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HomeMy WebLinkAboutLibrary - 2007-02-21BOARD OF TRUSTEES MEETING KITCHENER PUBLIC LIBRARY BOARD 1. CALL TO ORDER The Inaugural Board Meeting of the Kitchener Public Library Board was called to order at 6:00 p.m. on Wednesday, February 21, 2007, by Chair, Mr. Bruce MacNeil, at the Maln Library, Schneider Room. TRUSTEES PRESENT Mr. Brian Burnley, Mr. Dan Carll, Ms. Beth Esenbergs, Mr. Mike Farwell, Councillor Kelly Galloway, Ms. Lynn Gazzola, Mr. Leszek Jankowski, Mr. Bruce MacNeil, Ms. Sue Morgan, Mr. Peter Sweeney, Councillor Berry Vrbanovic. Ms. Sonia Lewis, Secretary-Treasurer and Chief Executive Officer. STAFF PRESENT Ms. Lesa Balch, Ms. Sabina Franzen, Ms. Ann Wood, Ms. Gloria Griggs. SPECIAL GUESTS Ms. Penny-Lynn Fielding, Planning Officer, KPL. Ms. Janna Levitt and Mr. David Warne, Levitt-Goodman Architects. Mr. MacNeil welcomed the Library Board and special guests. The meeting was turned over to the Chair of the Facilities Planning ~ Building Committee, Mr. Dan Carll. 2. Facilities Planning ~ Building Committee Overview of the Central Library Project Mr. Carli presented a brief history of the Board's involvement in the central library project to date. Ms. Penny-Lynn Fielding, KPL`s Planning Officer, presented the key milestones of the project from 1999 to 2006 for which a handout was also provided. Kitchener Public Library Board 2 February 21, 2007 Levitt Goodman Architects who were contracted to undertake the most recent study of the central library worked with KPL's project team, Ms. Penny-Lynn Fielding, Ms. Sabina Franzen and Ms. Sonia Lewis. Ms. Janna Levitt and Mr. David Warne presented the findings of the study conducted to determine to what degree the existing site and the Main Library building could meet KPL's future space and f unctlonal requirements as outlined in the 2005 Building Program. The option of adding an addition and undergoing major renovations to the existing building to achieve the square footage requirements was discussed. The costing f or renovating and expanding the current Maln Library will be presented at the March Board meeting. Mr. Carli thanked the architects f or their presentation and the conceptual esigns. Mr. Carli also thanked Ms. Fielding, Ms. Franzen and Ms. Lewis for their work with the project. [Ms. Fielding, Ms. Levitt and Mr. Warne left the meeting.] Mr. MacNeil relinquished the Chair to the Chief Executive Officer, who presided pro tem f or the election of Officers. 3. REPORT OF THE NOMINATING COMMITTEE Ms. Lewis called upon the Nominating Committee f or its report. Mr. Burnley, the Chair of the Nominating Committee, submitted the following slate of Officers: Chair - Mr. Dan Carll Facilities Planning ~ Building Committee Chair - Mr. Bruce MacNeil Public Service & Policy Committee Chair - Ms. Beth Esenbergs Finance Committee Chair - Ms. Lynn Gazzola 4. ELECTION OF OFFICERS Ms. Lewis identif led Mr. Dan Carli as nominated f or the position of Chair and called f or further nominations f rom the f loor. Kitchener Public Library Board 3 February 21, 2007 No further nominations were received and Mr. Dan Carli was acclaimed as Chair of the Kitchener Public Library Board. Ms. Lewis identif led Mr. Bruce MacNeil as nominated f or the position of Chair of the Facilities Planning & Building Committee and called f or f urther nominations from the floor. No further nominations were received and Mr. Bruce MacNeil was acclaimed as Chair of the Facilities Planning & Building Committee. Ms. Lewis identif led Ms. Beth Esenbergs 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. Beth Esenbergs was acclaimed as Chair of the Public Service and Policy Committee. Ms. Lewis identif led Ms. Lynn Gazzola as nominated f or the position of Chair of the Finance Committee and called f or f urther nominations f rom the f loor. No further nominations were received and Ms. Lynn Gazzola was acclaimed as Chair of the Finance