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HomeMy WebLinkAboutLibrary - 2008-11-19BOARD 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 7:00 p.m. on Wednesday, November 19, 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, Councillor Kelly Galloway, Ms. Lynn Gazzola, Ms. Sue Morgan, Mr. Leszek Jankowski, Mr. Bruce MacNeil. 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. SPECIAL GUESTS Libby Ellis, KPL's Development Manager. 2. AGENDA REVIEW 08-52... On motion by Ms. Beth Esenbergs 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 November 19, 2008 3. MINUTES of the Board Meeting of October 15, 2008. 08-53... On motion by Mr. Brian Burnley and seconded by Mr. Mike Farwell, it was RESOLVED that the Minutes of the Board Meeting of October 15, 2008, be adopted. CARRIED 4. BUSINESS ARISING Advocacy Mr. Carli requested that Board members leave their calendars which listed available days and times of the week for participation in upcoming advocacy activities. 1. BUSINESS REPORT OF OFFICERS (a) Report of the Chair Updates Mr. Carli acknowledged the invitation that had been sent to guests inviting them to join the Library Board at its annual Christmas holiday reception after the Board meeting on December 10. A start time of 6:00 pm for the Board meeting at the Delta Hotel for the December meeting was noted. Fundraising ad hoc Committee [Mr. Bruce MacNeil joined the meeting.] The Fundraising ad hoc Committee will be chaired by Mr. David Erb. Mr. Bruce MacNeil, Mr. Dan Carli, Mr. Mike Farwell and Ms. Sonia Lewis will be involved, along with Ms. Libby Ellis, KPL's Development Manager. If other Board members are interested in participating, please let the Chair or Sonia Lewis know as soon as possible. SOLS Escarpment Trustee Council Mr. Burnley, KPL's current representative of the SOLS Escarpment Trustee Council, relinquished his position. An appointment was not made at this time. [Mr. David Erb joined the meeting.] Kitchener Public Library Board 3 November 19, 2008 Nominating Committee Mr. Brian Burnley agreed to Chair the Nominating Committee. An email will be forwarded by Mr. Burnley regarding the upcoming elections for Board positions in January. If interested in running for Chair of the Library Board or Chair of the various Committees please submit your name to Mr. Burnley. CEO's Performance Appraisal An electronic copy of the CEO Performance Appraisal Process and review forms will be sent to the Board. The completed appraisal forms are to be emailed to the Chair by mid to late December. The November 2008 Implementation Plan Progress Report will be emailed the first week of December. Attendance at the Ontario Library Association (OLA) Conference The program from OLA containing conference information should arrive in the mail the week of November 24. The dates of the conference are January 29, 30 and 31, 2009. In order to take advantage of the early bird registration, please submit your requests to attend workshops to Gloria by the end of November. Capital Campaign Overview Ms. Libby Ellis, KPL's Development Manager, presented the Development Plan as outlined in her handout provided at the Board meeting. The three phases of the capital campaign were highlighted. [Ms. Lynn Gazzola joined the meeting.] Ms. Ellis encouraged the Board to provide input in this collaborative effort. The names of individuals that may be interested in playing a role in KPL's development activities should be forwarded to Gloria as soon as possible. The Fundraising ad hoc Committee will be setting a date in December for its first meeting. Mr. Carli thanked Ms. Libby Ellis for her report and presentation. (b) Facilities Planning & Building Committee RFID Contract Mr. Farwell referred to the Facilities Planning & Building Committee report asking the Board for any questions regarding the Radio Frequency Identification (RFID) contract recommendation to be approved. Kitchener Public Library Board 4 November 19, 2008 08-54... On motion by Ms. Beth Esenbergs and seconded by Ms. Sue Morgan, it was RESOLVED that the meeting move into camera to discuss a confidential financial matter with all staff present. CARRIED 08-55... On motion by Mr. Mike Farwell and seconded by Mr. Bruce MacNeil, it was RESOLVED to conclude the in-camera session. CARRIED 08-56... On motion by Mr. Mike Farwell and seconded by Ms. Beth Esenbergs, it was RESOLVED that the contract for the implementation of a Radio Frequency Identification (RFID) system for the Kitchener Public Library be awarded to Bibliotheca RFID Library Systems Inc. for $795,034, including PST and GST. CARRIED On behalf of the Board, Mr. Farwell thanked Lesa Balch and her Committee for their efforts to finalize its recommendation. KPL Service Model On behalf of the Facilities Planning & Building Committee, Mr. Mike Farwell summarized the results of the review undertaken of KPL's current service model to determine if it continues to be the best approach for service delivery. 08-57... On motion by Mr. Mike Farwell and seconded by Ms. Sue Morgan, it was RESOLVED That KPL's current three-tier service model be maintained; and, That development of afull-service branch in the southwest be our next priority; and, That once the gap in the southwest has been addressed, other forms of service points and/or expansion of outreach and other third tier services be considered as a means to further extend library services; and further, That those future developments be consistent with the library's strategic plan and the community's needs. CARRIED Central Library Project Update Discussions are currently underway regarding parking for the new central library project. The Request for Proposal (RFP) for an architect will be issued in 2009. Kitchener Public Library Board 5 November 19, 2008 (c) Finance Committee October 2008 Financial Statements 08-58... On motion by Ms. Lynn Gazzola and seconded by Mr. Bruce MacNeil, it was RESOLVED to accept the October 2008 Financial Statements, as printed. CARRIED Capital Assets Polio KPL staff and City staff have been working with the auditors to put in place capital assets management, as it applies to local governments. Part of this work has included drafting a capital assets policy. The Capital Assets policy provided in the Board package prescribes the accounting and financial reporting treatment of tangible assets for KPL for the purposes of financial statement presentation. It will apply to financial results for fiscal years ending after January 1, 2009. 