TOWN OF
Regular
Meeting
Minutes of Meeting held on Monday, November 22, 2010 7:03 p.m.,
Program Room – Main Level,
6031 Highway 7,
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Present from the Board: |
Ms Mr. Justin Hung, Vice Chair Deputy Mayor Mr. Ms Ada Leung Mr. Edward McDermott (up to 7.2) Mr. Ms Councillor John Webster (from 4.1.2) |
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Present from Staff: |
Mrs. Mr. Larry Pogue, Director, Business Support Ms Debbie Walker, Director, Business Planning & Innovation Mr. Moe Hosseini-Ara, Director, Customer Experience Mrs. Diane Macklin, Marketing & Community Relations Ms Andrea Cecchetto, Learning and Growth Mrs. Jane Byrnes, Board Secretary |
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Regrets: |
Councillor Alex Chiu Ms Deborah Jestin Mrs. |
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Guests: |
Mr. Ron Bell Mr. Glenn Taylor Ms Brenda Librecz |
1.0
AGENDA
1.1
Call to
Order/Approval of Agenda
The Chair called the meeting to order at 7:03 p.m.
Moved by: Mr. Jones
Seconded by: Ms Sum
RESOLVED THAT:
The revised agenda be approved.
Carried.
1.2
Declaration of
Conflict of Interest
None.
1.3
Due Diligence
The Chair asked the Director, Customer Experience: Have the taxes and HST been paid and are we in environmental compliance? The Director, Customer Experience responded: To the best of my knowledge and belief.
1.4
Delegation
(Ownership/Linkages)
None.
1.5 Chair’s Comments
The Chair reminded Members that the Staff Appreciation Dinner is on December 3 and noted the donation to United Way to secure their place should be given to the Board Secretary.
She also noted the Board Annual Dinner is on January 14, 2011. Previous Members of the Board over the past year will also be invited.
1.6 In Camera
No In Camera session was held.
(Agenda Item 7.1: Thornhill Community Centre & Library - Update – R. Bell was heard at this time.)
2.0
CONSENT AGENDA
The
Chair asked Board Members if they wished to pull any items from the Consent
Agenda. There were no requests made.
Moved by: Mr. Jones
Seconded by: Mr. McDermott
RESOLVED THAT: The consent agenda be
received.
AND THAT: The
Consent Agenda comprising of items:
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2.1 |
Approval of Consent Agenda |
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2.2 |
Minutes of Meeting October 18, 2010 |
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2.3 |
Communication and Correspondence: |
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2.3.1 |
Resignation of Mrs. Madhany |
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2.3.2 |
Annual Board Dinner |
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2.3.3 |
Annual Staff Celebration |
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2.3.4 |
Ontario Library Association Conference – Feb 2-5, 2011 |
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2.3.5 |
Declaration of Compliance for MPL Board Members |
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2.3.6 |
Board Leadership Newsletter #111 |
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2.3.7 |
Patent Process for C3 Agreement |
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2.4 |
Annual Monthly Policy Review: (The wording of the following policies are reviewed annually by a Member) |
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2.4.1 GP-2b Board Job Description – C.. Giblon |
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2.4.2 BCL-2b Accountability of the CEO – A. Leung |
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Are hereby approved as written and the CEO of the Library is hereby
authorized and directed to take such action that may be necessary to give
effect to the recommendations as therein contained.
Carried.
Moved by: Mr. Jones
Seconded by: Mr. McDermott
RESOLVED THAT: The Minutes of the Meeting held on October 18,
2010 be approved.
Carried.
Annual Board Dinner – January 14, 2011
Moved by: Mr. Jones
Seconded by: Mr. McDermott
RESOLVED THAT: The
Board hold its Annual Dinner at Al Dente on January 14, 2011 at 6:00 p.m. for
7:00 p.m. dinner.
Carried.
