MINUTES OF THE TAY TOWNSHIP
PUBLIC LIBRARY BOARD MEETING
HELD AT THE VICTORIA HARBOUR LIBRARY
THURSDAY, MARCH 22ND, 2007
7:00 P.M.

Present: Rick Black, Axel Frandsen, Sandy Talbot
Staff: Simone Latham, Acting CEO, Cyndi Bonneville, Minutes Recorder
Regrets: Bob Coryell, Michele Gouett

1. Call to Order:
Due to the absence of the Chairperson the Board agreed that this meeting be chaired by Axel Frandsen. The meeting was called to order at 7:00 p.m.

2. Adoption of Minutes:
MOVED BY: AXEL FRANDSEN MOTION NO. 2007-11
SECONDED BY: RICK BLACK
THAT THE MINUTES OF THE REGULAR MEETING DATED JANUARY 25TH, 2007 BE ADOPTED AS CIRCULATED.
CARRIED.

3. Business Arising from Minuets:
There were no items of business arising from the minutes at this time.

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:
MOVED BY: AXEL FRANDSEN MOTION NO. 2007-12
SECONDED BY: RICK BLACK
THAT THE JANUARY ACCOUNTS, AS PRESENTED AND ATTACHED, IN THE AMOUNT OF $18,759.14 BE ACCEPTED.
CARRIED.

MOVED BY: RICK BLACK MOTION NO. 2007-13
SECONDED BY: AXEL FRANDSEN
THAT THE FEBRUARY ACCOUNTS, AS PRESENTED AND ATTACHED, IN THE AMOUNT OF $5,303.43 BE ACCEPTED.
CARRIED.

7. Branch Reports:
5. a Port McNicoll
We received for information the January and February reports prepared by Heather Walker of the J & M Young Public Library.

5. b Victoria Harbour
We received for information a report dated February 14th and March 9th, 2007 prepared by Carol Vanderhart of the Victoria Harbour Library.

5. c Waubaushene
We received for information the January and February branch activity of the Waubaushene Library, as submitted by Janice Waddell.

6. Staffing - C.E.O Position:
We received a verbal report from the Acting C.E.O. in regard to the vacancy of the C.E.O. position and at this time the Acting C.E.O. is seeking the Board’s direction on how to proceed with filling the vacancy.

A lengthy discussion ensued with respect to the history of a staffing structure using C.E.O. versus Chief Librarian. The Board concluded that discussion of this item be postponed to a later date to allow the Board sufficient time to better understand the duties of the staff and the position in question. The Acting C.E.O. was requested to prepare a report for the Board’s consideration.

7. Staffing - Summer & Spring Break:
We received a verbal report from the Acting C.E.O. in regard to staffing during the spring and summer break. The Acting C.E.O. advised that the Libraries provided additional programs during the March Break, at a minimal cost, and further that the programs were well received. The Acting C.E.O. stated that the budget provides for two summer students and requested that early May be the target hire date. This will allow the students sufficient time to promote the programs at the local schools.

MOVED BY: RICK BLACK MOTION NO. 2007-14
SECONDED BY: SANDY TALBOT
THAT THE TAY PUBLIC LIBRARY BOARD HEREBY CONFIRMS THE INCREASED HOURS FOR THE LIBRARY BRANCHES DURING SPRING BREAK TO ALLOW FOR PROGRAMMING TO TAKE PLACE EACH DAY, MONDAY TO FRIDAY, AND FURTHER;

THAT THE TAY PUBLIC LIBRARY BOARD APPROVES THE HIRING OF TWO SUMMER STUDENTS COMMENCING APRIL 30TH, 2007.
CARRIED.

8. 2006 Budget Variance Analysis:
We received a report under date of February 2nd, 2007 from the Acting C.E.O. in regard to the budget variances for the year 2006. The Acting C.E.O. spoke to the matter and responded to questions brought forth.

MOVED BY: SANDY TALBOT MOTION NO. 2007-15
SECONDED BY: RICK BLACK
THAT THE BOARD CONCURS THAT THE 2006 SURPLUS BE APPLIED TO THE CONSULTING FEES FOR THE VICTORIA HARBOUR LIBRARY RENOVATION ($11,707);

AND FURTHER THAT THE BOARD APPROVES THE FUNDING OF THE PORT MCNICOLL SHELVING FROM THE UNCONDITIONAL GRANT RECEIVED IN 2006.
CARRIED

9. Statistics:
We received a report from the Acting CEO in regard to the statistics for the individual branches; this report encompasses items such as revenue, patron count and programs. A question and answer period ensued with items of discussion including the decrease and/or increase to the number of patrons attending the individual branch and the number of programs available.

