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HomeMy WebLinkAboutKit Library - 2016-09-21 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 8:15 p.m. on Wednesday, September 21, 2016, by the Chair, Mr. Wayne Buchholtz, in the Administration Boardroom at Central. TRUSTEES PRESENT Ms. Katherine Andrews, Mr. Tim Blundon, Mr. Wayne Buchholtz, Ms. Michelle Dow, Mr. Cory Ernst, Councillor Kelly Galloway-Sealock, Ms. Jessica Kropf, Councillor Sarah Marsh, Ms. Jacqueline McLaren, Ms. Erin Rudland, Ms. Stephanie Soulis. Ms. Mary Chevreau, Secretary-Treasurer and Chief Executive Officer. STAFF PRESENT Ms. Lesa Balch, Ms. Penny-Lynn Fielding, Ms. Sabina Franzen, Ms. Gloria Grigas. REGRETS None. SPECIAL GUESTS Mr. Bob Egan, Manager, Community Connections & Development. 2. AGENDA REVIEW 16-61 On motion by Ms. Stephanie Soulis and seconded by Mr. Cory Ernst, it was RESOLVED that the Agenda be adopted. CARRIED There were no pecuniary / conflict of interest declarations. Kitchener Public Library Board 2 September 21, 2016 3. MINUTES of the Board Meeting of August 17, 2016. 16-62 On motion by Ms. Katherine Andrews and seconded by Ms. Stephanie Soulis, it was RESOLVED that the Minutes of the Board Meeting of August 17, 2016, be approved. CARRIED 4. BUSINESS ARISING None. 5. 1. BUSINESS REPORT OF OFFICERS (a) Report of the Chair Updates Party in the Stacks The Chair welcomed Mr. Bob Egan, Manager, Community Connections & Development, to the meeting. Mr. Bob Egan provided an overview of the gala event called Party in the Stacks to be hosted at Central on Tuesday, October 25, from 5:30 to 8:3 pm. This kickoff will be used to create an awareness and excite about our expanded digital media lab, Studio Central, and provide an opportunity to fundraise for an initiative that will help close the digital literacy gap in the community. Tickets are now available for sale online with Eventbrite at a cost of $50.00 each which includes food and entertainment. Beer and wine tickets will be sold separately during the event. New Vibes Jazz Quartet; magician, Scott Hammell and a viewing of a video made with the Star Performance Dance Academy performing in the library stacks. Craig Norris from CBC Media Centre will MC the event. Gerry Remers and Stephanie Rozek, Director of Year of the Code Waterloo Region, will both speak at the event. The Mayor will be introduced by Mr. Wayne Buchholtz. Kitchener Public Library Board 3 September 21, 2016 A virtual reality station will be installed enabling our guests to see the The video company, Astro Dog Media, is creating a signature video of Studio Central which will be premiered at the event. Four gala event tickets were provided to each Board member to sell. One Book One Community (OBOC) Presentation The Chair reminded the Board that 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. Volunteer Appreciation Night All Board members received an invitation to attend the Volunteer Appreciation night at Central on Friday, September 30 between 7: 8:30 pm. Confirmation of attendance is appreciated by Friday, September 23. Staff Professional Development Day All locations of Kitchener Public Library will be closed for the Tuesday, October 25, 2016, for a Staff Professional Development The gala event will follow that same evening. (b) Finance Committee August 2016 Financial Statement 16-63 On motion by Ms. Michelle Dow and seconded by Ms. Jacqueline McLaren, it was RESOLVED to accept the August 2016 Financial Statement, as printed. CARRIED 2017 Draft Operating Budget A revised copy of the 2017 Operating Budget was provided in the Board package for information purposes which was reviewed by Ms. Michelle Dow. No questions followed. 2017 Draft Capital Budget Ms. Michelle Dow reviewed the changes made to the 2017 Capital Budget as requested by the Library Board at the August Board meeting. 