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HomeMy WebLinkAboutLibrary - 2008-08-20 BOARD 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 6:30 p.m. on Wednesday, August 20/2008/ by Chair, Mr. Dan Carli, at the Main Library. TRUSTEES PRESENT Mr. Dan Carli, Ms. Beth Esenbergs, Mr. Mike Farwell, Councillor Kelly Galloway, Ms. Lynn Gazzola, Mr. Bruce MacNeil, 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 Mr. Brian Burnley, Mr. Leszek Jankowski, Ms. Sue Morgan, Councillor Berry Vrbanovic. SPECIAL GUESTS Julie Curry, Coordinator, Borrower Services. 2. AGENDA REVIEW Mr. Carli welcomed Julie Curry to the meeting. It was agreed to delay the report from the Facilities Planning & Building Committee until the arrival of the Chair. 08-35.. . On motion by Mr. Bruce MacNeil and seconded by Ms. Beth Esenbergs, it was RESOLVED that the Agenda be adopted, as amended. CARRIED There were no pecuniary / conflict of interest declarations. Kitchener Public Library Board August 20, 2008 3. MINUTES of the Board Meeting of June 18/ 2008. 08-36.. . On motion by Ms. Lynn Gazzola and seconded by Ms. Beth Esenbergs, it was RESOLVED that the Minutes of the Board Meeting of June 18/ 2008/ be adopted. CARRIED 4. BUSINESS ARISING None. 5. 1. BUSINESS REPORT OF OFFICERS (a) Report of the Chair Updates Mr. Carli notified the Board that Mr. Peter Sweeney had tendered his resignation from the Library Board. Mr. Sweeney took the opportunity to thank everyone. A small token of appreciation and card were presented to him by the Chair. Mr. Carli reminded the Board that KPL is participating in the Chamber of Commerce Trade Show scheduled for Tuesday, September 23/ at Bingeman' s. Dan Carli, Bruce MacNeil and Lynn Gazzola agreed to help that evening. The Board will demonstrate the library' s value to the business community by focusing on the Central Library project at the Trade Show. Mr. Carli encouraged Board members to contact potential candidates that may be interested in applying for the vacancy on the Library Board. The City Clerk's Department will advertise to fill the vacancy. Facilities Plannin2: & Buildin2: Committee Central Librarv Project Update Please refer to this discussion as recorded after the Finance Committee. Kitchener Public Library Board August 20, 2008 (b) Finance Committee June 2008 Financial Statements 08-37.. . On motion by Ms. Lynn Gazzola and seconded by Mr. Peter Sweeney, it was RESOLVED to accept the June 2008 Financial Statements, as printed. CARRIED Julv 2008 Financial Statements 08-38.. . On motion by Ms. Lynn Gazzola and seconded by Mr. Bruce MacNeil, it was RESOLVED to accept the July 2008 Financial Statements, as printed. CARRIED 2008 Year End Projections The Finance Committee Chair reviewed the 2008 Year End Revenue Projections. No concerns were noted to meet the projections. 2009 Draft Capital Bud2:et Ms. Lynn Gazzola reviewed the capital forecast 2009 - 2018. 08-39... On motion by Ms. Lynn Gazzola and seconded by Ms. Beth Esenbergs, it was RESOLVED to approve the draft Capital Forecast 2009 - 2018/ as printed. CARRIED 2009 Draft Operatin2: Bud2:et Ms. Lynn Gazzola reviewed the draft 2009 Operating Budget in detail. [Mr. Mike Farwell joined the meeting.] 08-40.. . On motion by Ms. Lynn Gazzola and seconded by Ms. Beth Esenbergs, it was RESOLVED to approve the draft 2009 Operating Budget, as printed. CARRIED Kitchener Public Library Board August 20, 2008 (c) Facilities Plannin2: & Buildin2: Committee Central Librarv Project Update Mr. Mike Farwell thanked Sonia Lewis and library staff for the work completed in the analysis of potential funding strategies for Options 2 and 3 of the central library project. The Supplementary Report em ailed to the Library Board was summarized, questions answered and the recommended option and funding strategy for the central library project presented to the Library Board. 08-41.. . On motion by Mr. Mike Farwell and seconded by Mr. Bruce MacNeil, it was RESOLVED to approve a variation of option 2 as the plan for expanding and renovating the central library; and further, that the Board seek Council's approval of the funding strategy as presented in the Supplementary Report. CARRIED (d) Public Service & Policy Committee Updates Ms. Beth Esenbergs highlighted the June and July Public Service Reports. (e) Report of the Secretary -Treasurer and CEO Updates In Touch The first issue of KPL's In Touch, prepared in partnership with The Waterloo Re2:ion Record, was distributed to the Board. Sonia Lewis indicated that positive comments from library customers and those advertising in the magazine have been received. Dan Carli congratulated KPL staff for their efforts. Live from NY's 92nd Street Y KPL is introducing an exciting new program using satellite technology which simultaneously broadcasts New York's 92nd Street Y's renowned educational and cultural programming from its stage