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HomeMy WebLinkAboutKit Library - 2017-03-15 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 7:00 p.m. on Wednesday, March 15, 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, Mr. Cory Ernst, Ms. Jessica Kropf, Ms. Jacqueline McLaren, Ms. Erin Rudland. 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 Councillor Sarah Marsh, Ms. Stephanie Soulis. SPECIAL GUESTS Ms. Laura Reed, Manager, Children& Teen Services. 2. AGENDA REVIEW The following two items were added to the agenda: Motion to Approve Change in Start Time for the May 17 Board meeting under Report of the Chair, and an In-Camera Session under Report of the Secretary Treasurer and CEO. Kitchener Public Library Board 2 March 15, 2017 17-16 On motion by Mr. Tim Blundon 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. 3. PRESENTATION by MSW Student Placement Ms. Laura Reed provided background information about the intern, Ms. Kym Bohachewski. The placement started in September and continues until April with Kym working 3 days a week at Central. During her placement, Kym has not only been getting to know the community but also developing partnerships with agencies and meeting with downtown outreach workers to get a sense of what is offered in Kitchener. The pamphlets, literature and information collected have been shared with library staff. Although the various agencies acknowledged that library staff were positive and supportive, they offered some recommendations for improvement. Central has partnered with the Downtown Health Centre and offered a program called Gender Journeys on Monday evenings for nine weeks. Kym has helped mould some of the outreach initiatives that have started with monthly library visits to OneROOF and. The library has been focusing on relationship building at this time but expects the initiatives will evolve. Serving Customers which offers sessions in mental health, homelessness and substance use. The sessions have been very educational and have helped staff to deal with these types of challenges in the library. Kym meets with customers on a one-on-one basis within the library or by appointment. She acts as a bridge between the customer and the resources available in our community that can offer support. The library has received positive press and feedback about having an MSW intern. Some libraries have called to inquire about the placement. Kitchener Public Library Board 3 March 15, 2017 Ms. Laura Reed is hopeful that we will have another great student fill this placement position next year. Mr. Wayne Buchholtz thanked Ms. Laura Reed for her very informative presentation and Kym Bohachewski for her work at Central. 4. MINUTES of the Board Meeting of February 15, 2017. 17-17 On motion by Ms. Jessica Kropf and seconded by Ms. Michelle Dow, it was RESOLVED that the Minutes of the Board Meeting of February 15, 2017, be approved. CARRIED 5. BUSINESS ARISING None. 6. 1. BUSINESS REPORT OF OFFICERS (a) Report of the Chair Updates Board Motion 17-18 On motion by Ms. Michelle Dow and seconded by Ms. Katherine Andrews, it was RESOLVED that the May 17, 2017, Board Meeting begin at 7:30 pm instead of the regular start time of 7:00 pm. CARRIED Tallied Results of the Board Self-Evaluation The Library Board reviewed and discussed the results of Section A, B, C -Evaluation questionnaire. No comments were noted by the Library Board regarding the results in Section A. The Board acknowledged Question #4 in Section B, agreeing that verbal reports were fine except in the case when the Board was expected to come prepared with comments. Kitchener Public Library Board 4 March 15, 2017 In response to the results of Question #8 in Section B, the Library Board recommended a Board orientation session be hosted in the year 2018 to help recruit new Board members. Board volunteers will be asked to participate at the open house to help answer questions from prospective Board members at that time. The Chair requested that the Board orientation package used in the past be reviewed by the Board in February 2018. Board Chair confirmed that a formal criteria and process for evaluating the CEO was in place. The ratings of Question 1 in Section D regarding the role and responsibilities of the Chair will be addressed with the development of governance policies currently underway by the Public Service & Policy Committee. The Board noted that the overall ratings by the Library Board for the year 2016 had improved from those of the previous year. Please confirm with Gloria if wishing to be registered to attend the Community Centre on Tuesday, April 4, 2017, beginning at 5:30 pm. Annual Leadership Waterloo Region Breakfast Please confirm with Gloria if wishing to be registered to attend the Annual 7:15 to 8:55 am. The keynote speaker at the event is Vince Molinaro, Ph.D. (b) Facilities Planning & Building Committee Updates Ms. Erin Rudland reported there were no updates at this time. (c) Finance Committee February 2017 Financial Statement 17-19 On motion by Ms. Michelle Dow and seconded by Ms. Erin Rudland, it was RESOLVED to accept the February 2017 Financial Statement, as printed. CARRIED Kitchener Public Library Board 5 March 15, 2017 Ms. Michelle Dow reported that the audited financial statements for the year 2016 will be available for the April Library Board meeting. (d) Public Service & Policy Committee The Public Service & Policy Committee met on Tuesday, March 7. Draft copies of several policies that were prepared by Ms. Sabina Franzen were reviewed and revised by the Committee. The Committee meets again on Tuesday, March 28, 2017. A draft copy of these policies will be provided for discussion at the April or May Board meeting for either final approval or further revisions. (e) Report of the Secretary-Treasurer and CEO Updates Fentanyl, on February 13, 2017, a documentary aired of the fentanyl crisis, followed by a panel discussion with local experts about the issues. Prior to this event, Sanguen Health Centre provided training on how to administer naloxone. Over 100 naloxone kits were distributed to community members. Arrangements will be made for staff to receive naloxone training on a voluntary basis. All locations of the library have had a busy and fun line up of programming for March break. Ms. Mary Chevreau complimented Ms. ip as well as all staff for their efforts to make the week a success. The March Break movie offered daily at Central attracted a full house with some families having to be turned away. Studio Central hosted a full day Open House on Tuesday, March 14, with a variety of demonstrations, workshops and staff support. InkSmith was onsite to offer 3D printer workshops. A 3D castle, parts of which were made by our IT department on the 3D printer and assembled into a large castle, was also on display in Studio Central. The library is currently on Instagram and ramping up its social media presence. The Kitchener Public Library partnership proposal with the Grand River Hospital for a satellite library has been approved in principal. Kitchener Public Library will consult on the development of the collection and train volunteers to work in the centre. Ms. Mary Chevreau and Ms. Lesa Balch will meet with hospital staff again on April 13. Updates will be provided as the project moves forward. Kitchener Public Library Board 6 March 15, 2017 Charity Gala Event March 11, 2017 Mr. Wayne Buchholtz commented on the great news coverage provided by CKCO regarding the CHAIRity Gala Event hosted at Central on Saturday, March 11, 2017. All proceeds are being donated to Habitat for Humanity this year. In-Camera Session 17- On motion by Ms. Jacqueline McLaren and seconded by Ms. Katherine Andrews, it was RESOLVED that the meeting move in-camera to discuss a confidential legal matter. CARRIED 17- On motion by Mr. Tim Blundon and seconded by Ms. Jacqueline McLaren, it was RESOLVED to conclude the in-camera session. CARRIED 7. II. NEW BUSINESS None. 8. III. PRESENTATIONS (a) Report of Councillors None. 9. ADJOURNMENT 17-22 There being no further business, on motion by Ms. Erin Rudland, it was RESOLVED to adjourn the meeting at 8:05 p.m. CARRIED _______________________________ _________________________________ Chair Secretary-Treasurer Kitchener Public Library Board 7 March 15, 2017 \[Attachments Accompanying March 15, 2017 Board Meeting\] (a) February 15, 2017 Library Board Minutes (b) February 2017 Financial Statement (c) April 2017 Calendar of Events (d) -Evaluation Questionnaire (e)