Committee. Congratulations were extended to the elected Of f leers. Ms. Lewis called f or nominations f or the position of 1St Vice-Chair of the Library Board. Mr. Brian Burnley nominated Mr. Bruce MacNeil for the position of 1St Vice- Chalr. Ms. Lewis asked for further nominations from the floor. No further nominations were received and Mr. Bruce MacNeil was acclaimed as 1St Vice-Chair of the Library Board. Ms. Lewis called f or nominations f or the position of 2nd Vice-Chair of the Library Board. Ms. Lynn Gazzola nominated Ms. Beth Esenbergs for the position of 2nd Vice- Chalr of the Library Board. No further nominations were received and Ms. Beth Esenbergs was acclaimed as 2nd Vice-Chair of the Library Board. Congratulations were extended to the newly elected 2007 Executive Committee. 5. 6. 07-06.. . Kitchener Public Library Board 4 February 21, 2007 REMARKS OF THE CHAIR Mr. Carli assumed the Chair, thanking Mr. MacNeil f or his past leadership and guidance. Mr. Carli welcomed the opportunity of working with the Board during his four-year term. Board involvement in the previous term included the hiring of a new CEO, the formulation of a new strategic plan f or 2006 to 2008, the continuation of the new central library project and the development of some library policies. The Board must sustain its strong foundation by continuing to promote and advocate on behalf of the library to raise awareness and increase utilization. At the same time it is important that the library continue to enhance its services through partnerships and consultation. Mr. Carli encouraged the Board to review the Library Board By-Laws f or a further understanding of the responsibilities of the various committees and to contact him regarding their committee participation. A volunteer to Chair the ad hoc Fundraising Committee is also required. Mr. Carli thanked everyone f or their support. AGENDA REVIEW On motion by Ms. Morgan and seconded by Ms. Esenbergs, it was RESOLVED that the Agenda be adopted. CARRIED 7. 07-07... There were no pecuniary / conf lict of interest declarations. MINUTES of the Board Meeting of January 17, 2007. On motion by Mr. Burnley and seconded by Mr. MacNeil, it was RESOLVED that the Minutes of the Board Meeting of January 17, 2007, be adopted. CARRIED 8. BUSINESS ARISING None. Kitchener Public Library Board 5 February 21, 2007 9. 1. BUSINESS REPORT OF OFFICERS (a) Report of the Chair (b) U dates Mr. Carli acknowledged a thank you card to the Library Board received from a f ormer Board member, Ms. Maxine Neller. Finance Committee Introduction to Monthly Financial Statements As part of the Board's continuing orientation, Ms. Sabina Franzen provided a detailed explanation of the monthly financial statements. January 2007 Financial Statements .~ 07-08... On motion by Ms. Esenbergs and seconded by Councillor Vrbanovic, it was RESOLVED that the January 2007 Financial Statements be accepted. CARRIED [Ms. Morgan and Mr. Farwell left the meeting.] December 2006 Financial Statements A detailed overview f ollowed of the December 2006 Financial Statements, 2006 Year End Reserves Balances and Summary of the 2006 Capital Account Balances. 07-09... On motion by Ms. Esenbergs and seconded by Mr. Sweeney, it was RESOLVED that the December 2006 Financial Statements be accepted. CARRIED Mr. Carli thanked Ms. Franzen f or her presentation of the financial statements. Ms. Lewis noted that the Library's 2007 Operating Budget will be reviewed by the Finance and Corporate Services Committee on Monday, February 26 between 10:00 am and 3:00 pm. in Council Chambers. The library will not be presenting its budget; however, staff will be on hand to answer questions. Kitchener Public Library Board 6 February 21, 2007 (c) Public Service ~ Policy Committee Introduction to 2006 - 2008 Strategic Plan Mr. Burnley discussed the process that the Library Board took to f ormulate the Library's three-year Strategic Plan f or 2006 - 2008. The f lyer provided in the Board's orientation binder outlines the vision, mission, values and key initiatives. The Board's key initiatives are addressed in KPL`s annual implementation plan. Included in the Library Board`s orientation binder is the Year End Progress Report of the 2006 Strategic Plan Implementation Plan. 2007 Strategic Plan Implementation Plan Ms. Lewis presented the 2007 Implementation Plan and described the process for developing it. In June and December a Progress Report of these initiatives will be provided to the Board. 