MINUTES OF THE TAY TOWNSHIP
PUBLIC LIBRARY BOARD MEETING
HELD AT THE VICTORIA HARBOUR LIBRARY
THURSDAY, MAY 3RD, 2007
7:00 P.M.
Present:
Rick Black
Bob Coryell
Axel Frandsen
Michele Gouett
Sandy Talbot
Staff:
Simone Latham, Acting CEO
Cyndi Bonneville, Minutes Recorder
Regrets: Bob Coryell, Michele Gouett
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. 2007-23
SECONDED BY: MICHELE GOUETT
THAT THE MINUTES OF THE REGULAR MEETING DATED MARCH 22ND, 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.
4.
ACCOUNTS:
MOVED BY: AXEL FRANDSEN MOTION NO. 2007-24
SECONDED BY: MICHELE GOUETT
THAT THE MARCH ACCOUNTS, AS PRESENTED AND ATTACHED, IN THE AMOUNT OF $4,797.96 BE ACCEPTED.
CARRIED.
5.
BRANCH REPORTS:
5. a Port McNicoll
We received for information the March report prepared by Heather Walker of the J & M Young Public Library.
5. b Victoria Harbour
We received for information a report dated April 5th, 2007 prepared by Carol Vanderhart of the Victoria Harbour Library.
5. c Waubaushene
We received for information the March activity report of the Waubaushene Library, as submitted by Janice Waddell.
A brief discussion ensued with respect to the Discovering Spirituality sessions offered at the Library commencing May 28th, 2007. It was noted that the readings are not of a religious nature.
6.
SERVICE ONTARIO GRANT:
We received a verbal report from the Acting C.E.O. in regard to the Service Ontario Grant. The Acting C.E.O. advised that the Library successfully received monies through the Service Ontario Grant attached with terms and conditions specifying that the Library promote on-line access to Government Services.
The Acting C.E.O. advised that members from the Ministry of Culture recently toured the three Library Branches and they appeared pleased with the operations of the Library.
At this point the Acting C.E.O. was seeking the Board’s approval to proceed with signing the agreement.
MOVED BY: MICHELE GOUETT MOTION NO. 2007-25
SECONDED BY: AXEL FRANDSEN
THAT WHEREAS THE TAY PUBLIC LIBRARY BOARD APPLIED FOR A GRANT UNDER THE SERVICE ONTARIO AT THE LIBRARIES INITIATIVE;
AND WHEREAS, THE MINISTRY OF CULTURE HAS PREPARED AN AGREEMENT STATING THE TERMS AND CONDITIONS ATTACHED TO THE GRANT;
NOW THEREFORE, THE TAY PUBLIC LIBRARY BOARD RECOGNIZES THE DELIVERABLES OF THE GRANT AND AUTHORIZES THE ACTING C.E.O. TO SIGN THE AGREEMENT.
CARRIED.
7.
2007 PROVINCIAL BUDGET:
We received a verbal report from the Acting C.E.O. in regard to the 2007 Provincial Budget. The Acting C.E.O. advised that we received a grant in the amount of $27,000.00 to assist the Tay Township Public Library Board in continuing to serve the residents of Tay.
The Acting C.E.O. stated that the monies will be divided amongst the three branches and at this time is requesting input from the board on how to disperse the monies.
After a lengthy discussion the Board concluded that the three branches bring forward their individual recommendations for the Board’s consideration.
The Acting C.E.O. was directed to forward a letter of appreciation to the Ministry of Culture for their contributions.
8.
ROLE OF VOLUNTEERS:
We received a verbal report from the Acting C.E.O. with respect to the role of the volunteers. The Acting C.E.O. stated that she recently attended the volunteer tea and was approached by the volunteers expressing an interest in meeting with the Board. The Acting C.E.O. suggested that the volunteers attend a Board meeting to allow an opportunity to communicate to the board the importance of their role in relation to the operations of the Library.
