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Agenda

Regular Meeting # 2017-10

Kingston Frontenac Public Library Board

Wednesday, December 13, 2017 – 4:30 PM

Meeting Rooms A & B, Isabel Turner Branch

1. Call to Order / Regrets

2. Adoption of the Agenda

3. Disclosure of Conflict of Interest

4. Adoption of Minutes

4.1. Regular KFPL Board Meeting #2017-09 of November 22, 2017 (attached) (motion)

Consent Agenda

5. Information Items

5.1. Correspondence/Information Received and Sent

5.1.1. From R. Gatfield, a message to the Chair dated November 22, 2017 to inform the

Board that he will be absent for three consecutive months (January to March

2018); (motion to authorize R. Gatfield’s absence); (motion to appoint

C. Richardson to the Central Branch Renovations Committee temporarily during

R. Gatfield’s absence).

6. Monitoring Reports

6.1. Communication and Counsel

6.1.1. Chief Librarian’s Report (attached)

6.2. KFPL Vision 2020 – Status Report (July – December 2017) (report attached)

6.3. KFPL Vision 2020 – Action Plans 2018 - deferred to January 2018

7. Motion to accept consent agenda (motion)

Action Agenda

8. Business Arising from the Minutes

8.1. Update regarding a Strategy for Community Engagement for the Patron code of Conduct

(verbal)

9. Action Items

9.1. Closed meeting – Motion to move In Camera to discuss a personal matter about an

identifiable individual (Chief Librarian / CEO Performance Review); and to consider

Labour Relations or Employee Negotiations (amendment to the Permanent Non-Union

Staff (excluding pages) contract) (motion to move In Camera and rise from In Camera)

9.2. Review CEO Remuneration – deferred to January 2018

Items for Discussion / Exploration - deferred to January 2018

Other Business

10. State of the Union – Year End Review (report from the Chair attached)

11. Central Branch Renovations Update (verbal)

12. Rideau Heights Branch Update (verbal)

13. Kingston East Library Service Update (verbal)

13.1. Report on Community Engagement (Information report attached)

14. Ontario Library Association (OLA) Super Conference ( January 31 – February 3, 2018)

15. Updated Policy Checklist (attached)

16. Workplan 2018 (attached)

Adjournment / Next Meeting

Regular Board meeting: 4:30 PM, Wednesday, January 24, 2018, Isabel Turner Branch, Meeting

Rooms A & B.

The Kingston Frontenac Public Library exists to offer all people throughout our service area access to

broadly based resources in support of personal enrichment, life long learning, and community

interaction, in person or in virtual space. These services are provided by expending revenues in a

fiscally responsible manner.

Minutes of Regular Meeting #2017-09 of the

Kingston Frontenac Public Library Board (unconfirmed)

November 22, 2017 - 4:30 PM


Present: Barbara Aitken, Judith Brown, Patricia Enright (Chief Librarian/Chief Executive

Officer), Ralph Gatfield, Wilma Kenny, Councillor Jim Neill, Claudette Richardson (Chair),

Somnath Sinha, Monica Stewart, Catherine Tang, Mayor Ron Vandewal (arrived at 4:50

PM).

Staff Present: Laura Carter (Director, Branch Experience), Liz Coates (Manager, Branch

Operations), Mary Glenn (Recording Secretary), Andrew Morton (Manager, Facilities),

Shelagh Quigley (Director, Human Resources), Chris Ridgley (Budget / HR Analyst),

Kimberly Sutherland Mills (Manager, Programming and Outreach), Lester Webb (Director,

Outreach and Technology)

Regrets: John Purdon

1. Call to Order

The meeting was called to order at 4:30 PM.

2. Adoption of the Agenda

The agenda with added items was accepted as distributed.

3. Disclosure of Conflict of Interest

There were no declarations of conflict of interest.

4. Adoption of Minutes

4.1 Kingston Frontenac Public Library Meeting #2017-08 held October 25, 2017

2017-79 Gatfield – Sinha

That the minutes of Regular Meeting #2017-08 of the Kingston Frontenac Public

Library Board held October 25, 2017 be adopted as circulated.

Carried


Minutes of Regular Meeting #2017-09 held November 22, 2017 (unconfirmed)

Page 2

Consent Agenda

5. Information Items

5.1 Correspondence/Information Received and Sent

5.1.1 From the Federation of Ontario Public Libraries (FOPL), a letter dated

October 20, 2017 highlighting the Federation's accomplishments over the

last year, and enclosing an invoice for our 2018 Membership fee.

5.1.2 From the Federation of Ontario Public Libraries (FOPL), a letter dated

November 6, 2017 asking for KFPL's continued sponsorship of a First Nation

Public Library as a member of FOPL (motion)

2017-80 Stewart – Kenny

That the Kingston Frontenac Public Library Board support the Federation of Ontario

Public Libraries (FOPL) initiative and approve a $50 sponsorship of a First Nation

library.

Carried

6. Monitoring Reports

6.1 Communication and Counsel

6.1.1 Chief Librarian’s Report

6.1.2 Statistical Report (3rd Quarter) (attached)

6.2 Staff Relations and Volunteers

6.3 Asset Protection

The report indicates that staff, including directors and managers, are not bonded. There

are policies and procedures in place to protect against theft and / or fraud. It was also

reported that all accounts payable and payroll transactions are processed by the City and

that City staff would be able to identify anything unusual. The Board may choose to review

the policy at any time or when it is scheduled for review.

7. Motion to accept consent agenda

2017-81 Aitken – Gatfield

To accept the Consent Agenda, thereby accepting the materials on the consent

agenda.

Carried



Page 3

Action Agenda

8. Business Arising from the Minutes

8.1 Recommendations for a strategy for Community Engagement for the

Patron Code of Conduct

It was reported that the sub-committee has met twice and has brought forward a

recommendation.

2017-82 Brown – Sinha

That the Library Board release a request for proposal to engage a consultant to

develop and implement a community engagement strategy for the development of a

code of conduct, which will include stakeholders’ views of the library, their usage

and Ends statement.

Carried

There are funds in the 2017 and the 2018 budget for professional services for community

engagement, and any funds remaining can be put toward ownership linkages.

9. Action Items

9.1 Chief Librarian / CEO Performance Review (deferred to the December board

meeting)

It was reported that the form has been modified slightly in response to comments received

the past few years. Evaluation forms were distributed to board members and the results

will be brought to the next board meeting.

9.2 Report regarding Donations and Sponsorships (Rideau Heights branch) -

Friends of the Kingston Frontenac Public Library (report attached)

(motion)

2017-83 Aitken – Gatfield

That one of the study rooms in the Rideau Heights Branch be named the Friends of

the Kingston Frontenac Public Library Room to recognize the donation of $5,000

and that the donation be acknowledged for a period of ten years as per the

Donation / Sponsorship and Naming Schedule.

Carried

9.3 News Media Policy

A revision will be made to add board members to the sentence under Purpose so it is

consistent with the Scope.



Page 4

2017-84 Brown – Sinha

That the Board approve the News Media policy (as amended).

Carried

Items for Discussion / Exploration – no items this month.

Other Business

10. Central Branch Renovations Update

L. Carter provided an update on the progress and reported that updates are posted on the

KFPL website regularly. R. Vandewal arrived at this time (4:50 PM).

11. Rideau Heights Branch Update

A. Morton reported that things are progressing well. We have been given a move-in date of

January 22, 2018 and will require an additional 3-4 weeks to have the branch ready for

opening. P. Enright said that there will be a different approach to how we display

materials. We will be using the “Opening the Book” approach which is more serendipitous

and easier to browse. Other library systems have used it and there is positive feedback.

