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HomeMy WebLinkAboutLibrary - 2009-01-21MINUTES OF BOARD OF TRUSTEES MEETING FOR 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, January 21, 2009, by Chair, Mr. Dan Carli, at the Main Library. TRUSTEES PRESENT Mr. Brian Burnley, Mr. Dan Carh, 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. REPORT OF THE NOMINATING COMMITTEE Mr. Carli called upon the Nominating Committee for its report. Mr. Burnley, the Chair of the Nominating Committee, submitted the following slate of Officers: Chair - Mr. Dan Carli Facilities Planning & Building Committee Chair - Mr. Mike Farwell Public Service & Policy Committee Chair - Ms. Beth Esenbergs Finance Committee Chair - Ms. Lynn Gazzola Mr. Carh relinquished the Chair to the CEO who presided pro tem for the election of the officers. Kitchener Public Library Board 2 January 21, 2009 3. ELECTION OF OFFICERS Ms. Lewis identified Mr. Dan Carli as nominated for the position of Chair and called for further nominations from the floor. No further nominations were received and Mr. Dan Carh was acclaimed as Chair of the Kitchener Public Library Board. Ms. Lewis identified Mr. Mike Farwell as nominated for the position of Chair of the Facilities Planning & Building Committee and called for further nominations from the floor. No further nominations were received and Mr. Mike Farwell was acclaimed as Chair of the Facilities Planning & Building Committee. Ms. Lewis identified Ms. Lynn Gazzola as nominated for the position of Chair of the Finance Committee and called for further nominations from the floor. No further nominations were received and Ms. Lynn Gazzola was acclaimed as Chair of the Finance Committee. Ms. Lewis identified Ms. Beth Esenbergs as nominated for the position of Chair of the Public Service & Policy Committee and called for further nominations from the floor. No further nominations were received and Ms. Beth Esenbergs was acclaimed as Chair of the Public Service & Policy Committee. Congratulations were extended to the elected Officers. Ms. Lewis called for nominations for the position of 1st Vice-Chair of the Library Board. Mr. Dan Carh nominated Mr. Mike Farwell, seconded by Ms. Beth Esenbergs, for the position of 1st Vice-Chair. Ms. Lewis asked for further nominations from the floor. No further nominations were received and Mr. Mike Farwell was acclaimed as 1st Vice-Chair of the Library Board. Ms. Lewis called for nominations for the position of 2~~~ Vice-Chair of the Library Board. Councillor Kelly Galloway nominated Ms. Beth Esenbergs, seconded by Mr. Brian Burnley, for the position of 2~~~ Vice-Chair of the Library Board. Kitchener Public Library Board 3 January 21, 2009 No further nominations were received and Ms. Beth Esenbergs was acclaimed as 2~~~ Vice-Chair of the Library Board. Congratulations were extended to the newly elected 2009 Executive Committee. 4. REMARKS OF THE CHAIR Mr. Carli thanked everyone for their continued support and welcomed the opportunity of working with the Board as Chair again. Advocacy and fundraising will be the two major focuses of the Board this year. 5. AGENDA REVIEW The Chair amended the agenda by adding the Minutes of the In-Camera Board Meeting of December 10, 2008 for approval after the Minutes of the Regular Board meeting. The Report of the Councillors will precede the Report of the Secretary-Treasurer & CEO. 09-01... On motion by Ms. Beth Esenbergs and seconded by Ms. Sue Morgan, it was RESOLVED that the Agenda be adopted, as amended. CARRIED There were no pecuniary /conflict of interest declarations. 6. MINUTES of the Board Meeting of December 10, 2008. 09-02... On motion by Mr. Bruce MacNeil and seconded by Mr. Leszek Jankowski , it was RESOLVED that the Minutes of the Board Meeting of December 10, 2008, be adopted. CARRIED 09-03... On motion by Mr. Bruce MacNeil and seconded by Councillor Kelly Galloway, it was RESOLVED that the Minutes of the In-Camera Meeting of December 10, 2008, be adopted. CARRIED 7. BUSINESS ARISING None Kitchener Public Library Board 4 January 21, 2009 8. 1. BUSINESS REPORT OF OFFICERS (a) Report of the Chair CEO Performance Review Mr. Carli thanked the Board for the completion of the CEO's performance evaluation forms and commended Sonia and staff on another successful year. Please provide feedback to the Chair of changes to the process for consideration next year. [Ms. Lynn Gazzola joined the meeting.] Board Self-Evaluation The Board Self-Evaluation Questionnaire was included in the Board package. An electronic copy of the document will be forwarded by email. Please return Sections A, B, C and D to Gloria by Monday, February 2. The results will be tallied and feedback provided at the February Board meeting. (b) Facilities Planning & Building Committee Central Library Project Update 09-04... On motion by Mr. Mike Farwell and seconded by Ms. Beth Esenbergs, it was RESOLVED that the meeting move in-camera to discuss a confidential matter. CARRIED 09-05... On motion by Mr. Mike Farwell and seconded by Mr. Bruce MacNeil, it was RESOLVED that the in-camera session be concluded. CARRIED (c) Finance Committee Final Budget Updates Lynn Gazzola reported that City Council approved KPL's revised Operating and Capital Budgets on January 12, 2009 as were discussed at the December Board meeting. Kitchener Public Library Board 5 January 21, 2009 (d) Public Service & Policy Committee Strategic Plan Update Ms. Beth Esenbergs noted the impressive format of the final printed version of KPL's Strategic Plan 2009 - 2012. 