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Addington Highlands Public Library Board
Minutes of January 28, 2010 at Flinton Library
Call to Order: by Chair C. Lessard at 1:30 pm.
Attendees:
C. Lessard
J. Scott
McKinnon
Hasler
L. Scott
Absent with regrets Hogg, Kerr and Ball
Staff: Phillips/CEO
Members of the Public
Approval of the Agenda of January 28, 2010
Motioned by McKinnon
Seconded by J. Scott
Carries
To approve agenda of January 28, 2010
Approval and Adoption of the minutes of November 26, 2009
Motioned by J. Scott
Second by McKinnon
Carried
To approve and adopt the minutes of November 26, 2009.
Business arising from minutes of November 26, 2009
Matters for Consideration
Reports of Officers
- Phillips reported we received a $200.00 donation from each of the following North Addington Education Centre (for kids programs), Through the Roof (for Flinton) and The Flinton Rec. Club (towards the new shelves).
- Phillips reported the problem with the server computer worked out and is now up and running
- Phillips reported on the IT employee will start the week of February 2, 2010.
- Phillips reported on the progress with the Mandarin system and Marcive.
- Phillips reported the barcodes and new patron card should arrive mid February.
- Phillips reported the ramp at Flinton Library is complete and the Building inspector has signed off and we have all necessary paper work for the addition and ramp.
- Phillips reported regarding the eave trough, soffit and fascia needed at Flinton the estimate was taken to council and they moved it to budget time. As this is necessary to stop the erosion of the foundation, the installer is ready to go ahead and work will start..
- Phillips reported a proposal for Service Canada Outreach program has been sent in for approval. However have not heard as yet if this project will be continuing.
- Phillips reported on the status of CAP funding at both sites.
- Phillips report T4’s have been sent out.
- The final budget revision for 2009 was reviewed.
Motioned by Hasler
Second by L. Scott
Carried
To approve final Budget revision.
- November activity, Bank Reconciliation and Budget Report were reviewed.
- December activity and year end activity summary was reviewed.
- Year end bank reconciliation, actual budget and 2009 deposits were reviewed.
Motioned by McKinnon
Second by J. Scott
Carried
To accept CEO report.
Correspondence received for consideration
Correspondence received for information
New business
- The 2010 Budget proposal was reviewed by the board.
Motioned by Hasler
Second by L. Scott
Carried
To send 2010 Budget proposal to council for approval.
Closed Meeting
Date and time of next meeting: February 25 2010 at the Denbigh Library at 1:30.
Motion to Adjourn
Motioned by L. Scott
Second by Hasler
Carried
To adjourn at 3:05pm
Chair – Lessard J. Phillips
Addington Highlands Public Library Board
Minutes of February 25, 2010 at Denbigh Library
Call to Order: by Vice Chair J. Scott at 1:30 pm.
Attendees:
J. Scott
McKinnon
Hasler
L. Scott
A. Ball
Absent with regrets Hogg, Kerr and Lessard
Staff: Phillips/CEO, Susan Keller
Members of the Public
Approval of the Agenda of February 25, 2010
Motioned by L. Scott
Seconded by Hasler
Carries
To approve agenda of February 25, 2010
Approval and Adoption of the minutes of January 28, 2010
Motioned by McKinnon
Second by L. Scott
Carried
To approve and adopt the minutes of January 28,2010
Business arising from minutes of January 28, 2010
- Phillips reported barcodes arrived.
- Eaves trough, soffit and fascia in Flinton is complete.
- Service Canada outreach program will not be continuing.
- Phillips reported the 2010 Budget proposal, board motion, paid receipt for eaves trough, 2009 activity summary were given to office for council. An initiation was extended to council to visit the Flinton Library.
Matters for Consideration
Reports of Officers
- Phillips reported Eleanor Duncan donated the book Lennox and Addington by Orland French to the Denbigh Library.
- Phillips reported on the progress of the IT project:
- Brian has completed the initial inventory in Flinton
- Brian participated in a conference call with Service Canada: re requirements. He was able to set up Flinton to meet requirements.
- Our web page was due for renewal with Brian’s help we now have a new host at a much reduced cost to the library.
- Brian’s idea of putting the program deep freeze on all computers was discussed; all board members agreed it was a good idea.
- Brian used a program to track the usage of the Flinton Library satellite usage, he also contacted Xplornet and we now have access to an hourly report of usage.
- Phillips reported a cabinet with a lock is now in place for the server computer.
- Phillips reported she participated in a training session for Bookwhere and in turn trained the Denbigh staff.
- Phillips reported she has a call in for Mandarin training.
- The board of health will be visiting the Flinton Library March 17, 2010.
- January activity, Bank Reconciliation and Budget Report were reviewed.
- Phillips reported the 2009 books are with the auditor.