There was a suggestion to partner with Kingston Transit when they visit schools in early

September to give students a free bus pass and offer library cards to students at the same

time. It was reported that the Library has begun similar initiatives.

12. Kingston East Library Service Update

It was reported that the Open House was held on November 15. Thirty-nine people

attended and provided input. We will continue to accept input and comments until

November 30.

P. Enright reported that there have been some changes since the last Board meeting. We

have now been asked by the City to look at various options and have engaged an

architectural firm to prepare a Feasibility Study. In addition to developing a branch at the

East Kingston Community Centre, other options include staying on the same site and

expanding, or building a branch elsewhere as a stand-alone branch. The consultant will be

looking at the ongoing maintenance costs as well. A report will go to the Board once the

study has been completed early in 2018.



Page 5

13. Ontario Library Association (OLA) Super Conference (January 31 – February 3,

2018)

It was reported that several board members have expressed an interest in attending.

There is money in the budget for two board members to attend. There was a suggestion to

give consideration to board members who have not attended the last few years.

14. Updated Policy Checklist (attached)

The updated checklist to reflect the policy review at the October 25 Board meeting was

included in the agenda.

15. Updated Annual Workplan 2018 (attached)

An updated Annual Workplan 2018 to reflect the discussion regarding Ownership Linkages

at the October 25 board meeting was included in the agenda.

Adjournment / Next Meeting

The next regular Board meeting will be held at 4:30 PM, Wednesday, December 13, 2017,


There being no further business, it was moved by R. Gatfield to adjourn at 5:22 PM.

Signatures:

Claudette Richardson, Chair

Mary Glenn, Recording Secretary

Meeting 2017-10 Agenda item 6.1.1

Monitoring Report to the Board

Executive Limitations L-9: Communication and Counsel

With respect to providing information and counsel to the Board, the Chief Librarian may not

permit the Board to be uninformed.

Accordingly, the Chief Librarian may not:

1. Neglect to submit monitoring data required by the Board (see policy on Monitoring Chief

Librarian Performance) in a timely, accurate and understandable fashion, directly

addressing provisions of the Board policies being monitored.

According to the schedule for submission of monitoring data for Executive Limitations and

Ends, the following report(s) are included:

KFPL Vision 2020 - Status Report (July - December 2017)

KFPL Vision 2020 - Action Plans 2018 (deferred to January 2018)

Review CEO Remuneration (deferred to January 2018)

2. Let the Board be unaware of relevant trends, significant changes in provincial or

municipal policies, anticipated adverse media coverage, and/or public reaction, material

external and internal changes, particularly changes in the assumptions upon which any

Board policy has previously been established.

Public Library Data Service

The Public Library Data Service (PLDS) annual survey is conducted by Counting Opinions

(SQUIRE) Ltd. on behalf of the Public Library Association. The 2017 survey of public libraries

from the United States and Canada captured fiscal year 2016 data. The Kingston Frontenac

Public Library did not participate in the survey.

The following summary of key findings is based primarily on analysis of results from a cohort of

continuously reporting libraries:

Over the last five years library programs per capita have grown at a rate (6.4%) twice

the decrease in circulation per capita (-3.0%).

Electronic circulation is growing steadily at a rate of 11.7 %, but not sufficiently to offset

the decline in physical materials circulation.

Since 2012, staff expenditures (representing over 67 percent of operating expenditures)

increased 7.05 percent while the number of staff/capita decreased -1.5 percent.

Declines in circulation may in part be a result of changes in measurement over time

(differences in circulation policies, especially for electronic materials) and due to an

overall decline in library usage that mirrors the decline in unemployment rates (that have

dropped steadily since 2011), reductions in usage of CD/DVD materials and a slowing of

the uptake in electronic usage. 1

1 Reid, Ian. The 2017 Public Library Data Service Report: characteristics and trends. Public Libraries, 56(5), A

copy of the report is available here

http://publiclibrariesonline.org/2017/12/the-2017-public-library-data-service-report-characteristics-and-trends/

Ontario Public Library Guidelines

From the December 5, 2017 Southern Ontario Library Service e-newsletter:

The Ontario Public Library Guidelines Monitoring and Accreditation Council is pleased to

present the Seventh Edition of the Ontario Public Library Guidelines. A copy of this new

document is posted on the Guidelines website.

The Ontario Public Library Guidelines represent community-based norms for public libraries

and public library development in Ontario. They are developed, monitored and revised by a

broadly-based group, representative of the Ontario public library community called the Ontario

Public Library Guidelines Monitoring and Accreditation Council. This Council was established in

1987 and has worked continually to reach this new seventh edition.

The Guidelines have four principal goals:

1. To build upon and improve the current Ontario-wide public library system and its

governance through updated guidelines and policy frameworks.

2. To maintain and enhance strong public library operations including services, information

technology, and spaces supported by updated standards that all size libraries can meet or

exceed.

3. To make available to public libraries a comprehensive development tool based on

standards and guidelines, to raise the level of public library service province-wide.

4. To recognize, through an accreditation process, the achievement of those public libraries

which meet and exceed the Guidelines requirements.

The OPL Guidelines are essentially a developmental tool. They provide a self-regulated

process, designed to analyze the state of development of a public library and to measure itself

against a set of widely-accepted guidelines on policies, resources and services. Individual

public libraries can choose to follow or exceed these Guidelines, regardless of whether they

decide to pursue accreditation. The link to OPL Guidelines can be found here.

3. Fail to advise the Board if, in the Chief Librarian's opinion, the Board is not in

compliance with its own policies on Governance Process and Board-Staff Relationship,

particularly in the case of Board behaviour which is detrimental to the work relationship

between the Board and the Chief Librarian.

To my knowledge, the board is in compliance with its policies.

4. Fail to marshal for the Board as many staff and external points of view, issues and

options as needed for fully informed Board choices.

Staff and external points of view are provided as needed.

http://www.ontariopubliclibraryguidelines.ca/?id=seventh.asp&label=Seventh

5. Present information in unnecessarily complex or lengthy form or in a form that fails to

differentiate among information of three types; monitoring, decision-preparation or

other.

Every effort is made to keep reports brief and to the point.

6. Fail to provide a mechanism for official Board, officer or committee communications.

The Library Board’s portal provides access to Board minutes, agendas and reports.

7. Fail to deal with the Board as a whole except when (a) fulfilling individual requests for

information or (b) responding to officers or committees duly charged by the Board.

My dealings have either been with the Board as a whole or with the chair on matters within

her jurisdiction.

8. Fail to report in a timely manner an actual or anticipated non-compliance with any policy

of the Board.

Compliance is anticipated in all areas.

9. Fail to supply for the consent agenda all items delegated to the Chief Librarian, yet

required by law or contract to be board-approved, along with the monitoring assurance

pertaining thereto.

All such items appear on this month’s agenda.

I hereby present my monitoring report on Executive Limitations L-9: Communication and

Counsel according to the schedule set out. I certify that the information contained in this report

is true and represents compliance with a reasonable interpretation of all aspects of the policy

unless stated otherwise.