2009 Business Plan Ms. Beth Esenbergs asked for questions regarding the 2009 Business Plan included in the Board package. The name of the document has been changed from that of the Strategic Plan Iuiplea~aentr~tion Plan to the Business Plan. 09-06... On motion by Ms. Beth Esenbergs and seconded by Mr. Brian Burnley, it was RESOLVED that the 2009 Business Plan be approved, as printed. CARRIED Ms. Beth Esenbergs thanked staff for continuing to provide good service to the community as reflected in the increased percentages to date in the December Public Service Report. (e) Fundraising ad hoc Committee Updates Mr. David Erb provided a summary of the Fundraising ad hoc Committee Report which outlined the various roles. Ms. Lewis also explained the resource role that a fundraising consultant would play. 09-07... On motion by Mr. David Erb and seconded by Mr. Bruce MacNeil, it was RESOLVED to engage a consultant to assist in the fundraising campaign. CARRIED Report of Councillors Councillor Kelly Galloway reported that Council approved 2009 City budgets at its meeting on January 12. Pending Council approval of the Kitchener Growth Management Strategy Implementation Program at its January 26 meeting, the plan will be presented at the February 9 Development & Technical Services Committee meeting for information and public review. The strategy ensures that new development will contribute to a healthy, complete community and be aligned with future infrastructure investments. Kitchener Public Library Board 6 January 21, 2009 Councillor Galloway encouraged the Board to listen for an exciting announcement to be made by the media tomorrow. [Councillor Galloway exited the meeting.] (f) Report of the Secretary-Treasurer and CEO Updates 40 Under 40 Christy Giesler, KPL's Teen Services Librarian, has been selected by The Waterloo Region Record for recognition in the 40 Under 40 category. Sonia Lewis thanked Ann Wood and Laura Reed for submitting the nomination. 125ti~ Anniversary KPL will host events throughout the year that will be tied to the theme of our 125ti~ Anniversary. Customer Appreciation Day is scheduled for Tuesday, April 14 which will provide an opportunity for the Board to be involved. Details will be shared as they become available. Professional Development Day 09-08... On motion by Ms. Sue Morgan and seconded by Ms. Beth Esenbergs, it was RESOLVED to approve the closure of all KPL locations on Thursday, October 29, 2009, for its annual staff Professional Development Day. State of the City Address Please RSVP to Gloria by February 11 if wishing to attend this year's State of the City Address on Friday, February 20 at 7:30 am in the Rotunda. Free Wireless Access Free wireless access was made available at both the Forest Heights and Pioneer Park Community Libraries in late 2008 and will be extended to the Grand River Stanley Park and Country Hills Community Libraries in 2009. Sonia Lewis thanked Lesa Balch for her efforts to secure the provincial grant that enabled KPL to extend this service to the branches. Provincial Funds for Public Libraries The provincial government has earmarked $15M in one-time funding for public libraries to address bridging the digital divide, enhancing access to community collections, and strengthening public library professionals' skills. Kitchener Public Library Board 7 January 21, 2009 The specific guidelines will be released at the beginning of February. The library will take the necessary measures to acquire this one-time credit of $44,000 for which KPL will be eligible. Settlement Workers Launch In December 2008 we announced the Federal government's initiative to place settlement workers for New Canadians in Ontario public libraries on a year round basis. KPL will be participating in the Ontario Library Settlement Partnership program which will launch possibly February 20 or 27. Board member participation is appreciated. Details will follow. Partnerships & PR Thanks to the partnership with Waterloo Region Record for our photography contest and Family Literacy Day, KPL has been receiving excellent media coverage. Emails distributed in Past Month The Library Board was pleased to hear the announcement that Nino Ricci will be KPL's 2009 Edna Staebler Writer in Residence. Quarterly Incident Report September -December 2008 No unusual incidents were reported during the period of September to December 2008. 9. II. NEW BUSINESS None 10. III. PRESENTATIONS Report of Councillors Please refer to the comments fisted after the Fundraising ad hoc Committee Report. Kitchener Public Library Board 8 January 21, 2009 11. ADJOURNMENT 09-09... There being no further business, on motion by Ms. Sue Morgan and seconded by Mr. Bruce MacNeil, it was RESOLVED to adjourn the meeting at 8:10 p.m. CARRIED Chair Secretary-Treasurer Kitchener Public Library Board 9 January 21, 2009 [Attachments Accompanying January 21, 2009 Board Meeting (a) December 10, 2008 Library Board Minutes (b) December 2008 Public Service Report (c) 2009 Strategic Plan Business Plan (d) 2009 - 2012 Strategic Plan (e) 2009 Parking Passes (f) Fundraising Committee Report (g) Email Messages Sent from CEO to KPL Board Dec 4 -January 13, 2009 (h) Board Self-Evaluation Form (i) 2008 KPL Foundation Annual Report to the Board (j) Learning £~ Technology News