in New York to partnering community organizations. KPL' s first live simulcast will be held in the Auditorium on September 10 at 8:00 pm which features a one-on-one interview with Gloria Steinem. The series continues in October and November as outlined in KPL/s!!.! Touch. Kitchener Public Library Board August 20, 2008 Teen Summer Readin2: Pro2:ram With only a week to gOt this year/ s Teen Summer Reading Challenge has reported almost 502/000 pages read, twice the results of the past 2 years. Water bottles with the KPL logo were purchased to promote KPL' s summer reading program. A water bottle was provided to each Board member at the meeting. Settlement Workers Starting this fall, a three-way partnership consisting of Citizenship & Immigration Canada, public libraries, and the Multicultural Centre in K-W, will offer a year-round program to newcomers. This will help to improve KPL's services to the multicultural community and attract new library customers. October Board Meetin2: The Library Board meeting in October which was originally scheduled at the Pioneer Park Community Library has been changed to the Main Library. Sonia Lewis updated the Board with her upcoming holiday schedule in Septem ber. Fines Review One of the projects undertaken as part of KPL' s 2008 strategic plan implementation plan was a review of the library's fees and fines structure. Under Julie Curry/ s leadership, a staff Committee reviewed KPL' s fines and fee structure to ensure they were in line with other libraries and responded to customer needs and expectations. The August 2008 Report of the Secretary-Treasurer and CEO outlined the current and proposed rates for daily finest maximum finest fines on a child's card when updated to an adult patron type and special needs patron type fines. Julie Curry answered questions from the Library Board. Mr. Carli thanked Julie Curry and her team for their hard work. 08-42.. . On motion by Mr. Bruce MacNeil and seconded by Ms. Beth Esenbergs, it was RESOLVED that KPL/s daily and maximum fine rates be adjusted as reflected in the tables provided; and, that fines on a child's card be waived when updating the card to an adult patron type; and, that any customer with a disability, as defined by the Accessibility for Ontarians with Disabilities Act (AODA), be exempt from paying fines on overdue materials; and further, that these changes be implemented effective January 2/ 2009. CARRIED Kitchener Public Library Board August 20, 2008 6. II. NEW BUSINESS None. 7. III. PRESENTATIONS (a) Report of Councillors At the request of the Finance & Corporate Services Committee, city staff have taken the recommended option for the city's future 10-ward boundary system out to the public for further review before City Council finalizes its approval in the fall. An open public meeting is scheduled for September 10, 2008. Feedback can still be submitted electronically or in writing to the City Clerk's office. Some improvements with the City's winter maintenance and snow removal have recently been addressed by the Councillors, in response to public concerns from last winter. Three delegates from the African city of Kumasi are visiting Kitchener this week. They are touring city facilities and sites to learn about how the city functions and to share ideas with their City of Kitchener counterparts about community engagement, facilitation and communication with residents. The Pioneer Park Community Library was one of the sites visited. Councillor Galloway circulated a flyer from the library in Charles bourg, Quebec which she had visited this summer. An addition to the existing building was built to meet LEED standards. Other Library Board members asked if KPL had received any calls from customers or the media regarding its Internet Access Policy due to a recent newspaper article regarding the filtering of internet workstations at area public libraries. Sonia Lewis reminded the Board that KPL offers a mix of filtered and unfiltered computer stations and that the library's policy regarding internet usage is clearly outlined on its website. Kitchener Public Library Board August 20, 2008 8. ADJOURNMENT 08-43 ... There being no further business, on motion by Ms. Beth Esenbergs, it was RESOLVED to adjourn the meeting at 7:50 p.m. CARRIED Chair Secretary -Treasurer Kitchener Public Library Board August 20, 2008 [Attachments Accompanvin2: AU2:ust 20, 2008 Board Meetin2:1 (a) June 18, 2008 Board Minutes (b) June & July 2008 Financial Statement (c) June & July 2008 Public Service Report ( d) Year End 2008 Revenue Projections (e) September 2008 Calendar of Events (f) Draft 2009 Capital Budget (g) Draft 2009 Operating Budget (h) Facilities Planning & Building Committee Report (i) Finance Committee Report (j) CEO Update - Fines Review (k) Email Messages Sent from Sonia to KPL Board June 12 - August 13, 2008 (I) & Technology News (m) KPL Summer 2008