08-59... On motion by Ms. Lynn Gazzola and seconded by Mr. Brian Burnley, it was RESOLVED to approve the Capital Assets policy, as presented. CARRIED (d) Public Service & Policy Committee HR Policies for Final Approval The Public Service & Policy Committee conducted a review of three Human Resource policies as provided in the Board package for discussion and final approval. A question and answer session followed. 08-60... On motion by Ms. Beth Esenbergs and seconded by Ms. Lynn Gazzola, it was RESOLVED to approve the Confidentiality policy, as presented. CARRIED 08-61... On motion by Ms. Beth Esenbergs and seconded by Mr. Mike Farwell, it was RESOLVED to approve the Freedom from Discrimination and Harassment policy, as presented. CARRIED Kitchener Public Library Board 6 November 19, 2008 08-62... On motion by Ms. Beth Esenbergs and seconded by Mr. Bruce MacNeil, it was RESOLVED to approve the Workplace Violence policy, as presented. CARRIED Ms. Esenbergs highlighted the October Public Service Report noting the increase in electronic usage of KPL's online products. The Report of the Councillors by Councillor Kelly Galloway was presented next in the agenda. Report of Councillors Councillor Galloway acknowledged that capital budgets are being reviewed by the Finance & Corporate Services Committee on Monday, November 24. A new tag and tow policy has been introduced by the City of Kitchener this winter. Once the City declares a snow event, vehicles parked on the roads will be tagged and towed to the pound. Vehicle owners will then be responsible to pay the fine. The City's fees and fines will increase by 6 % in 2009. Council approved the Community Investment Policy which consolidates and replaces the existing annual operating grants policy as well as the general provision grants policy. Finance & Corporate Services Committee also considered the Local Environmental Action Fund (LEAF) application and evaluation process and communications plan as outlined in the report submitted by the Development & Technical Services Department. [Councillor Kelly Galloway exited the meeting.] (e) Report of the Secretary-Treasurer and CEO Updates Budget Reviews Sonia Lewis noted that KPL's Capital Budget will be reviewed by the City's Finance & Corporate Services Committee on Monday, November 24 and then KPL's Operating Budget on Monday, December 8. An email will be forwarded to the Board on Friday, November 21 acknowledging the start time of Monday's meeting. Kitchener Public Library Board 7 November 19, 2008 Christmas Brunch Please send your RSVP to Gloria by Friday, November 21 if attending KPL's annual staff Christmas brunch on Sunday, November 30 at Golf's. Forest Heights Odour KPL staff are currently working with City of Kitchener staff and consultants to try to identify the source and remedy for an odor detected at the Forest Heights Community Library. Air quality testing has not indicated anything toxic or pathogenic. Leve12Nnn-Fiction The Leve12nnn-fiction area of the building at Main will be closed from December 8 -13 as movers integrate the Main reference collections and the adult nonfiction collection. The Grace Schmidt Room and computer room will remain open, holds will be filled and reference questions will be answered at the Main Level information desk, through Infolink, askON and in the GSR. Soldier Cards At the beginning of November, the images in the "Featured Collection' area on the front page of the KPL website connected to the World War 1 Soldiers of Waterloo County card indexes. As Remembrance Day approached, more rotating soldier images were added to the website. Statistics were collected from November 1 -11, identifying approximately 60 to 70 unique hits/day to view the soldier card pages. Excellent newspaper coverage was also received. Ministry of Labour Orders An inspection of the Main Library was conducted on October 27, 2008 by the Ministry of Labour. A written report of the inspection was provided in the Board package. 2009 Board Meeting Schedule The Board was in agreement with the current day and week of the month for future Board meetings. However the start time will change to 7:00 pm effective January 2009. 6. II. NEW BUSINESS None. Kitchener Public Library Board 8 November 19, 2008 7. III. PRESENTATIONS (a) Report of Councillors See notes recorded after Public Service and Policy Committee. ADJOURNMENT 08-63... There being no further business, on motion by Mr. Bruce MacNeil and seconded by Ms. Sue Morgan, it was RESOLVED to adjourn the meeting at 8:30 p.m. CARRIED Chair Secretary-Treasurer Kitchener Public Library Board 9 November 19, 2008 [Attachments Accompanying November 19, 2008 Board Meeting (a) October 2008 Library Board Minutes (b) October 2008 Financial Statement (c) October 2008 Public Service Report (d) December 2008 Calendar of Events (e) Email Messages Sent from CEO to KPL Board Oct 9 -Nov 11, 2008 (f) Public Service & Policy Committee Report (g) Finance Committee Report (h) Facilities Planning & Building Committee Report (i) Facilities Planning & Building Committee In-Camera Report (j) CEO Performance Appraisal Process (k) CEO Performance Appraisal Review Forms (1) CEO Update -Ministry of Labour Inspection (m) Updated 2008 Library Board Contact List