TOWN OF MARKHAM PUBLIC LIBRARIES

Regular Meeting

Minutes of Meeting held on Monday, October 22, 2007; 7.02 p.m.,

10 Allstate Parkway, 8th Floor, Markham

Present from the Board:

Ms Patricia Durst, Chair

Ms Cheryl Giblon, Vice Chair

Councillor Alex Chiu

Ms Ada Leung

Regional Councillor Jack Heath (from 3.1.3)

Mr. Justin Hung

Mr. William Jeyaveeran

Ms Deborah Jestin

Ms Shamira Madhany (from 6.1.1)

Mr. Mahendra Naik

Ms Rashi Sharma

Ms Lan Sum

Councillor John Webster

Present from Staff:

Mrs. Catherine Biss, CEO and Secretary-Treasurer

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 Judi McCallum, Branch Manager, Angus Glen Library

Guests:

Mr. Mike Shatil, Project Manager, Markham Village Library Project

Ms Amy Cauglin, Branch Manager, Markham Village Library

1.0               AGENDA

1.1               Call to Order/Approval of Agenda

The Chair called the meeting to order at 7:02 p.m.

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

Councillor Webster 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

2.0               CONSENT AGENDA

The Chair asked if any items from the Consent Agenda require discussion.  The following item was pulled for discussion.

CEO’s Highlights                       Ms Sum

Moved by:         Ms Sum

Seconded by:    Mr. Naik

RESOLVED THAT:  The consent agenda be received.

AND THAT:  The Consent Agenda comprising of items:

2.1

Approval of Consent Agenda

2.2(1.5)

Minutes of Meeting September 24, 2007

2.4(7.2)

Communication and Correspondence:

(7.2.1)

2.4.1     York Region Heritage Directory, Resources and Contact 2007 edition

(7.2.2)

2.4.2     The Markham Economist & Sun, Thursday, September 24, 2007

(7.2.3)

2.4.3     “Protecting our vital public space”, The Star, October 4, 2007

(7.2.4)

2.4.4     Letter dated September 14, 2007, from Monte Solberg

(7.2.5)

2.4.5     Proclamation – Ontario Public Library Week – October 15 to 21, 2007

(7.2.6)

2.4.6     Markham Public Libraries “Thinking outside the book”, The Markham Economist & Sun, Active Living, Saturday, Oct 6, 2007

(7.2.7)

2.4.7     Seniors’ Directory Fall 2007

2.5(3.2)

Annual Monthly Policy Monitoring:

(3.2.1)

2.5.1     GP-2a Governing Style – L. Sum

(3.2.2)

2.5.2     BLC-2a Unity of Control – C. Giblon

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.

Minutes of Meeting – September 24, 2007

Moved by:         Ms Sum

Seconded by:    Mr. Naik

RESOLVED THAT:  The Minutes of the meeting held on September 24, 2007 be approved.

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-2b Staff & Staffing -R. Sharma

Ms Sharma led the discussion on Executive Limitations:  EL-2d Staff and Staffing.  She indicated that she did not receive any questions or emails from the Members.  She asked the CEO regarding the status of vacant positions.  The CEO responded satisfactorily.

Moved by:         Ms Sharma

Seconded by:    Ms Madhany

RESOLVED THAT:  The monitoring report Executive Limitations EL-2b Staff and Staffing be received and accepted.

Carried.

3.1.2          Executive Limitations:  EL-2c Staff Conduct – S. Madhany

Ms Madhany led the discussion on Executive Limitations:  EL-2c Staff Conduct.  She indicated that she did not receive any questions or emails from the Members.  She had a few inquiries regarding policy development and the value champions.  The CEO responded satisfactorily.

Moved by:         Ms Madhany

Seconded by:    Mr. Naik

RESOLVED THAT:  The monitoring report Executive Limitations EL-2c Staff Conduct be received and accepted.

Carried.

3.1.3          Executive Limitations:  EL-2e Financial Condition – M. Naik

Mr. Naik led the discussion on Executive Limitations:  EL-2e Financial Condition and he indicated he did not receive any concerns from the Members.

Mr. Naik asked about the delay in billing on library materials, the variance in programming costs, membership fees and other various line items.  The CEO responded satisfactorily and advised she will discuss the delay in billing with the Town.

Moved by:         Mr. Naik

Seconded by:    Ms Sum

RESOLVED THAT:  The monitoring report Executive Limitations EL-2e Financial Condition be received and accepted.

Carried.

4.0         ENDS

5.0         GOVERNANCE

6.0        OWNERSHIP LINKAGE

6.1        Outreach Reports

6.1.1     Building Program – M. Shatil (heard after 2.1)

Mr. Shatil provided a progress report on the Markham Village renovation project.  He provided a pictorial update showing the progress on the first and second floors.  Library Administration and Technical Services will be able to move into the garden level by the end of November.  It is expected completion of the project to be November 23  provided that there would not be any unforeseen circumstances which would delay the project.  The Library opening to the public would be mid December.

Mr. Shatil mentioned a delay on the outside work of the Library regarding an objection to the installation of slats on the south side of the building.  He noted it was in the architectural drawings but there was concern regarding maintenance.

Moved by:         Councillor Webster

Seconded by:    Mr. Hung

RESOLVED THAT:  The slats are an integral part of the architectural design of the library.

AND THAT:  Although the Library fronts onto Highway 7, the south side of the Library is used as the front entrance from the parking lot where the slats were designed as an architectural element added to the stucco wall.

AND THAT:  The painting of a few slats every five years is insignificant to the cost of the architectural work that has been done on this project.

AND THAT:  Unless there is a compelling reason to change this design, changes should not be made.

Carried.

Councillor Webster suggested the large external clock be started as part of the opening festivities of the Library on December 15.

It was suggested that a Board Member should attend the next Site Meeting and take the Board’s motion.  Ms Giblon volunteered to do this.

Two critical dates were noted:  the annual library celebration is November 30 and the official opening is December 15.

The Chair thanked Mr. Shatil for providing the update.

6.1.2          Area “D”

6.2           Meeting /Outreach Reports

The Chair urged the Members to sign up for one external event per month.  She asked Members to comment on their outreach activity for the past month.  The following Members provide comments:

D. Jestin                       Ontario Public Library Week – Author Reading “Blades of Grass”

S. Madhany                   Yonge Street Corridor Meeting

A. Leung                       All Candidates Meeting

W. Jeyaveeran

P. Durst                        Cornell Advisory Committee

General Committee – October 23, 2007

United Way Book Sale

Referendum Meeting

L. Sum                          Teleconference: Financial Literacy (Part 1)

A.      Leung

W. Jeyaveeran

P. Durst

Councillor Webster         Ontario Public Library Week – Ramerwood Public School

Reg. Councillor Heath

D. Jestin

It was noted the United Way Book Sale needed additional assistance. The Chair asked the Book Sale be posted on the agenda planner.  Mention will be made at the Board Meeting prior to the book sale next year.

The Chair noted the next Ken Haycock session on Financial Literacy (Part 2):  Analysis of Financial Documents with Ken Haycock is on Tuesday, November 13 or Wednesday, November 14.  The tentative dated for the teleconference is November 13 at 7:00 p.m. The Board Secretary was asked to canvass the membership to verify this date.

The Chair would like Members to attend the Board Meeting of the Pickering Public Library on November 22 if possible.

6.3           SOLS Meeting – J. Hung

Mr. Hung mentioned that he has received the agenda for the November 3 meeting.  The Chair mentioned the meeting is being held at Whitchurch Stouffville Public Library.  All Members are welcome.  The CEO offered to put together speaking notes for Mr. Hung.

6.4           Updated FAQ Sheet in October

Councillor Webster commended Ms Macklin on updating the FAQ sheet.  It is a very helpful piece of information for Members when they do outreach.  Councillor Webster requested an electronic version be posted on his website.  There was discussion about the FAQ sheet being presented to General Committee in the New Year.

6.5           Outreach Calendar – Chair

The Chair reiterated she would like Members to attend at least one event a month.  She noted the highlighted events do not have a commitment from a Member.  Please forward your selection to the Board Secretary.