10. Victoria Harbour Branch Renovation:
We received a verbal update from the Acting C.E.O. with respect to the pending renovations for the Victoria Harbour Library. Discussion included the preferred timing for release of the tender and the structure for same.

The Board agreed that all attempts be made to minimize disruptions to our patrons and staff and recommended that a notice to the patrons advising of the location of the other two branches be provided. The Acting C.E.O. reminded the Board that home delivery service is available.

11. Conduct Policy:
We received a copy of Section 2 of the Conduct Policy as it relates to Suspension of Library Privileges. The Acting C.E.O. stated that an amendment is required to include “upon the recommendation of the Branch library staff, and under the supervision of an approved adult” and at this time is seeking approval by the Board.

MOVED BY: SANDY TALBOT MOTION NO. 2007-16
SECONDED BY: RICK BLACK

THAT THE TAY LIBRARY BOARD POLICY REGARDING CONDUCT BE AMENDED WITH RESPECT TO SECTION 2.2.
CARRIED.

12. Discrimination & Harrassment Policy:
We received a verbal report from the Acting C.E.O. in regard to the Discrimination and Harassment Policy which is a policy that provides a guideline for inappropriate behaviour.
The Acting C.E.O. advised that the Library has no formal policy in place and at this time is recommending that the policy currently utilized by the Township of Tay municipal staff be implemented for the Library employees. The Acting C.E.O. responded to questions brought forth.

MOVED BY: RICK BLACK MOTION #2007-17
SECONDED BY: SANDY TALBOT

THAT WHEREAS THE C.E.O. POSITION IS CURRENTLY VACANT;

AND WHEREAS THE TAY LIBRARY BOARD DOES NOT CURRENTLY HAVE A POLICY WITH RESPECT TO DISCRIMINATION AND HARASSMENT;

AND FURTHER THAT THE TOWNSHIP OF TAY POLICY REFERENCES ACTIONS AND RESPONSIBILITY BY DIRECTORS AND THE CAO, NOW THEREFORE;

THE TAY LIBRARY BOARD HEREBY ADOPTS THE TOWNSHIP OF TAY DISCRIMINATION AND HARASSMENT POLICY AS WRITTEN WITH THE DIRECTOR RESPONSIBILITIES ASSIGNED TO THE ACTING C.E.O. AND THE CAO RESPONSIBILITIES BEING THOSE OF THE TOWNSHIP CAO.
CARRIED.

13. Other Items of Business:
13.1 Library Website
We received a verbal report from the Acting CEO in regard to the Library website which is currently hosted by a private individual.
The Acting CEO stated that most Library Websites are hosted by the County of Simcoe, maintained at the municipal level, and recommended that the Tay Library follow suit with same.

MOVED BY: SANDY TALBOT MOTION #2007-19
SECONDED BY: RICK BLACK
THAT WHEREAS THE MINISTRY OF CULTURE INVITED THE TAY LIBRARY TO PARTICIPATE IN A GRANT APPLICATION UNDER THE SERVICE ONTARIO AT LIBRARIES INITIATIVE;

AND WHEREAS STAFF WERE NOT ABLE TO REQUEST PERMISSION FROM THE BOARD DUE TO DEADLINE RESTRICTIONS;

AND WHEREAS STAFF HAVE IDENTIFIED NECESSARY CHANGES TO THE LIBRARY WEBSITE, A PORTION OF WHICH COULD BE COVERED BY THE GRANT;

NOW THEREFORE THE TAY LIBRARY BOARD CONFIRMS THEIR APPROVAL OF THE GRANT APPLICATION THAT WAS SUBMITTED.
CARRIED.

MOVED BY: AXEL FRANDSEN MOTION #2007-20
SECONDED BY: RICK BLACK
THAT THE TAY LIBRARY BOARD HEREBY CONCURS WITH THE IMPROVEMENT OF THE LIBRARY WEBSITE INCLUDING THE HOSTING OF THE WEBSITE BY THE COUNTY OF SIMCOE.
CARRIED.

13.2 Victoria Harbour Volunteer Financial Report
For the Board’s perusal the Acting C.E.O. distributed the Victoria Harbour Volunteers Treasurer’s Report dated February 13th, 2007. Upon reviewing same the Board queried how each individual branch deals with dispersing monies derived by fundraising. A lengthy discussion ensued and it was agreed that in the future a standard reporting form be generated for use of the volunteers when reporting to the Board. The Acting C.E.O. was so directed.

