TOWN OF
Regular
Meeting
Minutes of Meeting held on Monday, September 27, 2010 7:02 p.m.,
Program Room – Main Level,
6031 Highway 7,
|
Present from the Board: |
Ms Ms Deborah Jestin Mr. Ms Ada Leung Mr. Councillor John Webster |
|
Present from Staff: |
Mrs. Mr. Larry Pogue, Director, Administration & Operational Support Ms Debbie Walker, Director, Library Strategy & Innovation Mr. Moe Hosseini-Ara, Director, Service Excellence Mrs. Diane Macklin, Marketing and Programming Strategist Ms Andrea Cecchetto, Manager, Markham Village Library Mrs. Jane Byrnes, Board Secretary Mrs. Yolanda Chan, Manager, Angus Glen Library Ms Angela Tse, Acting Manager, Unionville Library |
|
Regrets: |
Mr. Justin Hung, Vice Chair Councillor Alex Chiu Deputy Mayor Mr. Mrs. Ms |
1.0
AGENDA
1.1
Call to
Order/Approval of Agenda
The Board Secretary was advised in advance of the meeting that a quorum could not be formed. The Board Secretary recorded the names of the Members present. The Chair commenced the meeting at 7:02 p.m. According to MPL By-law:
4.12 A quorum shall be a simple majority of the Board.
As soon as there is a quorum present, the Chair shall call the Meeting to order.
Where a quorum is not present within thirty minutes after the hour fixed for a Meeting, the Board Secretary shall record the names of the members present. In the absence of a quorum, the meeting may continue; however, no motion may be made or passed.
The Chair advised she will continue with the meeting. All agenda items will be reviewed and discussed but no motions can be made or passed. All draft motions will be discussed and deferred to the October Board Meeting. The Chair asked the Members if this was acceptable and they all agreed to continue.
1.2 Declaration of Conflict of Interest
None.
1.3 Due
Diligence
The Chair asked the CEO: Have the taxes and HST been paid and are we in environmental compliance? The CEO responded: To the best of my knowledge and belief.
1.4 Delegation
(Ownership/Linkages)
None.
1.5 Chair’s Comments
The Chair welcomed the Members back from the summer.
She attended and accepted along with Councillor Chiu, Deputy Mayor Heath
and the CEO, the Peter J. Marshall Innovation Award for C3 from the Association
of Municipalities of Ontario held at their Annual Meeting in Windsor. The Board praised the Library staff for their
efforts and suggested a letter of appreciation be sent to each individual staff
member. A motion will be brought forward
at the October Board Meeting.
Draft Motion: A congratulatory letter
be sent to each staff member thanking them for their efforts in winning the
Peter J. Marshall Award for C3 for Markham Public Library.
The Chair informed the Board she is sitting on a cultural advisory committee. The intent of the committee is to develop a
culture plan for the Town and centrally coordinate cultural events. A survey will be developed to assist in
obtaining information.
The Chair requested the CEO’s Report format be changed by having the
monitoring Report and the Ends Report as appendices for a few months.
(Agenda Item 7.1 Community & Fire Services Commission – Update B.
Librecz was heard at this time.)
1.6 In Camera
The Board met In Camera at 8:51 p.m.
The Board returns to its regular meeting at 9:27p.m.
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.
The Consent Agenda comprising of items:
|
2.1 |
Approval of Consent Agenda |
|
|
2.2 |
Minutes of Meeting June 28, 2010 |
|
|
2.3 |
Communication and Correspondence: |
|
|
|
2.3.1 |
Letter from Hon. Michael Chan, dated June 18, 2010 |
|
|
2.3.2 |
Board Leadership Newsletter May-June 2010 #109 |
|
|
2.3.3 |
General Cttee. Extract – June 7, 2010 |
|
|
2.3.4 |
Letter to Town Clerk re Resignation of |
|
|
2.3.5 |
“Canadian Content”, Economist & Sun, Saturday, July 3, 2010 |
|
|
2.3.6 |
Financial Statements of Town of Markham Public Library Board signed |
|
|
2.3.7 |
“Two big projects underway”, Economist and Sun |
|
|
2.3.8 |
“Next stop, the automatic library”, Toronto Star, August 9, 2010 |
|
|
2.3.9 |
Letter from Mayor Scarpitti dated August 23, 2010 re P. J. Marshall Award |
|
|
2.3.10 |
“Markham Wins Provincial Award for Library Classification System”, Sept. 8, 2010, Town of Markham |
|
|
2.3.11 |
“Lure” Word of Mouse Book Reviews |
|
|
2.3.12 |
“Rotary Club of Palau renovates Ngchesar Elementary library”, Island Times |
|
2.4 |
Annual Monthly Policy Review: (The wording of the following policies are reviewed annually by a Member) |
|
|
|
2.4.1 Governance Process: GP -1 Global Government Commitment – L. Sum |
|
|
|
2.4.2 Board-CEO Linkage: BCL-1 Global Governance-Management Connection – M. Naik |
|
|
2.5 |
Board Member Attendance 2009-2010 |
|
|
2.6 |
Annual Agenda Planner 2010-2011 |
|
|
|
PLEASE ADDRESS ANY QUESTIONS REGARDING THESE POLICIES BY EMAIL BY 4;00 P.M.FRIDAY, SEPTEMBER 24, 2010 TO THE CHAIR AND BOARD SECRETARY. |
|
|
2.7 |
Municipal Insurance program – Canadian Councils Umbrella Liability Policy Declarations |
|
|
2.8 |
Municipal Insurance Program Canadian Councils Liability Policy Declarations |
|
|
2.9 |
Comments from E. McDermott |
|
3.0 CEO’S Report
3.1 CEO’S Report – September
2010
The Board inquired whether there were enough funds allocated for e-book
technology and training. The CEO
responded there were sufficient funds this year. The Board asked about the process of
downloading e-books for multiple users.