07-10... On motion by Mr. Burnley and seconded by Ms. Esenbergs, it was RESOLVED to receive the 2007 Strategic Plan Implementation Plan, as presented. CARRIED Mr. Burnley also acknowledged the January Public Service Report provided in the Board packages. (d) Report of the Secretary-Treasurer and CEO U dates Upcoming Board Meetings at the Community Libraries G Two Library Board meetings will be hosted of f site as follows: Wednesday, May 16 -Country Hills Community Library Wednesday, October 17 -Forest Heights Community Library. Library Board Photos v Individual photos for KPL's website will be taken at the beginning of the March meeting. If time permits a group photo will also be taken. Joint Meeting with Council Confirmation of this meeting will f ollow soon. Kitchener Public Library Board 7 February 21, 2007 Staff Prof esslonal Development Day The Library Board supported the initiative to plan and organize a professional development day resulting in a one day closure of all library locations on the proposed date of Wednesday, October 31, 2007. 07-11... On motion by Ms. Esenbergs and seconded by Mr. MacNeil, it was RESOLVED to approve closure of all locations of the Kitchener Public Library for one f ull day in order to accommodate a staff Professional Development Day in 2007. CARRIED Ontario Librarv Association (OLAI /Ontario Librarv Board Association (OLBAI Membership Each member of the Board will receive an Ontario Library Association and Ontario Library Board Association membership. This provincial organization advocates on behalf of libraries and library boards and provides training opportunities. The Board will start receiving the association`s newsletter Access OLA f our times a year, announcements of training opportunities and announcements f rom the OLBA, many of them electronically. If interested in any of the training opportunities, please contact Ms. Lewis. 2007 Writer in Residence Details about this year's Writer in Residence, Elizabeth Ruth, are outlined in KPL's newsletter, In Touch, distributed at the meeting. 10. II. NEW BUSINESS None 11. III. PRESENTATIONS (a) Report of Councillors Councillor Vrbanovic noted that Operating Budgets will be approved by Finance & Corporate Services on Monday, April 26. Final budget approval is Monday, April 16. Anew Fire Chief was recently announced. Kitchener Public Library Board 8 February 21, 2007 The public consultation process for Centre Block is to begin April 30 and will continue through May 17. 07-12.. . 12. Councillor Galloway acknowledged that Council passed a motion on Monday February 19 to accept the 2007 Annual Accessibility Plan for the City of Kitchener in accordance with the Ontarlans with Disabilities Act, 2001. ADJOURNMENT There being no f urther business, on motion by Ms. Esenbergs, it was RESOLVED to adjourn the meeting at 9:00 p.m. CARRIED Chair Secretary-Treasurer Kitchener Public Library Board 9 February 21, 2007 Attachments Accomp~nyin~ February 21, 2007 Board Meetin~~ (a) January 17, 2007 Board Minutes ~ December 2006 Board Minutes f or new Trustees (b) December 2006 Financial Statements (c) Summary of 2006 Capital Account Balances (d) 2006 Year End Reserves Balances (e) January 2007 Financial Statements (f) January 2007 Public Service Reports (g) 2007 Strategic Plan Implementation Plan (h) March 2007 Calendar of Events (i) New Central Library Key Project Milestones 1999 - 2006 (j) KPL's Newsletter, In Touch