MINUTES OF THE TAY TOWNSHIP
PUBLIC LIBRARY BOARD MEETING
HELD AT THE WAUBAUSHENE PUBLIC LIBRARY
OCTOBER 18, 2007
7:00 P.M.

PRESENT:

Nelson Baumgardner
Axel Frandsen
Sandy Talbot
Bob Coryell
Michele Gouett

STAFF PRESENT:
Simone Latham, Acting CEO
Heather Walker/Cyndi Bonneville, Minutes Recorder

REGRETS:

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

2. ADOPTION OF MINUTES:
MOVED BY: SANDY TALBOT MOTION NO. 2007-66
SECONDED BY: AXEL FRANDSEN
THAT THE MINUTES OF THE REGULAR MEETING DATED SEPTEMBER 20TH, 2007 BE ADOPTED AS CIRCULATED.
CARRIED.
Axel Frandsen noted that at a recent Council meeting, he emphasized to Council, the true value and importance of the role of volunteers to the Tay Township Libraries. The council supports their endeavours and will continue to commit to a three library system. It was also confirmed that a thank you card has been sent to the Bayshore Seniors group for their generous donation of craft materials.

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

4. ACCOUNTS:
MOVED BY: SANDY TALBOT MOTION NO. 2007-67
SECONDED BY: AXEL FRANDSEN
THAT THE SEPTEMBER ACCOUNTS, AS PRESENTED AND ATTACHED, IN THE AMOUNT OF $6,722.88 BE ACCEPTED.
CARRIED.
Upon review of the accounts, it was noted that the board appreciated the optimum value the libraries received by purchasing their materials through various outlets.
* Nelson Baumgardner arrived at this point.

5. BRANCH REPORTS:
5. a Port McNicoll
We received for information the September 2007 report prepared by Heather Walker and Heather Delong of the J & M Young Public Library.
Items of discussion included a broader explanation of some of the new branch program initiatives.

5. b Victoria Harbour
We received for information the September 2007 report prepared by Carol Vanderhart of the Victoria Harbour Library.
Items of discussion included the Secondary School 40 hour volunteer requirement for graduation and the promotion of a local author and her readings in the branch. Staff present were asked to clarify the information provided by the Library Clerk 1 .

5. c Waubaushene
We received for information the September 2007 report of the Waubaushene Library, as submitted by Janice Waddell.

6. STATISTICS:
We received the September statistics reports from the individual branches and in reviewing same, it was noted that they appeared in line with previous months. A question and answer period ensued with items of discussion including, the decrease and/or increase to the branch circulation numbers, the number of participants attending Storytime and the programs’ opposition in the community , also the decrease in the number of volunteer hours at the Waubaushene branch.

7. SHELVING QUOTATIONS:
We received a verbal report from the Acting C.E.O. with respect to the Boards’ request for additional quotations to determine the work requirements for the storage shelving units planned for the Waubaushene library. The Acting C.E.O. reported that she had been in contact with two more individuals responding to this work and neither of the solicited parties responded with a quotation. The Acting C.E.O. requested the board’s permission to proceed with the original quotation from Duncan Enterprises.

MOVED BY: AXEL FRANDSEN MOTION NO. 2007-68
SECONDED BY: SANDY TALBOT

THAT WHEREAS COMPETITIVE QUOTES WERE SOLICITED FOR THE WAUBAUSHENE LIBRARY SHELVING,AND WHEREAS THREE INDIVIDUALS ATTENDED THE LIBRARY TO DETERMINE THE WORK REQUIREMENTS,
AND WHEREAS ONLY ONE QUOTE HAS BEEN RECEIVED TO DATE,
NOW THEREFORE THE TAY TOWNSHIP LIBRARY BOARD AUTHORIZES STAFF TO PROCEED WITH THE SHELVING AS QUOTED BY DUNCAN ENTERPRISES.
CARRIED.

