Loading...
HomeMy WebLinkAboutKit Library - 2016-08-17 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 7:00 p.m. on Wednesday, August 17, 2016, by the 1 Vice-Chair, Ms. Stephanie Soulis, at Central in the Administration st Boardroom. TRUSTEES PRESENT Ms. Katherine Andrews, Mr. Tim Blundon, Mr. Wayne Buchholtz, Ms. Michelle Dow, Mr. Cory Ernst, Councillor Kelly Galloway-Sealock, Ms. Jessica Kropf, Ms. Jacqueline McLaren, Ms. Erin Rudland, Ms. Stephanie Soulis. Ms. Mary Chevreau, Secretary-Treasurer and Chief Executive Officer. STAFF PRESENT Ms. Sabina Franzen, Ms. Gloria Grigas. REGRETS Ms. Lesa Balch, Ms. Penny-Lynn Fielding, Councillor Sarah Marsh. Welcome 2. , Jessica Kropf The Library Board welcomed, Ms. Jessica Kropf, to her first Libr meeting. Ms. Jessica Kropf was appointed as an alternate Trustee by City Council at its Inaugural meeting held December 1, 2014, for a term ending November 30, 2018. 3. AGENDA REVIEW The 1 Vice-Chair added an In-Camera session to the agenda under the st Report of the Secretary Treasurer and CEO and the Pioneer Park Community Library under the Facilities Planning and Building Committee. Kitchener Public Library Board 2 August 17, 2016 16-48 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. 3. MINUTES of the Board Meeting of June 15, 2016. 16-49 On motion by Mr. Cory Ernst and seconded by Ms. Erin Rudland, it was RESOLVED that the Minutes of the Board Meeting of June 15, 2016, be approved. CARRIED 4. BUSINESS ARISING None. 5. 1. BUSINESS REPORT OF OFFICERS (a) Report of the Chair Updates One Book One Community (OBOC) Presentation The OBOC presentation with the author of A House in the , Amanda Lindhout, in conversation with Michelle Shephard, is scheduled in the Theatre on Tuesday, September 27, 2016, at 7:00 pm. Please RSVP Gloria if planning to attend. KidsPark Sunday, August 21, 2016 The Library Board was invited to booth at KidsPark on Sunday, August 21, in Victoria Park, from 11:00 am to 5:00 pm, if able to attend the event. Word on the Street (WOTS) - September 10, 2016 The City and Library have sponsored the Word on the Street event Hall for several years. This year the City will focus its efforts on a new initiative called ImagineIT. Kitchener Public Library Board 3 August 17, 2016 Word on the Street Toronto has rented the Theatre at Central on Saturday, September 10 to host a WOTS event in Kitchener which will feature a strong line-up of authors. Although Kitchener Public Library is not directly involved with the event, we have agreed to help pro through our social media channels. [Councillor Kelly Galloway-Sealock joined the meeting.] ImagineIT Fall 2016 In partnership with the City, the Library will run an ongoing series of events throughout the Fall, beginning with those held during KidsPark. -telling are just a few of the events. The series and social media sources, as well as through the City. [Mr. Wayne Buchholtz joined the meeting.] Ms. Stephanie Soulis, 1 Vice-Chair relinquished the Chair to Mr. Wayne st Buchholtz, who Chaired the remainder of the meeting. (b) Finance Committee June 2016 Financial Statement 16-50 On motion by Ms. Michelle Dow and seconded by Ms. Stephanie Soulis, it was RESOLVED to accept the June 2016 Financial Statement, as printed. CARRIED July 2016 Financial Statement 16-51 On motion by Ms. Michelle Dow and seconded by Ms. Katherine Andrews, it was RESOLVED to accept the July 2016 Financial Statement, as printed. CARRIED 2016 Year End Projections Ms. Michelle Dow reviewed the 2016 Year End Projections provided in the Board package. A question and answer session followed. Kitchener Public Library Board 4 August 17, 2016 2017 Draft Capital Budget Ms. Michelle Dow presented the draft 2017 Capital Budget in detail. A question and answer session followed. The Library Board recommended additional detail be included with Assumption #2 pertaining to the Southwest Community Library in the draft 2017 Capital Budget. A further discussion and motion to approve the 2017 draft Capital Budget followed after the Facilities Planning and Building Committee presented the Southwest Community Library Development 2017 Budget Issue Paper. 2017 Draft Operating Budget Ms. Michelle Dow referred to the Finance Committee Report provided in the Board package as she presented the highlights of the draft 2 Operating Budget. A question and answer session followed. 16-52 On motion by Ms. Michelle Dow and seconded by Ms. Jacqueline McLaren it was RESOLVED to approve the draft 2017 Operating Budget as printed. 