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HomeMy WebLinkAboutLibrary - 2008-03-19BOARD 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, March 19, 2008, by Chair, Mr. Dan Carli, at the Main Library. TRUSTEES PRESENT Mr. Brian Burnley, Mr. Dan Carli, Ms. Beth Esenbergs, Mr. Mike Farwell, 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. REGRETS Councillor Kelly Galloway. 2. AGENDA REVIEW No changes were made to the agenda. 08-14... On motion by Mr. Bruce MacNeil and seconded by Ms. Sue Morgan, it was RESOLVED that the Agenda be adopted. CARRIED There were no pecuniary /conflict of interest declarations. Kitchener Public Library Board 2 March 19, 2008 3. MINUTES of the Board Meeting of February 20, 2008. 08-15... On motion by Mr. Brian Burnley and seconded by Ms. Beth Esenbergs, it was RESOLVED that the Minutes of the Board Meeting of February 20, 2008, be adopted. CARRIED 4. BUSINESS ARISING None. 5. 1. BUSINESS REPORT OF OFFICERS (a) Report of the Chair Updates Board Attendance at the Canadian Library Association (CLA) Conference Mr. Carli noted that the Library Board will not be sending a Trustee to attend the Canadian Library Association (CLA) conference this year. Advocacy Action Plan Mr. Carli thanked Mr. Sweeney for last month's presentation on the topic of advocacy. The Executive Committee has since discussed the framework of an advocacy action plan for the Library Board. In the short-term the Executive Committee recommended that the Board focus on the central library project Mr. Carli reminded the group of the following dates: Tuesday, Aprill5 -press conference/public information session in the Lounge at 4:00 pm re central library project Wednesday, Apri123 -public consultation meeting in the Schneider Room at 7:00 pm re central library project Monday, May 5 -presentation of the central library project to the City's Finance & Corporate Services Committee Note: Following the Board meeting, May 5 meeting delayed to May 12 June 9 or 23 -City Council meeting. Mr. Carli has informed City Council of the public consultation meeting dates. Kitchener Public Library Board 3 March 19, 2008 The Chair also reminded the Board of the upcoming meeting with the Waterloo Region Library Boards on Wednesday, March 26 in Cambridge and the volunteer/donor recognition event to be hosted on Wednesday evening, Apri130 at the Main Library. For future discussions, Mr. Carli asked the Trustees to consider the Board's advocacy message and various community groups that the Board should be contacting as part of its long term advocacy action plan. Board Evaluation Action Plan The tabulated results from the Board's self-evaluation were discussed by the Executive Committee. Orientation and training with the Board will continue on an ongoing basis at Board meetings to address gaps. Please send suggested changes for next yearns self-evaluation form to Gloria for compilation. Thank You Card Mr. Carh circulated a thank you note to the Library Board from Sharron Smith, KPL's recipient of OLA's Librarian of the Year Award. (b) Facilities Planning & Building Committee Central Library Project Update Mr. Carh referred to the handout which outlined the three central library project options with their estimated costs. The Library Board will be presenting this information to the Cites Finance and Corporate Services Committee in early May. Mr. Farwell thanked staff for preparing the estimated costs. Mr. Farwell also thanked the Trustees who volunteered to promote the project at the commencement of KPL's various library programs. Reference was made to a recent article featured in Your Kitchener which profiled the library and its many services. Video footage taken of the Main library will be shown on'Farwell Live'. The Board will be notified of the date and time that this will be aired on Rogers. The details regarding the agenda for the press conference on April 15 will be forwarded to the Board once finalized. Floor plans and a rendering will be on display at Main during the press conference. Some material will be placed in the community libraries after Aprill5. Kitchener Public Library Board 4 March 19, 2008 An article regarding the central library project will be published in all three editions of Community News on April 9. A flyer inviting the public