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HomeMy WebLinkAboutLibrary - 2007-03-21BOARD OF TRUSTEES MEETING ~ KITCHENER PUBLIC LIBRARY BOARD 1. MAIN LIBRARY TOUR & PHOTOS Prior to the Chair's Call to Order, photos were taken and a tour of the Main Library was conducted by Karen Ball-Pyatt and Trish Green. Mr. Carli thanked KPL's tour guides and Bryan Dunham for taking the composite photos of the Library Board Trustees. 2. 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 21, 2007, by Chair, Mr. Dan Carli, at the Main Library, Hamblin Room West. TRUSTEES PRESENT Mr. Brian Burnley, Mr. Dan Carli, 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 Grigas. SPECIAL GUESTS Ms. Karen Ball-Pyatt, Librarian, Grace Schmitt Room of Local History, KPL. Ms. Trish Green, Health Librarian, KPL. Ms. Penny-Lynn Fielding, Planning Officer, KPL. Mr. David Warne, Levitt-Goodman Architects. Kitchener Public Library Board 2 March 21, 2007 3. AGENDA REVIEW 07-13... On motion by Councillor Galloway and seconded by Ms. Morgan, it was RESOLVED that the Agenda be adopted. CARRIED There were no pecuniary /conflict of interest declarations. 4. MINUTES of the Board Meeting of February 21, 2007. 07-14... On motion by Mr. Burnley and seconded by Ms. Esenbergs, it was RESOLVED that the Minutes of the Board Meeting of February 21, 2007, be adopted. CARRIED 5. BUSINESS ARISING None. 6. 1. BUSINESS (a) Report of the Chair Updates Mr. Carli encouraged all Board members to attend the joint meeting of the Library Board and City Councillors scheduled for 4:00 pm in the Schneider Room on Wednesday, April 18. Topics of discussion to be included in KPL's informal meeting with City Council on Wednesday, Aprill8 were exchanged. Upcoming Audio Conference If able to attend an upcoming one-hour audio conference with Dr. Ken Haycock, entitled "The Board Chair rind the CEO: Shared Leadership for Board Develop~r~ent", please notify Gloria your choice of date -Monday, April 16 or Monday, May 14. One of the sessions will be offered between 8:00 pm and 9:00 pm in the Board Room at the Main Library. Kitchener Public Library Board 3 March 21, 2007 A description of the workshop and the dates and time will be emailed to the Library Board on Thursday, March 22. [Councillor Vrbanovic joined the meeting.] (b) Facilities Planning & Building Committee - Central Library Project As part of the new Central Library study, Hanscomb Cost Consultants prepared an Order of Magnitude Costing for construction, site preparation and parking. KPL staff estimated other project costs, including professional fees, project manager, public art, furniture, equipment, collections, moving, storage and leasing. The March 2007 report from the Facilities Planning and Building Committee was distributed. Ms. Lewis and Mr. David Warne from Levitt Goodman Architects presented the project cost estimates with two options for consideration, phasing construction and relocating to temporary leased space. The impact on operating costs for a new Central Library was also outlined. Further revisions will be made to the estimates. [Councillor Galloway left the meeting.] Ms. Lewis thanked David Warne and his colleagues, as well as Penny Lynn Fielding and the senior managers for all their efforts with the project. Mr. MacNeil, Chair of the Facilities Planning & Building Committee called for a discussion. [Mr. Farwell left the meeting.] Several suggestions and questions were noted for follow up. [David Warne and Penny Lynn Fielding left the meeting.] Kitchener Public Library Board 4 March 21, 2007 (c) Finance Committee Introduction to Primary Funding Sources Mr. Carli identified the sources of funding for both the operating and capital budgets. Special funding from the Kitchener Public Library Foundation was also noted. Please forward any questions in this area to Mr. Carli or Ms. Lewis. Introduction to Budget Process & 2007 Budd This topic was delayed for further discussion at the April meeting. In-Camera Legal Matter 07-15... On motion by Councillor Vrbanovic and seconded by Ms. Esenbergs, it was RESOLVED that the meeting move in-camera to discuss a confidential legal matter. CARRIED 07-16... On motion by Mr. MacNeil and seconded by Ms. Morgan, it was RESOLVED that the in-camera session be concluded. CARRIED 2006 Audit On Wednesday, March 7, Finance Committee members met with the auditor. Ms. Gazzola presented KPL's Statement of Financial Position as at December 31, 2006. 07-17... On motion by Ms. Esenbergs and seconded by Mr. Sweeney, it was RESOLVED to accept the audited Financial Statements for the year ended December 31, 2006, as printed. CARRIED February 2007 Financial Statements 07-18... On motion by Mr. Burnley and seconded by Councillor Vrbanovic, it was RESOLVED to accept the February 2007 Financial Statements, as printed. CARRIED Kitchener Public Library Board 5 March 21, 2007 (d) Report of the Secretary-Treasurer and CEO Updates A handout entitled the Proposed Fundraising Initiatives was dispersed and presented by Ms. Lewis. The KPL Board's Donations and Fundraising policy stipulates that "all fundraising activities benefiting the Library, including those undertaken by the KPL Foundation, must be approved by the Library Board." 07-19... On motion by Mr. MacNeil and seconded by Ms. Morgan, it was RESOLVED to support the recommendations as outlined in the Proposed Fundraising Initiatives document dated March 21, 2007. CARRIED Group Photo A group photo is planned for the April Board meeting. Library Fines Ms. Wood qualified that Library Board Trustees are exempt from fines for overdue books and magazines only. 7. II. NEW BUSINESS None 8. III. PRESENTATIONS (a) Report of Councillors Councillor Vrbanovic noted that final budget day for the City of Kitchener is Monday, Aprill6. The public consultation process for Centre Block has been delayed. Kitchener Public Library Board 6 March 21, 2007 9. ADJOURNMENT 07-20... There being no further business, on motion by Mr. Burnley, it was RESOLVED to adjourn the meeting at 9:20 p.m. CARRIED Chair Secretary-Treasurer Kitchener Public Library Board 7 March 21, 2007 [Attachments Accompanying March 21, 2007 Board Meeting (a) February 21, 2007 Board Minutes (b) 2006 Audit (c) February 2007 Financial Statements (d) February 2007 Public Service Reports (e) Apri12007 Calendar of Events (fl 2007 Board Address List (g) Summary of Central Library Project Business Case (h) Facilities Planning & Building Committee Report March 2007 (i) Proposed Fundraising Initiatives, March 21, 2007 (j) Learning £~ Technology Newsletter