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HomeMy WebLinkAboutKit Library - 2016-05-18 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 7:00 p.m. on Wednesday, May 18, 2016, by the Chair, Mr. Wayne Buchholtz in the Administration Board Room at Central. TRUSTEES PRESENT Ms. Katherine Andrews, Mr. Tim Blundon, Mr. Wayne Buchholtz, 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 Ms. Michelle Dow. SPECIAL GUESTS Ms. Lynn Wu, student observer. 2. AGENDA REVIEW 16-35 On motion by Ms. Stephanie Soulis and seconded by Councillor Kelly Galloway-Sealock, it was RESOLVED that the Agenda be adopted. CARRIED There were no pecuniary / conflict of interest declarations. Kitchener Public Library Board 2 May 18, 2016 3. MINUTES of the Board Meeting of April 20, 2016. 16-36 On motion by Councillor Sarah Marsh and seconded by Ms. Katherine Andrews, it was RESOLVED that the Minutes of the Board Meeting of April 20, 2016, be approved. CARRIED 4. BUSINESS ARISING None. 5. 1. BUSINESS REPORT OF OFFICERS (a) Report of the Chair Updates A letter from Ms. Kelly McManus was received notifying the Kitchener Public Library Board that her resignation will take effect as of June 30, 2016. An alternate, Ms. Jessica Kropf, was appointed by Council at its Inaugural meeting held December 1, 2014, for a term ending November 30, 20, in the event the Library Board should require a replacement. The Chair has contacted Ms. Jessica Kropf who has accepted the position of Trustee with the Kitchener Public Board to replace Ms. Kelly McManus. Her official start date will be August 17, 2016. 16-37 On motion by Councillor Sarah Marsh and seconded by Ms. Erin Rudland, it was RESOLVED to accept Ms. Jessica Kropf as the new Trustee of the Kitchener Public Library Board to replace Ms. Kelly McManus. CARRIED Summer Hours & Sunday Closure Mr. Wayne Buchholtz reminded the Board that all locations of Kit Public Library will begin summer hours on Monday, June 6 until S September 3, 2016. Effective Sunday, May 22, Sunday service is not offered at Central until Sunday, October 16. Kitchener Public Library Board 3 May 18, 2016 (b) Finance Committee April 2016 Financial Statement 16-38 On motion by Ms. Erin Rudland and seconded by Ms. Jacqueline McLaren, it was RESOLVED to accept the April 2016 Financial Statement, as printed. CARRIED (c) Public Service & Policy Committee Updates Strategic Plan Ms. Jacqueline McLaren, Chair of the Public Service & Policy Com, reported that Overlap Associates met with senior staff on May 5 to ensure that their recap of the strategic planning retreat matche expectations of the library. A draft copy of the strategic plan will be made available to the Public Service & Policy Committee on Monday, June 6. Depending on the extent of the changes to the first draft, the final document for the Library Boardmay not be available until the August Library Board meeting. Policy Review Staff are currently reviewing the Board policy manual in three s Board Bylaws; Board Foundations; and Board Governance. Draft recommendations of each section will be made available for the Committee to review in June and August. Annual Review of Workplace Violence & Freedom from Discriminatio Harrassment Policies reviewed. No change was recommended to the current Workplace Violence and Freedom from Discrimination & Harassment policies. 16- On motion by Ms. Jacqueline McLaren and seconded by Ms. Kelly McManus, it was RESOLVED that the current Workplace Violence and Freedom from Discrimination & Harassment policies be endorsed. CARRIED Kitchener Public Library Board 4 May 18, 2016 Review of Naming Opportunities Feedback was provided by the Library Board regarding the naming opportunities chart provided at the Board meeting. 