to attend an information session about the project on April 15 or April 23 will be distributed to neighbourhood residents. (c) Finance Committee February 2008 Financial Statements 08-16... On motion by Ms. Lynn Gazzola and seconded by Mr. Peter Sweeney, it was RESOLVED to accept the Feburary 2008 Financial Statements, as printed. CARRIED 2007 Financial Audit 08-17... On motion by Ms. Lynn Gazzola and seconded by Ms. Sue Morgan, it was RESOLVED to accept the 2007 Audited Financial Statements, as printed. CARRIED (d) Public Service & Policy Committee April Planning Session Ms. Beth Esenbergs notified the Board that a package of information will be mailed to them next week in preparation for the upcoming strategic planning sessions scheduled on Friday, Aprilll at Main and Saturday, April 12 at the Country Hills Community Library. (e) Report of the Secretary-Treasurer and CEO Updates Non-Resident Fee The Board discussed KPL's non-resident fee. 08-18... On motion by Councillor Berry Vrbanovic and seconded by Mr. Brian Burnley, it was RESOLVED that the non-resident fee be increased in July of each year to reflect that year's per capita funding level from the City of Kitchener. CARRIED Kitchener Public Library Board 5 March 19, 2008 2008 Foundation Initiatives A list of proposed fundraising initiatives was discussed. For the Board's information, Sonia Lewis also provided a list of previously approved initiatives that continue to be of interest. Waterloo Region Library Board Meeting The agenda for the joint meeting with the Waterloo Region Library Boards was circulated. A change in start time of 6:30 pm was noted. Confirmation of attendance was acknowledged. If wishing to carpool, please contact Sonia Lewis. Free Wireless from Atria Atria notified KPL that they will continue to extend free wireless at Main for an additional two years to 2010 from the original 3 year commitment. Further follow up will be conducted regarding wireless installation at the community libraries. Strategic Plan Implementation Plan Some of the project dates in the 2008 Strategic Plan Implementation Plan have been revised in order that staff be given time to work on the central library project. The revised dates will be reflected in the June progress report of the Implementation Plan. Emails Messages sent to the Board in the past month included: Central Library public meeting dates -April 15 and 23; confirmation of program attendance to promote the project • Your Kitchener article about KPL • Announcement re: TumbleReadables to demonstrate how technology is being used to deliver service URL for the Library Advocacy Now manual that Peter Sweeney recommended in his presentation last month • Six scripts for the central library promotional message delivered by Board members before March programs. Scripts for the April programs will be sent out in early April. Mr. Carli received an invitation to attend the 100ti~ anniversary of the Nicholaus Rej Polish Library on April 19. Mr. Jankowski indicated he would be attending. Kitchener Public Library Board 6 March 19, 2008 6. II. NEW BUSINESS None 7. III. PRESENTATIONS (a) Report of Councillors Councillor Vrbanovic noted that Finance & Corporate Services Committee resolved to adopt LEED Gold as the City of Kitchenex's minimum standard for all new City built facilities having a gross floor area over 500 m?. Committee Chairs are currently meeting to review potential service cuts. Some permanent and temporary staff changes at City Hall were identified. Councillor Vrbanovic notified the Board that the May 5ti~ date for the City's Finance & Corporate Services Committee meeting is subject to change and under discussion at this time. 8. ADJOURNMENT 08-19... There being no further business, on motion by Ms. Lynn Gazzola, it was RESOLVED to adjourn the meeting at 7:40 p.m. CARRIED Chair Secretary-Treasurer Kitchener Public Library Board 7 March 19, 2008 [Attachments Accompanying March 19, 2008 Board Meeting (a) February 20, 2008 Board Minutes (b) February 2008 Financial Statement (c) 2007 Audit (d) February 2008 Public Service Report (e) Revised 2008 Library Board Meeting Schedule (f) Apri12008 Calendar of Events (d) CEO's Report (e) Central Library Project Estimated Total Costs with Definitions & Notes (f) Waterloo Area Library Board Agenda