Resignation of Mrs. Madhany
Moved by: Mr. Jones
Seconded by: Ms Sum
RESOLVED THAT:
A thank you letter be sent to Mrs. Madhany for her dedicated service to
the Board.
Carried.
3.0
CEO’S Report
3.1
CEO’S Report – November
2010
The Board indicated the “Librarian for an Hour” project should continue
with the new Town Council Members. The Chair
requested Members to let the Board Secretary know if they wish to
participate. The CEO suggested the new
Councillors receive their formal Town orientation first before contacting
them. She indicated she will advise the
Board Secretary when to contact the Councillors.
The Board made inquiries into the impact of Bill 168 and safety concerns
of staff. The CEO indicated she would
report on any policies and procedures established and any new and ongoing
issues in the CEO’s Report.
Moved by: Mr. McDermott
Seconded by: Mr. Jones
RESOLVED THAT: The
CEO’s Report be received.
Carried.
4.0
MONITORING
(delegation-ownership linkages)
4.1
Compliance list of
internal monitoring reports and Discussion Led by Members
4.1.1
Executive
Limitations: EL – 1 General Executive
Constraint – J. Hung
Mr. Hung led the discussion on Executive Limitations EL-1 General
Executive Constraints. He indicated he
did not receive any questions from the Members.
Mr. Hung inquired regarding the status of the contractual
agreements. The CEO indicated she will
keep the Board informed of any updates.
Moved by: Mr. McDermott
Seconded by: Mr. Naik
RESOLVED THAT: The monitoring report Executive Limitations
EL- 1 General Executive Constraint to
the Board be received.
Carried.
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4.1.2
Executive Limitations: EL-2a
Customer Relations – E. McDermott
Mr. McDermott led the discussion on Executive Limitation EL-2a Customer Relations and indicated he did not receive any concerns from his fellow Members.
He requested an update of the Library Health & Safety policy. The CEO indicated it will be brought forward at the December Board Meeting.
He inquired into the Library’s customer grievance policy. Mr. Hosseini-Ara responded to Mr. McDermott’s concerns. Mr. McDermott queried whether there was an appeal process for customers beyond the CEO. The CEO indicated that the public may contact the Board if they are not satisfied with the decision of the CEO. Mr. McDermott suggested an independent ombudsman to handle and investigate such complaints.
Moved by: Mr. McDermott
Seconded by: Mr. Naik
RESOLVED THAT:
The Board investigate the position of an ombudsman relating to Executive
Limitations – EL-2a Customer Relations.
Carried.
Councillor Webster abstained in the voting of this motion, since he did not hear the full discussion.
Mr. McDermott offered to investigate this matter and will report back in due course.
Moved by: Mr. McDermott
Seconded by: Mr. Hung
RESOLVED THAT: The monitoring report Executive Limitations EL-2a Customer Relations to the Board be received.
Carried
4.1.3
Executive Limitations: EL-2e
Financial Condition – M. Naik
Mr. Naik led the discussion on Executive Limitations EL-2e Financial Condition. He did not receive any concerns from the Board.
Mr. Pogue explained the concerns Mr. Naik had on the variances.
Moved by: Mr. Naik
Seconded by: Ms Sum
RESOLVED THAT: The
monitoring report Executive Limitations EL-2e Financial Condition to the Board
be received.
Carried.
5.0
ENDS
6.0
GOVERNANCE
7.0
OWNERSHIP LINKAGE
7.1
Thornhill Community
Centre & Library – Update – R. Bell
The presentation was provided by Mr. Bell who was introduced as the Town’s
Recreation Department’s project manager for this renovation. He noted the project included three components: renovation, accessibility and abatement.
He noted the timelines of the projects are as follows:
Renovation: March 31, 2010 to
March 2011
Accessibility – started November 17 – 60 to 90 days
Asbestos abatement started November 23 duration 35 to 45 days
He provided a visual as well as a blueprint copy of the renovations and
the areas affected. He outlined the
drawbacks and benefits of the asbestos abatement project. He noted there is a Workplace Steering
Committee to handle issues from each area of the building. This committee meets with the contractor,
site supervisor, environmental consultant and project manager to be kept
updated and to discuss ongoing issues.
The temporary closure of the kiosk for the Library will be from December
4, 2010 to January 25, 2011. Alternative
solutions were reviewed, considered and discussed. The budget was also reviewed.
It was noted reciprocal borrowing privileges are available with Richmond
Hill and Vaughan Libraries. The Board
was most concerned about providing continuous library services to MPL customers
with the least amount of disruption and inconvenience during this period.
Moved by: Mr. Hung
Seconded by: Ms Sum
RESOLVED THAT:
The length of the closure of the Thornhill Community Centre
Library Kiosk is until January 31, 2011.
AND THAT
: The CEO contact the CEOs of Richmond
Hill and Vaughan Libraries to request a reciprocal borrowing privilege
agreement using the MPL library card for
MPL customers at their libraries if possible.
AND THAT: Library communications be sent out indicating
reciprocal borrowing privileges at Richmond Hill and Vaughan Libraries are
available to MPL customers as well as services at Thornhill Village Library.
Carried.
Moved by: Mr. Hung
Seconded by: Mr. Jones
RESOLVED
THAT: A thank you letter be sent to Vaughan,
Richmond Hill and Stouffville Libraries for their assistance during this period
of need.
Carried.
The Board requested the CEO to see if there is an increase in circulation
at Vaughan and Richmond Hill Libraries during the renovation period at
Thornhill Community Centre Library.
7.2
Board Priorities
The Chair started dialogue on Board priorities. She indicated that the Board should decide on
its goals as it moves forward.
A list was created as follows:
·
Electronic self-serve kiosks
·
E-books
·
Expansion sequence
o Milliken vs Southeast
·
Small branches
o Centennial
o Thornhill intensification areas
o Condos (main floor)
o Buttonville
o North 48
o Pacific Mall
These ideas were discussed and the Chair requested the Board Secretary to
send out the list to Members as soon as possible to review and add any
additional ideas. The Chair also
requested Members to prioritize the ideas for next month. The CEO was requested to identify any items which would involve significant staff work,
indicating high, medium, low.
7.3
SOLS Report
A Member was not available to attend the meeting.
8.0
EDUCATION
9.0
INCIDENTAL INFORMATION
10.0
NEW BUSINESS
10.1
Board Advocacy – D.
Jones
Mr. Jones noted that the Board had received advocacy training and
understood it to be a Board responsibility.
There is a need to encourage each other to be active in this area. Guidelines, procedures, limitations of what
Members are allowed to say and do regarding advocacy were discussed. He noted advocacy should be part of the
regular agenda for full discussion rather than placed in the consent
agenda. He noted by having all Board
communication approved by Board motion the Board would comply with “speaking
with one voice”. The Chair noted that,
as discussed at the last meeting, all advocacy issues will be discussed by the
Board and if necessary a meeting will be called within 24 hours. The Chair apologized for any misinterpreted
intentions regarding the release of communications
last month. It was not her intention.
The Board Secretary also apologized for her part in the release of the
communications.
Moved by: Mr. Jones
Seconded by: Councillor Webster
RESOLVED THAT: Board Advocacy be placed on the
Board Agenda as a regular monthly agenda item.
Carried.
Moved by: Mr. Jones
Seconded by: Ms Sum
RESOLVED THAT: Any communication from the Board will require a Board Motion.
Carried.
10.2
Board Membership
The Board agreed all Board Members will continue on the Board until
further notice.
11.0
BOARD EVALUATION
11.1 Conduct of the Board Survey
The Chair requested Members to complete the survey and return them to the Board Secretary.
12.0
ADJOURNMENT
Moved by Deputy Mayor Heath that the meeting be adjourned at 9:25 p.m.