The CEO is aware of the difficulties.
She agreed to address this item at the next CULC meeting and will report
back to the Board next month.
The Board requested further per capita data breakdown by branch. The CEO offered to provide this information
for the November Board Meeting.
The Board was satisfied with the CEO’s report .
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 – 2d
Budgeting/Forecasting – L. Pogue, J. Hung
The Chair indicated she did not receive any comments or concerns from Mr.
Hung who was responsible for reviewing this Executive Limitation. The Board Secretary indicated she did not
receive any concerns.
The Board was satisfied with Executive Limitations: EL-2d Budgeting/Forecasting. Mr. Jones suggested this Executive Limitation
be deferred until next month’s meeting in case there are concerns. The Chair agreed and requested any concerns
should be forwarded by email to the Board Secretary and Mr. Hung prior to the
next Board Meeting.
4.1.2 Executive Limitations: EL-2k Communication & Counsel to the
Board – D. Jestin
Mrs. Jestin reviewed Executive Limitations: EL-2k Communication & Counsel to the Board and did not have any concerns and was satisfied with the report. She also indicated she did not receive any concerns from the Board via email.
The Board was satisfied with Executive Limitations: EL-2k Communication & Counsel to the Board.
5.0 ENDS
6.0 GOVERNANCE
7.0 OWNERSHIP LINKAGE
7.1 Community & Fire
Services Commission – Update B, Librecz
Ms Librecz provided a slide presentation on Community and Fire Services
Commission Update. In her presentation
she captured and explained:
2006 – 2010 Council Priorities
2010 Corporate Priorities
2010 Commission priorities and Results
Looking ahead into 2011
The Chair thanked Ms Librecz for coming and providing her informative
update.
7.2 Annual Board Dinner
The Board suggested holding the Annual Board dinner on Friday, January
21, 2011. Mrs. Jestin kindly offered to
investigate venues to hold the function and will report back.
7.3 Annual Staff
Celebration
The date for the Annual staff celebration will be on either November 26
or December 3, 2010. The Board asked the
Board Secretary to investigate further on the venues and additional options.
The Chair suggested staff make a charity donation by adopting a
family. Councillor Webster offered to
provide the CEO with the necessary details and contact name. The CEO was requested to ask staff if they
would be receptive to this idea. The CEO
was also asked to advise staff to hold these two dates in their calendar
through the branches.
8.0 EDUCATION
8.1 Workplace Violence and
Workplace Harassment Policies
The Board Secretary requested Members to sign the sheet acknowledging
that they will read the policies.
9.0 INCIDENTAL INFORMATION
9.1 Board Meeting Dates
The Chair asked Members to review the Board
Meeting dates. The Board Secretary
offered to email all Members to remind them of the October 18th
Board Meeting.
9.2 Contravening of
Posting and Distribution of Material Policy
All material made available for the public in
Markham Public Library is initially vetted by the Collection Committee. It was noted a publication was found in the
library which did not have the approval of the Committee; therefore the
publication has been removed from all location pending consideration of the
Collection Committee. The Committee
meets once a month.
10.0
NEW BUSINESS
10.1
Call from Markham
Writers Guild
Councillor Webster noted he had received a call regarding the lack of available
free meeting space for groups. He raised
this concern for information purposes. He
is aware of the library’s standard procedure for room rentals and the need for
program space for the public. The CEO
advised the library spoke with this group regarding a partnership but the group
declined. The CEO is aware of literary
groups and other groups need for free meeting space. There was a discussion on community meeting
room space and it will be noted for future discussion. She indicated in the new strategic plan a
reading strategy is being developed.
11.0
BOARD EVALUATION
11.1 Performance of Individual Board Members Survey
The Chair requested Members to complete the survey and submit it to the Board Secretary.
12.0
ADJOURNMENT
The meeting adjourned at 9:31 p.m.