13.3 Township Internet Usage Policy
We received a verbal report from the Acting C.E.O. with respect to the Township’s Internet Use Policy. The Acting C.E.O. spoke to the matter and advised that the Library has no formal policy and recommended that the Library staff be required to sign an agreement, similar to the municipal staff, stating that they are not abusing this service and further that proper protocol is being followed. After discussion and consideration the Board concurred with the recommendation and directed the Acting C.E.O. accordingly.

13.4 Programmes at the Library
We received a verbal report from the Acting C.E.O. in regard to the programs offered at the Libraries. The Acting C.E.O. expressed concern with the nature of one of the programs offered at the Branches.

A lengthy discussion ensued with respect to the nature of the programs offered at the Library. It was the Board’s consensus that the criteria for a program include a literature component if possible. The running of new programs must first be discussed with the Acting C.E.O.

The Board noted that they are generally very supportive as the programs offer a networking device bringing the community together.

MOVED BY: RICK BLACK MOTION #2007-21
SECONDED BY: SANDY TALBOT

THAT WHEREAS THE TAY LIBRARY BOARD DOES NOT CURRENTLY HAVE ESTABLISHED CRITERIA FOR THE SELECTION OF PROGRAMMES THAT ARE OFFERED AT THE LIBRARY WITH RESPECT TO CONTENT, FEE, OR IMPACT ON LIBRARY RESOURCES;

AND WHEREAS A NEW PROGRAM HAS BEEN OFFERED AT THE WAUBAUSHENE AND VICTORIA HARBOUR LIBRARY CALLED NEW BEGINNINGS;

AND WHEREAS THIS PROGRAM HAS THE POTENTIAL TO HAVE AN IMPACT ON LIBRARY COSTS;

NOW THEREFORE, THE TAY LIBRARY BOARD APPROVES THE RUNNING OF THIS PROGRAM FOR THE FIRST EVENING ONLY AT EACH BRANCH.
CARRIED.

13.5 Victoria Harbour Meeting Location
We received a verbal report from the Acting C.E.O. in regard to the Victoria Harbour Library meeting location. The Acting C.E.O. stated that the branch is congested and provides no privacy for in-camera issues and at this time queried if the Board would like to postpone hosting future meetings at the Victoria Harbour Library until the renovations are complete.

After deliberation and consideration the Board agreed that the meeting location schedule remain unchanged.

13.6 SOLS Meeting Attendance
We received a verbal report from the Acting C.E.O. with respect to an invitation to attend an upcoming SOLS meeting on Wednesday, April 18th, 2007. The Acting C.E.O. advised that in the past a Board member would attend the meeting and at this time extended an invitation to those in attendance. After discussion and consideration we agreed that, if available, the Chairperson Bob Coryell attend.

13.7 Library Budget 2007
We received a verbal report from the Acting C.E.O. in regard to the 2007 Library Budget. The Acting C.E.O. spoke briefly to the matter and recommended that the Board leave the budget as previously presented with a notation that the salary budget will vary due to the extended work period for the summer students and the vacancy of the C.E.O. position.

MOVED BY: AXEL FRANDSEN MOTION #2007-22
SECONDED BY: RICK BLACK
THAT THE TAY LIBRARY BOARD HEREBY CONFIRMS TO THE COUNCIL OF THE CORPORATION OF THE TOWNSHIP OF TAY ITS 2007 BUDGET REQUEST OF $269,936.00 TO COVER THE OPERATING AND CAPITAL EXPENDITURES, AS PREVIOUSLY SUBMITTED.
CARRIED.

At this point the Acting C.E.O. informed the Board of the upcoming Volunteer Appreciation Day and Open House being hosted at the three branches. The Acting C.E.O. advised the Board that invitations will be distributed in the near future and to mark the date on their calendars with anticipation to attend.

The Acting C.E.O. advised that an index on the Library Policies was compiled and will be available for the Board’s review in the near future. The Board agreed that a copy of all the policies be provided to the individual branches for staff’s perusal and the Acting C.E.O. was directed accordingly.

A brief discussion ensued with respect to the preference of delivery of the Library Board Agenda via e-mail or hard-copy. It was noted that member Axel Frandsen would prefer a hard-copy made available for his use.

14. Adjournment:
MOVED BY: SANDY TALBOT MOTION NO. 2007-18
SECONDED BY: RICK BLACK
THAT THIS MEETING OF THE TAY TOWNSHIP PUBLIC LIBRARY BOARD BE ADJOURNED AT 8:25 P.M. AND RECONVENE ON APRIL 26TH, 2007 AT WAUBAUSHENE.
CARRIED.

Minutes Recorder: Cyndi Bonneville