Signed: Original signed copy on file

Patricia Enright, CEO/Chief Librarian

Date: December 5, 2017

Meetings, Conferences, Etc

Date Meeting

November 15, 2017 East Kingston Library Expansion Community Consultation

November 16, 2017 Joint Health and Safety Committee

November 17, 2017 Queen’s Principal’s Community Breakfast

November 18, 2017 Kingston Santa Claus Parade

November 23, 2017 County of Frontenac Warden’s Reception

November 24, 2017 Central Branch Renovation Committee

November 28, 2017 Union Management

November 29, 2017 City of Kingston Council 2018 draft budgets presentation

December 1, 2017 President, Friends of the Library

December 4, 2017 Central Renovation Project Management Committee

December 4, 2017 Shoalts and Zaback – East Kingston Library Expansion

Incident Reports (December 2017 Board Agenda)

incident # Title Branch Date

29291 Behaviour – unacceptable Calvin Park 11/27/2017

29269 Behaviour – unacceptable Isabel Turner 11/23/2017

29242 Behaviour – unacceptable Wellington 11/15/2017



29260 Behaviour – unacceptable (and viewing of pornography) Isabel Turner 11/22/2017

29283 Medical and mental health distress Isabel Turner 11/25/2017

29266 Police – request for information St Remy 11/23/2017

https://staff.kfpl.ca/node/29283

Kingston Frontenac Public Library

Key Activities – December 2017 (Meeting 2017-10)

Programming & Outreach Highlights

In the Library

A variety of holiday programs have been planned during December and the school

break to engage families including several festive storytimes and performer, Gerry

Mitchell.

Outside our walls

We joined the community at the Winterlight festival at MacLachlan Woodworking

Museum (100 visitors), ran a stress-busting LEGO program for Queen’s students on

campus (61 participants), participated in the Islamic Centre International Bazaar (79

visitors), ran a demo of Rhythm and Rhyme at Baby, Bump, and Beyond at the Tett

Centre (55 visitors), and set up a mobile library at a matinee performance at the

Grand Theatre (90 participants) in November and early December.

We partnered with the City of Kingston on a City Library Card Initiative in which we

have sent library staff to City locations to sign City staff up for library cards. Our library

booth was visited by a total of 70 City staff. This initiative also has the City’s staff

intranet promoting library programs and services.

In November, Liz Coates recommended favourite cozy mysteries on Ontario Morning.

She will appear again in December to highlight favourite holiday titles.

Services and Collections Highlights

Staff have been preparing the collection for the new Rideau Heights Branch in

anticipation of its opening in early 2018.

Branch Operations staff will be participating in a social media campaign running for

the last two weeks of December. Staff will showcase their favourite reads of 2017.

In the Library – Staff

Carol Vanderhelm, KFPL’s ILLO Specialist, will be retiring at the end of 2017. We

welcome Steve Naish as her replacement starting mid-December.

KFPL Key Activities – December 2017 Page 2

Lia Dawson started her role as temporary Library Assistant at the Sydenham Branch.

On December 6, there will be a make-up Customer Training session for new staff or

for staff who missed the training back in June. All KFPL staff have received this

training in 2017.

Digital

We have been working on an electronic form for new memberships that will be

available on our website.

We hope to launch our new version of our internal network, Staffnet, in early 2018.

PressReader, one of our databases, now offers an app in which patrons can

download enewspapers and emagazines. We have been liaising with the company to

get KFPL set up on the app so that patrons can download from home. It has an

impressive collection of over 3000 magazine titles.

Facilities

Repairs to the men’s washrooms at the Isabel Turner Branch have been completed,

as has work on the cooling tower and boiler.

New windows will be installed at the Pittsburgh Branch in early January.

Staff are working with Shoalts and Zaback Architects on options for expanding library

service in Kingston East.

Meeting 2017-10

Agenda Item 6.2


KFPL Vision 2020

Status Report – July to December 2017

Strategic Direction: A. Unique Impactful Services

Our services are our hallmark. While the library provides a vast array of electronic data,

e-books, books, movies, music and local history, it is our services that transform these

resources into facts, solutions, ideas and reading enjoyment for the people of Kingston

Frontenac. We will design and deliver unique services to enable the people of our

community to manage this digital environment effectively.

Key Initiatives:

A.1 Review and adjust our portfolio of services and programs.

STEM Start launched at Calvin Park and Isabel Turner in September, and will be

offered at Rideau Heights when it opens in 2018.

Beginning in September, STEM Punks and LEGO My Library, as well as a Saturday

morning Family Storytime, are being offered at Rideau Heights Public School in

tandem with the Pop Up Library. We have also launched a Teen Advisory Group for

Rideau Heights, working in partnership with staff and youth at Pathways for

Education.

We offered 209 programs and events in KFPL branches during July and August,

welcoming 7,077 patrons. Highlights included our ever-popular Puppet Show

Extravaganza tours, children’s performers, and Mini Maker Faires in Arden and

Sydenham. Teens enjoyed a summer Coder Dojo and volunteered for our Reading

Buddies program.

Stories in the Park expanded to Shannon Park in Rideau Heights, and our StoryWalk

visited Cloyne and Sharbot Lake as well as Lake Ontario Park in Kingston.

Two new teen programs, Monthly Maker Madness and Get the Lead Out, were

introduced this fall and are gradually building audiences. Monthly Maker Madness

focuses on hands-on projects with technology and the arts, while Get the Lead Out

explores creative writing and illustration related to manga and comics. The programs

are hosted by a different urban branch each month.

Status Report – July to December 2017 Page 2

Our KFPL Live series continues to host guest speakers on a wide range of topics.

The October session focused on Autism Awareness Month and featured two

Kingstonians with fascinating stories. In November we offered a workshop on our

popular Ancestry database. An exploration of the use of DNA in genealogical

research, beekeeping, medical myths, and a parenting coach are coming up in the

next few months.

A.2 Segment the market for our services.

A.3 Review how and when services are offered, exploring and most importantly,

piloting different hours, alternative delivery modes and non-traditional spaces.

With the closure of the Kingscourt Branch in September, the Library has partnered

with Kingston Police, Limestone District School Board, and the City of Kingston to

offer pop up service until the Rideau Heights Branch opens in early 2018. This has

included purchasing specialized outreach equipment to display and promote the

collection and effectively set up a library in a space outside of a branch.

In November the Mobile Library was moved to the Memorial Centre after two years

at the Kingston Community Health Centres.

A.4 Complete a Collections Audit, specifically examining the collections in

terms of balance of format, content relevance, overuse/underuse and

budget allocation.

Demand continues to grow for our electronic collections. July was the best month to

date for OverDrive checkouts, with 10,666 eBooks and e-Audiobooks borrowed.

A.5 Investigate and implement a new service delivery model in cooperation with

our funding partners and communities.

Strategic Direction: B. Difference-Making Spaces

The book-bound hushed library has long passed. It has, rightfully, been replaced with

spaces that bring information alive to spark ideas, deepen understandings, and engage

people in community-specific discussions. Our spaces must make a difference for the

people of Kingston Frontenac at all ages and stages. Our spaces must blend the paper

and digital worlds with service options ranging from self-serve to staff-intensive

consultations. Using technologies and innovative approaches we will push our walls

ever further out, extending our resources and personalized problem-solving services to

where residents are. We will configure virtual and physical spaces that are accessible,

inviting and purposeful for residents to explore, discover, create, study and read.


B.1 Explore a new facility model for both physical and virtual spaces that most

effectively complements our service delivery model.

B.2 Redefine the role of the Central Library to better reflect its unique position

in downtown Kingston and the potential for stronger partnerships with

other organizations and a greater contribution to municipal objectives for

the downtown, cultural and heritage resources, tourism and economic

development.

We continued our collaboration with the City of Kingston staff and Everstrong

Construction Ltd. to keep the Central Project on time and on budget.

B.3 Consistent with the identified facility model, improve and strengthen

branches/buildings by a) participating in the City, County and Township asset

management plans and b) creating flexible, welcoming, accessible branches.

