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HomeMy WebLinkAboutLibrary - 2009-04-15MINUTES OF BOARD OF TRUSTEES MEETING FOR KITCHENER PUBLIC LIBRARY BOARD 1 2 09-23.. . CALL TO ORDER The Regular Board Meeting of the Kitchener Public Library Board was called to order at 7:00 p.m. on Wednesday, Apri115, 2009, by 1St Vice-Chair, Mr. Mike Farwell, at the Main Library. TRUSTEES PRESENT Mr. Brian Burnley, Mr. David Erb, Ms. Beth Esenbergs, Mr. Mike Farwell, Councillor Kelly Galloway, Ms. Lynn Gazzola, Mr. Leszek Jankowski, Mr. Bruce MacNeil, Councillor Berry Vrbanovic. Ms. Sonia Lewis, Secretary-Treasurer and Chief Executive Officer. STAFF PRESENT Ms. Lesa Balch, Ms. Sabina Franzen, Ms. Gloria Grigas. REGRETS Mr. Dan Carli, Ms. Ann Wood. AGENDA REVIEW A discussion of Development Charges was added under the Finance Committee, and Filtering Statistics under Business Arising. On motion by Councillor Berry Vrbanovic 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. Kitchener Public Library Board 2 April 15, 2009 3. MINUTES of the Board Meeting of March 18, 2009. 09-24... On motion by Ms. Beth Esenbergs and seconded by Councillor Kelly Galloway, it was RESOLVED that the Minutes of the Board Meeting of March 18, 2009 be adopted. CARRIED 4. BUSINESS ARISING Filtering Statistics As a follow up from the March Board meeting, it was noted that a significant amount of staff time would be required to extract and compile filtering statistics as discussed. No further action will be taken. 5. 1. BUSINESS REPORT OF OFFICERS (a) Report of the Chair Updates Mr. Mike Farwell acknowledged Sue Morgan s resignation from the Library Board and wished her all the best on behalf of everyone. Sue was a dedicated KPL volunteer, advocate and customer who was appointed to the Board in early 2007 and served on the Facilities Planning & Building Committee. Advocacy Recent advocacy activities included the Mayors' Dinner on Saturday, Apri14, which several Board members were able to attend. The Civic District Open House hosted in the Hamblin Room on Tuesday, Apri17 was well attended and provided an opportunity for people to provide input on the proposed Civic District vision and master plan. Customer Appreciation Day was Tuesday, Apri114 with several Board members interacting with customers at all KPL locations throughout the day. Some Board members also volunteered to speak briefly before the commencement of various KPL programs. The Board provided positive comments and customer feedback from the different activities. The Vice-Chair thanked everyone for their participation. Kitchener Public Library Board 3 April 15, 2009 Board Vacancy The City of Kitchener will be advertising for the vacancy on the Library Board due to the resignation of Sue Morgan. The ad will appear in the Waterloo Region Record on Friday, Apri117 and on the City's website. Applications must be submitted by May 1. A copy of the information sheet regarding the position was provided to the Board. The skills required to fill the vacancy were discussed by all. Mr. Mike Farwell thanked everyone for their input. (b) Report of the Facilities Planning & Building Committee Central LibrareT~ject Update Mr. Mike Farwell reviewed the timelines for the architect selection process. The Committee will be seeking Board approval of the architect at the May 20 meeting. Due to the tight timelines, the report and recommendation regarding the architect selection will not be included in the regular, mailed Board package. It will be sent via email as late as May 19. Civic District Project Update The Civic District Open House hosted at KPL on Tuesday, Apri17 was held to share information and seek feedback regarding the Civic District vision and master plan. It was well attended and the feedback on the Civic District vision and the library expansion was very positive. The vision was developed based on public and stakeholder input collected from previous public meetings, focus groups and charettes. The Internet link to the latest version of the vision was sent via email from Sonia on Apri19. A printed copy of the document was distributed at the meeting. The report to Committee of Council re: vision and mission is planned for May 11 and Council on May 19. Federal & Provincial Funding On March 23 Council approved a list of capital projects to be considered for funding from various Federal Government strategies. $5.6M for KPL's Central Library project was included in the City's priorities for the Federal Infrastructure Stimulus Fund and for the Building Canada Fund. Councillor Berry Vrbanovic reported that applications for this funding were made available to the City today with a submission date of May 1. City staff will provide Council with a report for discussion at its meeting on Apri127. Kitchener Public Library Board 4 