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HomeMy WebLinkAboutLibrary - 2008-10-15 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 6:40 p.m. on Wednesday, October 15/ 2008/ by Chair, Mr. Dan Carli, at the Main Library. TRUSTEES PRESENT Mr. Brian Burnley, Mr. Dan Carli, Mr. David Erb, Ms. Beth Esenbergs, Mr. Mike Farwell, Mr. Leszek Jankowski, Mr. Bruce MacNeil. Ms. Ann W ood, Acting Secretary-Treasurer and Chief Executive Officer. STAFF PRESENT Ms. Lesa Balch, Ms. Sabina Franzen, Ms. Ann Wood, Ms. Gloria Grigas. REGRETS Councillor Kelly Galloway, Ms. Lynn Gazzola, Ms. Sonia Lewis, Ms. Sue Morgan, Councillor Berry Vrbanovic. SPECIAL GUESTS Penny-Lynn Fielding, KPL's Planning Officer; Bekah Snell, Library School Student. WELCOME Mr. Carli welcomed Mr. David Erb to his first Board meeting. Kitchener City Council appointed Mr. Erb to serve on the Kitchener Public Library Board for a term ending November 30/ 2010. Mr. Carli also welcomed Bekah Snell who is currently attending library school. Arrangements were made for her to observe a Library Board meeting in session. Kitchener Public Library Board October 15,2008 2. AGENDA REVIEW Mr. Carli added the 2009 Operating Budget Update for discussion under the Finance Committee. 08-44.. . On motion by Mr. Brian Burnley 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. 3. MINUTES of the Board Meeting of August 20/ 2008. 08-45.. . On motion by Mr. Brian Burnley and seconded by Ms. Beth Esenbergs, it was RESOLVED that the Minutes of the Board Meeting of August 20/ 2008/ be adopted. CARRIED 4. BUSINESS ARISING None. 5. 1. BUSINESS REPORT OF OFFICERS (a) Report of the Chair Updates Mr. Carli thanked the Board and KPL staff for their continued efforts with the central library project. The Board was provided with a copy of the resolution that Council passed at its meeting on Monday, October 6/ 2008. Advocacy must continue to playa lead role with all Board members. A form was distributed to the Board for each Trustee to check off his/her available times and days of the week for participating in speaking engagements, meet and greets or networking events. Mr. Carli asked that the completed form be returned to Gloria. Kitchener Public Library Board October 15,2008 Libby Ellis, KPL's Development Manager, has joined the staff and will attend the November Board meeting for an initial discussion regarding the library's capital cam paign. Fundraisin2: ad hoc Committee Mr. Carli asked for volunteers to join the Fundraising ad hoc Committee which will be reactivated. Mr. Bruce MacNeil volunteered to join. Please notify Sonia Lewis as soon as possible if interested in becoming involved with this Committee. November Board Meetin2: Mr. Carli asked the Board to consider starting November's Board meeting at 7:00 pm. The Board members in attendance agreed to a later start time for November's meeting. An email confirming this change will be sent to the Board. KPL Health & Safety Statement On an annual basis KPL renews its health and safety agreement with the Joint Health and Safety Committee which demonstrates its commitment to health and safety. Mr. Carli reviewed and signed the agreement which acknowledges the Board's responsibility and the managers' and employees' responsibility for a safe and healthy workplace. Facilities Plannin2: & Buildin2: Committee Central Librarv Project Update Please refer to this discussion as recorded after the Finance Committee. (b) Finance Committee [Mr. Mike Farwell joined the meeting.] In the absence of the Chair of the Finance Committee, Mr. Carli reviewed the financial statements. AU2:ust 2008 Financial Statements 08-46.. . On motion by Ms. Beth Esenbergs and seconded by Mr. Bruce MacNeil, it was RESOLVED to accept the August 2008 Financial Statements, as printed. CARRIED September 2008 Financial Statements 08-47.. . On motion by Ms. Beth Esenbergs and seconded by Mr. Mike Farwell, it was RESOLVED to accept the September 2008 Financial Statements, as printed. Kitchener Public Library Board October 15,2008 CARRIED Revised Capital Forecast 2009 - 2018 Mr. Carli noted that the revisions to the capital forecast reflected the funding strategy for the central library project as discussed and approved by City Council. 