We continued our collaboration with the City of Kingston staff and Bourgon

Construction to keep the Rideau Heights Project on time and on budget. Current

completion date has been moved to January 2018 to include commissioning

activities.

In October the Library was asked by the City of Kingston staff to look at expansion of

service in east Kingston. The Library is exploring various options, including

expansion of the existing facility and construction of a branch at the Kingston East

Community Centre.

Strategic Direction: C. Community-Focused Relationships

In today’s world no organization is an island, nor should it be. We have always

partnered with community organizations and suppliers to extend our service possibilities

and maintain operational efficiencies. During this planning period we will intensify our

collaborations with other organizations, focusing always on how – together – we will

best enable the people of Kingston Frontenac to participate in the digital information-

intensive world. We’ll collaboratively deliver specialized programs that will provide the

information and knowledge which people in all phases of their lives need to pursue their

aspirations.

Key initiatives:

C.1 Intensify our partnerships and collaborative relationships with a few

organizations to design and deliver unique, highly needed services that no

one organization can do alone.


Staff spent much of the summer outside our branches, participating in community

events and offering programming in community parks. Through 50 programs and

events, we connected with 3,491 members of our communities. Highlights included

the Sydenham Lakes and Trails Festival and Sharbot Lake Farmers’ Market.

Supported by the City of Kingston, KFPL partnered with Blue Canoe Productions to

offer a pop-up theatrical performance at the Isabel Turner Branch during Culture

Days.

Supported by the City of Kingston, KFPL partnered with the Kingston Poetry

Collective and the Memorial Centre Farmers’ Market to offer Random Acts of Poetry

during Culture Days. According to Andrea Prins at the Collective, “Random Acts of

Poetry seems to have gone amazingly and created some beautiful moments of

connection. Thanks for all your work in putting it together. It was great to work with

the library and city to make this happen.”

Our New Adult Advisory Board has been energetically planning and participating in

programs for the 2017/18 season, including a return of monthly Books & Beers

gatherings at the Queen’s University Grad Club, starting on October 25.

We joined Kingston Indigenous Language Nest at a celebration of thanksgiving on

October 21, bringing the Indigenous language collection for browsing and borrowing,

and connecting with 62 members of the community. We are regularly invited to join

KILN at community gatherings, and they have expressed their gratitude for helping

connect the community to these important resources.

C. 2 Develop mechanisms to share information and expertise with community

leaders and organizations, specifically the Mayors, CAO’s, Councils and

City and County Staff.

The Library presented to County of Frontenac Council in October and City of

Kingston Council in November. The presentations described the library’s activities in

2017 and reviewed the draft 2018 operating and capital budgets.

In November and December, KFPL partnered with the City of Kingston in a

membership drive to register as many City employees for library cards as possible.

After the membership drive, the City plans to build library card sign-ups into their

orientation for new employees. They also plan to use library e-resources such as

Lynda.com for staff professional development.


Strategic Direction: D. 21st century capabilities

Though our services are our hallmark, it is our staff, technologies and approaches that

are our heart, our mind and our engine. We will grow our organizational capabilities,

including our training, technologies, processes and practices to provide staff with the

experiences, approaches and learning events to thrive, with the community, in the 21st

century information world. We will monitor new developments and research on the

effects of technology on information access and use. We will develop creative new

mechanisms to improve communication between residents as a whole and library users

to understand better their library services needs and to monitor our effectiveness in

repositioning the library as top-of-mind.

D. 1 Review our Organizational Design ensuring we are aligned with this

strategic plan.

D. 2 Identify roles and competencies required to deliver and manage our service

portfolio.

KFPL focused on Customer Service in 2017. A team of six staff in various leadership

roles throughout the organization designed and presented training for all staff

including pages and maintenance.

All KFPL staff participated in a Tech Assessment in 2017 in order to identify areas in

which more focused training is needed. Staff members have been utilizing the Tech

Tutor and Lynda.com training.

Librarian Jake Miller, who will build connections between KFPL and indigenous

people, new immigrants and the francophone community, joined KFPL on October 23.

D.3 Develop and implement a learning development plan, specifically focusing

on technologies and our service portfolio.

We met with City of Kingston staff regarding the launch of their new Learning

Management Software.

D. 4 Audit our technologies, identifying gaps that must be addressed.

We installed a new version of our Integrated Library system, including the catalogue

component of our website. This version offers improved searching of our collection.

D. 5 Review and adjust our policies, practices and procedures that are no longer

in keeping with our strategies and service portfolio.


D. 6 Develop performance measures and improved approaches to planning and

evaluating our services to ensure that we are all well positioned to identify

and respond to community needs, either alone or collaborating with other

organizations; to make the best use of available resources; and to

communicate effectively our contribution to the community.

December 5, 2017

State of the Union Dec 2017

The KFPL Board has spent the third of its four-year term working hard to fulfill our vision of

KFPL, articulated in our Strategic Plan, and developing a Community Engagement Policy and

Toolkit to aid us in the governance of our KFPL system.

Board members attended the OLA Super Conference, participated in our annual Library Branch

Tour, attended Media Relations training, completed our annual CEO Evaluation and our annual

Board Evaluation, and have worked consistently through our annual and term policy review

schedule.

We developed a Linkages Policy, and have an Ad Hoc Committee planning for a Community

Engagement process to help with the development of a new Patron Code of Conduct.

The Central Branch Renovation Committee, with Monica Stewart as Chair, ably assisted by

Ralph Gatfield, Barbara Aitken, and occasionally myself, has been working tirelessly and with

significant challenges to oversee the renovation of the Central Branch.

We attended the opening of the new Mountain Grove Branch in March, and are eagerly

anticipating the opening of the new Branch in Rideau Heights this winter.

Planning for the expansion of Library Service in Kingston East is in its early stages, with the

help of a consultant hired to study various options, including the expansion of the current

Pittsburgh Branch, the building of a branch attached to the proposed Community Centre, a new

standalone branch, or a second branch.

A new Branch Services Review is being planned, as the last one was done in 2004 and needs

updating to better guide our decisions.

KFPL is thriving, well-regarded in the community and in the Public Library world, a positive

work-place and a valued community resource.

It is well-served by a wonderful staff and its supportive communities and municipal councils, and

the dedicated and energetic Trustees who sit on this board. It is well-positioned to navigate the

challenges the near future will bring.

We will be helping to guide the organization as it moves towards fulfillment of our Vision 2020,

working through the challenges and opportunities as they arrive.

I am looking forward to being involved in the next stages of its evolution.

Respectfully submitted by:

C. Richardson

Claudette Richardson

KFPL Board Chair

KFPL Report to the Board

Subject: Kingston East Library Service Community Consultation

Date: December 5, 2017

Prepared by: Laura Carter, Director, Branch Experience

Background:

In October 2017, the Library was presented with an opportunity to potentially join the Kingston

East Community Centre (KECC) project and construct a new library branch in the KECC,

which is to be built at the corner of Highway 15 and Grenadier Drive.

Stakeholders’ consultation:

The level of community engagement for this project was determined to be consultation.

Feedback was sought through an online and paper survey on two questions between

November 3 and 30, 2017. The questions were “What do you thinking of building a new library

branch in the Kingston East Community Centre?” and “Are there other sites or options that you

would like the library to consider when exploring relocation or expansion of library service in

Kingston East?” A handout was developed to provide information on the KECC project and on

some of the challenges of the current library space (see Appendix A).