April 15, 2009 (c) Finance Committee March 2009 Financial Statement 09-25... On motion by Ms. Lynn Gazzola and seconded by Mr. Brian Burnley, it was RESOLVED to accept the March 2009 Financial Statement, as printed. CARRIED Development Charges A preliminary report from City staff and their consultant indicates more development charges may be available for the central library project than originally projected. A Development Charges Study Update will be presented to Finance and Corporate Services Committee on Monday, Apri120. (d) Public Service & Policy Committee A revised Public Service Report was distributed in order to reflect accurate "bookable computer use" at the community libraries in March 2009. The figure listed at Main remained the same. Sonia Lewis will provide the Board with a follow up regarding visiting library statistics and volunteer hours. (e) Fundraising Committee Mr. David Erb confirmed that the library's feasibility study was still underway with 20 interviews completed to date. (f) Report of the Secretary-Treasurer and CEO Updates Sonia Lewis clarified with the Board that a promotional message re KPL was aired 30 times per station over atwo-week period March 30 to Apri110 on FM98.5; CKGL 570 NEWS; and 107.5 DAVE FM. Donor/Volunteer Recognition Event Sonia encouraged the Board to attend KPL's Annual Donor/Volunteer Recognition Event to be hosted in the Concourse at the Main Library from 6:30 to 8:30 pm on Thursday, May 14. Invitations will be mailed in April. Provincial awards to recognize volunteers in our local community, some of which include Library Board Trustees, will be hosted at the Concordia Club on Thursday, Apri123 and Friday, Apri124. One Book One Community This year's book title will be announced at the One Book One Community launch on Thursday, Apri116 at 10:00 am in the Rotunda at Kitchener City Hall. Kitchener Public Library Board 5 April 15, 2009 Federation of Canadian Municipalities (FCM) Program Sonia Lewis circulated a Canadian Municipal Achievements program booklet in which Laura Reed, Coordinator of KPL's Children s & Young Adult Services, along with other Canadians were acknowledged for their efforts in the tsunami relief mission in Sri Lanka. Bulk Purchasing of Electricity KPL was given the opportunity to participate in buying electricity in bulk with the City for the Main Library effective May 2009, subject to Council's approval of the overall purchase. Used Book Sale Maw The Forest Heights Community Library will be hosting a used book sale on Saturday, May 9 from 9:00 am unti14:00 pm. This is in addition to the annual used book sale at the Main Library in October. Closure Monday, December 28, 2009 All locations of KPL will be closed Monday, December 28 which is consistent with the closure that day by the City of Kitchener. May Library Board Meeting Sonia reminded the Library Board that the May meeting will be hosted at the Pioneer Park Community Library. Emails Distributed in Past Month No questions were noted. Accessibili e Plan The 2009 Accessibility Plan for KPL was provided to the Board. The document is the more detailed operational plan for meeting the objectives in the strategic plan. This will be posted to KPL's website. 9. II. NEW BUSINESS Public Speaking Mr. Mike Farwell presented tips on public speaking and circulated his handout entitled Farwell's Ton Five. Kitchener Public Library Board 6 April 15, 2009 10. III. PRESENTATIONS (a) Report of Councillors Councillor Berry Vrbanovic noted that consideration of Kitchener's Growth Management Plan has been deferred until May to allow staff sufficient time to review all proposals submitted and to meet with some of the stakeholders. Public input sessions on surplus lands are being hosted at various locations and times during the next two weeks. The option to provide feedback via email to City Hall is also available. King Street reconstruction is currently underway. Council will also be dealing with a sale of agreement re Centre Block at its upcoming Monday meeting. Other Dave Erb made reference to two great library articles recently featured in The Star and The Globe. Sonia Lewis will email the links for both articles to the Board. 11. ADTOURNMENT 09-26... There being no further business, on motion by Mr. Bruce MacNeil, it was RESOLVED to adjourn the meeting at 8:45 p.m. CARRIED Chair Secretary-Treasurer Kitchener Public Library Board 7 April 15, 2009 Attachments Accompan~g Apri115, 2009 Board Meeting] (a) March 18, 2009 Library Board Minutes (b) March 2009 Financial Statements (c) March 2009 Public Service Report (d) May 2009 Calendar of Events (e) Email Summary from CEO from March 12 - Apri18, 2009 (f) 2009 Accessibility Plan (g) Civic District Vision & Master Plan (h) Library Board Trustee Information Sheet (i) Farwell's Top Five Speaking Tips