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HomeMy WebLinkAboutLibrary - 2008-06-18BOARD 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 6:35 p.m. on Wednesday, June 18, 2008, by Chair, Mr. Dan Carli, at the Main Library. TRUSTEES PRESENT Mr. Dan Carli, Mr. Brian Burnley, Ms. Beth Esenbergs, Mr. Mike Farwell, Councillor Kelly Galloway, Ms. Lynn Gazzola, Mr. Leszek Jankowski, Mr. Bruce MacNeil, 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 Ms. Sue Morgan. 2. AGENDA REVIEW The items listed under the Facilities Planning & Building Committee were moved for discussion to the end of the agenda. 08-29... On motion by Ms. Beth Esenbergs and seconded by Mr. Bruce MacNeil, it was RESOLVED that the Agenda be adopted, as amended. CARRIED There were no pecuniary /conflict of interest declarations. Kitchener Public Library Board 2 June 18, 2008 3. MINUTES of the Board Meeting of May 21, 2008. 08-30... On motion by Mr. Leszek Jankowski and seconded by Mr. Brian Burnley, it was RESOLVED that the Minutes of the Board Meeting of May 21, 2008, be adopted. CARRIED 4. BUSINESS ARISING None. 5. 1. BUSINESS REPORT OF OFFICERS (a) Report of the Chair Updates No updates were reported. n,,;,,~,~„~;,,~, u,,,,,,a r~„~,,., The handout, "Library Board Orientation Kit", included in the Board package was deferred for discussion until the fall. SUMMER RECESS 08-31... On motion by Mr. Bruce MacNeil and seconded by Ms. Beth Esenbergs, it was RESOLVED that the Board Executive be empowered to act on behalf of the Library Board as required until the August Board meeting. CARRIED (b) Facilities Planning & Building Committee Deferred for discussion after the Report of Councillors. Kitchener Public Library Board 3 June 18, 2008 (c) Finance Committee Mav 2008 Financial Statements 08-32... On motion by Ms. Lynn Gazzola and seconded by Ms. Beth Esenbergs, it was RESOLVED to accept the May 2008 Financial Statements, as printed. CARRIED (d) Public Service & Policy Committee June 2008 Implementation Plan Progress Report Ms. Beth Esenbergs congratulated project coordinators and staff involved in the successful completion and progress of projects outlined in the June Implementation Plan. Questions were answered regarding the report provided. 08-33... On motion by Ms. Beth Esenbergs and seconded by Ms. Lynn Gazzola, it was RESOLVED to accept the June 2008 Implementation Plan Progress Report, as printed. CARRIED Ms. Esenbergs highlighted and answered questions pertaining to the May Public Service Report. [Mr. Peter Sweeney joined the meeting.] It was noted that the upcoming June Public Service Report may reflect a decline in customer visits at the Main Library as well as the Forest Heights Community Library due to road construction during the month of June. (e) Report of the Secretary-Treasurer and CEO Updates Chamber of Commerce Trade Show Sonia Lewis reported that KPL will be participating in the Chamber of Commerce Trade Show scheduled for Tuesday, September 23 between 4:00 and 8:00 pm at Bingemari s. Mr. Bruce MacNeil and Mr. Dan Carli volunteered to assist at the booth. Kitchener Public Library Board 4 June 18, 2008 City Smoking Bylaw A new city bylaw has been proposed which will restrict smoking within 9 metres of the entrance to any City building. Although listed on the Finance and Corporate Services Committee Agenda for discussion on Monday, June 16, it was deferred to the August 11, 2008 Finance and Corporate Services Committee meeting. If approved, the proposed bylaw will apply to library locations. Measures needed to implement the bylaw will be assessed by KPL staff. 2009 Budget Key dates were noted regarding the 2009 budget, as follows: Deadlines: Capital Budget -August 22; Operating Budget -September 5 Committee/Council meetings: Capital Budget -November 24; Operating Budget, December 8; Final Budget Day -January 12, 2009 (subject to the 2009 meeting schedule). 6. II. NEW BUSINESS None 7. III. PRESENTATIONS (a) Report of Councillors Councillor Kelly Galloway provided the following updates: • The provincial government announced on June 13 that a new courthouse will be built on the site bounded by Frederick, Weber, Duke and Scott Streets. Construction is slated to start in 2010. • A 5-storey above-ground parking structure will also be built on the corners of Benton and Charles Streets. City Council resolved to select Andrin Investments Ltd. as the successful proponent for the redevelopment of Centre Block. Construction will start after 70 - 75% of the proposed condominium units have been sold. • The King Street Master Plan is moving forward. • A 5ti~ option in the Ward Boundary configuration has been recommended by Dr. Williams who is currently conducting the review. City Council requested additional public consultation of the final recommendation to be brought back to Council in September. • The Small Independent Vendors Option was approved as the preferred go forward model for the upper