MINUTES OF THE TAY TOWNSHIP
PUBLIC LIBRARY BOARD MEETING
HELD AT THE J & M YOUNG PUBLIC LIBRARY
THURSDAY, JULY 19, 2007
7:00 P.M.

PRESENT:
Bob Coryell *
Axel Frandsen
Michele Gouett
Sandy Talbot

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

REGRETS: Nelson Baumgardner

1. CALL TO ORDER:
The Acting Chair, Michele Gouett, called the meeting to order at 7:00 p.m.

2. ADOPTION OF MINUTES:
MOVED BY: SANDY TALBOT MOTION NO. 2007-45
SECONDED BY: AXEL FRANDSEN
THAT THE MINUTES OF THE REGULAR MEETING DATED MAY 24TH, 2007 BE ADOPTED AS CIRCULATED.
CARRIED.

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

*Bob Coryell arrived at this point and resumed as Chair of the meeting.

4. ACCOUNTS:
MOVED BY: SANDY TALBOT MOTION NO. 2007-46
SECONDED BY: AXEL FRANDSEN
THAT THE MAY ACCOUNTS, AS PRESENTED AND ATTACHED, IN THE AMOUNT OF $9,506.63 BE ACCEPTED.

CARRIED.

MOVED BY: SANDY TALBOT MOTION NO. 2007-52
SECONDED BY: AXEL FRANDSEN
THAT THE JUNE ACCOUNTS, AS PRESENTED AND ATTACHED, IN THE AMOUNT OF $8,474.56 BE ACCEPTED.
CARRIED.

5. BRANCH REPORTS:

5. a Port McNicoll
We received for information the May and June reports prepared by Heather Walker of the J & M Young Public Library.

5. b Victoria Harbour
We received for information a report dated June 12th, 2007 and July 10th, 2007 prepared by Carol Vanderhart of the Victoria Harbour Library.

5. c Waubaushene
We received for information the May and June activity report of the Waubaushene Library, as submitted by Janice Waddell.

Items of discussion included the free entrance passes donated by Rounds Ranch, the Summer Reading program and the air conditioner at the Waubaushene Branch.

6. STATISTICS:
We received the May and June statistics and upon reviewing same the increase to the patron count for the Victoria Harbour branch for both May and June was noted. A discussion ensued with respect to the statistics and it was agreed that the most accurate count is circulation.
Michele Gouett suggested that a yearly cycle of the three branches be provided this would be beneficial in reviewing the different trends. The Board was in agreement with the recommendation and directed the Acting C.E.O. accordingly.

7. LITERACY TRAINING WORKSHOP:
We received a verbal report from the Clerk 1 in regard to the training date for the Literacy Training Workshops. The Clerk 1 spoke on the matter and advised that the Read to Succeed Tutoring Youth Seminar is to be held September 24th, 2007 at the Port McNicoll Branch Community Room.
The Clerk 1 advised that notices are posted in house, on the website and in the local newspaper and that volunteers for the program are needed. The program will accommodate 25 spots and staff is encouraged to attend.
The Clerk 1 noted that the local schools are aware of the program and will assist with identifying children in need of literacy support.

8. VH BUILDING FUNDRAISING COMMITTEE:
We received a verbal report from the Chairperson with respect to organizing and recruiting individuals to assist with the Victoria Harbour Fundraising Committee. The Chairperson advised that his attempts to recruit members to sit on the Committee were unsuccessful.
Discussion ensued in regard to Council’s decision on the postponement of the Library renovation project.
At this point in the meeting the Board agreed to discuss Agenda Item No. 11.

11. VICTORIA HARBOUR LIBRARY TENDER:
The Acting C.E.O. advised of Council’s direction to the architect to re-tender in January and the recommendation to make alterations to the tender structure thus permitting smaller businesses an opportunity to tender.
A lengthy discussion ensued with respect to the original amount budgeted for the project versus the tenders received and the Acting C.E.O. outlined a few improvements not reflected in the budgeted amount however, recommended by the architect.
Funding issues were reviewed and it was agreed that canvassing individuals to sit on the committee be postponed until such time Council makes a constructive decision to proceed with the project. In the interim it was suggested that the library employees collect names of willing patrons to assist with the fundraising goal.

