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HomeMy WebLinkAboutLibrary - 2008-02-20BOARD OF TRUSTEES MEETING ~ KITCHENER PUBLIC LIBRARY BOARD __ __ __ CALL TO ORDER The Regular Board Meeting of the Kitchener Public Library Board was called to order at 6:30 p.m. on Wednesday, February 20, 2008, by Chair, Mr. Dan Carli, at the Main Library. 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. Ms. Sonia Lewis, Secretary-Treasurer and Chief Executive Officer. STAFF PRESENT Ms. Lesa Balch, Ms. Sabina Franzen, Ms. Ann Wood, Ms. Gloria Grigas. REGRETS Councillor Berry Vrbanovic. 2. AGENDA REVIEW Mr. Carh changed the order of the agenda to delay the presentation listed under Business Arising as well as the updates from the Facilities Planning & Building Committee. 08-05... On motion by Ms. Beth Esenbergs and seconded by Ms. Sue Morgan, it was RESOLVED that the Agenda be adopted, as amended. CARRIED There were no pecuniary /conflict of interest declarations. Kitchener Public Library Board 2 February 20, 2008 3. MINUTES of the Board Meeting of January 16, 2008. 08-06... On motion by Mr. Bruce MacNeil and seconded by Ms. Sue Morgan, it was RESOLVED that the Minutes of the Board Meeting of January 16, 2008, be adopted. CARRIED 4. BUSINESS ARISING Delayed for discussion -please refer to the minutes after the details of the Finance Committee. 1. BUSINESS REPORT OF OFFICERS (a) Report of the Chair Updates Mr. Carli circulated a form for completion and return at the end of the meeting to identify each Board member's choice for committee participation in this year. Board Self-Evaluation Mr. Carli thanked the Board for completing and submitting the Board Self- Evr~lur~tion Questionnaire. The tabulated results were provided in the Board package for review and discussion. Feedback about some of the questions in the evaluation and the tabulated results was exchanged. It was agreed that the tabulated results would be discussed further by the Executive Committee and a decision made as to the next steps in the process. CEO's Performance Review The Chair thanked the Board for completion of the CEO performance evaluation forms, noting that the review with Sonia was completed in early February. On behalf of the Library Board, Mr. Carli complimented and thanked Sonia Lewis for her continued diligence. Kitchener Public Library Board 3 February 20, 2008 (b) Facilities Planning & Building Committee Central Library Project Update This item was delayed for discussion after "Advocacy Orientation". (c) Finance Committee December 2007 Financial Statements 08-07... On motion by Ms. Lynn Gazzola and seconded by Ms. Sue Morgan, it was RESOLVED to accept the December 2007 Financial Statements, as printed. CARRIED Yearend Reserve & Capital Accounts Balances A review of the 2007 Year End Reserves Balances and Summary of 2007 Capital Account Balances followed. January 2008 Financial Statements 08-08... On motion by Ms. Lynn Gazzola and seconded by Ms. Beth Esenbergs, it was RESOLVED to accept the January 2008 Financial Statements, as printed. CARRIED 2008 Budget The revised 2008 Revenue Budget and Expenditure Budget were reviewed. A $20,000 reduction in KPL's 2008 Operating Budget was noted. 08-09... On motion by Ms. Lynn Gazzola and seconded by Mr. Peter Sweeney, it was RESOLVED to accept the revised 2008 Operating Budget, as printed. CARRIED [Mr. Farwell joined the meeting.] Kitchener Public Library Board 4 February 20, 2008 BUSINESS ARISING Advocacy Orientation Mr. Peter Sweeney highlighted the topic of Advocacy using Power Point slides that identified: 1) what advocacy is and isn t 2) why library advocacy is important 3) what advocacy is in the context of KPL, and 4) the next steps. Mr. Carli thanked Mr. Sweeney for his informative presentation and thanked the Board for the comments that followed. An action plan will be developed. The email link to access the advocacy document referenced at the meeting will be forwarded to the Board. Facilities Planning & Building Committee Central Library Project Update Mr. Mike Farwell confirmed that Motion 07-38 adopted by the Library Board at its June 2007 Board meeting requires no amendment. The Facilities Planning & Building Committee will move forward May 5, 2008 to present three proposed options to the City's