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, October 19, 2016, by the Chair, Mr. Wayne Buchholtz, in the Meeting Room at the Forest Heights Community Library. TRUSTEES PRESENT Ms. Katherine Andrews, Mr. Tim Blundon, Mr. Wayne Buchholtz, Ms. Michelle Dow, Ms. Jessica Kropf, Councillor Sarah Marsh, Ms. Jacqueline McLaren, Ms. Erin Rudland, Ms. Stephanie Soulis. Ms. Mary Chevreau, Secretary-Treasurer and Chief Executive Officer. STAFF PRESENT Ms. Lesa Balch, Ms. Penny-Lynn Fielding, Ms. Sabina Franzen, Ms. Gloria Grigas. REGRETS Mr. Cory Ernst, Councillor Kelly Galloway-Sealock. TOUR of the Forest Heights Community Library The Library Board toured the Forest Heights Community Library with the Branch Manager, Ms. Chris Schnarr. Prior to the tour, Ms. Chris Schnarr highlighted several of the programs offered at the Forest Heights location. To name a few, the Twilight Tales & Pool Plunge is a popular family outing; Reading Buddies is well attended on Wednesday evenings; the Board Game Café draws a crowd, once a month; and new to the Forest Heights location is English Conversation Circle on Saturdays.
Kitchener Public Library Board 2 October 19, 2016 2. AGENDA REVIEW 16-67 On motion by Ms. Katherine Andrews and seconded by Ms. Stephanie Soulis, it was RESOLVED that the Agenda be adopted. There were no pecuniary / conflict of interest declarations. 3. MINUTES of the Board Meeting of September 21, 2016. 16-68 On motion by Ms. Jacqueline McLaren and seconded by Ms. Jessica Kropf, it was RESOLVED that the Minutes of the Board Meeting of September 21, 2016, be approved. 4. BUSINESS ARISING None. 5. 1. BUSINESS REPORT OF OFFICERS (a) Report of the Chair Updates PD Day & Party in the Stacks, Tuesday, October 25 Mr. Wayne Buchholtz reminded the Library Board that all locations of the library are closed on Tuesday, October 25 for a staff Professional Development Day. The Party in the Stacks will follow at Central that same evening. [Mr. Tim Blundon joined the meeting.] Anne Frank Travelling Exhibit Kitchener Public Library is hosting a special traveling exhibit of Anne Frank from Friday, October 21 to Friday November 18 in partnership with the University of Waterloo and the Grand Philharmonic Chamber Singers. Pull up banner stands about Anne Frank and her life will be displayed on the upper level of Central in the open space in front of the elevators.
Kitchener Public Library Board 3 October 19, 2016 The Grand Philharmonic Chamber Singers will also be hosting a special musical performance of Annelies at Central on Sunday, November 13 at 2 pm as part of the library s ongoing Music in the Lounge series. Invitation to the Library Staff Christmas Get Together Invitations were provided in the Library Board package inviting all Board Trustees to the library s staff Christmas brunch on Sunday, November 27. Please RSVP Gloria by November 1. Health & Safety Policy On an annual basis Kitchener Public Library renews its health and safety agreement with the Joint Health and Safety Committee. Mr. Wayne Buchholtz read the Health and Safety Statement and signed the agreement which acknowledges the Board s, managers and employees responsibility for a safe and healthy workplace. 16-69 On motion by Ms. Stephanie Soulis and seconded by Ms. Jacqueline McLaren, it was RESOLVED to approve the Health & Safety statement as presented. (b) Facilities Planning & Building Committee No updates were noted by Ms. Stephanie Soulis, Chair of the Facilities Planning & Building Committee. (c) 16-70 Finance Committee September 2016 Financial Statement On motion by Ms. Michelle Dow and seconded by Ms. Erin Rudland, it was RESOLVED to accept the September 2016 Financial Statement, as printed. (d) Public Service & Policy Committee Updates Strategic Plan Ms. Jacqueline McLaren presented the library s draft 2017 2020 Strategic Plan, copies of which were distributed at the meeting.
