HomeMy WebLinkAboutLibrary - 2007-11-21BOARD OF TRUSTEES MEETING
- ~ KITCHENER PUBLIC LIBRARY BOARD
1. CALL TO ORDER
The Regular Board Meeting of the Kitchener Public Library Board was called to
order at 6:35 p.m. on Wednesday, November 21, 2007, by 1st Vice-Chair, Mr.
Bruce MacNeil, at the Main Library.
TRUSTEES PRESENT
Mr. Brian Burnley, Ms. Beth Esenbergs, Mr. Mike Farwell, Councillor Kelly
Galloway, Ms. Lynn Gazzola, Mr. Bruce MacNeil.
Ms. Sonia Lewis, Secretary-Treasurer and Chief Executive Officer.
STAFF PRESENT
Ms. Lesa Balch, Ms. Sabina Franzen, Ms. Ann Wood, Ms. Gloria Grigas.
REGRETS
Mr. Dan Carli, Mr. Leszek Jankowski, Ms. Sue Morgan, Mr. Peter Sweeney,
Councillor Berry Vrbanovic.
2. AGENDA REVIEW
There being no quorum at the start of the meeting, the Chair deferred approval
of this item.
3. MINUTES of the Board Meeting of October 17, 2007.
The following revisions will be made on page 5, third paragraph: the spelling of
snowploughing to be changed to snow plowing and the Accessibilit~j Coananittee to be
changed to read Grand River Accessibilit~j Advisory Coananittee.
Approval of the amended minutes was deferred by the Chair.
Kitchener Public Library Board 2 November 21, 2007
Councillor Galloway requested more detail be provided in the minutes for future
reference when necessary. The Executive Committee agreed to review the
Library Board's current practice to provide only a brief summary of discussions
in the minutes and report back to the Board.
4. BUSINESS ARISING
None.
5. 1. BUSINESS
REPORT OF OFFICERS
(a) Report of the Chair
Updates
Mr. Bruce MacNeil reminded the Board that the KPL Staff Christmas brunch is
this Sunday, November 25 at Golf's Steak House.
CEO's Performance Review Process
The electronic template of the appraisal form for completion of the CEO's
performance review has been forwarded to each Board member. The year end
strategic plan progress report which is required to complete the evaluation
process will follow by December 4.
Please forward your completed form via email to Mr. Dan Carh by December 14.
A meeting of the Executive Committee will then be called by the Chair to discuss
and finalize the evaluation.
December Library Board meeting Start Time
The December 12 Library Board meeting will start at 6:00 pm, followed by the
Board's Chrishnas reception at 7:00 pm in the Hamblin Room.
Correspondence
Receipt of an introductory letter from the new Minister of Culture, Aileen
Carroll, was noted.
Nominating Committee
Mr. Bruce MacNeil agreed to take on the role of the Nominating Committee. All
Board members will be contacted and asked for expressions of interest for the
role of Chair,1st Vice-Chair, 2~~~ Vice-Chair and Committee Chairs. Elections will
take place at the January Board meeting.
Kitchener Public Library Board 3 November 21, 2007
[Mr. Mike Farwell joined the meeting.]
Having a quorum, the Chair asked for approval of the agenda and minutes.
Approval of Agenda
07-64... On motion by Ms. Beth Esenbergs and seconded by Mr. Brian Burnley, it was
RESOLVED that the Agenda be adopted.
CARRIED
There were no pecuniary /conflict of interest declarations.
Approval of October Minutes
07-65... On motion by Mr. Mike Farwell and seconded by Ms. Lynn Gazzola, it was
RESOLVED that the Minutes of the Board Meeting of October 17, 2007, be
adopted as amended.
CARRIED
(b) Facilities Planning & Building Committee
Civic District Project Update
Attached to the Facilities Planning and Building Committee report for November
were four reports which summarized components of the Civic District public
consultation process.
There was good participation in each phase of the process and a high degree of
public support for the initiative, including support for an expanded central
library.
A project update summarizing the results of the public consultation process and
seeking approval to further develop the Civic District vision was presented and
the recommendations approved at the City's Development and Technical
Services Committee (DTS) on Monday, November 19, 2007. The report will be
provided to City Council on Monday, November 26.
Central Library Project Update
The guiding principles for the new central library which were previously
endorsed by the Library Board in 2005 were outlined in the Facilities Planning
and Building Committee report. The Committee proposed that the first of the
guiding principles be revised.
