HomeMy WebLinkAboutLibrary - 2009-11-11MINUTES 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 7:04 p.m. on Wednesday, November 11, 2009, by Chair, Mr. Dan Carli, at
the Main Library.
TRUSTEES PRESENT
Mr. Dan Carli, Ms. Beth Esenbergs, Mr. Mike Farwell, Ms. Bev Glenn-Graham,
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
Mr. David Erb, Councillor Kelly Galloway, Ms. Lynn Gazzola, Councillor Berry
Vrbanovic.
SPECIAL GUESTS
Mr. Paul Dickson, KPL Development Manager.
Mr. Carli welcomed KPL's Development Manager, Mr. Paul Dickson, to the
library and wished him the best with the fundraising activities.
2. AGENDA REVIEW
No changes were made to the agenda.
09-55... On motion by Ms. Beth Esenbergs and seconded by Ms. Bev Glenn-Graham, it
was RESOLVED that the Agenda be adopted.
CARRIED
Kitchener Public Library Board 2
November 11, 2009
There were no pecuniary /conflict of interest declarations.
3
09-56.. .
MINUTES of the Board Meeting of October 21, 2009.
On motion by Mr. Bruce MacNeil and seconded by Mr. Mike Farwell, it was
RESOLVED that the Minutes of the Board Meeting of October 21, 2009, be
adopted.
CARRIED
4
5
Updates
The Chair thanked everyone who came out to the different open houses last
week. The public consultation in the Hamblin Rooms on Tuesday, November 3
attracted approximately 70 people. The open house at the Kitchener Market on
Saturday, November 7 was very successful as well. Reactions to the schematic
design for the library and garage, as well as the Civic District urban square
concepts, were overwhelmingly positive.
Mr. Dan Carli and Mr. Dale Dyce, KPL Marketing & Communications
Coordinator, were invited to appear on Mike Farwell's television show, Talk
Local, on Tuesday, November 10.
Further opportunities to promote the library and discuss the central library
project with the public will continue.
December Board Meeting Start Time & Christmas Reception
Mr. Dan Carli amended the start time of the December 9 Board meeting from
6:00 pm to 6:30 pm. The joint Library & Foundation Board reception that
follows the meeting will start at 7:30 pm at the Artbar.
BUSINESS ARISING
None.
1. BUSINESS
REPORT OF OFFICERS
(a) Report of the Chair
Kitchener Public Library Board 3 November 11, 2009
CEO Performance Appraisal Form
The CEO Performance Appraisal Form was included in the November Board
package. An electronic copy will be forwarded to the Board tomorrow. Please
return the completed evaluation form via email to Mr. Dan Carli by mid to late
December.
As part of the process, the November 2009 Business Plan Progress
Report will be forwarded to the Board via email during the first week of
December. A print copy will also be included in the December Board package.
Board Be 1
Mr. Dan Carli referred to the Executive Committee's Report sent with the Board
package.
The Executive Committee made notice of motion that the KPL Board Bylaws be
amended at the December Board meeting as outlined below:
Add a new paragragh 2.6 as follows:
"In exceptional circumstances when a Board member is out of town, attendance at a
Board meeting by telephone shall be permitted. Full voting rights shall be allowed only
when the Board member participates in the entire discussion on a given item.
Arrangements to attend a meeting via telephone shall be the responsibility of the Board
member and shall be made not later than 24 hours prior to the meeting by notifying the
Executive Assistant of the CEO."
Change paragraph 2.2 as follows:
That the words "or until the new Board is appointed, whichever comes first" be
appended to the first sentence of paragraph 2.2 of the KPL Board Bylaws which
currently reads, "A member of the Board shall hold office from the lst day of December
of the year the term of office begins to the 30th day of November of the final year of the
term concurrent with the term of Council".
No changes will be made to Board Bylaw 2.3 which states that once a Board
member resigns, he/she will continue as a Trustee until a replacement is found.
Nominating Committee for Tanuary Elections
Mr. Bruce MacNeil will act as the Nominating Committee in preparation for
elections at the January 2010 Board meeting. An email from Mr. Bruce MacNeil
will follow to all Board members which will outline the Board Executive
positions that need to be filled.