16-40motion by Ms. Jacqueline McLaren and seconded by Ms. Stephanie Soulis, it was RESOLVED that the Kitchener Public Library Board the following additional naming opportunities and corresponding donation guidelines under the Naming Opportunities Policy: Naming Opportunities: Opportunity Donation Guideline Studio Central Designated Area $250,000+ Broadcast/Podcast Booth $75,000+ Recording Studio $50,000+ Computer Training Lab $50,000+ Video Editing Studio $25,000+ Sound Mixing Studio $25,000+ Collaborative Workspace $10,000+ Creation Stations $10,000+ Maker Space $10,000+ Other Opportunities Require Board approval Review of Naming Opportunities Policy 16-motion by Councillor Kelly Galloway-Sealock and seconded by Ms. Erin Rudland, it was RESOLVED that the Kitchener Public Library Board an amendment to the Naming Opportunities Policy by adding the following paragraph: Kitchener Public Library is not bound to the policy around lifet naming by bringing any differences back to the Kitchener Public Board for consideration. CARRIED Kitchener Public Library Board 5 May 18, 2016 (d) Facilities Planning & Building Committee Updates On May 10, Ms. Stephanie Soulis, Mr. Wayne Buchholtz, Councillor Kelly Galloway-Sealock, Ms. Penny-Lynn Fielding and Ms. Mary Chevreau visited three potential building sites for the new Southwest District Community Library. Ms. Stephanie Soulis provided a brief description of each site. The Library Board requested that a presentation be made at the J Board meeting to provide them with a map of the three locations, and information of each site with its pros and cons. Councillor Kelly Galloway-Sealock noted that the former Library Board has already endorsed the preferred location for this branch in what is now called the Rosenburg Secondary plan. Councillor Kelly Galloway-Sealock emphasized that the City cannot guarantee whether or not a school or community centre may also be located on the proposed site. A report outlining preferred site of the Southwest District Community Library will be submitted to Council in August, 2016. (e) Report of the Secretary-Treasurer and CEO Updates Incident Report Ms. Mary Chevreau summarized the incidents at all locations duri period of January to April 2016. The CEO will continue to monit number of incidents requiring the help of City security. Signature Fundraising Event Ms. Mary Chevreau reminded the Board to mark their calendars to attend Ms. Mary Chevreau provided a progress report of the project to d With the help of Conestoga College students, a mockup of Studio entral will be created for the event. A press release is planned to announce, Party in the Stacks. Please forward sponsorship leads to the CEO. 7. II. NEW BUSINESS None. Kitchener Public Library Board 6 May 18, 2016 8. III. PRESENTATIONS (a) Report of Councillors Ms. Penny-Lynn Fielding confirmed that all locations of Kitchener Public Library will be participating in Non Saturday, June 11. Activities will include storytelling and craft making. At Central the 11 th annual Latitudes Storytelling Festival will be hosted in the Reading Lounge from 10 am to 4 pm for a day of performance and free workshops for all ages. On Monday, May 16, Councillor Kelly Galloway-Sealock reported that City Councillors were provided with an update of Finance and Corporat tal Kitchener project. City Council agreed to donate $10,000 in support of disaster rel efforts being undertaken by the Canadian Red Cross in Fort McMur Alberta. On May 4, 2016, Kitchener Youth Action Council (KYAC) celebrated and recognized the talents and contributions of young people in the community at an annual awards ceremony at City Hall. Councillor Sarah Marsh notified the Board that the Region of Wat and City of Kitchener are hosting an open house on Thursday, May 19 from 4 to 8 pm at Regional Administrative Headquarters for the public to explore plans for the future King Victoria Transit Hub. 9. ADJOURNMENT 16-42 There being no further business, on motion by Ms. Kelly McManus and seconded by Ms. Stephanie Soulis, it was RESOLVED to adjourn the meeting at 8:40 p.m. CARRIED _______________________________ _________________________________ Chair Secretary-Treasurer Kitchener Public Library Board 7 May 18, 2016 [Attachments Accompanying May 18, 2016 Board Meeting] (a) April 20, 2016 Library Board Minutes (b) April 2016 Financial Statement (c) Freedom from Discrimination & Harassment Policy (d) Workplace Violence Policy (g) Naming Opportunites Policy with Naming Opportunities Chart (h) Chart Outlining New Naming Opportunities