Kitchener Public Library Board 4 November 21, 2007
07-66... On motion by Mr. Mike Farwell and seconded by Ms. Beth Esenbergs, it was
RESOLVED that guiding principle #1 for the new central library be revised as
follows: "Be n sigyiificnyit lnyuf~nnrk 1~irilcfiyig zvllicll co~~lplerneyits the Civic District
vision."
CARRIED
A discussion as to when the central library plan should be presented to Council
followed. The Board agreed that the presentation be made at one of two
upcoming January Council meetings.
(c) Finance Committee
October 2007 Financial Statements
07-67... On motion by Ms. Lynn Gazzola and seconded by Mr. Brian Burnley, it was
RESOLVED to accept the October 2007 Financial Statements, as printed.
CARRIED
KPL's capital budget will be reviewed at the Finance and Corporate Services
Committee meeting on Monday, December 10. The time that this item appears
on the agenda will be emailed to the Board on Friday, December 7.
(d) Report of the Secretary-Treasurer and CEO
Updates
Ontario Library Association (OLA) Super Conference
Please email Sonia Lewis by Friday, November 21 if planning to attend the
Ontario Library Association Super Conference to be held January 30, 31 and
February 1, 2008 in Toronto.
KPL Foundation Annual Report
The President of the KPL Foundation will provide its annual report to the
Library Board at the December meeting.
In previous years a cheque exchange of funds from the KPL Foundation to the
Library was made at the reception after the Library Board meeting in
December. This year the transfer of funds will be made at the KPL Staff
Christmas Brunch on Sunday, November 25 which many staff and Board
members attend. The President of the KPL Foundation will thank everyone for
their donations and continuing support at that time.
Kitchener Public Library Board 5 November 21, 2007
Joint Meeting with Other K-W Boards
A joint meeting with other Library Boards and Committees in the area is being
considered for February 2008. More details will be available in December
regarding topic, date and location.
Accountability and Transparency
Under the Municipal Act as amended by Bill 130 the City and its local boards are
required to take certain steps related to accountability and transparency before
the end of 2007. KPL has all the required policies and procedures in place,
specifically purchasing and hiring policies and provisions to post notices about
our meetings.
The Municipal Act stipulates under what circumstances Council or a local board
may discuss an issue in closed session. Criteria for closed meetings are also
addressed in the Public Libraries Act. As of January 1, 2008, the Municipal Act
will allow any person to request an investigation of whether a municipality or a
local board has complied with this section of the Act. KPL has been informed
that it will be covered by the City's retainer, should we require an investigator.
Ministry of Culture
The Ministry of Culture continues to review the provincial framework for public
library support. They are planning to survey library users and non users to
gauge their view on the role of libraries and the services they provide. A
thorough analysis of financial support for public libraries is being researched
which may impact large libraries in terms of level of provincial funding.
Development Manager
Sonia Lewis announced that the development manager position had been filled.
KPL DVD
Sonia Lewis invited the Board to stay at the end of the Board meeting to observe
a DVD produced by KPL staff lead by Bryan Dunham for KPL's professional
development day. Special thanks were extended to Bryan Dunham and his Team
for the extraordinary job.
6. II. NEW BUSINESS
None
Kitchener Public Library Board 6 November 21, 2007
7. III. PRESENTATIONS
(a) Report of Councillors
The Finance & Corporate Services Committee resolved that a Consolidated
Maintenance Facility be approved as a one-site model on approximately 45 acres
of privately owned redeveloped property at 131 Goodrich Drive, Kitchener.
The City of Kitchener Gun by-law will be amended to require pellet guns be
transported in a locked case on all public land within the municipality as it
provides another tool to assist with public safety and security.
Kitchener City Council will also be asked to consider a similar motion to that
recently passed by Regional Council which requests that the Federal
Government amend the Firearms Act to include the licensing of pellet guns, air
rifles, paintball guns and other similar devises currently exempt.
8. ADJOURNMENT
07-68... There being no further business, on motion by Ms. Beth Esenbergs, it was
RESOLVED to adjourn the meeting at 8:10 p.m.
CARRIED
Chair Secretary-Treasurer
Kitchener Public Library Board 7 November 21, 2007
[Attachments Accompanying November 21, 2007 Board Meeting
(a) October 17, 2007 Board Minutes
(b) October 2007 Financial Statements
(c) October 2007 Public Service Report
(d) CEO's Performance Review Form
(e) Facilities Planning & Building Committee Report, November 2007
(fl December Calendar of Events
(g) KPL's Technology Newsletter