TOWN OF
Regular
Meeting
Minutes of Meeting held on Monday, November 23, 2000. 7:01 p.m.,
Program Room – Main Level,
6031 Highway 7,
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Present from the Board: |
Ms Patricia Durst, Chair Ms Councillor Alex Chiu Mr. Ms Ada Leung Ms Mr. Edward McDermott Mr. Ms Lan Sum 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, Branch Manager, Mr. Suliang Feng, Manager, Virtual Services |
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Guests: |
Mr. Brian Gregersen, Architect |
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Regrets: |
Deputy Mayor Jack Heath Mr. Ms |
1.0
AGENDA
1.1
Call to
Order/Approval of Agenda
The Chair called
the meeting to order at
Moved by: Councillor Chiu
Seconded by: Ms Sum
RESOLVED THAT:
The agenda be approved.
Carried.
1.2
Declaration of
Conflict of Interest
None.
1.3
Due Diligence
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 thanked the Board for the Friday evening event and appreciated their attendance and enthusiasm. The event was very successful and received many appreciative comments. The Chair wanted to thank Mrs. Jestin especially for her exceptional work on the silent auction and Mrs. Byrnes for helping in organizing the function.
The Board raised over $1,500 for the Food Bank. Ms Maxine Thames Parchment donated her winning portion of the 50/50 draw to the Food Bank.
2.0
CONSENT AGENDA
The
Chair asked the Board if they wished to discuss any items from the Consent
Agenda. There were no requests made.
Moved by: Ms Sum
Seconded by: Mr. Jones
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 |
“The
Chinese Knot and Other Stories”, Ming Pao Daily, |
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2.3.2 |
“Lien
Chao: Writing in English and French
and Bringing Chinese Voices to the Mainstream Society”, Sing Tao Daily, |
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2.3.3 |
“Library
2.0”, |
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2.3.4 |
“Navigating
a world beyond books”, |
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2.3.5 |
“Going
on a Ghost Ride”, Economist & Sun |
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2.3.6 |
Organizing
the Displays, Page 42-44, The Customer-Focused Library, Joseph R. Matthews |
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2.3.7 |
Pension
Plan Unfunded Liability Draft for Consideration – D. Jones |
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2.3.8 |
“Sick
days, overtime on rise”, Yorkregion.com, |
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2.3.9 |
Project
Gutenberg – D. Jones |
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2.3.10 |
Board
Newsletter - 105 |
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2.3.11 |
Letter
from Literacy Council |
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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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2.5 |
Executive
Limitations: EL-2b Staffing and Staff
Relations (Please replace this updated page in your policy binder.) |
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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: Mr. Jones
RESOLVED THAT:
The Minutes of the meeting held on
Carried.
3.0
CEO’S REPORT
3.1
CEO’s Report –
November 2009
The CEO advised that the responses to the 34
questions sent by Board Members were attached to their package. The Chair suggested that if there are any
questions concerning the responses to please bring it to the next meeting for a
full discussion.
Moved by: Ms
Turner
Seconded by: Ms
Madhany
RESOLVED
THAT: The CEO’s Report – November 2009
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 Constraints –
E. McDermott
Mr. McDermott led the discussion on Executive
Limitations EL-1 General Constraints. He
indicated he did not receive any queries from the Members. He was satisfied with the responses from the
CEO regarding information on the conflict of interest guidelines, lawsuits and
grievances. He had fully reviewed the
policy.
Moved by: Mr. McDermott
Seconded by: Ms Turner
RESOLVED THAT: The monitoring report Executive Limitations
EL-1 General Executive Constraints be received and accepted.
Carried.
4.1.2 Executive Limitations: EL-2a Customer Relations – A. Turner
Ms Turner led the discussion on Executive Limitations EL-2a. She indicated she did not receive any questions from the Members. She was satisfied with wording of the policy and the report from staff.
Moved by: Ms Turner
Seconded by: Ms Leung
RESOLVED THAT: The
monitoring report Executive Limitations EL-2a Customer Relations be received
and accepted.
Carried.