8. PURCHASE OF COMPUTERS:
We received a verbal report from the Acting C.E.O. with respect to the four malfunctioning public access computers housed in the Port McNicoll and the Waubaushene libraries respectively. The Acting C.E.O. reported that provision was made in the 2008 Capital Budget for replacement of two of the computers and that provision for the cost of two more could be made using CAP Sustainability funding. The Acting C.E.O. advised that the authorization to proceed with the purchase accelerated due to the need for quick replacement of the computers as the Service Ontario launch was scheduled for the week beginning Oct. 15, 2007. Unfortunately, the computers did not arrive in time for the launch but arrived later in the week.

MOVED BY: AXEL FRANDSEN MOTION NO. 2007-69
SECONDED BY: SANDY TALBOT

THAT WHEREAS THE CAPITAL BUDGET PROVIDES FOR THE REPLACEMENT OF 2 PUBLIC ACCESS COMPUTERS IN 2008
AND WHEREAS THE LIBRARY HAS RECEIVED SUSTAINABILITY FUNDING
AND WHEREAS 4 PUBLIC ACCESS COMPUTERS ARE NOT FUNCTIONING
NOW THEREFORE THE TAY TOWNSHIP LIBRARY BOARD CONFIRMS THAT THE ACTING C.E.O. WAS AUTHORIZED TO ORDER THE 4 REPLACEMENT COMPUTERS AND FURTHER THAT THE ACTING C.E.O. IS HEREBY AUTHORIZED TO TRANSFER FROM THE LIBRARY RESERVE UP TO $3,000 TO FUND THE PURCHASE OF 2 REPLACEMENT COMPUTERS.
CARRIED.
* Michelle Gouett arrived at this point.

9. 2008 SUMMER STUDENTS:
The Acting C.E.O. spoke to the success of the 2007 Summer Reading Club. She advised that the starting date for one summer student position be May 1st in readiness for the 2008 program to allow for the preparation of the presentations at local schools and the possibility of working in conjunction with the township recreational staff in the coordination and timing of these events. A second student position hired for a starting date of June 15th would then allow high school students to be considered. All library board members concurred with same.

10. WIRELESS CONNECTIVITY:
We received a report from the Library Clerk 1, Port McNicoll concerning the availability of wireless connections for the branch libraries. Wireless connectivity would allow internet access by users of laptops, including but not limited to students, business people, and summer residents holding active library cards. SOLS will provide funding for the cost of the access units for each branch library. The Simcoe County IT department will make site visits to recommend and test the potential location of these units in the buildings. Neither the County or SOLS will fund the cabling nor wiring costs needed. Discussion ensued on issues such as potential revenues generated, the liability of the library in the event of inappropriate use of the service, policies in place, and potential guidelines for use. The Library Clerk 1, was directed to investigate further the cost of same and the problematic issues, arising from offering these services.

11. SERVICE ONTARIO INITIATIVE:
We received a verbal update from the Library Clerk 1 with respect to the Service Ontario Initiative celebratory launch in each of the branch libraries. The site provides online access to government information and services at libraries. The centres provide easy access to the full range of provincial government services, including birth, marriage or death certificates, business registrations, fish and wildlife licences, drivers' licences, vehicle permits, health cards, change of name and address - and more. The launch was scheduled in conjunction with Public Library Week and the launch of PULSE, downloadable audio books available through the Simcoe County Library Co-operative.
Discussion ensued on the promotional marketing of these services including the library website. The library board directed the Library Clerk 1 to invite Heather Delong, the staff person responsible for the project to attend the November 15th meeting to display the revamping process of the website. The revitalization of the website was coupled with the initial Service Ontario Grant Application and its’ subsequent funding.

