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HomeMy WebLinkAboutKit Library - 2017-01-18 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, January 18, 2017, 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 (by phone), 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. LEAVE OF ABSENCE Councillor Kelly Galloway-Sealock. REGRETS Mr. Cory Ernst. The Chair wished everyone a Happy New Year and extended congratulations to Ms. Katherine Andrews on her announcement. 2. AGENDA REVIEW 17-01 On motion by Mr.Tim Blundon and seconded by Ms. Stephanie Soulis , it was RESOLVED that the Agenda be adopted. CARRIED There were no pecuniary / conflict of interest declarations. Kitchener Public Library Board 2 January 18, 2017 3. MINUTES of the Board Meeting of December 14, 2016. 17-02 On motion by Ms. Stephanie Soulis and seconded by Ms. Katherine Andrews, it was RESOLVED that the Minutes of the Board Meeting of December 14, 2016, be approved. CARRIED 4. BUSINESS ARISING None. 5. 1. BUSINESS REPORT OF OFFICERS (a) Report of the Chair Updates Mr. Wayne Buchholtz reminded the Board that Final Budget Day at the City of Kitchener is Monday, January 23, 2017, at 9:30 am. The Chair complimented the CEO and staff. The press coverage received from The Record and CBC KW about the virtual reality space in Studio Central, as well as the services provided by Master of Social Work student, were very positive. (b) Public Service & Policy Committee Update of Board Policy Review Ms. Jacqueline McLaren reported that the Public Service and Policy Committee met with Mr. Wayne Buchholtz, Ms. Mary Chevreau, and Ms. Sabina Franzen on Tuesday, January 10, 2017. The Public Service and Policy Committee completed a review of the current Library Board Policy manual to differentiate between Library Board polices and Kitchener Public Loperational policies. The Committee noted that some governance policies were mixed in with the Library Board Bylaws which will be revised. The Committee confirmed that content for the Board Policies (mission and vision statements, statement of values, etc.). were Kitchener Public Library Board 3 January 18, 2017 available from the new Strategic Plan. Documentation for the Library Board Governance Policy Manual will require recompilation and updating from various places. It was also recognized that some governance policies were missing which will be addressed as the review continues. 17- On motion by Ms. Jacqueline McLaren and seconded by Ms. Jessica Kropf, it was RESOLVED that the mandate of the Public Service & Policy Committee be extended to revise the Library Board Bylaws, review and revise current Library Board policies, and develop additional governance CARRIED Once draft copies of the revisions are completed, a package will be presented to the Board for final approval. The Public Service & Policy Committee will meet again on March 7, 2017. (e) Report of the Secretary-Treasurer and CEO Updates Quarterly Incident Report Sept Dec 2016 Ms. Mary Chevreau provided a report of incidents at all locations during the period of September to December 2016. It was noted that the pilot project with the security guard helped reduce the number of incidents at Central since the pilot ended in October. 2017 Business Plan The CEO presented the 2017 Business Plan with a new format used by Ms. Megan Clare. The plan was reviewed and well received by the Library Board. A question and answer session followed. 2016 Public Service Report Ms. Mary Chevreau presented the December 2016 Public Service Report, identifying reasons for fluctuations in the statistics at Country Hills Community Library. A reduction in programming statistics was also noted due to the one-on-one tutoring approach being used with technology training in place of group sessions. Ms. Mary Chevreau noted that a discussion is taking place at the provincial level regarding the reporting of measurable library statistics. Kitchener Public Library Board 4 January 18, 2017 In-Camera Discussion 17-04 On motion by Ms. Erin Rudland and seconded by Ms. Katherine Andrews, it was RESOLVED that the meeting move in camera to discuss a confidential legal matter. CARRIED 17-05 On motion by Ms. Stephanie Soulis and seconded by Ms. Jacqueline McLaren, it was RESOLVED that the in-camera session be concluded. CARRIED 6. II. NEW BUSINESS None. 7. III. PRESENTATIONS (a) Report of Councillors Councillor Sarah Marsh thanked staff who participated in the Kitchener Downtown Visioning Session and came out to Both were very well attended. Mayor Berry Vrbanovic, along with Mayors from other cities, have met with the Federal Finance Minister to highlight the importance of funding for arts and culture. The Kitchener Downtown Business Improvement Association (BIA) will be working with the Working Centre to help bolster outreach programming. 