figures listed in the Statement of Revenue & Expenses page. CARRIED 2015 Audited Financial Statements The 2015 Audited Financial Statements were reviewed by Ms. Miche Dow, followed by a question and answer session. 16-31 On motion by Ms. Michelle Dow and seconded by Councillor Sarah Marsh, it was RESOLVED to accept the 2015 Audited Financial Statements, as printed. CARRIED Kitchener Public Library Board 4 April 20, 2016 (c) Public Service & Policy Committee Updates Ms. Jacqueline McLaren, Chair of the Public Service & Policy Com, reported that the Committee met with Overlap Associates on April 12, 2016, to plan the agenda for the Strategic Planning retreat. Board members were emailed the following documents on April 13 w request to review them in advance to the meeting on April 29 and the Environmental Scan 2015 the Insight Report (Community Engagement Report 2015) and The final report from Overlap will be presented to the Library B reviewed by the Public Service & Policy Committee. A Committee meeting is planned for May or June to begin a review of the approved Library Board policies and to provide some recommendati at the June Board meeting. (d) Report of the Secretary-Treasurer and CEO Updates In-Camera Matter 16-3motion by Ms. Kelly McManus and seconded by Ms. Erin Rudland, it was RESOLVED that the meeting move in-camera to discuss a confidential human resources matter, with staff excused. CARRIED 16-3motion by Ms. Erin Rudland and seconded by Ms. Jacqueline McLaren, it was RESOLVED that the in-camera session be concluded. CARRIED One Book One Community (OBOC) The launch of the 2016 reading selection in the One Book One Community of Waterloo Region program will be announced at 10:00 am at The Record on Thursday, April 21. Councillor Sarah Marsh willattend on behalf of the Mayor. Kitchener Public Library Board 5 April 20, 2016 After Hours Event at Central Central hosted its first after-hours event on Friday evening, April 15 from 7 to 9 pm. The event featured An Evening with Kirstine Stewart , VP Media at Twitter Inc. who shared leadership lessons from her book, Our Turn. Registration for this free event was sold out. [Councillor Kelly Galloway-Sealock joined the meeting.] te of the City Address Ms. Mary Chevreau thanked the Library Board members who were able to hosted at 41 Ardelt Place. Ms. Mary Chevreau was very pleased to report that thge that together, we are making it Kitchener (connected. inclusive. innovative) is closely aligned values and initiatives. Happiness Project Kitchener Public Library has contracted with Plasticity Lab to urgo the happiness project which will launch in the next few weeks. Ms. Mary Chevreau explained how the project will be carried out with staff. Libraries who have undergone the project have reported the results to be successful. The Councillors noted that the City of Kitchener is currently using the project. Signature Fundraising Event Ms. Mary Chevreau introduced Studio Central, a proposed intitiative around With the use of a Power Point presentation, Ms. Mary Chevreau presented Studio Central This proposed creative hub will not only include an expansion of the current services with additional 3D printers, die cutters, and digitization lab but also a recording studio, a mixing room, a green screen for video production and a broadcast booth for live podca other broadcast events. financial goals and fundraising for these rooms, devices and equipment will be developed. The signature event will be hosted during the evening of Tuesday October 25, the same day that the library will be closed to the its Professional Development Day. Kitchener Public Library Board 6 April 20, 2016 Councillor Kelly Galloway-Sealock recommended that Ms. Mary Chevreau speak with the City of Kitchener regarding its current approach to sponsorships and naming opportunities. A question and answer session followed the presentation. The fundraising event will proceed to the next steps. 7. II. NEW BUSINESS None. 8. III. PRESENTATIONS (a) Report of Councillors global movement of free walking tours of a city is planned for Friday, May 6, Saturday, May 7 and Sunday, May 8 in various parts of Kitchener. Visit http://janeswalk.org/canada/kitchener/ for more information. Councillor Sarah Marsh encouraged the Board to get involved with scheduled on Saturday, June 11. Neighbourhoods throughout the City will be hosting different activities some of which For more details, please visit the City of Kitchener website and click on the links of the various neighbourhoods. The City of Kitchener is coordinating with the library a change for the annual Word on the Street event. More information will follow as details are made available. The Kitchener Waterloo Art Gallery will be celebrating its 60 anniversary th this year. Details of celebratory events will be shared once finalized. Make It Kitchener Welcome Penny-Lynn Fielding On behalf of the Library Board, Ms. Stephanie Soulis welcomed Ms. Penny-Lynn Fielding to her first Board meeting as Director, Customer and Community Engagement. Upcoming Board Vacancy Ms. Kelly McManus announced that she will be leaving the Library Board by July 2016. A letter of resignation will follow. Kitchener Public Library Board 7 April 20, 2016 9. ADJOURNMENT 16-34 There being no further business, on motion by Ms. Jacqueline McLaren it was RESOLVED to adjourn the meeting at 8:55 p.m. CARRIED _______________________________ _________________________________ Chair Secretary-Treasurer Kitchener Public Library Board 8 April 20, 2016 [Attachments Accompanying April 20, 2016 Board Meeting] (a) March 16, 2016 Library Board Minutes (b) December 2015, January & February 2016 Statement of Revenue & Expenses (c) March 2016 Financial Statement (d) 2015 Audited Financial Statements (e) Tallied Results from Board Self-Evaluation Questions Jan Dec 2015 (f) May 2016 Calendar of Events (g) Email Summary from CEO March 15 April 12, 2016