9 FUNDRAISING MOTION:
We received a verbal report from the Acting C.E.O. in regard to the fundraising motion passed during the meeting of May 24th, 2007. The Acting C.E.O. spoke to the matter and advised that the motion needs to be rescinded as a result of the Director of Public Works recommendation that staff complete the activity room. The Board discussed the matter and concurred with same.
MOVED BY: AXEL FRANDSEN MOTION NO.2007-47
SECONDED BY: SANDY TALBOT
THAT WHEREAS THE LIBRARY PASSED A MOTION AT ITS MEETING ON MAY 24, 2007 REGARDING THE COMPLETION OF THE ACTIVITY ROOM AT THE VICTORIA HARBOUR LIBRARY;

AND WHEREAS THE DIRECTOR OF PUBLIC WORKS FOR THE TOWNSHIP ANTICIPATES THAT STAFF WILL BE ABLE TO COMPLETE THE ROOM FOLLOWING THE COMPLETION OF THE RENOVATION WORK;

NOW THEREFORE, THE TAY PUBLIC LIBRARY BOARD HEREBY RESCINDS MOTION NO. 2007-42, AND DIRECTS STAFF TO INCLUDE THE UNCONDITIONAL GRANT FUNDS TOWARD THE OVERALL VICTORIA HARBOUR RENOVATION PROJECT.
CARRIED.

10. TOWNSHIP MILEAGE RATE:
We received a verbal report from the Acting C.E.O. with respect to the mileage rate paid for use of personal vehicles for Township purposes. The Acting C.E.O. advised that Council approved an increase to the mileage rate from $0.35 to $0.40/km. The Acting C.E.O. advised that Library personnel is aware of the increase and so notified the Board members.
12. BOOK CHECK IN/OUT PROCEDURES:
We received a verbal report from the Acting C.E.O. in regard to the Board recommending that staff review the issues relating to book check in/out procedures. The Acting C.E.O. advised that a new protocol is in place to ensure that the needs of the patron is looked after and addressed in a consistent manner.
The Acting C.E.O. reviewed the new procedure which entails two working days for the book to be removed from the patron’s card and time permitting, other issues will be resolved on the spot.
It was agreed that this will encourage staff to engage greater communication with the patron resulting with the patron feeling confident that their needs are addressed.

13. WAUBAUSHENE IMPROVEMENTS/2007 PROVINCIAL GRANT:
We received a report from the Acting C.E.O. under date of June 20th, 2007 in regard to proposed improvements to the Waubaushene branch. A discussion ensued with respect to the items listed and it was questioned if more than one quote was obtained.
After a lengthy discussion it was recommended that an additional quote be obtained for comparison purposes and the Acting C.E.O. was directed accordingly.
We received a report from the Clerk 1 under date of June 20th, 2007 with respect to the 2007 Provincial Unconditional Grant. The Clerk 1 spoke to the matter and responded to questions brought forth.
MOVED BY: AXEL FRANDSEN MOTION NO.2007-48
SECONDED BY: SANDY TALBOT
THAT WHEREAS THE TAY LIBRARY BOARD RECEIVED A PROVINCIAL UNCONDITIONAL GRANT FOR EACH LIBRARY BRANCH IN THE AMOUNT OF $9,000.00 PER BRANCH;

AND WHEREAS A NUMBER OF IMPROVEMENTS HAVE BEEN IDENTIFIED FOR THE PORT MCNICOLL AND WAUBAUSHENE LIBRARIES IN REPORTS DATED JUNE 20TH, 2007;

NOW THEREFORE, THE TAY PUBLIC LIBRARY BOARD AUTHORIZES THE STAFF TO PROCEED WITH THE WORK, FOLLOWING A DISCUSSION WITH THE COUNCIL OF THE TOWNSHIP OF TAY.
CARRIED.

14. CAP & SUSTAINABILITY GRANT:
We received a verbal report from the Clerk 1 with respect to the CAP Sustainability and CAP Youth Initiative Grants. The Clerk 1 outlined the CAP Sustainability program and advised of a grant of $6,000.00 which will be the subject of a future staff report.
The Clerk 1 provided the Board with details for the CAP Youth Initiative funds for 2007/08. The program is offered to eligible individuals between the ages 15-30 years old and must meet one of the two criteria’s; career focus (Post secondary institution or completed one course) or summer work experience (returning to school). The Clerk 1 reviewed the allotted hours, wages and timeframe in which to disperse the funds.
After further discussion and consideration the Board concurred with the following.
MOVED BY: AXEL FRANDSEN MOTION NO.2007-53
SECONDED BY: SANDY TALBOT
THAT THE ACTING C.E.O. IS HEREBY AUTHORIZED TO SIGN AGREEMENTS FOR FUNDING FOR THE CAP SUSTAINABILITY PROGRAM AND FOR THE CAP YOUTH INITIATIVE PROGRAM.
CARRIED.

15. SUMMER READING PROGRAM:
We received a verbal report from the Clerk 1 in regard to the Summer Reading Program. The Clerk 1 provided the Board with the number of participants attending each branch and commented that the response is promising.
The Clerk 1 advised that the presentations at the local schools provided enthusiastic comments from parents, teachers and those participating in the programs.
The Clerk 1 complimented the creativeness of the summer staff as the program is time consuming as the theme changes every week in an attempt to enrich the program and alleviate boredom.
After further dialogue it was agreed that the Summer Reading Program be evaluated in September to appropriately determine the results, at which time a report will be forwarded to the TD Bank.

