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HomeMy WebLinkAboutLibrary - 2009-10-21MINUTES 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 7:05 p.m. on Wednesday, October 21, 2009, by Chair, Mr. Dan Carli, at the Country Hills Community Library. TRUSTEES PRESENT Mr. Dan Carli, Ms. Beth Esenbergs, Mr. Mike Farwell, Ms. Lynn Gazzola, 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 2 09-50.. . Mr. David Erb, Councillor Kelly Galloway, Ms. Bev Glenn-Graham, Councillor Berry Vrbanovic. SPECIAL GUESTS Ms. Janna Levitt & Mr. David Warne from Levitt-Goodman Architects Ms. Penny-Lynn Fielding, KPL's Manager Strategic Planning & Projects AGENDA REVIEW No changes were made to the agenda. On motion by Ms. Lynn Gazzola and seconded by Mr. Bruce MacNeil, it was RESOLVED that the Agenda be adopted. CARRIED There were no pecuniary /conflict of interest declarations. Kitchener Public Library Board 2 October 21, 2009 3. MINUTES of the Board Meeting of September 16, 2009. 09-51... On motion by Mr. Bruce MacNeil and seconded by Mr. Leszek Jankowski, it was RESOLVED that the Minutes of the Board Meeting of September 16, 2009, be adopted. CARRIED 4. BUSINESS ARISING None. 5. 1. BUSINESS REPORT OF OFFICERS (a) Report of the Facilities Planning & Building Committee Mr. Mike Farwell welcomed Ms. Janna Levitt and Mr. David Warne from Levitt- Goodman Architects. Representing the full team of architects, Janna Levitt and David Warne provided the Board with an update of the Central Library project, including exterior renderings. Mr. Mike Farwell thanked the architects not only for their presentation but also their efforts with the project to date. A public open house to share the schematic design concepts of the Central Library and parking structure developed to date, is scheduled for Tuesday, November 3 in the double Hamblin Rooms from 7:00 pm to 9:00 pm. A formal presentation is planned for 7:15 pm. Board members were encouraged to attend. Public consultation is also scheduled at the Kitchener Farmer's Market on Saturday, November 7 from 7:00 am unti12:00 pm. A follow up with Board members to determine availability to volunteer will be made by Gloria Grigas. The initial cost estimates for both the library expansion and parking structure development have just been received and are currently being reviewed by the architects and staff. A Central Library Project Costs and Funding Plan Report will be brought to the Finance & Corporate Services Committee meeting on Monday, November 16. In order to do so, Sonia Lewis requested the Library Board meet on Wednesday, November 11, instead of Wednesday, November 18 to discuss and approve the report. Kitchener Public Library Board October 21, 2009 Board members absent at tonight's meeting will be polled for availability. The change in date for the November Board meeting will be confirmed via email. Ms. Sonia Lewis thanked Penny-Lynn Fielding for her leadership as coordinator of the project. [Janna Levitt, David Warne and Penny-Lynn Fielding left the meeting.] (b) Report of the Chair Updates Mr. Dan Carli notified the Board that a copy of the CEO Performance Appraisal Process and review forms will be sent to the Board next month. The November 2009 Business Plan Progress Report will be emailed during the first week of December. The completed appraisal forms are to be emailed to the Chair by mid to late December. The Chair noted that the Board's bylaws require review every three years. Suggestions and changes are to be forwarded to Sonia Lewis. The deadline to apply for the current vacancy on the Library Board is Friday, October 23. An ad hoc Committee to discuss Board recruitment for the 2010 appointments is being considered. Health & Safety Statement On an annual basis KPL renews its health and safety agreement with the Joint Health and Safety Committee. Mr. Carli read the Health & Safety statement provided and signed the agreement which acknowledges the Board's responsibility and the managers' and employees' responsibility for a safe and healthy workplace. (c) Finance Committee September 2009 Financial Statements The Year to Date percentage calculation for Resource Materials in the September 2009 Financial Statement will be reviewed and the financial statement reviewed again at the November Board meeting for final approval. Kitchener Public Library Board 4 October 21, 2009 Revised 2010 Capital Budget Ms. Lynn Gazzola referred to the Finance Committee Report provided in the Board packages. The revision to the 2010 Capital Budget was identified. 09-52... On motion by Ms. Lynn Gazzola and seconded by Ms. Beth Esenbergs, it was RESOLVED that the revised capital forecast 2010 - 2019 be approved in principle; and further, that the capital forecast 2010 - 2019 be presented to the Board for final approval, once the central library funding plan has been finalized. CARRIED (d) Public Service & Policy Committee Incompliance with the Accessibility for Ontarians with Disabilities Act (AODA) Customer Service Standard, Ms. Beth Esenbergs referred to the handout provided in the Board package which outlined the Customer Service Policy: Providing Services to People with Disabilities. 09-53... On motion by Ms. Beth Esenbergs and seconded by Ms. Lynn Gazzola, it was RESOLVED that the Customer Service Policy: Providing Services to People with Disabilities, be approved, as printed. CARRIED Ms. Beth Esenbergs reviewed the September Public Service Report. Problems with the gates at the Country Hills Community Library have resulted in gate count figures that reflect a decline in customer visits for the branch, as compared to 2008. The gates have been serviced. (e) Fundraising Committee No update was provided. (f) Report of the Secretary-Treasurer and CEO Updates Settlement Worker Program at KPL The Library Settlement Partnership (LSP) program which started approximately one year ago at Main and the Forest Heights Community Library was extended in October to include the Grand River Stanley Park Community Library. Emails Distributed in Past Month No questions were noted. Kitchener Public Library Board 5 October 21, 2009 7. II. NEW BUSINESS None. 8. III. PRESENTATIONS (a) Report of Councillors None. 9. ADTOURNMENT 09-54... There being no further business, on motion by Mr. Bruce MacNeil, it was RESOLVED to adjourn the meeting at 8:15 p.m. CARRIED Chair Secretary-Treasurer Kitchener Public Library Board 6 October 21, 2009 Attachments Accompan~g October 21, 2009 Board Meeting] (a) September 16, 2009 Library Board Minutes (b) September 2009 Financial Statements (c) September 2009 Public Service Report (d) November 2009 Calendar of Events (e) Email Summary from CEO from September 10 -October 13, 2009 (fl Public Service & Policy Committee Report with AODA Customer Service Policy (g) Revised 2010 Capital Forecast 2010 - 2019