A discussion ensued in regard to the total number of volunteers and it was agreed as space is limited to accommodate the entire group that only the executives from each volunteer group attend. The Acting C.E.O. was directed to arrange to have the volunteers, a maximum of 15 individuals, attend the September meeting.
9.
ANNUAL LITERARY AWARDS:
We received a verbal report from the Acting C.E.O. in regard to the Annual Literary Award. The Acting C.E.O. spoke to the matter and advised that the award is being extended to include the schools in Victoria Harbour and Port McNicoll.
MOVED BY: MICHELE GOUETT MOTION NO. 2007-30
SECONDED BY: AXEL FRANDSEN
WHEREAS THE WAUBAUSHENE LIBRARY HAS PROVIDED THE LOCAL ELEMENTARY SCHOOL WITH A LITERARY AWARD AT THE ANNUAL GRADE 8 GRADUATION;
AND WHEREAS, THE PUBLIC PRESENTATION OF THE LITERARY AWARD BY A LIBRARY BOARD MEMBER PROVIDES AN OPPORTUNITY TO RAISE THE COMMUNITY AWARENESS OF THE LOCAL LIBRARY BRANCH;
AND WHEREAS, THE TAY PUBLIC LIBRARY BOARD WOULD LIKE TO EXTEND THE PROGRAM TO THE OTHER 3 ELEMENTARY SCHOOLS IN THE AREA;
AND WHEREAS THE PORT MCNICOLL BRANCH HAS FUNDS AVAILABLE IN THE “YOUNG” FUND AND THE VICTORIA HARBOUR VOLUNTEER GROUP HAS AGREED TO FUND THE AWARD FOR THE YEAR 2007;
NOW THEREFORE THE TAY PUBLIC LIBRARY BOARD AUTHORIZES STAFF TO PROCEED WITH THE LITERARY AWARD TO ST. ANTOINE DANIEL SCHOOL (MAXIMUM $60.00) FROM THE OPERATING BUDGET.
CARRIED.
At this point the Acting C.E.O. provided the dates of the Graduations and inquired if a Board member would like to attend to make the presentation of the award.
It was suggested that the Librarians present the individual awards as they are the face of the Library; Heather Walker and Janice Waddell willingly accepted. The Acting C.E.O. was directed to inquire of Carol Vanderhart to determine if she would be interested in presenting the award, if not, Bob Coryell offered to attend Victoria Harbour Elementary. Mayor Scott Warnock had already offered to make the presentation at St. Antoine Daniel School.
10.
SPRING BREAK PROGRAMMES & UPDATE:
We received for information a report from the Acting CEO summarizing the spring break programming. The Acting C.E.O. advised that the programs were delivered by volunteers, staff and parent helpers and it was agreed that the programs were well attended.
11.
2006 FINANCIAL STATEMENTS:
We received the 2006 Financial Statements as compiled by Gaviller & Company. The Chair questioned if there were any items of discussion or concern with the report as submitted, seeing none the following motion was presented.
MOVED BY: MICHELE GOUETT MOTION NO. 2007-26
SECONDED BY: AXEL FRANDSEN
THAT THE TAY LIBRARY BOARD ACCEPTS THE FINANCIAL STATEMENTS PREPARED BY GAVILLER & COMPANY, CHARTERED ACCOUNTANTS, FOR THE YEAR ENDED DECEMBER 31, 2006.
CARRIED.
12.
CAPITAL BUDGET:
We received a report from the Acting C.E.O. with respect to the 2007 Capital Budget. The Acting C.E.O. spoke to the matter of the siding repair for the Waubaushene Library and the renovation of the Victoria Harbour Library as it relates to the capital budget. Received for information.
13.
CAPITAL BUDGET – 5 YEAR PLAN:
We received a report from the Acting C.E.O. outlining the 5 year capital plan. The Acting C.E.O. included the report in order for the board to see the format of same as members previously inquired about items such as office equipment.