6.6           Pickering Public Library Meeting – Chair

The Chair requested Members to note the evening of November 22.  As part of outreach, Pickering Public Library was contacted to see if the Board could attend one of their Board Meetings.  The Chair requested a follow-up email be sent out reminding the Members of the date and to advise the Board Secretary if they are able to attend.

7.0         EDUCATION

7.3         Board Leadership Newsletter/Policy Governance

Ms Giblon noted a suggestion was made at the agenda planning meeting, that instead of summarizing the Board leadership newsletter every other month, it would be useful for a different Member each month to describe a concept or thought on policy governance and lead a discussion.

Ms Giblon led a discussion on the purpose of outreach under the policy governance model.  She noted the purpose of outreach under the policy governance model is to help inform the Ends.  Each Board Member is responsible for understanding what the entire community is looking for and that the community is served by the Ends.  Therefore it is important to find/gather information from the community.

7.4         New Merchandising – A. Caughlin

Ms Caughlin, Branch Manager of the Markham Village Library, provided a presentation on the new merchandizing concept that will be used at Markham Village Library.  Her presentation included the new merchandizing look, taking the best practices from bookstores, providing consumer trends, and providing library trends.

She introduced the new display and signage to be used at Markham Village Library and the new classification system.  The new classification system, Customer Centred Classification (C3), is quite different and will replace the dewy decimal system.  This change would support the merchandizing and self-service goals of MPL.

The presentation was very well received.  The Chair thanked Ms Caughlin for her presentation.

7.5        Upcoming OLA Conference - Chair

The Chair asked the Members to please note the dates for the Conference:  January 30 to February 2, 2008.  The Board Secretary will send out an email advising the Board of the program once it is published.

7.6         Ken Haycock Teleconference CDs – Chair

Copies of the Ken Haycock Teleconference are available on CDs.  The Chair asked Members to sign out the CDs through the Board Secretary.

8.0         INCIDENTAL INFORMATION

8.1         Board Members Yearly Travel Expense Claims

The Chair requested Members to please sign and hand in their yearly travel expense claim forms for processing.

8.2         Annual Library Celebration  - November 30, 2007

The Chair noted the annual Library celebration will be held on November 30, 2007 at the Markham Village Library commencing at 5:30 p.m.  All staff and Board Members are invited.  Guests are welcome to attend at a nominal fee.  Please RSVP to the Board Secretary.

8.3         Update on Markham Village Opening

The opening of Markham Village Library will be held on December 15 at approximately 11:00 a.m. with a breakfast for staff at 9:00 a.m.  A committee has been struck which includes Ms Macklin and Councillor Webster as co-chairs, Mrs. Pickering, Mrs. Tidball, Ms Durst and Mrs. Byrnes.

Mrs. Macklin provided a brief outline of events.

Moved by:         Ms Durst

Seconded by:    Ms Giblon

RESOLVED THAT:  The hours of Markham Village Library can be flexible on the day of opening according to the plans of the opening ceremonies as approved by the CEO.

Carried.

Appropriate promotional activities will occur to advertise the event.  The Chair requested the Members to email their ideas to the Board Secretary.  The Mayor and Council should be given a heads up of this event prior to invitations being sent.  Festivities will be occurring all day.

8.4         Annual Board Dinner – January 18, 2008

The Chair had asked Ms Jestin to undertake the arrangements for the dinner.  Ms Jestin will be looking into possible venues and will report back next month.

8.5         Updated Agenda Planner

The Chair advised the agenda planner was updated to reflect the assignment of Members in the Board education/newsletter section each month.

9.0         NEW BUSINESS

9.1         CEO’s Highlights

Ms Sum had requested the CEO’s Highlights be pulled from the consent agenda.  She inquired into the change of venue for the All Candidates meeting; the referendum sessions held at the Library and commended Ms McCallum in handling the incident at Angus Glen Library.  The CEO responded to Ms Sum’s questions satisfactorily.

10.0            BOARD EVALUATION

10.1            The Conduct of the Board Summary

The Chair reviewed the summary of the last survey and addressed a concern regarding the results.  She suggested if any Member had concerns to please advise them privately with her.

11.0            ADJOURNMENT

Moved by Councillor Chiu that the meeting be adjourned at 10:05 p.m.