level of Your Kitchener Market. A short-term strategic plan is being implemented and a taskforce under the City's Economic Development division will oversee the project. • Discussions regarding proposed rapid transit changes continue. Kitchener Public Library Board 5 June 18, 2008 BUSINESS (Cont'dl Facilities Planning & Building Committee Mr. Mike Farwell referred to the Central Library Survey Results. The handout circulated at the meeting summarized the results from 676 surveys completed. The majority of survey participants selected the option to renovate and add 54,400 square feet to the main library. Comments provided by the public were also included in the report. The success of the postcard campaign was highlighted. Sonia Lewis and KPL staff recently met with City staff to discuss funding options 2 and 3. A report will be presented to Finance & Corporate Services in September with this information. Possible funding strategies include deferral of other projects in KPL's capital forecast, reallocation of development charges from other projects, reduction in parking costs and number of spaces, and fundraising. A further update will be provided to the Board in August. [Councillor Berry Vrbanovic joined the meeting.] As a result of KPL's feasibility study conducted in 2005 for a new central library, there has been some discussion of fundraising. Mr. Peter Sweeney provided some background on fundraising strategies and the local context. Williamsburg Library Service Councillor Kelly Galloway explained that City Council has approved a community centre to be located temporarily in leased space within a new building at the Williamsburg Centre. In order to provide services to this fast growing community, Councillor Galloway asked the Library Board to consider opening a small branch library in the same building beside the community centre. [Ms. Lynn Gazzola exited the meeting.] Councillor Galloway noted that although a new community library is projected in KPL's capital budget for the south west side of Kitchener in 2016, Williamsburg has 4500 new homes already built with many new families needing and wanting services now. Kitchener Public Library Board 6 June 18, 2008 Councillor Galloway indicated that leased space in the Williamsburg Centre is currently available for a branch library but a decision by the library would need to be made in the near future in order to secure it. Council approval would also be required. Councillor Berry Vrbanovic explained that the City is changing its focus of development by trying to introduce services into the area now as opposed to later. The Board discussed the request and commented: • A review of KPL's service model would be required before making a decision on a new branch. • Other areas of Kitchener may also want a small community library to service their needs. • A temporary library location would be very difficult to close once services are established within that community. • A Williamsburg community library is not currently part of KPL's strategic plan or budget. • Resources are limited for the library to undergo a needs assessment study and complete a business case for inclusion in KPL's 2009 budget. • KPL's delivery service staff would be greatly impacted with the addition of a small branch library in the system. [Mr. Brian Burnley exited the meeting.] Sonia Lewis noted that KPL's Capital Forecast originally included a new community library in the south west end of Kitchener in 2012. It was subsequently deferred to 2015 - 2016 due to other demands on the City's capital forecast. During the 2009 budget process, KPL staff will investigate the feasibility of moving up the new branch project. The option of starting with a smaller branch and then expanding the facility at a later date was suggested for consideration. The Board agreed to review its current service model to determine if it is the best approach. This request will be included on the agenda for discussion at the August meeting of the Facilities Planning & Building Committee. Kitchener Public Library Board 7 June 18, 2008 ADJOURNMENT 08-34... There being no further business, on motion by Mr. Bruce MacNeil, it was RESOLVED to adjourn the meeting at 8:25 p.m. CARRIED Chair Secretary-Treasurer Kitchener Public Library Board 8 June 18, 2008 [Attachments Accompanying June 18, 2008 Board Meeting (a) May 21, 2008 Board Minutes (b) May 2008 Financial Statement (c) May 2008 Public Service Report (d) July & August 2008 Calendar of Events (e) Letter from Office of the City Clerk, May 21, 2008, re Council Resolution - KPL Central Library Project Update (f) KPL Foundation Newsletter, Aanong Friends (g) June 2008 Implementation Plan Progress Report (h) Library Board Orientation Kit -Overview of Library Board & CEO Roles & Responsibilities (i) Email Messages Sent from Sonia Lewis to KPL Board May 27 -June 11, 2008 (j) Central Library Survey Results (k) Two handouts from Peter Sweeney re Fundraising