An Open House was held on November 15, 2017 between 2:00 and 4:00 p.m. and 5:30 and

7:30pm at the Pittsburgh Branch. Members of the Library’s management team and Library

Board, along with Gerry Shoalts, from Shoalts and Zaback Architects (SZA) were present to

answer questions and discuss the options for expanding library service. SZA designed the

current library branch and have been engaged by the Library to study the options for

expansion of library service in Kingston East. Their report will be presented at the January

2018 Library Board meeting.

Results:

39 people attended the open house on November 15, and 57 people submitted survey forms.

The results were as follows:

28 people wanted the library remain at the current site and renovate or expand; 1 person said

the library should stay at the current site or should consider an alternate location in Greenwood

Park.

25 people supported moving the library to the Kingston East Community Centre; 1 person

chose KECC or an alternate location, and suggested somewhere near Startek on Innovation

Drive.

2 people chose an alternate site and suggested one farther north up Hwy 15 in Countryside

District and the former J.E. Horton Public School Building.

Concern was expressed for the future of the current library building if the library were to move,

and comments were also made about the need to expand library hours at the Pittsburgh

Branch.

Library Service in Kingston EastThe City of Kingston is building a new community centre in the city’s east end. The Kingston Frontenac Public Library has been approached by the City to determine interest and evaluate the feasibility of adding a new library branch to this project. This branch would replace the current Pittsburgh Branch located at 80 Gore Road.

Pittsburgh Branch The Pittsburgh branch is housed in a historic limestone farmhouse and an addition constructed in 1999-2000. The building and its grounds, including the barn and the stone wall, are designated under the Ontario Heritage Act.

The branch shares the grounds with an off-leash dog park and community garden operated and maintained by the City of Kingston.

The 2004 Kingston Frontenac Public Library Branch Services Review noted that east Kingston is relatively poorly served, with 0.29 square feet of library space per capita, compared to 0.59 square feet in other urban areas. To achieve the standard of 0.50 square feet per capita, in 2004 the area required immediately an additional 3,000 square feet. The report recommended that, by 2026, east Kingston would require 10,000 square feet of library space to meet the 0.50 square feet per capita standard.

In addition to the additional space required, the current Pittsburgh Branch presents a number of operational challenges: • Current space does not meet community needs: * The program room is too small; programs are limited to 15-20 children and have waitlists. Stories in the Park programs routinely draw 100-200 people in the summer months. * Limited room for collections. Kingston East has the highest proportion of Francophones in the city, at 13%, and the Pittsburgh Branch has a large French collection. * Inadequate study, meeting and collaboration space. * Much of the space in the historical farmhouse is unusable or not suitable for 21st- century library services. • Parking is limited. • The branch is expensive to operate and maintain. • Site constraints make an addition onto the current building difficult.

Anticipated benefits of co-location with community centre and other City services: • Operating efficiencies produced by shared building systems. • Shared program rooms, washrooms, parking. • The community centre site is more visible than the current library site and has a high walkability score, which would increase the library’s presence in the community. • Fits with the Community Hub model developed by the Province.

Feedback RequestedThe Library is seeking community input on the possibility of including a library branch in the new community centre. Feedback is being sought at an open house at the Pittsburgh Branch on November 15, 2017, between 2 and 4 p.m. and between 5:30 and 7 p.m. An online survey is available on the library’s website, and paper surveys are available at all KFPL Branches. The deadline to provide comments on the proposal is November 30.

Kingston East Community Centre (KECC) BackgroundIn April 2014, City Council directed City staff to consult with the community on potential sites for a community centre in the Greenwood Park area of Kingston East. In September 2014, City staff presented the site options at a public meeting at the Gore Road Fire Hall. Public feedback was collected on location and approved by council in March of 2015 for the Highway 15 and Grenadier Drive location (shown below).

Further public feedback was received in the Fall of 2016 regarding programs, services and facility amenities, feedback which will help shape the design concept for the new facility.

During the 2017 budget process, Council authorized City staff to hire a designer and begin the design of the east-end community centre, which is to be completed in 2017. Design concepts will be presented to the public in early 2018 for comment. More information about the KECC project can be found on the City’s website.

2017-10 Library Service Kingston East – public feedback

Comment #

What do you think of construction of a new library branch at the Kingston East Community Centre (KECC)?

Are there other sites or options that you would like the library to consider when exploring relocation or expansion of library service in Kingston East?

1. Current site

Not a good idea. Why don’t we build the community where the library is?? It has a water view if you cut some trees down. It’s a bigger bonus there, not beside La Salle.

Present location. It’s so peaceful, relaxation. Expand.

2. KECC Makes sense to me. There are now more families living in the area and a larger space for children's programs would be beneficial to these young families.

I am not a planner but I believe in synergy.

3. KECC I think that Kingston East needs an expanded library and it is an excellent location choice to put the library into the KECC.

The expansion of the library should include more quiet rooms/spaces for

people to peruse books and to browse through magazines, periodicals, etc.

I would also encourage a larger children's area for circle reading time, book

exploration for young children, and a library activity area.

4. KECC

I would love it as it is close to La Salle and it would be easy to take students there. It would also be great for students waiting for parents to pick them up – why not read or search through the library. I think it would encourage far more students to use the library and become lifelong clients.

I honestly think beside the school is the perfect location because it will be used by more students and there can be more community connections with the school.

5. Current site Should stay on current site and expand. This current location is wonderful and should be retained.

No

6. KECC

Excellent idea! Great location. Smart to share space with KECC. Hopefully hours of operation can also be expanded if it is part of the KECC. Along with the capacity to have more books added to the collection, extra parking is definitely needed. Couldn't agree with this plan more!

None that I know of.

7. Current site DO NOT MOVE library. Fix the parking lot – there is land. Widen the present library and parking lot connect both parking lot.

8. KECC Because of space consideration and needed future expansion requirements (technology centre), it is a good idea. Should be re-purposed as a multi-generational community space (seniors and young children) play park.

Keep heritage garden and trees, dog park and local trails. Need small boat launch from canoes and kayaks needed on property for Cataraqui River (tourism)

9. KECC Yes - within the proposed community centre - great idea. n/a

10. KECC Yes, more parking is needed. It is mostly taken up by the dog people. Library should be open 7 days a week. There is now a large increase in population.

n/a

11. Current site

I think the library should stay where it is. It is a beautiful location for the library.

I don't think there should be a library in the new community centre. The

neighbourhood needs a community centre, and the space should be just that, a

community centre, and not taken up with a service the neighbourhood already has (a

library).

Plus, a library should be a quiet space. Community centres are loud spaces, where

people are talking, playing sports, kids being active. A library and a community centre

are two very different spaces, with different services and uses, and thus should not

occupy the same building/location.

I like the library's current location.

12. KECC Given the current and proposed development in the area I would think it an essential

aspect of community life. This should be considered a very high priority. This seems very logical. I am not entirely familiar with the bus routes in the area but it should be a consideration.

13. Current site

I think it'd be a lot of money and work for not a lot more space. Plus, the parking will

be shared with other activities at the centre so not much more room to park either.

The building they are in now has character and history, it's beautiful. However, if the

library is considering moving for better positioning if/when the bridge will be built, I

understand the reason to move a little further away from traffic and support the

decision to move.

If staying, maybe something modern and two story added onto the original home? I am not an architect. I love the current location with the dog park, trail and community garden all surrounding the library. We go to the library for the kids programs all the time and love the dedicated space for it.

14. KECC

I think in terms of making it a part of a community centre and having easier access by

everyone, it's a fantastic idea! And yes, our current library is not big enough. However,

I feel that lack of space is not the only problem. If the new library is also going to

operate on the same hours, then I have a problem with that. I know they're two

separate issues but if the library is going to be made into a bigger and better place,

we all deserve longer/better hours!

no

15. Current site I love the location and building it's in now. Beautiful heritage building. No

16. Current site Leave the library where it is! Easy access in and out. Good sized building and speaks to the heritage of Kingston. Leave it alone!