5.0
ENDS
6.0
GOVERNANCE
7.0
OWNERSHIP LINKAGE
7.1
Milliken Mills
Feasiblity Study Update
Ms Walker introduced Mr. Brian Gregersen, Architect of the Milliken Mills Feasibility Study. He provided three options for the Board to consider and asked for feedback. The Board discussed and carefully reviewed each option concerning: cost, disruption of service, library efficiency, flooding concerns, visual appeal, length of library closure and partial service. The Board was concerned with option 2. The architect advised option 2 would include a length period of a total closure of the library. This would heavily impact the community since the Library would not be able to accommodate the daily required services for the community. The architect indicated the library would be partially open with the other two options during the renovation period. The Board will be looking forward to receiving the comments from the public. It was noted that all three options contained the same square footage.
A public meeting
at the Milliken Mills Library will be held on December 3 from
Moved by: Mr. McDermott
Seconded by: Mr. Jones
RESOLVED THAT: Options 1 and 3 be taken forward to the public
for review and determination.
Carried.
The Board thanked Mr. Gregsen for attending the Board Meeting.
7.2
Thornhill Community
Centre Library Renovations/Expansion Update
Ms Giblon noted
the Thornhill Community Centre Library is a very heavily used library and with
the renovations, the parking will not be adequate at Thornhill Village Library.
There are only 2 spots available and little street parking. If
Moved by: Ms Madhany
Seconded by: Ms Sum
RESOLVED THAT:
The Library remains closed during the period of renovation.
Carried.
It was noted Ms Giblon and Mr. McDermott opposed the motion.
Moved by: Ms Giblon
Seconded by: Ms Sum
RESOLVED THAT:
The Board to request Council to find suitable Library space at either
Thornhill Community Centre or an alternate location for the duration of the
renovation project .
Carried.
The Board requested a letter be sent to the Town Clerk to be put on the agenda of General Committee containing the motion. The Board would appreciate the Council to consider finding space in the Thornhill Community Centre or find alternate space for a small library to be kept open.
7.3
SOLS Meeting –
The Chair informed the Board Mr. Hung could not attend the meeting today and has requested his report be given at the next Board Meeting.
8.0
EDUCATION
8.1
Update on Current
Library Electronics Databases
Mr. Feng provided a presentation on Further Improving Virtual Services. He provided an overview on improving: usage statistics, access interface, and maximizing on return on investment. He also discussed the focus on needs by adding more resources. He provided an online demonstration of a heavily used database.
8.2
OLA Super Conference
2010 trustee Registration
The OLA Super
Conference will be held from
8.3
Advocacy Training
The date of the
advocacy training was set for
9.0
INCIDENTAL INFORMATION
9.1
Library Event
The event was very successful. The Chair thanked the Members for their participation and support.
9.2 Board Event
Ms Giblon
provided information for this event on
9.3
Evaluation of
The Chair
indicated the report did not do what she was expecting. She presented a report including the related Board
Ends outlining her concerns. What the Chair felt was missing in the
report was the next steps - the actions to be taken by Staff to improve attendance
at events in the future.
There was a discussion on the expectations for success of programs. It was noted there were different interpretations of success of a program. It was suggested that clear performance measures should be set. The CEO advised she would prepare a program and marketing strategic plan in 2010. The balanced scorecard will be used for regular reporting. She also indicated that with the organizational change the roles and responsibilities of staff are more clearly defined and will enable staff to take on new responsibilities in the programming area.
Ms Madhany suggested standardizing performance measures for staff by setting up criteria, review and evaluation processes. Ms Giblon suggested systematic reviews of the programs by using program evaluations by all parties. Mr. Jones offered his expertise to assist in the author programs. Mr. Naik suggested using the book club members as a basis of attracting certain groups of people to attend functions. It was noted success of a program cannot be determined by attendance alone. Ms Leung suggesting webcasting some of our programs since time is very valuable.
The CEO undertook to review the suggestions from the Members and incorporate them in the Library’s overall evaluation process.
10.0
NEW BUSINESS
11.0
BOARD EVALUATION
11.1
Board Evaluation Forms – Performance on Individual Board
Members
The Chair requested Members to complete the questionnaire and return them to the Board Secretary.
12.0
ADJOURNMENT
Moved by Councillor
Chiu that the meeting be adjourned at