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HomeMy WebLinkAboutKit Library - 2016-12-14 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 6:30 p.m. on Wednesday, December 14, 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 Sarah Marsh, Ms. Jacqueline McLaren, 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. LEAVE OF ABSENCE Councillor Kelly Galloway-Sealock. REGRETS Ms. Jessica Kropf, Ms. Erin Rudland. 2. AGENDA REVIEW 16-79 On motion by Mr. Cory Ernst and seconded by Mr. Tim Blundon, it was RESOLVED that the Agenda be adopted. CARRIED There were no pecuniary / conflict of interest declarations. Kitchener Public Library Board 2 December 14, 2016 3. MINUTES of the Board Meeting of November 16, 2016. 16-80 On motion by Mr. Cory Ernst and seconded by Ms. Stephanie Soulis, it was RESOLVED that the Minutes of the Board Meeting of November 16, 2016, be approved. CARRIED 4. BUSINESS ARISING None. 5. 1. BUSINESS REPORT OF OFFICERS (a) Report of the Chair Updates Mr. Wayne Buchholtz informed the Library Board that the City has projected operating budget figures for the year 2016. A copy of the projected figures that will be provided to the City was presented to the Board members at the meeting. The Chair provided an update of the Capital Budget meeting which he attended with Mary Chevreau, Sabina Franzen and Penny-Lynn Fielding on November 28, 2016. \[Councillor Sarah Marsh joined the meeting.\] Councillor Sarah Marsh also provided an update regarding the discussion pertaining to the library at the Strike Nominating Committee Councillor Sarah Marsh and Mr. Cory Ernst agreed to Chair the Nominating Committee. They will poll all Board members regarding their interest to be nominated for Board Chair or to chair one of the standing committees which include the Facilities Planning and Building Committee; Finance Committee and Public Service and Policy Committee. Elections will be held at the January Board meeting. Kitchener Public Library Board 3 December 14, 2016 2017 Library Board Meeting Schedule The 2017 Library Board meeting schedule was included in the Board package. The Library Board will be notified at a later date of the locations of two of its Board meetings to be held at the community libraries in 2017. (b) Facilities Planning & Building Committee Updates Ms. Stephanie Soulis, Chair of the Facilities Planning & Building Committee, noted that several of the stones at the front entrance to Central have heaved. The area has been cordoned off with safety cones for the interim. (c) Finance Committee November 2016 Financial Statement 16-81 On motion by Ms. Michelle Dow and seconded by Ms. Katherine Andrews, it was RESOLVED to accept the November 2016 Financial Statement, as printed. CARRIED (d) Public Service & Policy Committee Presentation of Final Strategic Plan The final print copy of the 2017 2020 Strategic Plan was distributed at the Library Board meeting. Ms. Jacqueline McLaren, Chair of the Public Service & Policy Committee reviewed the final changes that were made to the document. As requested by the Board at its October Board meeting, a bolder font was used with Our Goals and Our Values; some of the photos were changed, the comma was added to the Mission statement and the document is compliant with the Accessibility for Ontarians with Disabilities (AODA) standards. Copies will be provided to the Mayor and City Councillors. Board Policy Review Currently the Library Board Policy Manual contains both operational and Board policies. The Public Service and Policy Committee will meet in January with the CEO and Ms. Sabina Franzen in order to separate the two sets of policies. Kitchener Public Library Board 4 December 14, 2016 16-82 On motion by Ms. Jacqueline McLaren and seconded by Ms. Katherine Andrews, it was RESOLVED by the Library Board to provide the Public Service and Policy Committee with the mandate to review the Library to differentiate between Library Board policies and operational policies. CARRIED The Public Service and Policy Committee will report back to the Library Board on a monthly basis regarding its progress with the Board Policy review. (e) Report of the Secretary-Treasurer and CEO Updates 2016 Business Plan Year-end Progress Report The CEO presented the 2016 Business Plan Year-end Progress Report in detail. No questions followed. 7. II. NEW BUSINESS None. 8. III. PRESENTATIONS (a) Report of Councillors No further updates were provided. 9. ADJOURNMENT 16-83 There being no further business, on motion by Ms. Jacqueline McLaren, it was RESOLVED to adjourn the meeting at 7:25 p.m. CARRIED _______________________________ _________________________________ Chair Secretary-Treasurer Kitchener Public Library Board 5 December 14, 2016 \[Attachments Accompanying December 14, 2016 Board Meeting\] (a) November 16, 2016 Library Board Minutes (b) November 2016 Financial Statement (c) 2016 Business Plan Year-End Progress Report (d) 2017 Schedule of Library Board Meetings (e) 2017 2020 Strategic Plan (f) 2016 Projected Year-end Operating Budget