Windsor Public Library Board Meeting

Windsor Public Library Board Meeting

Tuesday June 14, 2016

4:00 p.m.

Central Branch

Present:Dr.P. Frise(Chair),Councillor R. Bortolin, Councillor J. Gignac, Councillor I. Kusmierczyk, D. Lee,M. Payne, J. Stuart

Staff:K. Pope (CEO), A. Craig, T. McManus, N. Peel, C. Rideout-Arkell, L. Turcotte, C. Woodrow, A. Rutherford (Secretary)

Guests:V. Critchley, City Clerk

J. Mancina, City Deputy Treasurer

D. Amicone, Architectura

C. Middaugh, P. Mourad, J. Dattilo – Public Works

F. Isabelle-Tunks –Project Manager

C. Swift, A. Picollo - KPMG

Call to Order: Chair called the meeting to order at 4:00 p.m.

Approval of agenda:

39.16 / Moved: / D. Lee / Seconded: / J. Stuart
That the agenda be approved as presented. CARRIED

Disclosureof Pecuniary Interest:None

Elections: WPL Board Officer

Chair was turned over to the CEO to conduct elections of Board officers.

1) Chair:

D. Lee nominated P. Frise for the position of Chair; J. Gignac seconded the motion. P. Frise accepted the nomination.

K. Pope asked if there were any further nominations for the position of Board Chair.

The question was asked again. K. Pope declared the nomination for the Office of Chair closed and P. Frise was acclaimed Chair of Windsor Public Library for 2016-2017.

P. Frise thanked the Board for their continued support.

2) Secretary:

K. Pope indicated that traditionally the CEO is appointed Secretary to the Board.

40.16 / Moved: / J. Gignac / Seconded: / D. Lee
To appoint the CEO, K. Pope as Secretary to the WPL Board for 2016-2017. CARRIED

3) Treasurer:

K. Pope indicated that traditionally the City of Windsor Treasurer is appointed as the WPL Board Treasurer.

41.16 / Moved: / J. Gignac / Seconded: / D. Lee
To appoint the City Treasurer, J. Mancina as the WPL Treasurer for 2016-2017.CARRIED

4) Appointment of Board Officers

K. Pope indicated that the appointment of Board Solicitor and Head of the Freedom of Information/Protection of Privacy Officers are traditionally the City Solicitor and the City Clerk as per the WPL/City operating agreement.

42.16 / Moved: / J. Gignac / Seconded: / D. Lee
To appoint the City Solicitor, S. Askin-Hager as the Board Solicitor for 2016-2017. CARRIED
43.16 / Moved: / J. Gignac / Seconded: / D. Lee
To appoint the City Clerk, V. Critchley as Head of the Freedom of Information/Protection of Privacy Officer to the WPL Board for 2016-2017. CARRIED

(ii) Annual Board Check List 2016-2017:

K. Pope reviewed the annual checklist for Board members. A question and answer period followed re: the operation of the board.

5. Presentations/Delegations: Optimist Design Presentation – D. Amicone

D. Amicone reviewed the design for the new Optimist library. He highlighted the automotive features of the new build as this branch will house the Automotive Archives. A question and answer period followed re:

1. Possibility of sponsorships?

2. Will there be enough room for the general collection in addition to the Automotive Archives?

3. Are the sight lines clear?

4. Is there sufficient parking?

5. Is there a possibility of charge station for electric cars?

6. Is there room for a drive thru drop off/pick-up?

7. How do we fund provisional add-ons?

8. What are the building time-lines?

9. Is there a sheltered patio – outdoor reading area?

10. The Board would like to see some block as opposed to brick for costing & looks.

P. Frise thanked D. Amicone for his presentation.

Review of 2015 Audited Financial Statements & Questions: C.Swift – KPMG

C. Swift presented the 2015 audited statements. A question and answer period followed.

44.16 / Moved: / D. Lee / Seconded: / M. Payne
To receive the report on the 2015 audited financial statements as presented. CARRIED

6. Communications:

Correspondence

Newspaper Reports

May 12, 2016

Windsor Star - Words of inspiration

May 13, 2016

Windsor Star - Windsor Public Library holding huge sale this weekend

May 16, 2016

Windsor Star - Great deals, great reads at library book sale

May 18, 2016

CBC News - Sandwich library will look and feel like a fire hall

May 20, 2016

Windsorite.ca - Windsor Public Library provides a helping hand to returning Fort McMurray residents

June 7, 2016

Windsor Essex County Environment Committee - Pat on the Back Awards

45.16 / Moved: / R. Bortolin / Seconded: / M. Payne
To receive the communicationsreport as presented.CARRIED
46.16 / Moved: / I. Kusmierczyk / Seconded: / R. Bortolin
To thank staff for the Fort McMurray initiative. CARRIED

7. Minutes:

47.16 / Moved: / J. Stuart / Seconded: / D. Lee
To approve the minutes of the Annual Board meeting held April 19, 2016as presented.CARRIED
48.16 / Moved: / R. Bortolin / Seconded: / J. Stuart
To approve the minutes of the WPL Board meeting held April 19, 2016 as presented.CARRIED

8. Business Arising:

1. Construction Projects Update:

There were 3 specific questions asked from the previous Board meeting re: building projects. Answers to those questions were in the report.

2. 2015 Facility Plan Staging Options:

F. Isabelle-Tunks presented 3 options to the Board for consideration re: building projects. Discussion and questions followed.

49.16 / Moved: / I. Kusmierczyk / Seconded: / J. Stuart
To proceed with the Optimist and Sandwich projects as planned and suspend the Budimir design until construction costs (tenders) are secured for Optimist and Sandwich (expected in January 2017). CARRIED
50.16 / Moved: / J. Gignac / Seconded: / I. Kusmierczyk
To direct administration to work on a community sponsorship/fundraising package.CARRIED

9. CEO Report & Questions to the Chair/CEO:

K. Pope reviewed her report. A question and answer period followed.

51.16 / Moved: / R. Bortolin / Seconded: / J. Gignac
Authorizing the purchase of a book drop box. Funds from the Capital Reserve Funds not to exceed $8,000. CARRIED
52.16 / Moved: / I. Kusmierczyk / Seconded: / R. Bortolin
To receive the CEO’s report of June 7, 2016 as presented.
CARRIED

10. New Business:

Variance Report: L. Turcotte

L. Turcotte reviewed her report. A question and answer period followed.

53.16 / Moved: / M. Payne / Seconded: / J. Stuart
To accept the Variance Analysis – Pre TCA and Pre LTD Payment report as presented. CARRIED

11. Review of Board Reimbursements: None

12. Next Meeting: A poll will be taken to decide on the next meeting date.

13. In Camera

54.16 / Moved: / D. Lee / Seconded: / J. Gignac
That the Windsor Public Library Board meeting move in cameraat 5:51 p.m.CARRIED
55.16 / Moved: / M. Payne / Seconded: / J. Stuart
That the Windsor Public Library Board meeting move back into Open Session at 5:55 p.m. CARRIED

14. Adjournment

56.16 / Moved: / D. Lee / Seconded: / J. Stuart
That the Board adjourn the meeting at 5:56 p.m.CARRIED

APPROVED: