TOWNSHIP OF GEORGIAN BAY PUBLIC LIBRARY BOARD

Transcription

1 TOWNSHIP OF GEORGIAN BAY PUBLIC LIBRARY BOARD Minutes Present: Absent: Robert Byrnes Amy Andrews Sue Curtis Tracey Fitchett Joan Higgs Trish Thornton Ingrid Van Rotterdam Barbara Swyers (CEO) George Jones, Janet Macey For the regular meeting on Thursday, May 21, 2009 at 9:00 a.m. in the MacTier Public Library. The meeting was called to order at 9:09 a.m. Motion 09:37 To appoint Amy Andrews as acting Vice Chair today in absence of George Jones. Moved by Tracey Fitchett Seconded by Trish Thornton Carried Motion 09:38 1. Approve agenda To approve today s agenda as presented Moved by Sue Curtis Seconded by Joan Higgs Carried Motion 09:39 2. Accept minutes from the regular meeting on Thursday, March 19, To accept the minutes from regular meeting Thursday, April 16/09 in the Honey Harbour Library as presented. Moved by Trish Thornton Seconded by Tracey Fitchett Carried 3. Disclosure of Pecuniary Interest-None 4. Delegations- None 5. Finance, Administration & Legal 1

2 CEO Report and Expenses- Honey Harbour: Circulation for April was classes with 145 children visited the library. The program Scrapbooking Fun was attended by 3 women who worked on their projects. 3 people in the book club discussed Rush Home Road. Barb met with Ted Joseph, bookseller on Wednesday, May 20 th and purchased some books for both libraries. MacTier- Circulation for April was classes with 266 children visited the library. A regional SOLS trustee meeting was held on April 22 nd from 6 to 9 p.m. Barbara gave the group a tour of the new library. Amy Andrews attended in Ingrid s absence. The community room has been used for meetings of the Friends of the Library, SOLS trustee meeting, Sandy Inkster for Muskoka Services, Community planning meetings for the August long weekend and general library use and laptop use. The outdoor bench has been installed by the Township in front of the library and the donation plaque has now been put on the bench. Lois once again this year took part in the Welcome to Kindergarten evening at the MacTier Public School on May 2 nd. She read stories and introduced the library to parents and new kindergarten students. The returning non-resident customers are pleased that there is no charge for library services this year. The book club has participants meeting every three weeks. A metal cabinet with doors was purchased to store for sale books in the storage room. Bob wrote a letter to Brenda Black, cc. Kevin Datema and Barbara Swyers regarding the Township s recommendation not to install a sump pump and that the Township s insurance would pay for any damages incurred if there was water leakage. Kevin and his staff are monitoring the water levels on a regular basis. Overview Barbara attended a Friend s meeting, AODA standards workshop in Beeton, Pt Severn planning meeting with Ingrid, Bob, Caroline Tripp, Township Planner and Brenda Black, Administrative Manager, meeting with Bob regarding the SOLS grants and two Muskoka Services Meetings with Sandy Inkster. The Provincial survey was e-filed by the May 30 th deadline. The MacTier and Honey Harbour Public Libraries have both hosted one meeting for Muskoka Services. There will be a third meeting on Friday, May 22 nd at the MacTier Public Library. This group is planning to put on a family event in Honey Harbour and MacTier this fall highlighting the services being offered in the community. The library will be taking part in these two events. A final report was sent to CAP for the year 2008/09 on May 6 th. Lindsay Matthews delivered the revised Fire Plans to both libraries. A staff meeting was held in the Honey Harbour Public Library on Thursday, May 14 th. The staff met for lunch at the Honey Harbour café and then proceeded to the library for the meeting from 1 to 4 p.m. Agenda items included: Stacks Automation System, Annual Report 2008, Fire Safety Plan and fire drill in Honey Harbour, SOLS $15 million, webinar report from Lois on Interloans and a workshop report from Gail on teen books, summer reading club 2009-Agent 009, MacTier open house, DVD pool, volunteer policies and training on some of the new databases under Knowledge Ontario and the SOLS projects. The library now has access to Teen Health and Wellness from Knowledge Ontario. Gail and Barb will be taking a webinar this month to train on the Genealogy database offered under the SOLS projects. The database should be available in June. 2