16-53 On motion by Councillor Kelly Galloway-Sealock and seconded by Mr. Cory Ernst, it was RESOLVED to amend the draft 2017 Operating Bu by decreasing Program and Marketing in the amount of $5,000.00, and increasing General Library Equipment by $5,000.00. CARRIED 16-54 On motion by Ms. Michelle Dow and seconded by Ms. Jacqueline McLaren it was RESOLVED to approve the 2017 Operating Budget, as amended. CARRIED 2017 Budget Timelines The 2017 Budget Timelines are outlined in the Finance Committee Report. Any revisions will be reported to the Board. Kitchener Public Library Board 5 August 17, 2016 (c) Public Service & Policy Committee Updates Strategic Plan Ms. Jacqueline McLaren, Chair of the Public Service & Policy Committee, reported that the Committee members met with senior staff and Overlap on August 9, 2016, to review and discuss the vision and mission statements prepared by Overlap. The Library Board was asked to select a vision and mission statement from the options provided in the draft 2017- 2020 Strategic Plan. The Library Board selected Option B listed under Our Mission as Kitchener Public L. It was also agreed that Option B as outlined in the report be revised to start with the word Create rather than the word Creating and that no period be used at the end of the statement as follows: Create inspiring spaces where people connect, ideas flourish, an are transformed The Library Board was unsuccessful in selecting one of the three Vision statements provided in the report and requested that Ms. Mary Chevreau arrange for Overlap to return in September to facilitate the finalization of the strategic plan. The CEO will contact Overlap and report back to the Library Board before proceeding, as requested at the meeting. Ms. Jacqueline McLaren thanked staff for their efforts and hard work with the draft strategic plan to date. (d) Facilities Planning & Building Committee Updates Ms. Stephanie Soulis reviewed the 2017 Budget Issue Paper for the Southwest Community Library Development provided in the Board package. At the request of Councillor Kelly Galloway-Sealock, Ms. Mary Chevreau will have the 2017 Budget Issue Paper revised to include size requirements and needs for the Southwest Community Library, as well as a cost breakdown for a collocated development and/or stand alone library. The full report will be presented at the September Library Board meeting before being submitted to the City of Kitchener. Kitchener Public Library Board 6 August 17, 2016 16-55 On motion by Ms. Michelle Dow and seconded by Ms. Erin Rudland it was RESOLVED to approve the draft 2017 Capital Budget. 16-56 On motion by Councillor Kelly Galloway-Sealock and seconded by Ms. Stephanie Soulis, it was RESOLVED to amend the draft 2017 Capital Budget as follows: 1) adding an asterisk beside the Southwest Community Library line indicating that the funding request will be confirmed at the Sep Library Board meeting for submission to the City of Kitchener and, 2) modifying the description for Assumption #2 to provide additional details for review at the September Library Board meeting. CARRIED 16-57 On motion by Councillor Kelly Galloway-Sealock and seconded by Ms. Stephanie Soulis it was RESOLVED to approve the amended draft 2017 Capital Budget. CARRIED Pioneer Park Community Library Update Ms. Stepahine Soulis reported that the City of Kitchener will be on an upgrade of the Pioneer Park Community Centre. The City of Kitchener may be applying for an Ontario 150 infrastructure grant for additional funding, enabling the scope of the project to include elements of the Pioneer Park Community Library. (e) Report of the Secretary-Treasurer and CEO Updates In-Camera Session 16-58 On motion by Ms. Michelle Dow and seconded by Ms. Stephanie Soulis it was RESOLVED to move in-camera to discuss a confidential personnel matter. CARRIED 16-59 On motion by Mr. Tim Blundon and seconded by Ms. Stephanie Soulis it was RESOLVED to conclude the in-camera session. CARRIED Kitchener Public Library Board 7 August 17, 2016 Updates Ki annual Night\ Shift festival on Saturday, November 5, 2016. The Reading Lounge will be used to host the event indoors this year. Mr. Bob Egan has been hired as Kitchener Public Libra Community Connections & Development. Mr. Egan will be introduced at the September Library Board meeting and will provide an update of the upcoming fundraising initiative in October called Party in the Stacks. After the September Labour D resume. Sunday service at Central begins Sunday, October 16, 20 June Public Service Report A review of the June Public Service Report distributed at the meeting was deferred to the September Library Board meeting for discussion. 7. II. NEW BUSINESS None. 8. III. PRESENTATIONS (a) Report of Councillors None. 9. ADJOURNMENT 16-60 There being no further business, on motion by Ms. Stephanie Soulis and seconded by Mr. Cory Ernst, it was RESOLVED to adjourn the meeting at 9:50 p.m. CARRIED _______________________________ _________________________________ Chair Secretary-Treasurer Kitchener Public Library Board 8 August 17, 2016 [Attachments Accompanying August 17, 2016 Board Meeting] (a) June 15, 2106 Library Board Minutes (b) June 2016 Financial Statement (c) July 2016 Financial Statement (d) 2016 Year End Projections (e) 2017 Draft Operating Budget (f) 2016 Draft Capital Budget (g) Southwest District Community Library City of Kitchener 2017 Budget Issue Paper (h) June Public Service Report 2020 Strategic Plan