16. OTHER ITEMS OF BUSINESS:

16.1 Board Meeting Schedule
We received a verbal request from the Acting C.E.O. with respect to consideration to change the Board Meetings to the third Thursday of the month to accommodate those members that also attend Council meetings.
We concurred with the recommendation and the Acting C.E.O. was directed to generate a new schedule and further to advise Nelson Baumgardner accordingly.

16.2 Amendment to Circulation Policy
We received a verbal update from the Acting C.E.O. in regard to a request of the Board to review the Circulation Policy as it relates to electronic items. The Acting C.E.O. spoke to the matter and responded to questions brought forth.
MOVED BY: SANDY TALBOT MOTION NO.2007-49
SECONDED BY: AXEL FRANDSEN
THAT THE CIRCULATION POLICY BE AMENDED TO RESTRICT THE NUMBER OF ELECTRONIC ITEMS THAT MAY BE BORROWED ON ONE CARD TO 5 ITEMS PER CARD.
CARRIED.

16.3 Collection of Overdue Fines
We received a verbal update from the Acting C.E.O. with respect to collection of overdue fines. The Acting C.E.O. advised that collection procedures needed to be reviewed to be consistent for all three branches and that a policy be implemented that after 30 days outstanding invoices will be forwarded to the Township Treasury Department for collection.
The Acting C.E.O. outlined in detail the action to be taken for collection purposes.
After discussion and consideration the Board requested that a written policy be provided to patrons and further that a notice of the policy be included in the next Tay Library Newsletter. The Acting C.E.O. was so directed.
MOVED BY: SANDY TALBOT MOTION NO.2007-50
SECONDED BY: AXEL FRANDSEN
THAT WHEREAS THE LIBRARY STAFF ISSUE INVOICES TO PATRONS FOR ITEMS THAT ARE OVERDUE;
AND WHEREAS SOME OF THE INVOICES EXCEED A VALUE OF $100.00;
NOW THEREFORE, THE TAY PUBLIC LIBRARY BOARD CONCURS THAT UNPAID INVOICES EXCEEDING $100.00 BE FORWARDED TO THE TOWNSHIP TREASURY DEPARTMENT FOR COLLECTION AND THAT COLLECTION WILL PROCEED IN ACCORDANCE WITH THE TOWNSHIP COLLECTION PRACTICES.
CARRIED.

16.4 VHL Volunteers Fundraising Proposal
We received a letter from the VHL Volunteers under date of June 25th, 2007 with respect to Buy a Brick Build a Library Fundraiser. It was reiterated that the correspondence indicates that the VHL Volunteer members will donate all funds raised in this campaign to Tay Township for the Theo and Elaine Bernard Library renovation fund.
The Board concluded that this fundraising technique is a wonderful idea and that it not be quashed as a result of the renovation project being postponed. The Acting C.E.O. was directed to contact the Secretary, Barbara Andrews, on behalf of the Chairperson of the VH Building Fundraising Committee.

17. IN CAMERA SESSION:
MOVED BY: SANDY TALBOT MOTION NO. 2007-54
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: AXEL FRANDSEN MOTION NO. 2007-55
SECONDED BY: SANDY TALBOT
THAT THE BOARD ADJOURN FROM THE IN CAMERA SESSION AT 8:37 P.M. AND RETURN TO THE REGULAR MEETING.
CARRIED.

18. ACTIONS RESULTING FROM THE IN CAMERA SESSION:
MOVED BY: SANDY TALBOT MOTION NO. 2007-56
SECONDED BY: AXEL FRANDSEN
THAT WHEREAS THE CAP YI GRANT PROGRAM HAS REDUCED THE RATE AT WHICH POSITIONS ARE FUNDED;
AND WHEREAS THE LIBRARY HAS RECEIVED APPROVAL FOR 2 POSITIONS;
AND WHEREAS PART OF ONE POSITION HAS BEEN INCLUDED IN THE 2007 BUDGET;
AND WHEREAS STAFF WOULD LIKE TO OFFER ONE OF THE POSITIONS TO THE TEMPORARY CIRCULATION CLERK AT HER CURRENT RATE;
NOW THEREFORE, THE TAY PUBLIC LIBRARY BOARD APPROVES THE RATE OF LEVEL 2 STEP 1 FOR ONE POSITION AND THE RATE OF $11.50 FOR THE SECOND POSITION.
CARRIED.

19. ADJOURNMENT:
MOVED BY: AXEL FRANDSEN MOTION NO. 2007-51
SECONDED BY: SANDY TALBOT
THAT THIS MEETING OF THE TAY TOWNSHIP PUBLIC LIBRARY BOARD BE ADJOURNED AT 8:40 P.M. AND RECONVENE ON AUGUST 16TH, 2007 AT THE WAUBAUSHENE LIBRARY.

CARRIED.

Minutes Recorder: Cyndi Bonneville