MINUTES OF THE TAY TOWNSHIP
PUBLIC LIBRARY BOARD MEETING
HELD AT THE WAUBAUSHENE PUBLIC LIBRARY
THURSDAY AUGUST 16, 2007
7:00 P.M.

PRESENT:
Bob Coryell
Axel Frandsen
Michele Gouett
Nelson Baumgardner

STAFF PRESENT:
Simone Latham, Acting CEO
Heather Walker, Clerk 1 (Port McNicoll)
Cyndi Bonneville, Minutes Recorder

REGRETS: Sandy Talbot

1. CALL TO ORDER:
The meeting was called to order at 7:00 p.m.

2. ADOPTION OF MINUTES:
MOVED BY: AXEL FRANDSEN MOTION NO. 2007-57
SECONDED BY: MICHELE GOUETT
THAT THE MINUTES OF THE REGULAR MEETING DATED JULY 19TH, 2007 BE ADOPTED AS CIRCULATED.
CARRIED.

Bob Coryell questioned the date to re-tender the Victoria Harbour Library Tender as noted in the minutes under Item No. 11. It was noted that as of the meeting date, July 19th, 2007, the re-tender date of January was correct, however Council recently discussed the matter and the anticipated date may alter accordingly.

3. BUSINESS ARISING FROM THE MINUTES:
There were no items of business arising from the minutes at this time.

4. ACCOUNTS:
MOVED BY: MICHELE GOUETT MOTION NO. 2007-58
SECONDED BY: NELSON BAUMGARDNER
THAT THE JULY ACCOUNTS, AS PRESENTED AND ATTACHED, IN THE AMOUNT OF $5,060.19 BE ACCEPTED.
CARRIED.

5. BRANCH REPORTS:

5. a Port McNicoll
We received for information the July report prepared by Heather Walker of the J & M Young Public Library.
5. b Victoria Harbour
We received for information a report dated August 2nd, 2007 prepared by Carol Vanderhart of the Victoria Harbour Library.
5. c Waubaushene
We received for information the July activity report of the Waubaushene Library, as submitted by Janice Waddell.

Items of discussion included the Summer Reading Club and the Theatre Program. Heather Walker responded to questions brought forth and advised that the Theatre Program is a success and the participants are enjoying the program immensely.

The Board suggested that detailed information be provided by all three branches and that the individual branch reports reflect same. The Acting C.E.O. was directed to address the matter.

6. STATISTICS:
We reviewed the July statistics focusing on the circulation numbers recognizing the increase to the Port McNicoll and Victoria Harbour branches, it was further noted that the circulation counts for the Waubaushene branch for July 2006 and July 2007 were identical. The Acting C.E.O. will investigate this matter to confirm accuracy.

7. CAPITAL BUDGET:
Upon receiving notes from the Acting C.E.O. in regard to the 5 Year Capital Plan a question and answer period ensued.
The Acting C.E.O. responded to questions brought forth providing explicit details on the following items;

* Victoria Harbour Branch Renovation the costs associated with same and the completion of the community room.
* Grant monies for shelving.
* Telephones – incorporating the Township’s new phone system to include the Library branches.
* Roof repair, windows and painting for the Port McNicoll branch.
* Furniture and equipment, computers and photocopiers.
* Reserves as they relate to the capital budgeting for equipment replacement. Projected reserves such as in memorium funds and building fund donations.

After discussion and consideration the following motion was passed.
MOVED BY: NELSON BAUMGARDNER MOTION NO.2007-59
SECONDED BY: AXEL FRANDSEN
THAT THE CAPITAL BUDGET, AS AMENDED, BE FORWARDED TO THE COUNCIL OF THE CORPORATION OF THE TOWNSHIP OF TAY.
CARRIED.

8. IN CAMERA SESSION:
MOVED BY: MICHELE GOUETT MOTION NO. 2007-60
SECONDED BY: AXEL FRANDSEN
THAT THE BOARD ADJOURN TO AN IN CAMERA SESSION;
AND FURTHER THAT THIS PORTION OF THE MEETING BE CLOSED TO THE PUBLIC PURSUANT TO THE FOLLOWING SECTION(S) – AS MARKED, OF SECTION 239, SUBSECTION (2) OF THE MUNICIPAL ACT, 2001;

- A PERSONAL MATTER ABOUT AN IDENTIFIABLE INDIVIDUAL, INCLUDING MUNICIPAL OR LOCAL BOARD EMPLOYEES;
CARRIED.

MOVED BY: MICHELE GOUETT MOTION NO. 2007-61
SECONDED BY: NELSON BAUMGARDNER
THAT THE BOARD ADJOURN FROM THE IN CAMERA SESSION AT 9:25 P.M. AND RETURN TO THE REGULAR MEETING.
CARRIED.

9 ADJOURNMENT:
MOVED BY: AXEL FRANDSEN MOTION NO. 2007-62
SECONDED BY: NELSON BAUMGARDNER
THAT THIS MEETING OF THE TAY TOWNSHIP PUBLIC LIBRARY BOARD BE ADJOURNED AT 9:25 P.M. AND RECONVENE ON SEPTEMBER 20TH, 2007 AT THE PORT McNICOLL LIBRARY.
CARRIED.

Minutes Recorder: Cyndi Bonneville