Finance & Corporate Services Committee for the development of a renovated and expanded central library. Levitt-Goodman Architects are currently costing the three project options. A further update will be reported at the March Board meeting. At the last Board meeting, a suggestion was made that Board members help raise awareness of the central library project with the public by promoting it at the commencement of our many upcoming library programs. A sign-up sheet was circulated for Board members to volunteer. (d) Public Service & Policy Committee Strategic Planning Meeting February 21 Ms. Beth Esenbergs reminded the Board that a detailed agenda and the accompanying documentation sent with the Board package will require review before the strategic planning meeting Thursday, February 21. Ms. Esenbergs noted the increase in statistics for the Grand River Stanley Park Community Library as reported in the January Public Service Report. [Mr. Peter Sweeney left the meeting.] Kitchener Public Library Board 5 February 20, 2008 (e) Report of the Secretary-Treasurer and CEO Updates Sonia Lewis discussed the library s plan for this year's Professional Development Day. 08-10... On motion by Mr. Bruce MacNeil and seconded by Mr. Brian Burnley, it was RESOLVED to close all KPL library locations on Thursday, October 30, 2008, to conduct a Professional Development Day with all staff. CARRIED Dan Carli, Bruce MacNeil, Brian Burnley, Sue Morgan, Lynn Gazzola, Les Jankowski and Beth Esenbergs confirmed attendance at the joint meeting with K-W Boards/Library Committees at the Cambridge School of Architecture on Wednesday, March 26, 2008 at 7:00 pm. The Board was sent email. Feb 7 regarding the new downtown partnership developing with the Children's Museum, Kitchener Waterloo Art Gallery (KWAG), Registry Theatre and KPL to promote the downtown. A successful program was held on Family Day. The Library Board meeting in April will be hosted at the Grand River Stanley Park Community Library. The Canadian Library Association (CLA) conference is scheduled for May 21- 24 in Vancouver this year. A decision regarding Board attendance is required by March 20. The program is available online at www.cla.ca or from Sonia Lewis. Librarian of the Year Award At the Ontario Library Association (OLA) Super Conference at the end of January, Sharron Smith, KPL's Readers' Advisory Librarian, received the prestigious W. J. Robertson Medallion recognizing her as the Librarian of the Year for 2008. This prestigious award is given to the one individual in the profession each year who has demonstrated outstanding leadership in the advancement of public library service in Ontario. Sharron will be attending the strategic planning meeting tomorrow night at which time congratulations will be extended to her on behalf of the Library Board. Kitchener Public Library Board 6 February 20, 2008 In-Camera Legal Matter 08-11... On motion by Ms. Beth Esenbergs, and seconded by Ms. Sue Morgan, it was RESOLVED that the meeting move in-camera to discuss a legal matter. CARRIED 08-12... On motion by Mr. Bruce MacNeil and seconded by Mr. Brian Burnley, it was RESOLVED that the in-camera meeting be concluded. CARRIED 6. II. NEW BUSINESS None 7. III. PRESENTATIONS (a) Report of Councillors Kitchener Council approved the City's final budget on Monday, February 4. Councillor Galloway was pleased to note that a new Williamsburg Community Centre has been approved for the south end of Kitchener. A new art piece has been commissioned for the Auditorium. The construction of the Hanson Avenue Athletic Complex is on schedule and the Places to Play fundraising campaign on track. 8. ADJOURNMENT 08-13... There being no further business, on motion by Ms. Sue Morgan , it was RESOLVED to adjourn the meeting at 8:15 p.m. CARRIED Chair Secretary-Treasurer Kitchener Public Library Board 7 February 20, 2008 [Attachments Accompanying February 20, 2008 Board Meeting (a) January 16, 2008 Board Minutes (b) December 2007 Financial Statement (c) January 2008 Financial Statement (d) Summary of 2007 Capital Account Balances (e) 2007 Yearend Reserves Balances (f) Draft Revised 2008 Operating Budget (d) January 2008 Public Service Report (e) March 2008 Calendar of Events (f) Tabulated Results of Library Board's Self-Evaluation