08-48... On motion by Ms. Beth Esenbergs and seconded by Mr. Brian Burnley, it was RESOLVED to approve the Capital Forecast 2009 - 2018, as amended. CARRIED 2009 Operatin2: Bud2:et Sabina Franzen outlined some potential impacts to KPL's Operating Budget as identified by City Finance staff at a recent meeting. (c) Facilities Plannin2: & Buildin2: Committee Central Librarv Project Update Mr. Mike Farwell provided updates from the Facilities Planning & Building Committee which met Wednesday, October 8. Vendors who have submitted proposals in response to KPL's Request for Proposal (RFP) for Radio Frequency Identification (RFID) solutions will be presenting and demonstrating equipment to KPL staff. A report will be provided to the Facilities Planning & Building Committee for discussion at its November meeting. [Penny-Lynn Fielding joined the meeting.] The Committee also agreed to document KPL's current service model for future reference and to examine different service models. Once the review has been completed a recommendation will be brought forward to the Board. The central library project will now move forward to the next step involving the selection of an architect. (d) Public Service & Policy Committee Updates Ms. Beth Esenbergs noted that the Public Service & Policy Committee met on September 24. Comments and questions were requested regarding the report and strategic plan provided to the Board. Kitchener Public Library Board October 15,2008 08-49.. . On motion by Ms. Beth Esenbergs and seconded by Mr. Brian Burnley, it was RESOLVED to approve the strategic plan 2009 - 2012, as presented. CARRIED A discussion followed resulting in a change to the strategic plan on page 5. Listed as #2 under Emp01Dered People, the Board was in favour of adding one word to the sentence to read as follows: 2. Prepare and implement development and training strategies to build 011 the skills of our staff, Board and volunteers. 08-50.. . On motion by Mr. Bruce MacNeil and seconded by Ms. Beth Esenbergs, it was RESOLVED to amend Motion #08-50 and approve a change to the strategic plan 2009 - 2012, by adding the word" on" after the word "build" in the sentence listed as #2 on page 5 under Emp01Dered People. CARRIED Statistics in the September 2008 Public Service Report were highlighted by Ms. Beth Esenbergs. (e) Report of the Secretary-Treasurer and CEO Updates Main Library Cafe Ann Wood, Acting CEO, made note that the food being served at the meeting is from the new cafe, D'Lish, which opened earlier this month. Christmas Brunch Board members were invited to join the annual KPL staff Christmas brunch on Sunday, November 30 by 9:45 am at Golf's. City Smokin2: Bylaw Effective January 26, 2009, smoking within 9 metres of entrances to City facilities will be prohibited. Measures will be implemented by KPL to comply. Staff Professional Development Day All KPL locations will be closed on Thursday, October 30 so all staff can participate in the library's Professional Development Day. KPL's Annual Book Sale The preview for Board and volunteers is Friday, October 24,3:00 - 5:00 p.m. Public hours are Saturday, October 25 from 9:00 to 5:00 p.m. and Sunday, October 26 from 1:00 to 4:00 pm. Kitchener Public Library Board October 15,2008 6. II. NEW BUSINESS None. 7. III. PRESENTATIONS (a) Report of Councillors None. 8. ADJOURNMENT 08-51... There being no further business, on motion by Mr. Brian Burnley and seconded by Mr. Les Jankowski, it was RESOLVED to adjourn the meeting at 7:25 p.m. CARRIED Chair Secretary -Treasurer Kitchener Public Library Board October 15,2008 [Attachments Accompanyin2: October 15, 2008 Board Meetin2:1 (a) September 2008 Financial Statement (b) September 2008 Public Service Report (c) November 2008 Calendar of Events (d) Email Messages Sent from CEO to KPL Board Sept 10 - Oct 8,2008 (e) Public Service & Policy Committee Report (f) Draft Strategic Plan 2009 - 2012 (g) Capital Forecast 2009 - 2018