REGULAR MEETING April 27, 2017
A regular meeting of the London Public Library Board was held on the above date in the Friends of the London Public Library Board Room, Central Library, 251 Dundas Street at 5:30 p.m. with the following present:
From the Board: S. Courtice (Chair), S. Clark, V. Douvalis, M. Hamou, Councillor Park, Councillor Squire and D. Vachon;
From Senior Management: J. Gonyou, N. Collister, E. Hobin, B. Jessop, B. Kinchlea, M. Larson, A. Thompson, K. Travers, T. Travers, C. Walker and M. Wilkinson;
Other Staff: M. Forte, M. Paquette;
Guests: Devon Bauman, Manager, Audit and Katie denBok, Partner, KPMG;
Minutes taken by: J. White.
APOLOGIES – B. Lazar, H. Rasmussen
L17/19 CHANGES TO AND ADOPTION OF AGENDA
It was MOVED by Mr. Clark and seconded by Councillor Park that the agenda be adopted as amended.
CARRIED
L17/20 APPROVAL OF MINUTES
It was MOVED by Ms. Douvalis and seconded by Mr. Clark that the minutes of March 23, 2017 (L17/12 -L17/18) be approved.
CARRIED
L17/21 BUSINESS ARISING FROM THE MINUTES
Ms. Gonyou reported that the Jalna Branch Library will be closed from May 16-June 17 to complete HVAC work. The branch will re-open on June 20. She also reported that the LPL Staff Development Day has been rescheduled from Friday, June 2 to Friday, November 10, 2017.
It was MOVED by Mr. Clark and seconded by Ms. Hamou that the LPL Staff Development Day be re-scheduled to Friday, November 10th, 2017.
CARRIED
L17/22 DELEGATIONS AND PRESENTATIONS
Financial Update – Draft Audited 2016 Financial Statements – KPMG
Ms. Jessop introduced Mr. Bauman and Ms. denBok from KPMG who presented the LPL Audit Findings Report and financial statements for the year ending December 31, 2016.
At 5:48 p.m., the meeting entered closed session. The meeting resumed at 5:55 p.m.
Mr. Courtice reported that a property matter related to financial statements was discussed which will remain confidential.
Board members congratulated Ms. Jessop and her Financial Services Team.
It was MOVED by Mr. Clark and seconded by Councillor Park that the Draft Audited 2016 Financial Statements for the year ending December 31, 2016 be approved.
CARRIED
L17/22.1 Beacock/Carson Branch Libraries
Ms. Forte provided Board members with information about the Beacock and Carson Branch Libraries.
It was MOVED by Mr. Clark and seconded by Ms. Vachon that the report on the Beacock and Carson Branch Libraries be received.
CARRIED
L17/23 REPORTS FROM COMMITTEES, MEMBERS AND STAFF REQUIRING BOARD ACTION
Policy Review: Credit Card
It was MOVED by Ms. Hamou and seconded by Ms. Douvalis that the Credit Card Policy be approved as part of the Board’s cyclical review process.
CARRIED
L17/23.1 Policy Review: Accessibility for Users with Disabilities
It was MOVED by Mr. Clark and seconded by Ms. Hamou that the Accessibility for Users with Disabilities Policy be approved as part of the Board’s cyclical review process.
CARRIED
L17/23.2 Stewardship: Library Board Self-Evaluation
The Executive Committee worked with Ms. Hubbard Krimmer to prepare a list of recommendations using the information that was provided from the self-evaluation tool.
It was MOVED by Mr. Clark and seconded by Councillor Park that the report, Stewardship: Library Board Self-Evaluation be received and further, that the recommendations for actions to support the Board in its governance be approved.
CARRIED
L17/23.3 Service Report: Outreach Services
Ms. Gonyou introduced Ms. Thompson and Ms. Paquette.
It was MOVED by Mr. Clark and seconded by Ms. Vachon that the Service Report: Outreach Services be received.
CARRIED
L17/23.4 Capital Renewal Project: Landon Branch Library
The Landon Branch Library will be closed to the public on May 27 to complete the revitalization work. The branch will re-open on July 4, 2017.
It was MOVED by Ms. Hamou and seconded by Ms. Douvalis that the Capital Renewal Project: Landon Branch Library be received.
CARRIED
L17/23.5 Central Library Revitalization – Update
Ms. Gonyou reported on the opening of the stairs as well as furniture acquisition and signage which still needs to be completed. The turnkey work for CBC Radio London will be completed on May 5th and their official opening will be June 12th, 2017.
It was MOVED by Mr. Clark and seconded by Councillor Park that the verbal update on the Central Library Revitalization be received.
CARRIED
L17/23.6 Central Library Infinite Possibilities Capital Campaign – Update
Ms. Walker thanked Board members for their support and provided information on cases for support, proposals and direct marketing solicitations.
It was MOVED BY Mr. Clark and seconded by Ms. Hamou that the verbal update on the Central Library Infinite Possibilities Capital Campaign be received.
CARRIED
L17/24 CONSENT ITEMS
It was MOVED by Mr. Clark and seconded by Ms. Vachon that the following consent items be received:
Events and Programs of Interest to Library Board Members
Draft Agenda – May 25, 2017
Historic Sites Minutes – February 28, 2017
Diversity Census, April 2017
From the Media:
Commitment to the Community: Vicki Douvalis – Building a stronger London, Schulich Medicine & Dentistry, Western University, March 2017.
CBC London ON station set to launch in June, CBC News, April 25, 2017.
CARRIED
L17/25 INQUIRIES AND OTHER BUSINESS
Southern Ontario Library Service (SOLS) and Ontario Library Association (OLA)
Ms. Hamou reported on SOLS and OLA meetings she has attended.
It was MOVED by Ms. Douvalis and seconded by Councillor Squire that the verbal report on SOLS and OLA be received.
CARRIED
L17/26 DISCLOSURES OF INTEREST
Councillor Park declared a conflict of interest advising that a family member is working on the Southwest Community Centre Multipurpose Facility.
At 6:35 p.m. Councillor Park left the meeting.
At 6:35 p.m., the meeting entered closed session and re-convened at 6:39 p.m.
L17/27 REPORT ON MATTERS FROM THE EXECUTIVE SESSION
Mr. Courtice reported that minutes were approved which will remain confidential.
ON MOTION, the meeting adjourned at 6:40 p.m.
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Chair
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Secretary