Michele Gouett questioned the removal of the Waubaushene roof repair from the 2007 budget. The Acting C.E.O. responded that this item is deferred to the 2011 budget as it is the opinion of the Chief Building Official it is not a matter of urgency at this time. Other items of discussion included source of funding.
14.
SOLS MEETING:
We received a verbal update from the Chairperson with respect to a recent SOLS meeting. The Chairperson briefly outlined the works of SOLS and spoke of the nine divisions and the meeting dates and location of same.
It was noted that Bob Coryell was appointed as Chair for the division of SOLS covering Tay Library.
15.
STATISTICS:
Upon receiving the March statistics a lengthy discussion ensued with respect to the decline in the patron count for Port McNicoll versus the noticeable increase to same for Waubaushene. It was agreed that these numbers fluctuate as a result of the weather, the variety of programs offered and the hours of operation.
A discussion ensued with respect to how the library is utilized, if patrons are using the computer they are not necessarily signing out books or on the contrary. Other items of discussion included the volunteer hours and duties with respect to book exchanges.
16.
SUMMER THEATRE CAMP:
We received correspondence from Rob Walker, under date of April 17th, 2007 in regard to his proposal to volunteer his services this summer to run a Summer Theatre Camp for children between the ages of 7 and 17.
The Acting C.E.O. spoke to the matter and advised certain aspects of the program fall within the Culture and Recreation criteria and recommended that it be included in the recreation programming.
The Acting C.E.O. stated that Rob Walker will spearhead the program with the Township’s Recreation Coordinator providing extra resources.
After discussion and consideration the following was agreed.
MOVED BY: RICK BLACK MOTION #2007-31
SECONDED BY: AXEL FRANDSEN
WHEREAS THE TAY PUBLIC LIBRARY BOARD HAS RECEIVED AN OFFER OF SERVICE TO PROVIDE A SUMMER THEATRE CAMP FROM A VOLUNTEER;
AND WHEREAS THE PROGRAMME WOULD BE A BENEFIT TO YOUTH AGED 7 TO 17;
AND WHEREAS THE PROPOSAL REQUIRES RESOURCES FROM BOTH THE LIBRARY AND THE TOWNSHIP OF TAY;
NOW THEREFORE, THE TAY PUBLIC LIBRARY BOARD PETITIONS THE TOWNSHIP OF TAY TO INCLUDE THIS PROGRAM IN ITS 2007 SUMMER CULTURE AND RECREATION PROGRAMMING.
CARRIED.
At this point a discussion ensued with respect to the suggested registration fee, the costs associated to run the camp and the final production proceeds going to the Library.
MOVED BY: RICK BLACK MOTION #2007-32
SECONDED BY: AXEL FRANDSEN
THAT THE TOWNSHIP OF TAY CONSIDER THE REQUEST BY ROB WALKER TO ALLOW ANY NET PROFITS FROM THE PROGRAMME TO BE DONATED TO THE PORT MCNICOLL LIBRARY.
CARRIED.
17.
17.1 2007 Program Schedule
We received for information a calendar outlining a schedule of programs offered at the three branches. The Acting C.E.O. spoke to the report and advised that as programs are approved staff will post them on the calendar; thus allowing all three branches awareness of what programs are being offered to the public.
A discussion ensued with respect to the security concern with running programs after hours and it was noted there is a key sign-out policy in place and the Acting C.E.O. was directed to further investigate same and report back to the board.
17.2 CAP Program:
We received a verbal report from the Acting C.E.O. in regard to the CAP Program. The Acting C.E.O. advised that the program is being offered again and would like to submit an application for same.
MOVED BY: AXEL FRANDSEN MOTION NO. 2007-35
SECONDED BY: SANDY TALBOT
THAT THE TAY TOWNSHIP LIBRARY BOARD AUTHORIZES THE ACTING C.E.O. TO PROCEED WITH THE INDUSTRY CANADA INITIATIVE APPLICATION.
