Tay Township Public Library Board Meeting Minutes
Date: Jan 25, 2007Time: 7:00 p.m.
Present: Bob Coryell, Chairperson, Axel Frandsen, Michele Gouett, Sandy Talbot
Staff: Ted Walker, CAO, Simone Latham, Acting CEO, Cyndi Bonneville
Regrets: Rick Black 1. Call to Order:
The Acting CEO welcomed the new Board members and called the meeting to order at 7:00 p.m.
2. Orientation:
Ted Walker presented a slide presentation outlining the legislation framework of the Library Board as regulated by the Public Libraries Act. Mr. Walker reiterated sections of the Act with respect to procedures, the required number of Board members as appointed by Council and the length of term.
Mr. Walker outlined the “to do list” for the board which included the appointment of a Chairperson, attendance at monthly meetings, protocol for in-camera discussions and dealing with requests under the Freedom of Information and Protection to Privacy Act.
Mr. Walker informed the Board of the general assistance and advice provided to the Libraries by the Township staff such as payroll, accounts payable, maintenance and repairs to facilities, budget, legal advice and grant applications.
Concluding Mr. Walker’s presentation a question and answer period ensued.
The Acting CEO presented a slide presentation summarizing the location and condition of the individual branches, staff positions and hours of operation of each library.
The Acting CEO outlined numerous services that the Library provides their patrons including internet use, books and reference materials, cataloguing, inter-library loan, home delivery, electronic materials and a variety of programs.
At this point a lengthy discussion ensued with respect to staff job descriptions, vacancy of the CEO’s position, volunteers, pay equity process and the Library Board policies. A question and answer period followed with the Acting CEO in conjunction with the CAO responding to questions brought forth.
The Acting CEO spoke of the capital budget process outlining revenues, expenditures and the disbursement of donations received. The Acting CEO spoke in detail on the staffing chart and schedule currently in place and praised the Library staff for their efforts during this challenging transition period.
At this point in the meeting Mr. Walker congratulated the new board members and left the meeting.
3. Appointment of Chairperson:
We received a verbal report from the Acting CEO in regard to the requirement of the Act to appoint a Board Chairperson.
A brief discussion ensued with respect to the responsibilities of this position and following discussion and consideration a decision was reached.
MOVED BY: SANDY TALBOT MOTION NO. 2007-01
SECONDED BY: MICHELE GOUETT
WHEREAS IT IS NECESSARY FOR THE BOARD TO APPOINT A CHAIRPERSON;
NOW THEREFORE THE BOARD APPOINTS BOB CORYELL AS CHAIRPERSON FOR THE TOWNSHIP OF TAY LIBRARY BOARD. CARRIED.
4. Adoption of Minutes:
MOVED BY: SANDY TALBOT MOTION NO. 2007-02
SECONDED BY: AXEL FRANDSEN
THAT THE MINUTES OF THE REGULAR MEETING DATED NOVEMBER 23RD, 2006 BE ADOPTED AS CIRCULATED. CARRIED.
5. Business Arising from the Minutes:
There were no items of business arising from the minutes at this time.
6. Accounts:
To assist the new board members the Acting CEO briefly outlined the format utilized for reporting the monthly accounts and responded to questions brought forth.
MOVED BY: AXEL FRANDSEN MOTION NO. 2007-03
SECONDED BY: MICHELE GOUETT
THAT THE DECEMBER ACCOUNTS, AS PRESENTED AND ATTACHED, IN THE AMOUNT OF $8,101.49 BE ACCEPTED. CARRIED
7. Branch Reports:
The Board commented on the extraordinary work carried out by both the staff and volunteers to deliver a diversity of programs offered to the patrons. The Acting CEO reiterated the importance the role of volunteers and noted that an appreciation night was hosted to express our appreciation of their continuous devotion. The Acting CEO recommended that the Board take the opportunity to meet the volunteer groups.
7. a Port McNicoll
We received for information the November/December report prepared by Heather Walker of the J & M Young Public Library.
7. b Victoria Harbour
We received for information a report dated January 4th, 2007 prepared by Carol Vanderhart of the Victoria Harbour Library.
7. c Waubaushene
We received for information the December branch activity of the Waubaushene Library, as submitted by Janice Waddell.
7.d Sheila’s Active Volunteers
We received for information the statement of income and expenses of the Tay Library Waubaushene Branch volunteers.
8. Community Access Program:
We received a verbal report from the Acting CEO in regard to the Community Access Program (CAP). The Acting CEO advised that additional monies are available through the grant program and staff identified the need for computer chairs for the three branches.
