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HomeMy WebLinkAboutKit Library - 2016-06-15 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, June 15, 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, Ms. Michelle Dow, Mr. Cory Ernst, Councillor Kelly Galloway-Sealock, 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. Gloria Grigas. REGRETS Ms. Penny-Lynn Fielding, Councillor Sarah Marsh. 2. AGENDA REVIEW The Chair added an Update of the Southwest District Community Library to the agenda under the Facilities Planning and Building Committee. 16-43 On motion by Mr. Cory Ernst 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 June 15, 2016 3. MINUTES of the Board Meeting of May 18, 2016. 16-44 On motion by Councillor Kelly Galloway-Sealock and seconded by Ms. Erin Rudland, it was RESOLVED that the Minutes of the Board Meeting of May 18, 2016, be approved. CARRIED 4. BUSINESS ARISING None. 5. 1. BUSINESS REPORT OF OFFICERS (a) Report of the Chair Updates Summer Recess 16- On motion by Ms. Erin Rudland and seconded by Mr. Cory Ernst, it was RESOLVED that the Board Executive be empowered to act on behalf Library Board as required until the August Library Board meeting CARRIED (b) Finance Committee May 2016 Financial Statement 16-46 On motion by Ms. Erin Rudland and seconded by Ms. Jacqueline McLaren, it was RESOLVED to accept the May 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 the Committee members met with senior staff on June 14 to review the draft copy of the Strategic Plan from Overlap. Although the Committee was in agreement that the plan adequately captured the aspirations/visions of Senior Management and the Library Board, the Committee match the goals and launch plan outlined in the new Strategic Plan. Kitchener Public Library Board 3 June 15, 2016 Overlap will be contacted to prepare two or three Vision statements for presentation at the Public Service & Policy Committee meeting in early August, 2016. The Vision statement will then be presented by the Committee at the August 17, 2016, Board meeting. [Ms. Michelle Dow joined the meeting.] (d) Facilities Planning & Building Committee Updates Ms. Stephanie Soulis reported that the former Library Board passed a motion in May 2011 to endorse and approve the location of the So District Community Library at Bleams and Fischer Hallman (also k the Rosenberg location). At the request of the Library Board at its May 2016 Board meetin of the motion and Facilities report of May 2011were provided at meeting along with a map of the surrounding area. Ms. Mary Chevreau confirmed that a report outlining a funding plan and preferred site of the Southwest District Community Library is on track for submission to the Library Board this Fall. (e) Report of the Secretary-Treasurer and CEO Updates June 2016 Business Plan Progress Report The CEO referred to the June 2016 Business Plan Progress Report provided in the Board package. A question and answer session followed. Grant Award A small grant has been received from the Immigration Partnership Fund for Syrian Newcomers. An English Conversation Circle will be of the Forest Heights Community Library and a WConversation Social Circle at Central. The funds will be used to support the cost of supplies, translators, volunteer police checks and bus fares to help participants attend these programs. The number of volunteers needed to assist will be increased. On Saturday, June 11, all locations of the Kitchener Public Library helped Kitchener Public Library Board 4 June 15, 2016 On June 11, staff at Central also planned and participated in the Latitudes Storytelling Festival. Art, music, puppets, dance and storytelling were shared and enjoyed. Volunteers in the Grace Schmidt Room also hosted entertaining presentations. The Open Ears Festival of Music and Sound is an annual event that uses unusual venues to present an eclectic range of music and sound performances. The sound installation at the library is located on the wall in the Theatre Lobby. The exhibit of 12 sound panels projects 300 different frequencies. When walking back and forth along the display, listeners get varying perspectives on the different sounds and tones. The exhibit will remain at Central for one month. Upcoming City Events The Library will be participating in the following two events: 1) Multicultural Festival on June 25 and 26 at Victoria Park and, 2) KidsPark on Sunday, August 21 from 11 am to 5 pm at Victoria Park. New Outdoor Plantings at Central Ms. Mary Chevreau was pleased to report that several of the outdoor plants at Central have recently been replaced or new ones added to address the deficiencies for which the contractor has provided a Miscellaneous Ms. Mary Chevreau thanked Ms. Stephanie Soulis for sharing with the Library Board always gives a shout out to Kitchener Public Library for doing a great job. 7. II. NEW BUSINESS None. 8. III. PRESENTATIONS (a) Report of Councillors Councillor Kelly Galloway-Sealock was pleased to report that the April 2016 Variance Report presented by Finance and Corporate Services meeting on Monday, June 13, is currently projecting a possible surplus at year end in the Citys 2016 budget. Kitchener Public Library Board 5 June 15, 2016 On Monday, June 13, the Councillors agreed with the recommendation made by the Infrastructure Services Department to implement a 40 km/h school zone speed limit along public elementary school frontages at several school locations, as outlined in their report. The changes are anticipated to be in place prior to September 2016. Municipal Sponsorship Asset Inventory was also approved by Council. The Kitchener Memorial Auditorium Complex has been removed from the list. Councillor Kelly Galloway-Sealock thanked all library staff at all community library locations for their efforts in support of Day on Saturday, June 11, 2016. Neighbourhood Strategy is well underway. A community engagement process is in place until August of this ye to gather community input. Farewell to Kelly McManus Mr. Wayne Buchholtz thanked Ms. Kelly McManus for her service wi Library Board and wished her well on behalf of the Trustees. 9. ADJOURNMENT 16-47 There being no further business, on motion by Ms. Kelly McManus it was RESOLVED to adjourn the meeting at 7:33 p.m. CARRIED _______________________________ _________________________________ Chair Secretary-Treasurer Kitchener Public Library Board 6 June 15, 2016 [Attachments Accompanying June 15, 2016 Board Meeting] (a) May 18, 2016 Library Board Minutes (b) May 2016 Financial Statement (c) June 2016 Business Plan Progress Report (d) July & August Calendar of Events (e) Southwest District Community Library Documentation & Maps