TOWN OF
Regular
Meeting
Minutes of Meeting held on
Program Room – Main Level,
6031 Highway 7,
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Present from the Board: |
Ms Patricia Durst, Chair Ms Councillor Alex Chiu Deputy Mayor Mr. Ms Mr. Ms Ada Leung Mr. Mr. Ms Ms Councillor |
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Present from Staff: |
Mrs. Mr. Larry Pogue, Director, Administration & Operational Support Ms Debbie Walker, Director, Library Strategy & Innovation Mrs. Diane Macklin, Marketing & Programming Strategist Mr. Mohammed Hosseini-Ara, Director, Service Excellence Mrs. Jane Byrnes, Board Secretary Ms Andrea Cecchetto, Manager, Mrs. Suraj Sharma, Manager, Technical Services Department |
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Regrets: |
Mr. Ms Shamira Madhany |
1.0
AGENDA
1.1
Call to Order/Approval
of Agenda
The Chair called
the meeting to order at
Moved by: Councillor Alex Chiu
Seconded by: Councillor John Webster
RESOLVED THAT:
The agenda be approved.
Carried.
1.2
Declaration of
Conflict of Interest
None.
1.3
Due Diligence
The Chair asked the CEO: Have the taxes and GST 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.
1.6
Chair’s Comments
The Chair
extended Wendy Newman’s regrets for not being able to attend this evening to
continue the advocacy training due to illness.
The Board was polled for the next amenable training session. It was agreed that the November Board Meeting
– November 23 would be the best date.
The November Board Meeting will start at
The Chair thanked Mrs. Byrnes and Mrs. Macklin for making the dinner for the Board.
In the Board package, under item 9.1 each member is requested to sign the necessary form and return it to the Board Secretary this evening.
1.7
In Camera
None.
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: Ms Sum
Seconded by: Councillor Chiu
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 |
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2.3 |
Communication and Correspondence: |
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2.3.1 |
“This Week’s Smile”, Markham Economist
& Sun, |
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2.3.2 |
“Is sale of naming rights really worth
the money?”, York Region.com, |
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2.3.3 |
“Substance and Style” |
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2.3.4 |
Extract of |
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2.3.5 |
“A tale of two countries’ libraries”, The
Star, |
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2.3.6 |
Calendar of Events – November 2009 |
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2.3.7 |
Proclamation” Pubic Library Week” |
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2.3.8 |
“Launch of |
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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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2.4.2 BCL-2a Unity of Control – J. Hung |
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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: Ms Sum
Seconded by: Councillor Chiu
RESOLVED THAT: The
Minutes of the meeting held on
Carried.
3.0
CEO’S REPORT
3.1
CEO’S Report – October
2009
The Board had questions concerning time lines
and recent architectural layout revisions of the East Markham Community Centre,
the Milliken Mills feasibility study timelines, data bases, and
statistics. The CEO and senior staff
were able to respond to their inquiries satisfactorily.
Moved by: Mr.
Jones
Seconded by: Ms
Giblon
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 – 2b Staff &
Staffing – D. Jones
Mr. Jones led the discussion on Executive
Limitations EL-2b Staff and Staffing. He
indicated he did not receive any comments or concerns from the Members. There was discussion on the wording of the
Executive Limitation.
Moved by: Mr.
Jones
Seconded by: Mrs.
Giblon
RESOLVED
THAT: Executive Limitation EL-2b be
changed to read:
With respect
to the treatment of paid and volunteer staff, the CEO shall not cause or allow
conditions that are unfair, undignified, unsafe, or are in violation of any
labour and/or human rights legislation nor fail to maintain appropriate Markham
Public Library policy.
Carried.
It was noted Deputy Mayor Heath did not agree
with using negatives in the policy.
There was discussion. The Board raised the questions: should the Board be aware and do they have an obligation
to know that the Library is in compliance with the various employment-related legislation? The concern is whether there are duties
within the legislations that might state requirements of the Board. It was noted the Board should be in a
position of being diligent that the Library is in compliance with these Acts. It was suggested that these legislations
should be reviewed yearly. It was noted
that many of the legislative requirements are carried out under the Town’s
policies which the Library follows. Mr.
Jones will forward a list of the Acts to the CEO. Deputy Mayor Heath suggested the Board invite
the Town Solicitor to clarify this area of Board compliance requirements.
Moved by: Mr. Jones
Seconded by:
Mr. McDermott
RESOLVED
THAT: The staff investigates further the
Board requirements of the various employment related-legislation with the
Town’s legal staff and report back.