Kitchener Public Library Board 4 November 11, 2009
Changing the Cheque Limit Requiring Two Signatures
09-57... On motion by Ms. Beth Esenbergs and seconded by Ms. Bev Glenn-Graham, it
was RESOLVED that the lowest cheque limit requiring a signing authority of two
signatures, including a minimum of one Board member, be increased from $1,000
to $5,000, effective in the year 2010.
CARRIED
Sonia Lewis noted that Bi11212 may impact the timing of Board appointments in
the year 2010. A follow up with the City Clerk will be made by Sonia.
(b) Report of the Facilities Planning & Building Committee
Central LibrareT~ject
The report from the Facilities Planning & Building Committee was distributed at
the meeting and reviewed by the Chair, Mr. Mike Farwell.
Earlier this year, architects working on the central library project indicated that
KPL's 2009 roofing plans would present challenges in achieving LEED Gold for
the renovation and expansion project. As a result, emergency patching was
applied to the roof at a cost of $3600 and the remainder of the work delayed.
09-58... On motion by Mr. Mike Farwell and seconded by Ms. Beth Esenbergs, it was
RESOLVED that the $266,400 in unspent roofing funding in the 2009 approved
capital budget be transferred to the central library funding plan.
CARRIED
Upon completion of the schematic design phase, new estimates were prepared
by the project cost consultant, Hanscomb Limited. The design was thoroughly
reviewed to identify opportunities to reduce costs which were outlined in the
report.
Mr. Mike Farwell credited and thanked staff for their efforts to scrutinize and
reduce costs in the project.
09-59... On motion by Mr. Mike Farwell and seconded by Mr. Bruce MacNeil, it was
RESOLVED that the revised central library funding strategy be approved.
CARRIED
Kitchener Public Library Board 5 November 11, 2009
At the Board's July 2009 meeting the KPL Board approved changes to the central
library funding plan which resulted in reducing the fundraising target and
increasing the funding from development charges. KPL will be seeking Council
approval of those changes and the transfer of the unspent 2009 roofing funding
at the Finance & Corporate Services Committee meeting scheduled for
November 23, 2009 at 9:00 am. Board members were invited to attend.
(c) Finance Committee
September 2009 Financial Statements
Following the discussion at the October Board meeting, staff reviewed accounts
55103 and 55104 in the September financial statements. An email was forwarded
to the Board on October 27 verifying that the numbers were correct and that
previous 2009 statements did reflect a lower expenditure level than the YTD
percentage.
09-60... On motion by Mr. Bruce MacNeil and seconded by Mr. Leszek Jankowski, it was
RESOLVED that the September 2009 Financial Statement be accepted as printed.
CARRIED
October 2009 Financial Statements
09-61... On motion by Ms. Beth Esenbergs and seconded by Mr. Mike Farwell, it was
RESOLVED that the October 2009 Financial Statement be accepted as printed.
CARRIED
(d) Public Service & Policy Committee
October Public Service Report
Ms. Beth Esenbergs reviewed the October Public Service Report.
(e) Report of the Secretary-Treasurer and CEO
Updates
Ontario Library Association (OLA) Conference
Information regarding the OLA Conference will be forthcoming in the mail from
OLA to each Board member. Please review the information and let us know at
the December Board meeting if interested in attending the conference which is
scheduled from February 24 to February 27, 2010.
Annual Christmas Event
The Board was reminded of the annual staff Christmas party at Main on Friday,
November 27.
Kitchener Public Library Board 6
Emails Distributed in Past Month
No questions were noted.
7. II. NEW BUSINESS
None.
8. III. PRESENTATIONS
(a) Report of Councillors
None.
9. ADTOURNMENT
09-62.. .
November 11, 2009
There being no further business, on motion by Mr. Bruce MacNeil, it was
RESOLVED to adjourn the meeting at 7:50 p.m.
CARRIED
Chair
Secretary-Treasurer
Kitchener Public Library Board 7 November 11, 2009
Attachments Accompan~g November 11, 2009 Board Meeting]
(a) October 21, 2009 Library Board Minutes
(b) September & October 2009 Financial Statements
(c) October 2009 Public Service Report
(d) December 2009 Calendar of Events
(e) Email Summary from CEO from October 13 -November 3, 2009
(f) CEO Performance Appraisal Form
(g) Facilities Planning & Building Committee Report
(h) Executive Committee Report -Proposed Revisions to Board Bylaws
(i) KPL Foundation Newsletter, Among Friends
(j) KPL Volunteer Connections Newsletter