Kitchener Public Library Board 4 October 19, 2016 At the September Board meeting the Library Board met with Overlap to finalize the mission and vision statements. During the meeting with the consultants, the Library Board agreed to the following mission statement: We welcome our community to engaging spaces where people connect, ideas flourish, and lives are transformed. The word sets for the vision statement were prepared by Overlap for final approval at this Board meeting. 16-71 On motion by Ms. Jacqueline McLaren and seconded by Ms. Michelle Dow, it was RESOLVED to approve Kitchener Public Library s vision statement as follows: To inspire and enrich for life The Library Board provided the following suggestions regarding the Strategic Plan document as presented at the meeting: 1) Increase the size of the font for Our Goals and Our Values, if possible. 2) Add the missing comma in the Mission Statement after the word flourish. 3) Ensure the page with the vision and mission statements is AODA compliant. 4) Change up some of the photos. Mary Chevreau will suggest a bolder font be used with Our Goals and Our Values; change some of the photos, have the comma added to the Mission statement and ensure the document is AODA compliant. (e) Report of the Secretary-Treasurer and CEO Updates Mary Chevreau provided an update of ticket sales to date and the financial goal for the event. [Councillor Sarah Marsh joined the meeting.] Copies of the agenda for the Party in the Stacks were distributed and reviewed by Mary Chevreau. Steven Woods from Google will kickoff the evening at 6:00 pm. The keynote speaker is Gerry Remers from Christie Digital. Remarks will also be made by Mayor Berry Vrbanovic and Stephanie Rozek, HIVE Waterloo Region founder and Kitchener Public Library s Guest Librarian. Craig Norris, CBC Kitchener Waterloo is Master of Ceremonies.
Kitchener Public Library Board 5 October 19, 2016 The evening s entertainment will include performances by Run Coyote; New Vibes Jazz Quartet; magician, Scott Hammell and the Star Performance Dance Academy. Digital media lab demonstrations will include the virtual reality experience, green screen station; digital conversion station and several 3D printers. The library will offer different options to experience virtual reality, which will include exploring the ocean, the solar system, different countries; experience different types of jobs; as well as some gameplaying. Special thanks was given to the Downtown Kitchener BIA for organizing the five downtown Kitchener restaurants that will be providing the food for the evening. These include the Gilt; The Grand Trunk; Rhapsody; TWH Social and B@TheMuseum. Special thanks to the library sponsors for the event included EBSCO; Heffner Toyota; Library Services Centre (LSC); Warner Music; Innovative; CommuniTech; SirsiDynix; Virtual Causeway; Softchoice; Giffen LLP; Recorded Books and LibraryBound. Special thanks to the library supporters included the City of Kitchener; Christie; Astrodog Media; InkSmith; M&T Printing Group; Commons Studio; Burning Kiln Winery; Hacienda Coffee; Ctrl V Virtual Reality; Sherwood Music; Descendants; and Studio Canoo. A rendering of the proposed Studio Central was provided at the meeting. Funds from the sales of the Leejay Levene calendars will be used for the Tech Living Room to be located in Studio Central. 7. II. NEW BUSINESS None. 8. III. PRESENTATIONS (a) Report of Councillors Councillor Sarah Marsh noted that the Library Board has been emailed the link to the City of Kitchener s interactive neighbourhood strategy map along with a summary of information collected from the community engagement process.
Kitchener Public Library Board 6 October 19, 2016 9. ADJOURNMENT 16-72 There being no further business, on motion by Ms. Michelle Dow, it was RESOLVED to adjourn the meeting at 7:55 p.m. Chair Secretary-Treasurer
Kitchener Public Library Board 7 October 19, 2016 [Attachments Accompanying October 19, 2016 Board Meeting] (a) September 21, 2106 Library Board Minutes (b) September 2016 Financial Statement (c) Strategic Plan 2017-2020, Final Draft (f) November 2016 Calendar of Events (g) Invitation to Staff Christmas Social (h) Agenda for Party in the Stacks (i) Rendering of Studio Central