ESSA PUBLIC LIBRARY BOARD

MINUTES

Monday, February 23, 2009, 7:00pm

Thornton Branch, Essa Public Library

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Present: L. Hunt, Vice-Chair; M. Adams; R. Cade, K. Hallikainen; D. Sasco;

J. Harris-Wheatley, CEO/Secretary.

Absent: L. Arcan. With notice: D. McKeever, Chair; R. Newlove, Council Representative.

1. Call to Order at 7:00pm by Acting Chair L. Hunt.

The Chair noted that the January 26, 2009 Regular Board Meeting was cancelled due to the lack of a quorum.

2. Approval of the Agenda

2009: 001 Moved: R. Cade Seconded: K. Hallikainen Carried

THAT the Agenda for February 23, 2009 be approved as printed and circulated.

3. Declaration of Any Conflicts of Interest: There were no conflicts to declare.

4. Minutes of the Preceding Meetings: December 15, 2008

2009: 002 Moved: D. Sasco Seconded: M. Adams Carried THAT the Minutes of the December 15, 2008 Budget Meeting be approved as printed and circulated.

2009: 003 Moved: D. Sasco Seconded: K. Hallikainen Carried

THAT the Minutes of the December 15, 2009 Regular Meeting be approved as printed and circulated.

5. Business Arising from the Minutes

5.1 Re Item 7 Volunteer Awards: The CEO contacted the Ministry of Citizenship and Immigration in November about the 2008 Volunteer pins and was told they would be sent. She will contact them again, since the pins have not been received.

5.2 Re Item 8 Donation recognition for Tim Hortons: The Coordinator of Support Services prepared and framed a certificate of appreciation for Randy Robinson which was signed and delivered by the Chair.

5.3 Re Item 10.2 Signage: The new “Library” sign for Thornton and the “Building Angus Branch” fundraising sign have been installed.

5.4 Re Item 12.2.1 Strategic Plan: copies of the 2008-2012 Strategic Plan were distributed to Council, placed at the circulation desks, and supplied to Board members for handing out to the public.

5.5 Re Britannica Encyclopaedia Statistics for 2008: The Britannica statistics have been amended to reflect the actual usage which was 130 in 2008 not 27 as showed on the Library Reports.

The Board directed that a Report on 2008 statistics by prepared for distribution to Council and the public.

6. Correspondence: Additional correspondence was received after the Report was prepared (Items 5.2 to 6.5)

6.1 JHSC Report for Angus: The public walkway at the Angus Branch has heaved again this year, causing a bump under the brick. This part of the walkway has been blocked with caution tape. It was agreed that in the spring the brick should be reset if still necessary.

6.2 City of Cambridge Resolution on Internet Filtering in Public Library and Schools: The Board directed the CEO to prepare a Report to Council which describes the policies now in place regarding internet access and access for children, states that the Board does not support internet filtering, and submits a recommendation from the Board that Council not support the City of Cambridge Resolution

6.3 Community Access Program: The CEO has been advised by our CAP Regional Director at Technology Alliance Group that Industry Canada is not at this time planning to renew the CAP program for 2009/10. The CEO passed around a Report from TAG with stories from member libraries that illustrate the importance of CAP to the community. Staff have become aware of library users who have lost their jobs recently and are making greater use of the library services and internet access. The Board directed the CEO to send a letter to Simcoe-Grey MP Helena Guergis and to Tony Clements, Minister in support of the program.

6.4 South Simcoe Arts Council: A page from the SSAC newsletter was passed around showing the Tim Hortons donation photo and a write-up on EPL events.

6.5 Federation of Ontario Public Libraries draft Advocacy Plan for 2009/10: The Board directed the CEO to respond to FOPL in support of the Advocacy Plan.

2009: 004 Moved: D. Sasco Seconded: M. Adams Carried

THAT the Correspondence Report be approved as printed and circulated.

7. Chairperson’s Remarks: No report

8. Treasurer’s Report:

8.1 Financial Report to December 31, 2008

2009: 005 Moved: D. Sasco Seconded: K. Hallikainen Carried

THAT the Financial Report to December 31, 2008 be approved as printed and circulated.

8.2 Financial Report to January 31, 2009

2009: 006 Moved: D. Sasco Seconded: R. Cade Carried

THAT the Financial Report to January 31, 2009 be approved as printed and circulated.

8.3 Angus Branch Account

2009: 007 Moved: D. Sasco Seconded: M. Adams Carried

THAT the EPL Angus Building Reserve Report be approved as reported with a total to December 31. 2009 of $118.171.25, including $1772.41 interest.

9. Chief Executive Officer’s Report: 2009

9.1 Library Report: The Library continues to show a substantial increase in use in each Branch. Circulation has tripled since 2004. The ratio of circulation for Angus:Thornton is 3:1.

9.2 Facilities and furnishings:

Shelving: The graphic novels collection was augmented in Angus by an anonymous donation which made it necessary to re-arrange shelving. This is a very popular collection, particularly with boys who are reluctant readers and need encouragement with reading skills.

Defibrillators: The AEDs have been ordered for both Branches through the Barrie office of the Ontario Heart & Stroke Foundation. For 2 years free training and support will be done by a paramedic from Simcoe County EMS as part of the PAD program. By sharing training spots with the Township it will be possible to train all staff without having to close the Angus Branch for that time. Training spots will also be available for representatives from Thornton TOPS, Women’s Institute, and the Essa Historical Society, the 3 groups who regularly use the Community Foom. A plaque on the Thornton AED will acknowledge the contribution of the Thornton Tim Hortons. The Angus plaque will say “Sponsored by the Township of Essa”. At the end of the 2 years the Library will roll into the Township’s agreement with PAD for continued training and monitoring for the AEDs.

Angus Branch Flood Control: While the Angus Branch was not flooded on this occasion, staff had a practice run in preparing for a flood. As the floors were clear, the cleaner was able to wash and polish the linoleum.

Library Cards: The original 6000 cards that were purchased in 2004 have now been used and 1000 new cards have been ordered. They show the new EPL logo and the blue is darker for better readability. The individual cost of the cards is under $1 so the current card replacement fee is still sufficient.

9.3 Personnel: Staffing the Library system

The CEO noted that, in common with staff deployment in other public libraries, library staff located at the main branch in Angus have a number of system-wide responsibilities beyond the public service duties that are performed during open hours. It is important to keep this in mind when assessing staffing needs in the two branches.

Coordinator of Support Services

• ILLO: In 2008 1013 items borrowed, 1021 items lent which includes searching the VDX database, making requests, filling requests from other libraries, checking in and out in VDX, shipping and receiving, statistics

• Publicity and Marketing: flyers, posters, media releases, organizing displays

• Website: development, maintenance, and updating of files

• Purchasing: maintaining supplies, ordering and receiving supplies, furnishings, and equipment; maintaining inventory

• Receiving library materials, supervising processing of materials

• Maintaining WHMIS files

• Petty Cash Custodian and Revenues: receiving, reporting, banking

• Decision making and other duties as necessary in the absence of the CEO

• Managing and reporting dogtags, garbage tags

• Coordinating LargeType and DVD Pools for Thornton

Coordinator of Public Services

• Selecting paperback adult and juvenile fiction for both branches

• Coordinating and planning Storytime, Summer Reading Program, Ontario Early Years programs, other programs

• Interviewing, orientation and coordination of volunteers

• Assisting with personnel files

• Supervision of SCL exchanges

• Covering Thornton open hours as needed

Technical Services Clerk

• Ordering library materials from LSC

• Loading MARC records

• Original cataloguing, creating MARC records as needed for donations and non-LSC items

• Overseeing and creating item records for new items

• Editing database

Angus Circulation Clerks

• Processing audio-visual materials (movies, audiobooks, readalongs, CDROMS, music)

• Interbranch courier

9.4 OLA SuperConference, Ministry of Culture Report on Libraries: The overall theme for public libraries at the Conference was libraries and their communities. The message from the Minister of Culture is that the Province is well aware of the particular importance of public libraries during difficult economic times and will continue to support equitable access to public libraries for all Ontarians.

9.5 Grants

Building Canada Fund - Communities Component: The Angus Branch Project was not selected for funding in Intake One of the BCF CC. The CEO contacted OMAFRA staff and was told that selection was based on projects that were shovel-ready and could provide immediate economic stimulus. The CEO was advised that she would be personally contacted when Intake Two is announced, which is expected to be soon. The CEO could consult with the BCF staff to amend the previous application to fit any new application requirements.

Ministry of Culture/SOLS library credits: The CEO will bring recommendations to the Board following a meeting In March with Laurey Gillies, CEO of SOLS.

9.6 Ontario Public Library Guidelines: The OPLG provides a set of minimum conditions that a public library must meet in order to receive certification. The pre-audit of the Library by Gwen Wheeler from SOLS shows that Essa meets a sufficient percentage of the guidelines to receive certification, despite failing to meet guidelines concerning space and collection size. The problem is that the Library does not meet 3 of the mandatory guidelines dealing with community analysis, children’s services policy, and children’s access to the online public catalogue. The CEO will work as possible on remedying these weaknesses.

Strategic Plan Initiatives: The CEO’s Report described actions that have been taken towards meeting the Strategic Directions.

Closed Days

2009: 008 Moved: K. Hallikainen Seconded: R. Cade Carried

THAT the Angus and Thornton Branches will be closed as follows: Family Day February 16; Good Friday April 10; Easter Monday April 13; Victoria Day May 18; Canada Day July 1; Civic Holiday August 3; Labour Day September 7; Thanksgiving Day October 12; Christmas Eve December 24 open 9-12 noon; Christmas Day December 25, Boxing Day December 26; New Year’s Eve December 31 open 9-12 noon; New Year’s Day January 1, 2010.

10. SOLS Liaison Report (R. Cade): No information to report.

11. Committee Reports:

11.1 Finance Committee (Chairperson: L. Arcan): Budget: The CEO reported that the Budget was approved by Council on January 14, 2009. Although a Capital Budget was approved for the Angus Branch, this was dependent on receiving BCF CC funding.

11.2 Policy and Planning Committee (Chairperson: R. Cade)

11.2.1 Strategic Plan: At a workshop on the Customer Service requirement under the Accessibility for Ontarians with Disabilities Act, the CEO learned that it will be necessary to amend the Library’s Foundation Statements and Strategic Plan to more clearly describe EPL’s commitment to equitable service for Ontarians with disabilities. This can be done later in the year but should be in place before 2010.

11.2.1 CEO Annual Evaluation Policy

2008: 009 Moved: R. Cade Seconded: K. Hallikainen Carried

THAT the CEO Annual Evaluation Policy and CEO Evaluation Form be adopted as attached.

11.3 Personnel Committee (Chairperson: K. Hallikainen): No report

11.4 Angus Building Committee (Chairperson: D. Sasco): The CEO noted that, according to the Summary of Residential Land Supply that was provided to Council by the Manager of Planning, 720 housing units have been registered for development; 1157 units have received Draft Approval, and 255 units are proposed or pending.

Fund Raising Committee (Chairperson: S. Macdonald): An Art Sale will be held by the Committee.

12. Other Business

Replacement meeting: A Board meeting will be held June 29 to replace the meeting cancelled for January 26, 2009.

13. Next Meeting: Monday, March 23, 2009, 7pm, Angus Branch, Essa Public Library

14. Adjournment

2009: 0010 Moved: Carried

THAT the Meeting be adjourned at 8:31

APPROVED:		March 23, 2009
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		Derek McKeever, Chairperson
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		Janine Harris-Wheatley, Secretary