No

17. KECC I think this is an excellent idea. As indicated the current space is totally inadequate for the number of increasing activities provided by KFPL now available to the community in other libraries within the system.

Currently there is a Friends of the Library (FOL) book sale area at Isabel

Turner Library. Once Central reopens there will be a FOL gift shop. In

order to service the east end of Kingston, may I suggest another FOL book

sale area similar to the one at Isabel Turner? It would provide an excellent

opportunity for the community to become involved with KFPL by donating

gently used books, buying books and becoming a volunteer with the FOL.

All monies raised support KFPL programs.

18. Current site Not needed.

Suggest building an extension on the current building - we like the library

just where it is! Suggest moving dog park to community centre and expand

library parking.

19. KECC

I think it is a wonderful idea. The recommended location will be a very good one. The present location is too small and needs a lot more parking. The "hub" near the high school is going to be near the centre of many community activities. What will happen to the current library building?

n/a

20. Current site I think that is a bad idea. The current location is an important cultural heritage landscape.

The current site is ideal.

21. Current site

Dear Library Board and stakeholders: I am writing today as I am hearing that someone is closing my local Pittsburgh Library. I am very upset by this. I love using the gorgeous historical library in the east end. I do not want to lose a library in a stand-alone building. I hear it is being moved to our new community centre, which is not what I would want. That location is going to be busy enough with enough needs. I would stop using it if that happened. Please continue to keep our current Pittsburgh Library open for east enders to use. Find ways to fix up areas of concern and open the ideas up to our community to assist in fundraising if need be. We want to keep the location, historical facility and would support improving it.

N/A

22. KECC It's a great idea. I hope it is bigger and has more reading area (with comfy chairs!) Label the genres of the books to make it easier to find (mystery, adventure, science fiction, fantasy, etc)

- Have the library open more days than just Tuesday, Wednesday, Thursday and Saturday.

- Longer Hours open (9:00-8:00pm) - Higher turnover of a book series (take mystery books off shelf and put

new mystery books on) - Access to more kids books

23. KECC I think it would be a great way to get more of the community involved in the library. No.

24. KECC

All in favor of it! 100% though I would like the hours of this branch expanded. With the growth in this area, it only makes sense and is fair for more servicing at the Library. I also hope to see a more expanded collection of books instead of always having to reserve in advance.

No, coordinating it with the community centre is perfect.

25. KECC Great idea. I would like the City to ensure that the new community centre will be large enough to house the library and still have lots of room for other community activities.

26. Current site

- Why move the present library, which makes excellent adaptive reuse of the historic farmhouse, the future of which otherwise may be in jeopardy?

- The surrounding green spaces, dog parks and walking paths make visiting the library an enjoyable, multi-sided experience.

- Historic farmhouse may not be ideal for uses like children's playgroups which might be more suitable in the new proposed community centre, closer to parent-friendly facilities.

- Expand present library addition (done 1999-2000) to the north following the same design lines; the architects must surely have foreseen this eventual need for expansion - not as "difficult" as this survey suggests.

- Relocate children's playgroups to the new community centre, but not the library which would enlarge the centre too much in that particular area between a subdivision and La Salle Secondary School.

27. Alternate location

This area will be so overcrowded as it is, where would additional users park? This is a terrible idea! The residents in the area of La Salle are already overstressed in terms of traffic intensity, noise, light pollution etc. Moreover, there is a severe reduction in green/park space for those residents with the community centre proposal.

Where the community centre east should have gone: Beside the soccer fields, further north on #15. Thus making the library more accessible to countryside district as well. Also then requiring the public bus service to go a little further north.

28. KECC

I am all in favour of building a new library branch at the Kingston East Community Centre. My parents live near Gore Rd (it is where my sisters and I grew up) and they take my son to the library there often. But we have found the current site (although beautiful) much too small to comfortably accommodate such a large (and growing) community. This new library would be very welcome!

I think this site would be perfect!

29. KECC We are in favor of this proposal. No

30. Current site I think that it is ill advised. Expanding facilities at existing site, offering programming at the community centre.

31. KECC I have seen this concept work really well, helping make the library programs more accessible. As long as the library would be gaining space and not having shorter hours, I am in favour of this.

Being integrated with the community centre would be a good thing. As long as both have the space they need.

32. KECC or alternate site

As much as I would hate to see the library move out of such a beautiful building, more space is needed to serve the needs of the growing community. I like that there would be more space to host programming and promote literacy among our youth.

There’s a lot of open space near Startek. Instead of trying to squeeze everything into a small community space, why not try to use some of that unused land off of Hwy 15?

33. Current site

The KECC is a terrible idea. Leave our park alone. Don't ruin Grenadier Park. We presented a petition of over 300 names against spending millions on a development that is not needed. The city has taken the largest residential lot in our district and turned it into a Shoppers Drug Mart, and now they are going to destroy at least half of Grenadier Park for this. A lot is happening behind closed doors with no public input or meeting. Smells a lot like what happened on Brock Street to St Mary's/St Joseph's School. We'll get details after everything is done in a press release on Christmas Eve.

If you want a new library, build it where it is. Relocate the dog park and flower gardens and build the KECC and new library at its present location. " Paved paradise and put up a parking lot"

34. Current site

There will be very limited space available at the KECC and moving the library to that

location would consume a large portion of that. In effect, the community would lose

out on the possibility of having that space available for other options, without adding

any new service to the community. I am against such a move.

The library in its current location is a valuable asset to Kingston East and I

would prefer that it remain at its current location. If expansion is needed, I

would like that expansion to occur at that location. I believe that it's well

located and easily accessible. How much money is being spent on

renovations to the Johnson Street branch? That doesn't seem to have been

an issue. The City puts little enough money into services in Kingston East

as it is.

35. KECC I'm excited and anticipating more books. I loved going in the historical building but it

didn't meet my family's needs. I think the KECC is the best choice.

36. Current site

The historic building provides a different atmosphere than any new library ever could.

Instead of moving, do a reno to current space and build a community centre beside

the library.

Move the not yet built community centre to the library ground and build it

there. Not the other way around.

37. Current site I like the current location Add more hours.

38. KECC I agree that the East End needs a larger library. It's a good site. No.

39. KECC

I think it's a good idea because it gives students a safe place to hang out and study. It

will also give the neighbourhood some life. It's a good idea to have it beside La Salle

because it keeps learning areas close together.

n/a

40. Current site

I can see no good reason for constructing a new library branch, when we have an

excellent branch in a lovely heritage building with an imaginative extension that

provides a welcoming space. The present branch is located in very nice grounds, with

an important heritage dry stone wall. In 2000, the then new Pittsburgh Branch of the

Kingston Public Library received an award from the Frontenac Historic [now Heritage]

Foundation for the conservation of the heritage farmhouse and the creation of a

sympathetic and workable new extension.

If there arises a need to expand library service in Kingston East, I would

recommend using some of the little-used space in the heritage stone

farmhouse portion of the present building and hiring the architects who drew

up the plans for the addition to provide plans for another in a similar style.

41. Current site My preference is for enlarging the existing building and expanding parking. As with

any modern household, better to improve than start from scratch. n/a

42. Current site or alternate location

I thought the point of the community centre was to bring additional services to the

community. This seems like relocating one service instead. What will be cut from the

community centre plan to make room for the library? Also – moving it to the

community centre is a less central location for the majority of the population than

where it is now. Most of greenwood park can reasonably walk to the library now, not

so much if it is moved to the community centre.

