TOWN OF
Regular
Meeting
Minutes of Meeting held on
Program Room – Main Level, Markham Village Library – Administration,
6031 Highway 7, Markham
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Present from the Board: |
Ms Patricia Durst, Chair Ms Councillor Alex Chiu (up to 6.6.1) Mr. Justin Hung (from 1.7) Ms Mr. Mr. Ms Ada Leung Ms Mr. Mr. Ms |
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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. Patrick Pan, Branch Manager, Unionville Library |
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Guests: |
Ms Miriam Comerford, HR Manager, Learning & Organization Development Ms Marianne Rivers |
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Regrets: |
Deputy Mayor Ms Lan Sum Councillor |
1.0
AGENDA
1.1
Call to
Order/Approval of Agenda
The Chair called
the meeting to order at
Agenda item 7.2 Disclosure of Personal Information be taken out of In Camera and put into the Regular Agenda.
Moved by: Ms Leung
Seconded by: Mrs. Madhany
RESOLVED THAT:
The agenda be approved.
Carried.
1.2
Declaration of
Conflict of Interest
The CEO declared a conflict of interest on Agenda Item IC 7.2 Disclosure of Personal Information.
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
welcomed the new Board Members: Mr. Ted
McDermott, Mr. Dave Jones and Ms
She asked the Members and staff to introduce themselves to each of the Members.
1.7 In Camera
Moved by: Councillor Chiu
Seconded by: Ms Leung
RESOLVED THAT: The
Board meet In Camera at
Carried.
Moved by: Councillor Chiu
Seconded by: Mr. Jeyaveeran
RESOLVED THAT:
The Board returns to its regular meeting at
Carried.
Moved by: Ms Giblon
Seconded by: Ms Madhany
RESOLVED THAT: The
motions In Camera be ratified.
2.0
CONSENT AGENDA
The
Chair asked Board Members if they wished to pull any items from the Consent
Agenda. The following items were pulled
for discussion.
2.3 CEO’s Highlights Mr. Naik
Moved by: Councillor Chiu
Seconded by: Mr. Naik
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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2.4 |
Communication
and Correspondence: |
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2.4.1 |
“Pretty
as a Princess”, Thornhill Liberal, |
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2.4.2 |
“Head
librarian Jane Piper: By the book or
by the byte”, Toronto Star, April 13, 2009 |
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2.4.3 |
“New
library livens dreary Sheppard stretch”, |
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2.4.4 |
Letter
from Michael Chan, MPP, dated |
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2.4.5 |
“A
Message of Thanks to Volunteers,” in celebration of National Volunteer Week, |
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2.4.6 |
“New
library architecture is a clear victory”, Globe & Mail, |
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2.4.7 |
“Intellectual
cathedral welcomes world to cultural exchange,” Canwest News Service, |
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2.4.8 |
“How
to” Workshops on Natural Law Care, |
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2.4.9 |
“ |
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2.4.10 |
Library
book returned 110 years late just fine |
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2.5 |
By-law
– page 2 Board Composition (Please replace this page in your policy
governance binder.) |
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2.6 |
Review
of Monitories Policies: |
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2.6.1 |
GP-2f
– Agenda Planning – C. Giblon |
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2.6.2 |
GP-2f
– GP -2g Members’ Code of Conduct – S. Madhany |
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2.7 |
EL-2i
Community Relations – Clerical Correction |
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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: Councillor Chiu
Seconded by: Mr. Naik
RESOLVED THAT:
The Minutes of the meeting held on
Carried.
·
EL-2i Community
Relations – Clerical Correction
Moved by: Councillor Chiu
Seconded by: Mr. Naik
RESOLVED THAT: EL-2i,4.B.
be amended to read:
Accordingly, the CEO shall not:
.4 Fail to:
b.
Inform the donor of the Gifts (donations) and Sponsorship Policy
before a gift is accepted.
Carried.
3.0
MONITORING
(delegation-ownership linkages)
3.1
Compliance list of
internal monitoring reports and Discussion Led by Members
3.1.1
Executive
Limitations: EL-2f Asset Protection – M.
Naik
Mr. Naik lead the discussion on Executive Limitations
EL-2f Asset Protection. He indicated he
did not receive any concerns from the Members.
He had concerns regarding the list of assets and tangible assets and
also a question of a
Moved by: Mr. Naik
Seconded by: Ms Giblon
RESOLVED THAT: The monitoring report Executive Limitations
EL-2f Asset Protection be received and accepted.
Carried.
3.2
The report was in response to Ms Madhany question on the Board’s role of approving the Library’s operating and capital.
Moved by: Mr. Naik
Seconded by: Mr. Hung
RESOLVED THAT: This
Report be received and that staff implement the recommendations herein.
AND THAT: A
preliminary report on the Capital and Operating Budges for the next year be
submitted to the Board in June.
Carried.
