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HomeMy WebLinkAboutLibrary - 2009-02-18 MINUTES OF BOARD OF TRUSTEES MEETING FOR KITCHENER PUBLIC LIBRARY BOARD 1. CALL TO ORDER The Regular Board Meeting of the Kitchener Public Library Board was called to order at 7:00 p.m. on Wednesday, February 18/ 2009/ by 1st Vice-Chair, Mr. Mike Farwell, at the Main Library. TRUSTEES PRESENT Mr. David Erb, Ms. Beth Esenbergs, Mr. Mike Farwell, Councillor Kelly Galloway, Ms. Lynn Gazzola, Mr. Leszek Jankowski, 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 Mr. Brian Burnley, Mr. Dan Carli, Ms. Sue Morgan, Mr. Bruce MacNeil. 2. AGENDA REVIEW No changes were made to the agenda. 09-10.. . On motion by Ms. Beth Esenbergs and seconded by Councillor Kelly Galloway/it was RESOLVED that the Agenda be adopted. CARRIED There were no pecuniary / conflict of interest declarations. Kitchener Public Library Board February 18,2009 3. MINUTES of the Board Meeting of January 21, 2009. 09-11.. . On motion by Ms. Lynn Gazzola and seconded by Mr. David Erb, it was RESOLVED that the Minutes of the Board Meeting of January 21, 2009 be adopted. CARRIED 4. BUSINESS ARISING None. 5. 1. BUSINESS REPORT OF OFFICERS (a) Report of the Chair Updates The Executive Committee meeting on Tuesday, February 10 focused on Board advocacy. As discussions are ongoing at this time, further information will be provided by the Chair at a future Board meeting. The Executive also completed its preliminary work on the CEO's 2009 performance appraisal, in accordance with the Board's procedures. Invitations to welcome KPL's 2009 Edna Staebler Writer-in-Residence, Nino Ricci, were sent electronically to the Board today. Mike Farwell encouraged Board members to take the opportunity to attend the event on Wednesday, March 4 at 5:00 pm. Board Self-Evaluation The results of the Board's Self-Evaluation Questionnaire were reviewed. From the nine responses received the overall rating was very good to excellent with most areas showing an improvement in 2009. The overall ratings of each section were compared with last year's results and areas for improvement discussed. Question 4, Section A, will be reworded to indicate "The board gilJes direction to the CEO." The Board agreed that question 7 in Section B does not require further action. Question 8, Section B requires action prior to November 2010. Question 10 in Section B will be reworded to "The board protJides opportunities for board professional development." Kitchener Public Library Board February 18,2009 The wording of question 4, Section C requires clarification that direction is provided through the strategic plan. Section D received an overall higher rating in 2009 with no problem areas identified. No further comments or observations were noted. Mr. Farwell thanked the Board for its participation and feedback. (b) Facilities Plannin2: & Buildin2: Committee Central Librarv Project Update 09-12.. . On motion by Councillor Berry Vrbanovic and seconded by Mr. David Erb, it was RESOLVED that the meeting move in-camera to discuss a confidential legal matter. CARRIED 09-13.. . On motion by Mr. David Erb and seconded by Ms. Beth Esenbergs, it was RESOLVED that the in-camera session be concluded. CARRIED Civic District Project The Civic District group met Tuesday, February 10 to continue refining the vision document for the Civic District. A public open house is anticipated in early April with the goal of reporting to Council by late April to seek approval of the long term vision. (c) Finance Committee December 2008 Financial Statements 09-14... On motion by Ms. Lynn Gazzola and seconded by Councillor Berry Vrbanovic, it was RESOLVED to approve the December 2008 Financial Statements, as printed. CARRIED Januarv 2009 Financial Statements Sabina Franzen explained the format changes in the January 2009 Financial Statements which resulted from the new reporting standards regarding Tangible Capital Assets. Kitchener Public Library Board February 18,2009 09-15... On motion by Ms. Lynn Gazzola and seconded by Ms. Beth Esenbergs, it was RESOLVED to approve the January 2009 Financial Statements, as printed. CARRIED (d) Public Service & Policy Committee Ms. Beth Esenbergs and staff addressed questions regarding the January Public Service Report. A revised copy of the December Public Service Report was distributed at the meeting. The change included the addition of wireless usage figures for the year which were recently received from KPL's wireless provider. (e) Fundraisin2: ad hoc Committee Updates Mr. David Erb informed the Board that Campaign Coaches, a local fundraising consultant has been hired to assist with the capital campaign. Their initial focus will be on updating the 2005 feasibility study between now and the end of April 2009. The consultants will be meeting with the Fundraising ad hoc Committee next week. (f) Report of the Secretary-Treasurer and CEO Updates KPL received the Angus Mowat Award of Excellence which recognized the library's outreach program conducted with the Grand Valley Institution for Women. Laura Reed, Sherry Erb and Bryan Dunham who are directly involved with the program accepted the award at the OLA Conference in January. A recent inquiry from Quill and Quire about KPL's prison program may generate a future article in that magazine. Sonia Lewis thanked Ann Wood for her efforts to write the submissions to OLA for award recognition. In the absence of the Chair, Sonia Lewis asked if another Board member was able to attend the State of the City Address on Friday, February 20. 9. II. NEW BUSINESS None. Kitchener Public Library Board February 18,2009 10. III. PRESENTATIONS (a) Report of Councillors Further announcements regarding the King Street Theatre & Company are expected tomorrow. Councillor Vrbanovic made reference to the Federal budget for areas of funding that are available for libraries. 11. ADJOURNMENT 09-16... There being no further business, on motion by Mr. Les Jankowski and seconded by Councillor Kelly Galloway, it was RESOLVED to adjourn the meeting at 8:00 p.m. CARRIED Chair Secretary -Treasurer Kitchener Public Library Board February 18,2009 [Attachments Accompanvin2: Januarv 21, 2009 Board Meetin2:1 (a) January 21, 2009 Library Board Minutes (b) December 2008 Financial Statement (c) January 2009 Financial Statement (d) Revised December 2008 Public Service Report (e) January 2009 Public Service Report (f) March 2009 Calendar of Events (g) Board Self-Evaluation Results Summary