Upgrade the current library location or build a huge library in the industrial

park area. Most of greenwood park could walk on the path to get there. Also

close to the new grocery plaza. There is also a huge field behind the fire

station.

43. KECC

I support the idea of building a new library branch at the KECC. The current branch is

a beautiful limestone house in an attractive setting. However, it has numerous

limitations as noted in your literature. With a growing population in Kingston East, a

new branch would be a welcome addition to the KECC site.

KECC site makes the most sense to me.

44. KECC

If more space is needed I'm fine with moving the library as long as the existing Gore

Road building is RETAINED and used for another purpose and NOT SOLD. If the

intent is to sell the heritage building it is not acceptable. This building and land,

however expensive, is valuable to the City long term.

Build it in the Greenwood Park/Gore Road general area and don't move too

far to the north or south end of Kingston East. KEEP IT CENTRAL.

45. KECC Since the current library is too small for the growth that is taking place in East

Kingston, it is urgent that a new library should be built soon.

I think the library should be located beside or as part of the new community

center beside La Salle High School. That would seem to be the most logical

position.

46. Current site

I do not want the current Gore Road branch closed. It is unique in a historic setting. It

was renovated to accommodate the library recently using taxpayers' dollars, in the

last 15 years or so. It is not crowded, often seems under-utilized and is a very

pleasant environment in which to study and access the library services. There are

study rooms which are usually empty. It is on the main road of county road 15 which

provides easy access to many people in the former Pittsburgh township.

Why does relocation need to occur? Has the current site been deemed

unacceptable and if so, by whom? Taxpayers’ dollars would have been

spent to modify it initially. What is needed and can it be accommodated in

the current site for less money?

47. Current site I don't like the idea! Looks like parking space would be a great problem - with parking

for school and community centre plus Library! Think about it!

It would save the city (and taxpayers) a lot of money by expanding the

Library on the same property. The existing library is a warm and inviting

place.

48. Current site

I am not in favour of this site for a number or reasons. The present site of our library

is delightful and has the room for expansion if needed. It is a charming and notable

home for a library. If the expected need for the library by 2026 is 10,000 sq. ft., then

this would considerably detract from the useable program space for other community

needs and programs if housed in the planned community centre.

No. It seems to me that if there was a call for an expansion of library

services, then our Pittsburgh branch would have extended, daily open

hours, not the present schedule it keeps. Again, the present site sits on an

area of land that could be used as an expansion for the present building

while protecting the meaningful heritage of the original building...this is

Kingston, and one would assume that the historical significance of a

structure would be a source of pride, especially to a building dedicated to

books and learning!! Find the right architect, and you will have a gem!

49. Current site

One of the things that drew me to the East end was the beautiful historic library

branch. We love to visit the library and explore the trails behind it. I am not in favour

of constructing it with the new community centre.

You could keep the original site as an adult branch and have a family

branch within the community centre but fiscally that would likely not work. I

would prefer to see it expand at the present site. A library is a peaceful

oasis which would not be the case if housed in a community centre hub.

50. Current site

I believe that the current site should be expanded. If you move the library to the new

community centre, there will not be enough space for meeting rooms etc at the

community centre. Pittsburgh township built the library as a way to preserve the

property and as an expandable, central location for the library. It is easily accessible,

and if the 3rd crossing comes along, will be more so. We do not want to lose this

property to developers.

Build community meeting rooms in the new community centre. Expand the

current library. It may be necessary to move the dog park and gardens to

the new community centre. If you're going to build a satellite library, put it in

the north – Joyceville PS for example. Better yet, make use of a

bookmobile that serves the northern half of the township better.

51. Alternate location

I do not think it's a good idea. The community centre space should be utilised for

services that are currently not offered in the east end. The old school in Barriefield village could work for a new library.

52. Current site I strongly disagree with constructing a new library!!

You must be planning something for the spot of the current library site???

I suggest building on to the current library. This is an amazing building and

within walking distance of many elderly residence. Forget the bridge and

expand the library!!

53. Current site

We like the library exactly where it is in a beautiful old house on gorgeous grounds.

There hardly seem to be any people in it as it is; so I don't see the need for a bigger

location. It is beautiful now and fulfills the community's needs exactly as it is now.

Leave it where it is. More parking is the only thing we need.

54. KECC

I think this is a smart decision. It could see increased use of and access to the library.

Once the bridge is built there will be increased traffic in the area of the old site. It will

benefit both the library and the community centre to combine the location

I think the community centre is the only realistic and effective option. The

current library site needs to me maintained and repurposed by the city.

55. Current site

What a ridiculous idea! We have a beautiful, unique heritage property on gorgeous

wooded grounds. Why put a sterile building in a heavily congested area? Rather than

looking out at lovely grounds and woods, the view would be parking lots and cement

buildings. The serenity would be destroyed by the noise of the community centre, the

skate park and the school.

No other sites are as wonderful as this location, which will be even more

valuable and accessible when the new bridge is built.

A couple of options would be to OPEN THE EXISTING LIBRARY MORE

and extend the parking lot. I use the library often and am frustrated with the

number of days it is closed - almost half the week. Surely it would be more

financially feasible to pay staff for more hours and to use an existing

building than to build a new one. Also, finding parking can be tricky at times

with the dog park use as well as a quarter of the spots being marked

handicapped (and always empty). There is so much land towards the dog

park which could be made into more spots. Or pave the grassy area

between some existing spots, where overflow parking occurs anyway. To be

honest, the only time parking is an issue is Wednesday morning when the

children's program is on. Most of the times I use the library it is almost

empty.

As for concerns regarding the building not being suitable for 21st century

library services, there are constantly new technological advances that might

alleviate some issues. Wifi and laptops have replaced the need for many

computer stations.

Storage for huge collections is not an issue either as the online book

reservation system seems to be well used! The number of shelves for

reservations is constantly growing. This provides access to the entire library

system.

I think some slight changes to the existing library would be the best solution.

Then more people could access what we already have, and enjoy the

beautiful building and location.

56. Current site If it closes 80 Gore Road? No. THIS IS A GREAT LOCATION WITH ITS PROMISE OF RELAXATION.

57. Current site or add 6,00 sq ft branch

See answer for next question.

I'm most concerned about what will happen to the current Pittsburgh Library

- it's a beautiful, special building with history to it, and personally, it's the

most comfortable library to be in of all the KFPL branches. Of the four

options, I think the best is to add another building or expand the original

building (and expand the parking lot) on the property, to give more space for

programs and books while still keeping the current library building and

grounds.

Last review November 22, 2017

Kingston Frontenac Public Library Board OPERATIONAL POLICIES

POLICY TYPE Name Last review Next review Frequency Legislative Authority

Community Perspective Access to Information and Protection of Privacy (title revision, was Patron privacy)

2016 October 2020 October Year 2 of term Municipal Freedom of Information and Protection of Privacy Act, R.R.O. 1990, c. M. 56 (MFIPPA).