4.0
ENDS
5.0
GOVERNANCE
5.1
BCL-2d Monitoring
Executive Performance – Progress to Date
5.1.1
C. Giblon
5.1.2
A. Leung
5.1.3
S. Madhany
5.1.4
J. Byrnes
Ms Giblon noted she presented her areas where the monitoring reports could be enhanced. She thanked Ms Madhany for her report on CEO monitoring in other institutions; Ms Leung for her report on the legal parameters of monitoring and Ms Byrnes for creating a written interrogatory process for examining and obtaining additional information on the monitoring requirements.
Ms Giblon reiterated the Board is very satisfied with the performance of the CEO and this query was to review the policies to see if there were other areas that needed to be examined more fully or if there were areas of examination that were missing.
It was noted there are two areas of the CEO’s performance; operations and performance. Also it was noted that a measure of performance is if the organization is effective and efficient.
Moved by: Ms Giblon
Seconded by: Ms Madhany
RESOLVED THAT: An external
component be added to gather information and be used as input into the
monitoring report in order to assess the CEO’s performance.
Carried.
6.0
OWNERSHIP LINKAGE
6.1
Outreach Reports
6.1.1
Chair’s Report
The Chair requested the Members to hand in the Cornell Advisory Committee Growth Management Strategy questionnaire to the Board Secretary to submit as a group.
She attended a teleconference with the CEO and Ms Madhany with Wendy Newman to set the training program for the Board.
She also attended the service awards of MPL staff at the Town.
6.1.2
Members’ Visits
6.2
Outreach Events
6.3
Trends – D.
Ms Walker noted she prepared the report to
help familiarize the Board with current trends in libraries and to prepare the
Board for the Masterplan workshop session in May. In May directly before the Board meeting at
The Board had a discussion on different ways
the Library could provide services to the community.
Moved by: Mr.
Jones
Seconded by: Mr.
Hung
RESOLVED
THAT: The information regards trends be
received.
Carried.
6.4
OLA SuperConference
09 – W. Jeyaveeran
Mr. Jeyaveeran provided a report on the two sessions he attended at the OLA SuperConference: New Library Buildings – The Long Winding Road and Leadership 2009.
6.5
SOLS Meeting Update
Mr. Hung
attended the SOLS Trustees Meeting on April 18 and provided a report of the
discussion. He indicated he had invited
the SOLS Trustees to hold their next meeting at the Markham Village Library on
6.6
Sponsorship and Fundraising Project
6.6.1
Update on Project – M. Rivers
Ms Rivers provided a presentation on her current work to date on sponsorship and fundraising for the Library. She provided an overview of the objectives, accomplishments and recommendations to go forward.
The Chair thanked Ms Rivers for her presentation.
6.6.2
Sponsorship and Fundraising Project Report – D.
Ms Walker summarized the need to continue the sponsorship and fundraising project for an additional four months. She highlighted the areas of focus the Library would like to consider and research. She also mentioned the Town recently hired a consulting company to consider a sponsorship program.
The Board appreciated the work to date and the report. After considerable thought and discussion, the Board felt the information was helpful and useful but they did not wish to continue to support the project at this time. The CEO will look into other options and will advise.
7.0
EDUCATION
7.1 Training for Board Members
A teleconference was held with Ms Newman, the CEO, the Chair and Ms Madhany to discuss the agenda for the sessions. There will be two three-hour sessions. It was advised that one of the sessions will be linked to a Board Meeting and the other session will be on a weekend. Dates were discussed. The Board Secretary was asked to contact the facilitator to see if she would be available on the dates discussed.
Once the dates are confirmed, the Board Secretary will advise the Board via email.
8.0
INCIDENTAL INFORMATION
8.1
MPL Confidentiality
Agreement
The Chair requested all Members to sign and
witness the agreement and forward them to the Board Secretary. It was noted it is a requirement of the
Library.
8.2 September Board Meeting Date Change
The Chair indicated that in light of the Board’s initiative of inclusivity and diversity, the meeting should be changed to accommodate full attendance at meetings.
Moved by: Ms Turner
Seconded by: Mr. Jeyaveeran
RESOLVED THAT: The
September Board Meeting date on Monday, September 28, 2009 be changed to
Monday, September 21, 2009.
Carried.
9.0
NEW BUSINESS
9.1
CEO’s Highlights
Mr. Naik had questions regarding web statistics reporting. The CEO indicated there were problems with the validity of the data. The Manager Virtual Services is investigating and will report to the Board in June. Mr. Naik also asked questions regarding circulation and visits. The CEO responded satisfactorily.
Moved: Mr. Naik
Seconded by: Mr. McDermott
RESOLVED THAT: The CEO’s Highlights be received.
Carried.
9.2
Disclosure of
Personal Information
This agenda item IC 7.2 was removed from the
In Camera agenda and placed on the Regular agenda.
The CEO declared a conflict of interest and
precluded herself from any discussions.
The Chair led the discussion on the
information gathered.
Moved by: Ms
Giblon
Seconded by: Mr.
McDermott
RESOLVED
THAT: The legal opinion of Miller,
Thompson dated
Carried
10.0
BOARD EVALUATION
10.1
The Board and the
CEO: Criteria
The Chair asked Members to complete the questionnaire and submit it to the Board Secretary.
11.0
ADJOURNMENT
Moved by Mr.
McDermott that the meeting be adjourned at