Waterloo Public Library
Minutes of the Regular Meeting of the Library Board
October 27, 2005
Trustees Attending: Mr. Tim Jackson (Chair); Mr. David Caputo, Ms. Katherine Chiang; Ms. Barbara
Dembek Mr. Bob Ernest; Ms. Raegan Little; Ms. Ophelia Tong; Councillor Mark
Whaley; Councillor Ian McLean
Regrets: Mr. Roger Gratl
Staff: Ms. Cathy Matyas (Chief Librarian); Ms. Chris Peysar (Business Manager); Ms.
Lynda Gale (Deputy Chief Librarian), Ms. Shelley Miller (Recording Secretary)
Delegation: Mr. Bob Mavin, CFO City of Waterloo; Mr. Scott Nevin, Development Services,
City of Waterloo
1. Call to order
Mr. Jackson called the meeting to order.
2. Approval of the agenda
Mr. Jackson asked that Item 4 Approval of the minutes of previous meetings be discussed following the
presentation by Mr. Mavin and Mr. Nevin, and that Items 4.3 and 10.3 be dealt with as in-camera items.
Moved by K. Chiang, seconded by B. Dembek that the agenda be approved as amended.
Motion carried. 10-05-01 All in favour
3. Disclosure of pecuniary interest and the nature thereof
4. Delegations (formerly item 6)
Mr. Jackson introduced Mr. Bob Mavin and Mr. Scott Nevin, from the City of Waterloo. Mr. Nevin
provided an overview of development charges, and the calculations that have been done as part of the
preparations for a new background study and by-law. Mr. Mavin presented an update on the historical
collection of development charges.
In response to a question from Ms. Dembek, Mr. Mavin confirmed that the library will appear as a
separate service category and have a separate reserve fund in the new DC by-law. Mr. Mavin also
indicated that the ending balances as of December 31, 2005, to be carried forward as part of the
calculation of the new bylaw, will be confirmed shortly. Mr. Mavin and Ms. Matyas will then discuss
possibilities regarding the expenditure of the ending balance.
Mr. Jackson thanked Mr. Mavin and Mr. Nevin for their presentation and the information they provided.
October 2005 Page 1
5. Approval of the minutes of the previous meetings (formerly item 4)
5.1 Minutes of the regular meeting, September 28, 2005
Moved by R. Little, seconded by B. Ernest, that the minutes of the September 28, 2005 Board
meeting be approved.
Motion carried. 10--05-02 All in favour
5.2 Minutes of the special meeting, October 12, 2005
Councillor McLean asked if proxy votes were permitted. Ms. Matyas indicated that they are allowed
under the Library’s constitution but that she would re-confirm this through a legal opinion.
Councillor McLean recommended that the resolutions from the October 12, 2005 meeting be re-
confirmed by motion by the Board, to ensure that there is total clarity regarding support for the
Moved by B. Ernest, seconded by R. Little, to accept the District Branch Library Planning &
Design Study, and to present a recommendation to Council to proceed with a west side branch
library based on the recommendations and implementation strategy outlined in the report.
Motion carried. 10--05-03 All in favour
Moved by K. Chiang, seconded by B. Dembek, that the minutes of the October 12, 2005 special
meeting be approved.
Motion carried. 10--05-04 All in favour
6. Business arising from the minutes (formerly item 5)
6.1 Legal review of policies
Ms. Matyas reported that the legal review of the meeting room and posting of information policies
had been completed and that there were only minor changes to wording in the policies as approved
by the Board. She also reported that, as requested, the lawyer had provided a legal re-reading of
the library’s Internet and Computer Use policy in light of the availability of wireless access, and
recommended no changes. In addition to reviewing the library’s own policy, the lawyers also
reviewed the legal opinion received by the Burlington Public Library and the Ontario Library
Association upon which many Canadian public library Internet policies are based.
• October 4, 2005: from Lucille Roch, Deputy Minister of Culture, re: OLS Updates
8. Decision items
9. Discussion items
October 2005 Page 2
10. Information items
10.1 McCormick Branch community consultation (verbal)
Mr. Jackson reviewed the community consultation process that is currently underway regarding
service delivery to the neighbourhoods served by the McCormick Branch. All present showed
strong support for continuing library service at the McCormick Branch, and for ensuring that the
branch is included in the facility model for library expansion.
10.2 KPL Board Meeting on September 21, 2005
Mr. Jackson noted that the minutes from the September meeting of the Kitchener Public Library
Board indicated that KPL will be requesting funding to offset the loss of revenue if the non-
resident fee is discontinued and reciprocal borrowing introduced.
11. Committee reports
11.1 Resources Committee
Ms. Dembek reviewed the 2004 audited statements.
Moved by B. Dembek, seconded by R. Little, that the 2004 audited statements be approved.
Motion carried. 10--05-06 All in favour
11.2 Outreach and planning
Mr. Ernest encouraged trustees to attend a meeting on November 7, 2005 at a new Branch Library
in Dorchester. He distributed copies of the following reports:
• Report Re: OLA Super Conference 2006
• Draft Report to Fall Trustee Council Meetings by the OLBA
• SOLS Board Summary
Mr. Ernest reviewed the recent fundraising activities of the Caledon Library as part of their 100th
11.4 Capital Campaign Steering Committee
Mr. Jackson reported on the activities of the Committee, and indicated that the major ask for the
project is being planned for immediately after Council approval of the project partner, site and
proposed capital budget.
Councillor McLean recommended that the Board contact local MPs and MPPS to increase political
awareness of the need for improved public library funding from the province. He suggested that
Waterloo City Council pass a resolution to this end which would be shared with other public
libraries and organizations such as the Association of Ontario Municipalities (AMO), the Ontario
Public Library Association (OPLA) and the Federation of Ontario Public Libraries. Councillor
McLean and Ms. Matyas will explore the possibility of such a resolution.
12. Other Business
12.1 Motion to move in-camera to discuss a matter relating to the proposed or pending acquisition or
disposition of land by the Library Board.
Moved by B. Ernest, seconded by R. Little, that the meeting go in-camera.
Motion carried. 10--05-07 All in favour
By motion of the Board, the regular meeting resumed following the in-camera discussion.
October 2005 Page 3
12.2 Funding agreement
Ms. Matyas reported that she and Mr. Mavin would be presenting a report to Council on November 7
outlining the parameters for a funding agreement between the City and the library, with the
expectation of an agreement being in place for the 2007 budget process.
13. Date of next meeting
The next meeting is to be held at 8:00 pm on Wednesday, November 23, 2005 in the Boardroom.
Moved by B. Ernest, seconded by D. Caputo that the meeting be adjourned.
Motion carried. 10-05-10 All in favour
October 2005 Page 4