8. REPORT OF THE NOMINATING COMMITTEE Mr. Wayne Buchholtz called upon the Nominating Committee, Councillor Sarah Marsh, for her report. On behalf of the Nominating Committee, Councillor Sarah Marsh submitted the following slate of officers: Chair Mr. Wayne Buchholtz Facilities Planning & Building Committee Chair Ms. Erin Rudland Finance Committee Chair Ms. Michelle Dow Public Service & Policy Committee Chair Ms. Jacqueline McLaren Kitchener Public Library Board 5 January 18, 2017 17-06 On motion by Councillor Sarah Marsh and seconded by Ms. Jessica Kropf, it was RESOLVED to accept the report from the Nominating Committee. CARRIED Mr. Buchholtz relinquished the Chair to the CEO who presided pro tem for the election of the officers. 9. ELECTION OF OFFICERS Ms. Mary Chevreau identified Mr. Wayne Buchholtz as nominated for the position of Chair and called for further nominations from the floor. No further nominations were received and Mr. Wayne Buchholtz was acclaimed as Chair of the Kitchener Public Library Board. Ms. Mary Chevreau identified Ms. Erin Rudland as nominated for the position of Chair of the Facilities Planning & Building Committee and called for further nominations from the floor. No further nominations were received and Ms. Erin Rudland was elected as Chair of the Facilities Planning & Building Committee. Ms. Mary Chevreau identified Ms. Michelle Dow as nominated for the position of Chair of the Finance Committee and called for further nominations from the floor. No further nominations were received and Ms. Michelle Dow was acclaimed as Chair of the Finance Committee. Ms. Mary Chevreau identified Ms. Jacqueline McLaren as nominated for the position of Chair of the Public Service & Policy Committee and called for further nominations from the floor. No further nominations were received and Ms. Jacqueline McLaren was acclaimed as Chair of the Public Service & Policy Committee. stnd Election of the 1 and 2 Vice-Chairs st Ms. Stephanie Soulis was nominated for the position of 1 Vice-Chair of the Library Board. No further nominations were received from the floor. 17-07 On motion by Ms. Katherine Andrews and seconded by Ms. Erin Rudland st it was RESOLVED to approve Ms. Stephanie Soulis as the 1 Vice-Chair of the Library Board. CARRIED Kitchener Public Library Board 6 January 18, 2017 Ms. Katherine Andrews and Mr. Tim Blundon were nominated for the nd position of 2 Vice-Chair of the Library Board. No further nominations were received from the floor. A vote was taken and the ballots counted. Ms. Katherine Andrews received the majority of votes. 17-08 On motion by Ms. Jessica Kropf and seconded by Ms. Jacqueline McLaren, it was RESOLVED to approve Ms. Katherine Andrews as the 2nd Vice-Chair of the Library Board. CARRIED Congratulations were extended to the elected officers. Mr. Wayne Buchholtz thanked Councillor Sarah Marsh for her help as Chair of the Nominating Committee. 10. REMARKS OF THE CHAIR Mr. Wayne Buchholtz thanked everyone for their support and welcomed the opportunity of working with the Board again in 2017, noting that this will be his final year to run as Chair. : 1) Ensuring proper governance with the review of the Library Board Bylaws and work on a Governance Manual. 2) Ensuring that staff move forward to achieve the strategic plan 3) Evaluating Committee Selection Form The Chair asked that all Board members complete the form provided at the meeting to sign up for participation in a committee of their choice. 11. ADJOURNMENT 17-09 There being no further business, on motion by Ms. Erin Rudland, it was RESOLVED to adjourn the meeting at 7:55 p.m. CARRIED _______________________________ _________________________________ Chair Secretary-Treasurer Kitchener Public Library Board 7 January 18, 2017 \[Attachments Accompanying January 18, 2017 Board Meeting\] (a) December 14, 2016 Library Board Minutes (b) February 2017 Calendar of Events (c) 2017 Business Plan (d) 2016 Public Service Report (e) Committee Selection Form