Community Perspective Collection development 2017 February 2018 February Annual

Community Perspective Community Engagement 2017 March – revised June 2017 motion 2017-48

2018 February Annual

Community Perspective Community Partnerships 2017 October 2021 October Year 3 of term

Community Perspective Internet Access, Public (includes internet filtering)

2016 February 2020 February Year 2 of term

Community Perspective Patron Code of Conduct 2016 February policy to be reconsidered

2020 February Year 2 of term Public Libraries Act R.S.O. 1990 c. P. 44 23(4)

Community Perspective

Programming 2017 October 2021 October Year 3 of term

Community Perspective

Use of library space for art exhibits

2013 November 2018 May (from Oct 2017)

Year 3 of term

Video surveillance 2014 October 2014 May

2018 May Year 4 of term Municipal Freedom of Information and Protection of Privacy Act, R.R.O. 1990, c. M. 56 (MFIPPA).

Organizational Readiness Anti-nepotism 2017 June 2021 May Year 3 of term Municipal Act, 2001, S.O. 2001 c. 25 270(2)

Organizational Readiness Criminal Record Checks 2017 June 2021 May Year 3 of term

Organizational Readiness Media 2017 November 2021 October Year 3 of term

Organizational Readiness Occupational Health and Safety

2017 June 2018 May Annual by H & S committee

Occupational Health and Safety Act, R.S. O. 1990 c. O.1 Part III,25(2)(j)

Organizational Readiness Records Management 2016 October 2020 October Year 2 of term

Organizational Readiness Standards of conduct for KFPL employees

2017 October 2021 May Year 3 of term

Organizational Readiness Volunteer policy 2017 June 2021 May Year 3 of term

Organizational Readiness Workplace harassment 2017 June 2018 May Annual by H & S committee

Occupational Health and Safety Act, R.S.O. 1990 c. O. 1 Part III.0I, 32.01 (1)

Organizational Readiness Workplace violence (prevention)

2017 June 2018 May Annual by H & S committee

Occupational Health and Safety Act, R.S.O. 1990 c. O. 1 Part III.0I, 32.01 (1)


Financial Gifts, Donations and Planned Giving

2016 October 2020 October Year 2 of term

Financial Meeting room 2014 October 2018 February (from Oct 2017)

Year 3 of term

Financial Naming 2014 September 2018 October Year 4 of term

Financial Planned giving 2016 October 2020 October Year 2 of term

Financial Procurement of goods & services

2011 October 2018 May Year 4 of term Municipal Act, 2001, S.O. 2001 c. 25 270(2)

Financial Sponsorships 2015 October 2019 October Year 1 of term

MEANS POLICIES

POLICY TYPE Name Last review Next review Frequency Legislative Authority

Core values Accessibility for users with disabilities

2017 October 2018 October Annual O. Reg 191/11 s. 3(2) under Accessibility for Ontarians with Disabilities Act,


GOVERNANCE (Carver)

POLICY Name Last Review Next Review Frequency

Executive Limitations

L-1 General Executive Constraint 2015 October 2019 October Minimum once per term

L-2 Staff Relations and Volunteers 2015 October 2019 October Minimum once per term

L-3 Treatment of public 2015 October 2019 October Minimum once per term

L-4 Financial planning/budgeting 2015 October 2019 October Minimum once per term

L-5 Financial Condition 2015 October 2019 October Minimum once per term

L-6 Emergency executive succession 2015 October 2019 October Minimum once per term

L-7 Asset protection 2015 October 2019 October Minimum once per term

L-8 Compensation and benefits 2015 October 2019 October Minimum once per term

L-9 Communication and counsel 2015 October 2019 October Minimum once per term

L-10 Access to facilities and maintenance 2015 October 2019 October Minimum once per term

Governance Process

G-1 Governance Commitment 2016 October 2020 October Minimum once per term

G-2 Governing style 2016 October 2020 October Minimum once per term

G-3 Board job description 2016 October 2020 October Minimum once per term

G-4 Chairperson’s role 2016 October 2020 October Minimum once per term

G-5 Board committee principles and structure 2016 October 2020 October Minimum once per term

G-6 Annual agenda planning 2016 October 2020 October Minimum once per term

G-7 Board members’ code of conduct 2016 October 2020 October Minimum once per term

G-8 Cost of governance 2016 October 2020 October Minimum once per term

G-9 Ownership Linkages 2017 October 2018 October Annual

Board-staff relationship

B-1 Board-Chief Librarian linkage 2017 October 2021 October Minimum once per term

B-2 Unity of control 2017 October 2021 October Minimum once per term

B-3 Accountability of the Chief Librarian 2017 October 2021 October Minimum once per term

B-4 Delegation to the Chief Librarian 2017 October 2021 October Minimum once per term

B-5 Monitoring Chief Librarian performance 2017 October 2021 October Minimum once per term

Ends

E-1 Ends statement 2014 May 2018 October Minimum once per term

E-2 Mission statement 2013 October 2018 October Minimum once per term

Vision 2013 October 2018 October Minimum once per term

Values 2013 October 2018 October Minimum once per term

December 2017


Annual Workplan 2018

Board Term Year 4

Date Agenda items

January 24

Ownership Linkages

Develop ownership linkages plan for the year

Decide which section of the ownership to actively engage with

Board Education

OLA SuperConference

Governance Process

Election of Officers

Items Requiring Action

Set Kilometre Rate

Monitoring CEO & Self-Evaluation

Communication and Counsel

Emergency Executive Succession

February 14

C.O.W. meeting

Policy Review:

Collection Development

Community Engagement

Meeting Room

February 28

Ownership Linkages

Decide on methods to use

Board Education

Determine board education needs for the year


Policy Approval:

Collection Development

Community Engagement

Meeting Room

CEO information reports

Statistical Report (4th Quarter 2017)



Staff Relations and Volunteers

Financial Condition (Year End 2017)

Board Self-Evaluation

December 2017

March 28 Ownership Linkages

To be determined

Board Education

To be determined



Annual Report

April 25

Ownership Linkages

To be determined

Board Education

To be determined


Director / Manager Report (Director, Human Resources)



Financial condition (1st Quarter)

Treatment of Public

May 9

C.O.W. meeting

Policy Review:

Occupational Health and Safety

Workplace Harassment

Workplace Violence Prevention

Video Surveillance

Procurement of Goods and Services


May 23

Ownership Linkages

To be determined

Board Education

To be determined


Policy Approval:

Occupational Health and Safety

Workplace Harassment

Workplace Violence Prevention

Video Surveillance

Procurement of Goods and Services


December 2017


Statistical Report (1st Quarter)




Asset Protection: Audit

Audit Approval Consent


June 27

Ownership Linkages

To be determined

Board Education

To be determined


Director / Manager Report (Manager, Facilities)


Access to Facilities & Maintenance

Yearly Board Self-Evaluation

September 26

Ownership Linkages

To be determined

Board Education

To be determined

Ends

KFPL Vision 2020 - Status Report (January - June 2018)

Governance Process

Legacy Document


Statistical Report (3rd Quarter)

2019 Workplan



Statistical Report (2nd Quarter)

Financial Condition (2nd Quarter)

Report on results of yearly board self-evaluation

December 2017

October 10

C.O.W. meeting

Policy Review:

Ends (E1-E2)

Ownership Linkages

Accessibility for Users with Disabilities

Naming

October 24 Ownership Linkages

To be determined

Board Education

To be determined

Ends

KFPL Vision 2020 – Action Plans 2019

Governance Process

Policy Approval:

Ends (E1-E2)

Ownership Linkages


Policy Approval:

Accessibility for Users with Disabilities

Naming



Financial Condition (3rd Quarter)

Financial Planning and Budgeting

Budget Approval Consent


November 28

Ownership Linkages

Review of the year’s ownership linkage efforts

Board Education

To be determined


Statistical Report (3rd Quarter)


Chief Librarian’s Performance Review



Compensation and Benefits

December 2017

December 12

Ownership Linkages

To be determined

Board Education

To be determined

Ends

KFPL Vision 2020 - Status Report (July - December 2018)


Review CEO remuneration


State of the Union; Year End Review (Chair)


agenda - kingston frontenac public library december 13 20… · 5.1.1 from the federation of...

Documents