MOVED BY: MICHELE GOUETT MOTION NO. 2007-04
SECONDED BY: AXEL FRANDSEN THAT WHEREAS LIBRARY STAFF RECEIVED NOTIFICATION THAT AN ADDITIONAL $800.00 WAS AVAILABLE UNDER THE FEDERALLY FUNDED COMMUNITY ACCESS PROGRAM (CAP); AND WHEREAS THE TIMING OF THE ANNOUNCEMENT DID NOT ALLOW STAFF TO MAKE A RECOMMENDATION TO THE LIBRARY BOARD; AND WHEREAS IT WAS IN THE BEST INTEREST OF THE LIBRARY TO SPEND THE FUNDS BY JANUARY 17TH, 2007; NOW THEREFORE, THE LIBRARY BOARD CONCURS WITH THE PURCHASE OF COMPUTER CHAIRS UNDER THE CAP GRANT. CARRIED.
At this point the Board requested that an inventory of electronic supplies be provided; this will assist the Board when making a decision on future request for new electronic purchases.
9. Huronia Communities Foundation Donation:
We received a verbal report from the Acting CEO in regard to a donation received from the Huronia Communities Foundation. The Acting CEO stated that items purchased from donation monies are earmarked to identify the donor.
MOVED BY: SANDY TALBOT MOTION NO. 2007-05
SECONDED BY: AXEL FRANDSEN THAT WHEREAS THE TAY LIBRARY BOARD RECEIVED A DONATION OF $1,000 FROM THE HURONIA COMMUNITIES FOUNDATION;
AND WHEREAS THE LIBRARY BOARD HAD PREVIOUSLY FORWARDED ITS BUDGET REQUEST FOR 2007 TO COUNCIL;
AND WHEREAS STAFF HAVE RECOMMENDED TO THE BOARD THAT THE FUNDS BE USED TO IMPROVE THE ELECTRONIC COLLECTION OF CD’S, CD-ROMS AND DVD’S FOR YOUTH AND ADULT NON-FICTION MATERIALS;
NOW THEREFORE, THE LIBRARY BOARD AUTHORIZES THE STAFF TO ORDER THE ABOVE ELECTRONIC MATERIALS, TO A LIMIT OF $1,000. CARRIED.
10. Inter-Branch Taxi Service:
We received a verbal report from the Acting CEO in regard to inter-branch taxi service for the transportation of materials from branch to branch. The Acting CEO spoke to the matter and advised that this responsibility is normally carried out by the CEO and recommended that as a cost savings and elimination of risk the mail run be temporally contracted out.
MOVED BY: AXEL FRANDSEN MOTION NO. 2007-06
SECONDED BY: MICHELE GOUETT THAT WHEREAS THE POSITION OF C.E.O. OF THE LIBRARY IS CURRENTLY VACANT;
AND WHEREAS THE FORMER C.E.O. AND STAFF REGULARLY TRANSPORTED BOOKS AND OTHER MATERIALS AS THEY MOVED FROM BRANCH TO BRANCH;
AND WHEREAS IT IS MORE COST EFFECTIVE TO HIRE A TAXI COMPANY TO TRANSFER ITEMS THAN TO HAVE THIS SERVICE PROVIDED BY STAFF;
NOW THEREFORE THE LIBRARY BOARD APPROVES THE ARRANGEMENT MADE WITH MR. DOUG SALLOWS UNTIL SUCH TIME AS THE STAFF VACANCY IS RESOLVED. CARRIED
11. Lions Club Fundraising Dance:
We received a verbal report from the Acting CEO in regard to the upcoming fundraising dance hosted by the Lions Club. The Chairperson provided additional insight on the upcoming video dance that will held in conjunction with Winterama on February 10th, 2007. The Chairperson also noted that any profit derived from the dance will be donated towards the Victoria Harbour Library expansion.
At this point a lengthy discussion ensued with respect to the Library expansion and the Acting CEO advised that pictures depicting the expansion will be on display at the video dance.
12. Code of Conduct for Library Patrons:
We received a verbal report from the Acting CEO with respect to the code of conduct for patrons utilizing the Library establishments. The Acting CEO advised that staff is experiencing misbehaving children and acts of vandalism.
The Acting CEO distributed a copy of the existing code of conduct for the Board’s perusal and suggested that staff discussion be considered prior to implementing any amendments.
It was agreed that the Board bring forward any comments or concerns to the Acting CEO and at this time the matter be received for information.
13. Appointment to the Board:
We received a verbal report from the Acting CEO in regard to the appointment of an Acting Board Secretary and Treasurer as regulated under the Library Act.