Carried.
Moved by: Mr. Jones
Seconded by: Mrs. Jestin
RESOLVED THAT: The monitoring report Executive Limitations
EL- 2b – Staff & Staffing be received.
Carried.
4.1.2
Executive
Limitations: EL-2c Staff Conduct – D.
Jestin
Mrs. Jestin led the discussion on Executive Limitations: EL-2c Staff Conduct. She indicated she did not receive any comments from the Board Members. She reviewed the policy and noted it was straight forward and she had no questions.
Moved by: Ms Sum
Seconded by: Mr. Hung
RESOLVED THAT: That
the monitoring report Executive Limitations:
EL-2c Staff Conduct be received.
Carried.
4.1.3
Executive Limitations: EL-2e
Financial Condition – A. Leung
Ms Leung led the discussion on Executive Limitations: EL-2e Financial Condition. She did not receive any comments from the Board Members and indicated she had no questions.
The Board raised questions relating to program fees, electronic registration, and library materials. The CEO and staff provided satisfactory responses.
Moved by: Mr. McDermott
Seconded by: Ms Turner
RESOLVED THAT: That
the monitoring report Executive Limitations:
EL-2e Financial Condition be received.
Carried.
5.0
ENDS
6.0
GOVERNANCE
6.1
Resignation of Mr.
The Chair acknowledged receipt of Mr.
Moved by: Ms
Sum
Seconded by: Ms
Giblon
RESOLVED
THAT: Mr.
Carried.
A letter from the Chair will be sent to Mr. Jeyaveeran to accept his resignation. According to By-law 2.1 the size of the Board shall consist of 12 to 15 Members, therefore recruitment for the position will not be pursued at this time.
7.0
OWNERSHIP LINKAGE
8.0
EDUCATION
8.1
Accessibility
Customer Service Training
The Chair requested Members to read the
documents provided and to sign the form indicating their commitment to read the
document.
8.2 Thornhill Community Centre
Expansion/Renovation Project Update
Ms Walker provided a handout on the Thornhill
Community Centre Expansion/Renovation Project update. The handout
included: project objectives, program
components, tree restoration and building footprint, and timelines. The CEO provide background of this project
and went through the new proposed design.
The staff had indicated there is no space
available in the community centre to keep the Library open during the
renovation. Deputy Mayor Heath expressed
concern over any type of closure and advised he will raise this concern at a
council meeting. In the meantime, Mr.
Pogue was requested to address the Board’s concerns at the next project meeting
regarding reshuffling work in order to accommodate space for the Library to
remain open. The Board requested to be given
an update on the temporary closing or partial closing of the Library and this
item be placed on the agenda when this information becomes known.
9.0
INCIDENTAL INFORMATION
9.1
Board Members Travel
Expenses Forms
The Chair requested Members to complete the forms and return it to the Board Secretary that evening.
9.2
MPL By-law 2.7 Compliance
Moved by: Mr. Hung
Seconded by: Mrs. Giblon
RESOLVED THAT: Councillor Alex Chiu’s absence
from the regular meetings held on May 25, June 22 and
Carried.
10.0
NEW BUSINESS
10.1
Board Event
The Board chose
10.2
Library Event
The Chair requested Board Members to wear
their black Library t-shirts and to arrive at
10.3
Events at the Library
The Chair discussed the poor public
participation of certain events-author readings and talks and the Opera York
partnership being two at the Library during Public Library Week. Concern was raised regarding the amount of
work organizing different types of events for the public some with little
success. Mr. Jones suggested a workshop
for writers regarding self publishing; finding a publisher and information on
the writing process may be of more value instead of an author visit. Deputy Mayor Heath noted that it is important
to remember
Moved
by: Ms Giblon
Seconded by Mr.
Jones
RESOLVED
THAT: Staff discuss and evaluate the
events of Public Library Week with all the parties involved (presenters,
organizers and attendees) and prepare a report for the November meeting. Special emphasis should be given to the
marketing that was done and possible recommendations for improving the turnout
at future events.
Carried.
10.4
Advocacy Training
Ms Newman was unable to instruct the advocacy
training session this evening. There was
discussion on the next mutually convenient date. The Board decided to have the training session
on Monday, November 23 at
10.5
SOLS Meeting
MPL will be
hosting the next SOLS meeting on Saturday, November 21. The meeting will start at
11.0
ADJOURNMENT
Moved by Mr.
McDermott that the meeting be adjourned at