Motioned by A. Ball
Second by L. Scott
Carried
To accept CEO report.
Correspondence received for consideration
- New data bases were reviewed, decision was made not to participate at this time.
Correspondence received for information
New business
- L. Scott passed on a message from Deputy Reeve H. Yanch in Kerr’s absence.
Closed Meeting
Date and time of next meeting: March 25 2010 at the Flinton Library at 1:30.
Motion to Adjourn
Motioned by A. Ball
Second by Hasler
Carried
To adjourn at 2:45
Vice Chair J. Scott J. Phillips
Addington Highlands Public Library Board
Minutes of March 25, 2010 at Flinton Library
Call to Order: by Chair Lessard at 1:30 pm.
Attendees:
J. Scott
McKinnon
Lessard
L. Scott
Absent with regrets Kerr and Hasler
Reeve H. Hogg (at large)
Staff: Phillips/CEO
Members of the Public
Approval of the Agenda of March 25, 2010
Motioned by J. Scott
Seconded by McKinnon
Carries
To approve agenda of March 25, 2010
Approval and Adoption of the minutes of February 25, 2010
Motioned by McKinnon
Second by L. Scott
Carried
To approve and adopt the minutes of February 25,2010
Business arising from minutes of January 28, 2010
- Phillips reported she delivered a library update and another invitation for council to visit the library to see improvements.
- Phillips reported on Board of Health visit.
- Service Canada full service will start the third Wednesday of April.
- Phillips reported the patron cards have arrived.
Matters for Consideration
Reports of Officers
- The board reviewed the xplornet usage.
- Phillips reported the problems with Denbigh IT support appear to be worked out
- Phillips and Sandra took the first session with Mandarin.
- Phillips reported she will be attending two day training for Mandarin at Loyalist College.
- Phillips reported on the status of CAP.
- The monthly activity was reviewed.
- The decision was made not to restart the home school program in September. Will look at having a couple programs during the year.
- The possibility of winter and summer hours was discussed.
- All financials were reviewed.
Motioned by J. Scott
Second by McKinnon
Carried
To accept CEO report.
Correspondence received for consideration
Correspondence received for information
New business
Closed Meeting
Date and time of next meeting: April 22, 2010 at the Denbigh Library at 1:30.
Motion to Adjourn
Motioned by J. Scott
Second by L. Scott
Carried
To adjourn at 2:45
Vice Chair J. Scott J. Phillips
Addington Highlands Public Library Board
Minutes of April 22, 2010 at Denbigh Library
Call to Order: by Vice Chair J. Scott at 1:30 pm.
Attendees:
J. Scott
McKinnon
Kerr
L. Scott
A. Ball
Absent with regrets Lessard and Hasler
Reeve H. Hogg at large
Staff: Phillips/CEO, Susan Keller
Members of the Public
Approval of the Agenda of April 22, 2010
Motioned by Ball
Seconded by L. Scott
Carried
To approve agenda of April 22, 2010
Approval and Adoption of the minutes of March 25, 2010
Motioned by McKinnon
Second by L. Scott
Carried
To approve and adopt the minutes of March 25, 2010
Business arising from minutes of March 25, 2010
- Phillips reported on requirement regarding board meetings.
- Phillips reported on the work being done by the IT support people, they are a valuable asset to the libraries especially with the new technology being put in place.
- Phillips reported we received a large discount from Xplornet at both locations.
- Phillips reported on the status of the Service Canada program at the library, although a contract has not been signed, they started April 21st as a mobile visit. Everything went well.
Matters for Consideration
Reports of Officers
- Phillips reported on the CEO meeting with SOLS, items discussed include
- Development Charges By-Law: although the township currently has opt out of this program should they ever implement the by-law the library should be included.
- Bill 168 occupational health and safety act was discussed.
- Changes in the requirements by the Ministry of Culture were discussed.
- Phillips reported we received a cheque from the township to cover the cost of the ease tough, soffit and fascia in Flinton.
- Philllips reported the computer in Denbigh cannot be fixed, and has been replaced.
- Phillips reported on the two day training course at Loyalist College for Mandarin, and she will be training the staff and volunteer. All circulation policies were reviewed and information well put input into program.
- Monthly activity was reviewed
- All financials were reviewed.
- OTF grant financials and status was discussed.
Motioned by A. Ball
Second by M. McKinnon
Carried
To accept CEO report.
Correspondence received for consideration
Correspondence received for information
New business
- Plans for yearly book and bake sale were discussed. No definite date was set at this time.
Closed Meeting
Date and time of next meeting: May 27, 2010 at the Flinton Library at 1:30.
Motion to Adjourn
Motioned by A. Ball
Second by Kerr
Carried
To adjourn at 2:30
Chair Lessard J. Phillips
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