A lengthy discussion ensued with respect to the CEO vacancy and the Acting CEO commented that the matter is very taxing on staff as a result of extra duties and this is a good opportunity for the Board to review the staffing structure and the CEO position.
MOVED BY: AXEL FRANDSEN MOTION NO. 2007-07
SECONDED BY: MICHELE GOUETT
WHEREAS SIMONE LATHAM WAS APPOINTED ACTING CEO FOR THE BOARD IN LATE 2006;
AND WHEREAS MORE TIME IS REQUIRED FOR THE BOARD TO DEAL WITH THE ISSUE OF PERSONNEL RELATED TO APPOINTMENT(S) OF MANAGEMENT STAFF FOR THE BOARD AND STAFFING IN GENERAL;
AND WHEREAS THE PUBLIC LIBRARIES ACT REQUIRES THE BOARD TO APPOINT A SECRETARY AND A TREASURER;
AND WHEREAS THE ACT PROVIDES THAT THE CEO, TREASURER AND SECRETARY CAN BE THE SAME PERSON;
NOW THEREFORE, THE BOARD HEREBY APPOINTS SIMONE LATHAM AS ACTING BOARD SECRETARY AND TREASURER, IN ADDITION TO HER ROLE AS ACTING CEO FOR THE BOARD. CARRIED
14. Preliminary Capital Budget Amendment:
We received a verbal report from the Acting CEO in regard to an amendment to the preliminary capital budget as it relates to the roof replacement for the Waubaushene Library.
MOVED BY: MICHELE GOUETT MOTION #2007-08
SECONDED BY: AXEL FRANDSEN
THAT THE STAFF BE DIRECTED TO AMEND THE PRELIMINARY CAPITAL BUDGET FOR 2007 AS FOLLOWS;
TO REMOVE THE COST OF REPLACING THE ROOF AT THE WAUBAUSHENE LIBRARY, AND;
TO INCLUDE THE COST TO REPAIR THE SIDING AT THE WAUBAUSHENE LIBRARY AT THE ESTIMATED PRICE OF $3,000 PLUS TAXES. CARRIED.
15. Wages:
We received a verbal report from the Acting CEO in regard to the 2007 staff wages.
MOVED BY: MICHELE GOUETT MOTION #2007-09
SECONDED BY: SANDY TALBOT
WHEREAS THE WAGE GRID INCREASES FOR LIBRARY STAFF HAVE HISTORICALLY BEEN THE SAME AS THOSE GRANTED BY COUNCIL TO TOWNSHIP STAFF;
AND WHEREAS COUNCIL HAVE INCREASED THE WAGE GRID FOR TOWNSHIP STAFF FOR THE YEAR 2007 BY 3%;
AND WHEREAS IT IS NECESSARY FOR THE BOARD TO CONFIRM THE WAGE RATES FOR STAFF TO INCLUDE IN THE 2007 BUDGET;
NOW THEREFORE, THE BOARD HEREBY CONFIRMS THAT THE WAGE GRID FOR LIBRARY STAFF BE INCREASED BY 3% FOR THE YEAR 2007, RETROACTIVE TO JANUARY 1ST, 2007. CARRIED.
16. Meeting Dates:
The Chairperson spoke on the matter and advised that the date selected does not necessarily have to be the same for the duration of the Board’s term.
After discussion and consideration it was agreed that the Board meet the first Thursday of the month and it was also recommended that the meetings rotate among the three branches.
A discussion ensued with respect to cancellation of the February meeting due to the proximity in meetings dates. The Acting CEO was given direction accordingly.
17. Annual Statistics:
The Acting CEO reviewed the annual statistics highlighting the activity of the individual branches for 2006, items of interest included patron count, circulation and programs. The Acting CEO expressed the importance of the branch to promote the services offered to their patrons in order for the program or service to be well attended.
18. Other Items of Business:
18.1 The Chairperson advised, for those interested, an invitation to attend a reception hosted by Southern Ontario Library Service on February 1, 2007 was forwarded to the Board. Received for information.
18.2 The Board members reviewed their upcoming schedules and it was noted that Axel Frandsen will be away for the month of February and Bob Coryell will not be available for 6 weeks commencing mid-February.
19. Adjournment:
MOVED BY: SANDY TALBOT MOTION NO. 2007-10
SECONDED BY: AXEL FRANDSEN
THAT THIS MEETING OF THE TAY TOWNSHIP PUBLIC LIBRARY BOARD BE ADJOURNED AT 9:40 P.M. AND RECONVENE AT THE CALL OF THE CHAIR. CARRIED.
Minutes Recorder: Cyndi Bonneville