16-64 On motion by Ms. Michelle Dow and seconded by Ms. Stephanie Soulis it was RESOLVED to approve the draft 2017 Capital Budget, as amended. CARRIED Kitchener Public Library Board 4 September 21, 2016 Facilities Planning & Building Committee Southwest Community Library Ms. Stephanie Soulis, Chair of the Facilities Planning & Building Committee, reviewed the revised City of Kitchener 2017 Budget Issue Paper for the Southwest Community Library development. The cost projections for a proposed 15,000 sq ft co-located facility were outlined in the report as requested at the August Library Board meeting. The business case for the Southwest Community Library will be included in the 2017/2018 Business Plan. Staff will continue to work on a detailed report and provide updates to the Library Board. Councillor Kelly Galloway-Sealock confirmed that the City of Kitchener capital budget has allocated $6M for a Community Centre to be built with the Southwest Community Library in the years 2018 2019, with a completion date of 2021. The bulk of the funding will be made a in the year 2020. 16-65 On motion by Ms. Stephanie Soulis and seconded by Ms. Michelle Dow it was RESOLVED to approve the City of Kitchener 2017 Budget Iss Paper, as presented. CARRIED Pioneer Park Community Library Update The Doon Pioneer Park Community Centre Ontario 150 grant proposal which included renovations to the shared library space, was not selected by the City of Kitchener for grant submission. (c) Public Service & Policy Committee Updates Strategic Plan Prior to the start of the Library Board meeting, the Trustees methe strategic planning consultants, Overlap, to complete a vision and mission statement for the 2017 2020 Strategic Plan, as requested by the Library Board at its August meeting. Kitchener Public Library Board 5 September 21, 2016 (e) Report of the Secretary-Treasurer and CEO Updates June Public Service Report The CEO reviewed the June Public Service Report. Two charts accompanied the report to illustrate program attendance over the years at all Kitchener Public Library locations. The CEO noted that there is a shift in how we measure success. The library is moving to more outcome based measures rather than strictly head counts which will reflect a decrease in the statistics reported. One- on-one programming, rather than group programming is increasing, especially for technology. The CEO noted that declining circulation is a trend in public libraries although Central has experienced a modest increase. Digital circulation is growing. Incident Report, May August 2016 Ms. Mary Chevreau provided an overview of the incidents at all l during the period of May to August 2016. With the help of City security staff, arrangements have been made for a security guard to be on site at Central for 4 hours every day. This is a pilot project during the month of September. The incident level will continue to be monitored. Councillor Kelly Galloway-Sealock suggested that the library consider preparing an Issue Paper to the City of Kitchener for increased security at Central. The Issue Paper would need to be presented to the Library Boa at its October Library Board meeting for approval. 7. II. NEW BUSINESS None. Kitchener Public Library Board 6 September 21, 2016 8. III. PRESENTATIONS (a) Report of Councillors Councillor Kelly Galloway-Sealock noted that the City of Kitchener is offering some public sessions to collect input about the City community engagement process. A session is scheduled on Tuesday, September 27 from 1 to 3 pm at Victoria Park. Councillor Sarah Marsh noted that the Neighbourhood Strategy Pro Plan is wrapping up and will email a link to a map outlining the feedback collected from the various neighbourhoods during the community engagement process. Approximately 5,000 people participated in the project. A report of the proposed Kitchener Market Strategy will be presented to the Planning & Strategic Initiatives Committee in early October. Other The Chair reminded the Library Board that the October Library Bo meeting will be hosted at the Forest Heights Community Library. 9. ADJOURNMENT 16-66 There being no further business, on motion by Ms. Michelle Dow and seconded by Ms. Erin Rudland, it was RESOLVED to adjourn the meeting at 9:15 p.m. CARRIED _______________________________ _________________________________ Chair Secretary-Treasurer Kitchener Public Library Board 7 September 21, 2016 [Attachments Accompanying September 21, 2016 Board Meeting] (a) August 17, 2106 Library Board Minutes (b) August 2016 Financial Statement (c) Revised Draft 2017 Operating Budget (d) Revised Draft 2017 Capital Budget (e) City of Kitchener 2017 Budget Issue Paper re Southwest Community Library (f) June Public Service Report with 2 Graphic Summaries (g) Draft 2017 2020 Strategic Plan (h) Invitation to Volunteer Appreciation Event