CARRIED.
18.
OTHER ITEMS OF BUSINESS:
IN CAMERA SESSION:
MOVED BY: SANDY TALBOT MOTION NO. 2007-27
SECONDED BY: MICHELE GOUETT
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;
q A PERSONAL MATTER ABOUT AN IDENTIFIABLE INDIVIDUAL, INCLUDING MUNICIPAL OR LOCAL BOARD EMPLOYEES;
CARRIED.
MOVED BY: MICHELE GOUETT MOTION NO. 2007-28
SECONDED BY: AXEL FRANDSEN
THAT THE BOARD ADJOURN FROM THE IN CAMERA SESSION AT 9:38 P.M. AND RETURN TO THE REGULAR MEETING.
CARRIED.
Note: Rick Black and Sandy Talbot left the meeting at 9:20 p.m. during the In Camera Session Item No. 18.2.
19.
ACTIONS RESULTING FROM THE IN CAMERA SESSION:
MOVED BY: AXEL FRANDSEN MOTION NO. 2007-33
SECONDED BY: MICHELE GOUETT
THAT HEATHER DELONG RECEIVE AN ALTERNATE RATE OF PAY (TO LEVEL 3, STEP 3) FOR THE WORK RELATED TO THE SERVICE ONTARIO GRANT AND THE REVAMPING OF THE TAY LIBRARY WEBSITE. CARRIED.
MOVED BY: AXEL FRANDSEN MOTION NO. 2007-34
SECONDED BY: MICHELE GOUETT
THAT WHEREAS THE HOURS OF WORK FOR STAFF HAVE INCREASED, BY 27 HOURS, DURING THE TIME THAT THE C.E.O. POSITION HAS REMAINED VACANT;
AND WHEREAS 6 OF THE ABOVE HOURS WERE REQUIRED TO REPLACE CIRCULATION DESK DUTIES BY THE C.E.O.;
AND WHEREAS STAFF HAVE INDICATED A DESIRE TO RECEIVE TRAINING ON THE CATALOGUING OF MATERIALS;
AND WHEREAS THE ACTING C.E.O. HAS IDENTIFIED SOME WORK THAT CANNOT BE COMPLETED WITHIN THE EXISTING TIME COMPLEMENT;
NOW THEREFORE, THE TAY PUBLIC LIBRARY BOARD APPROVES THE FOLLOWING:
1. THAT THE HOURS OF WORK FOR EMPLOYEES BE RETURNED TO THE SCHEDULE THAT WAS IN PLACE PRIOR TO SEPTEMBER 29, 2006 WITH THE EXCEPTION OF THE C.E.O. CIRCULATION HOURS AND THE WAUBAUSHENE SATURDAY OPENING;
2. THE ADDITION OF ONE TEMPORARY POSITION FOR THE PERIOD MAY 1 TO AUGUST 31, 2007 TO BE PAID AT A RATE OF LEVEL 2, STEP 1;
3. THE TRAINING OF STAFF FOR CATALOGUING AS FOLLOWS
· CLERK 1 – FULL CATALOGUING RESPONSIBILITIES
· CLERK II - ADD ON CATALOGUING;
4. THAT THE REVISED SCHEDULE PROVIDE 14 HOURS ADMINISTRATION TIME FOR ADMINISTRATIVE DUTIES.
CARRIED.
20.
ADJOURNMENT:
MOVED BY: MICHELE GOUETT MOTION NO. 2007-29
SECONDED BY: AXEL FRANDSEN
THAT THIS MEETING OF THE TAY TOWNSHIP PUBLIC LIBRARY BOARD BE ADJOURNED AT 9:42 P.M. AND RECONVENE ON MAY 24TH, 2007 AT THE PORT McNICOLL LIBRARY.
CARRIED.
Minutes Recorder: Cyndi Bonneville