3 Motion 09:40 Expenses for mileage and parking were $ To reimburse our CEO expenses of $ for mileage and parking. Moved by Trish Thornton Seconded by Sue Curtis Carried b.monthly Budget Expenses-The cheque register was handed out. The 2009 draft budget was presented to the Corporate Services Standing Committee by Barb and Bob on Tuesday, May 19 at 6:30 p.m. This committee of Council is made up of Councillor Jon Lett, Chair, Councillor Tracey Fitchett and Mayor Jim Walden. Susan Boonstra, Clerk, Brenda Black, Administrative Manager, Jeff Lees, Assistant Treasurer and Kevin Datema, Parks and Recreation were present from the Township staff. The Mayor and Councillor Lett were concerned about the library using its reserve funds to augment the operations budget instead of capital projects. This committee will be making a recommendation to Council. c. Committee Reportsii.Public Relations Committee- OLSN has agreed to print 5500 copies of the Service Brochure. Barbara is waiting for the go ahead from Brenda Black. The service brochure was copied by the Six Mile Lake Cottage Association and inserted into their newsletter. The PR committee is meeting today after the Board meeting. iii.friends Committee- A meeting was held on April 22 nd at 4 p.m. in the MacTier Public Library. The Friends discussed having two fundraising events each year: the soup/sandwich lunches to be renamed Country Kitchen Luncheon and a bake sale in the fall. The balance of their account is approximately $ The recognition plaque was put up in the foyer today. The Friends are holding the annual general meeting on Wednesday, May 27 th at 7 p.m. in the meeting room of the MacTier Public Library. The agenda includes: report by the Chairs, Treasurer s Report and elections of officers. d)ontario Public Library Guidelines- nothing to report Ingrid arrived at 9:40 a.m. e)strategic Plan- Ingrid discussed the goal statements for each group. Goal statements are broad statements of description of how each group want to be functioning in 3-5 years time. The Board had brainstormed and set up the statements and strategies that could be done under each goal. Each team needs to identify priorities that they could do in year one and decide what would be accomplished by the end of the year. Each of the team leaders need to report their 1 year goals as they process them. The Adult User and the Port Severn Groups have already completed this task. i.adult User Group-We will be working on a short customer survey to find out what programs our customers are interested in. ii.honey Harbour PL-nothing to report. iii.human Resources-Gwen Wheeler, SOLS consultant will be meeting with this group on Tuesday, June 16 at 11 a.m. in the Honey Harbour Public Library. Joan and Barb met to discuss priorities and felt that staffing should be dealt with first. iv.port Severn-Bob, Ingrid and Barb met with Carolyn Tripp, Township Planner and Brenda Black, Administrative Manager about the Pt. Severn development and the library. Phase 1 is based on planning for Lone Pine and Port Severn Road North which will include the park area, parklands and parking. The library will be in Phase 2. This was a good meeting with much information sharing on both sides. Ingrid has written a letter to Carolyn and Brenda as a follow-up to the meeting. Development charges which have to be used for growth were discussed with Brenda. 3

4 Motion 09:41 v.technology-trish and Barb will be going to the Innisfil Public Library on Friday, June 5 th at 10 a.m. to investigate the Evergreen Open Source automation system. f) Volunteer Policy & Volunteer Recognition Policy- The Board reviewed the policies sent to everyone via . To accept Volunteer Policies as presented ie Interviewing Prospective Volunteers Policy Supervision of Volunteers Policy Volunteer Acceptance & Contracts Policy Volunteer Recognition Policy Contract for Volunteer Services and Letter of Acceptance for Volunteers Moved by Tracey Fitchett Seconded by Joan Higgs Carried Motion 09:42 g)annual Report 2008-The report, designed and printed by OLSN was received yesterday and is being folded for mailing and will be put in each library. The PR committee will be discussing the distribution to Council. h)sols $15 million-bob and Barb met to discuss the various categories of grants available. The library can use the credit for Open Source automation as it qualifies as a new technology. Otherwise the library can use the credits for collections and zoom text software for each library. i)mactier Open House-July 4 th from 10 a.m. to 2 p.m. The Board discussed the event and who would be able to attend from the Board. 6. New or other Business: i)sols Trustee Meeting Report-Amy Andrews attended this meeting in the MacTier Public Library on Wednesday, April 22 in Ingrid s absence. David Allen, CEO of the Federation on Ontario Public Libraries was present and was very impressed as were the other trustees with the new library. Amy updated the Board on the work being done in other libraries in our region. ii)by-law #20-The Township has passed a procedural By-Law that includes rules for Closed Session. Barb reviewed the Board s By-Law and updated it to be in line with the Township s new By-Law. To accept By-Law # 20 s revisions as presented. Moved by Tracey Fitchett Seconded by Sue Curtis Carried Motion 09:43 iii)trustee Resignation: Bob announced that Janet Macey is resigning from the Board. Ingrid suggested that we start to think about Board recruitment and producing a job description for trustees. She will work on a draft job description. To accept the resignation of Trustee Janet Macey with regrets. Moved by Joan Higgs Seconded by Sue Curtis Carried 4

5 Joan Higgs left at 11:00 a.m. 7.Closed Session: none 8.Adjourment Motion 09:44 To adjourn today s meeting at 11:35 a.m. and to remind members of the next meeting to be held in the Honey Harbour Public Library at 9:00 a.m. on Thursday, June 18 th, 2009 or at the call of the Chair. Moved by Tracey Fitchett Seconded by Trish Thornton Carried. Chairperson As Approved: Vice-Chair As Amended: Date Motion # 5