12. CHARTS FOR COMPUTER USAGE SURVEY:
We received a copy of the charts prepared by Library Clerk 1, Janice Waddell, identifying computer usage in the branch libraries in order to evaluate the need for the purchase of additional computers. Charts presented consisted of branch usage by category, hourly and daily usage. The board recommended that a study be done at a later date, tri- annually, when the new computers are installed and operational. Further discussion ensued on the identifying elements needed to further evaluate the issue.

13. FACEBOOK:
We received a verbal report from Library Clerk 1, Heather Walker, in regard to the FACEBOOK social networking site. Discussion ensued on the merits of using the site as a marketing tool for the library promoting its’ services, events and the sites’ possibilities for use as a forum for book discussion. Discussion continued concerning the library’s use of online interactive technology to attract younger computer literate patrons. The board directed staff to run a test site for the Library and evaluate interest.

14. OTHER ITEMS OF BUSINESS:
14.1 Volunteer Appreciation Week
We received a verbal report from the Chair, Bob Coryell, expressing appreciation to the services provided to the Libraries by the volunteers. It was reiterated that the library would not be able to deliver the high level of customer service to the community without their valuable endeavours.

14.2 Victoria Harbour Elementary School
We received a verbal report from the Chairperson, Bob Coryell, concerning the Victoria Harbour Elementary School’s need for in class literacy tutors. It was suggested that the Library Clerk 1 contact willing literacy tutors that meet the requirements.

14.3 SOLS Regional Meeting
The Chairman, Bob Coryell, expressed a need for input on positive happenings in the Tay Library system in order to relay such information to the committee members at the SOLS regional November meeting. The Library Clerk 1 was directed to forward such information to him via email.

14.4 Telling our Stories
The Telling our Stories booklet produced by the Federation of Public Libraries was introduced as an item of interest.

15.1 IN CAMERA SESSION:
MOVED BY: SANDY TALBOT MOTION NO. 2007-71
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;
q A PERSONAL MATTER ABOUT AN IDENTIFIABLE INDIVIDUAL, INCLUDING MUNICIPAL OR LOCAL BOARD EMPLOYEES;
CARRIED.

MOVED BY: SANDY TALBOT MOTION NO. 2007-72
SECONDED BY: AXEL FRANDSEN
THAT THE BOARD ADJOURN FROM THE IN CAMERA SESSION AT 9:55 P.M. AND RETURN TO THE REGULAR MEETING.
CARRIED.

16. ACTIONS RESULTING FROM THE IN CAMERA SESSION:

MOVED BY: SANDY TALBOT MOTION NO. 2007-73
SECONDED BY: MICHELLE GOUETT
THAT THE JOB DESCRIPTION FOR HEAD LIBRARIAN BE APPROVED AS PRESENTED.
CARRIED.

MOVED BY: AXEL FRANDSEN MOTION NO. 2007-74
SECONDED BY: NELSON BAUMGARDNER
THAT HEATHER WALKER BE APPOINTED ACTING HEAD LIBRARIAN EFFECTIVE OCTOBER 29, 2007, AND FURTHER
THAT THE ACTING C.E.O. BE AUTHORIZED TO HIRE A TEMPORARY CIRCULATION CLERK TO ASSIST IN THE PORT MCNICOLL LIBRARY, EFFECTIVE OCTOBER 22, 2007, AND FURTHER
THAT THE ACTING C.E.O. IS AUTHORIZED TO DISCUSS CONSULTING SERVICES TO COMPLETE THE RESTRUCTURING REPORT FOR THE LIBRARY BOARD’S CONSIDERATION.
CARRIED.

17. ADJOURNMENT:
MOVED BY: SANDY TALBOT MOTION NO. 2007-70
SECONDED BY: AXEL FRANDSEN
THAT THIS MEETING OF THE TAY TOWNSHIP PUBLIC LIBRARY BOARD BE ADJOURNED AT 9:59 P.M. AND RECONVENE ON NOVEMBER 15TH, 2007 AT THE WAUBAUSHENE PUBLIC LIBRARY.
CARRIED.

Minutes Recorder: Heather Walker