TOWN OF MARKHAM PUBLIC LIBRARIES
Regular
Meeting
Minutes of Meeting held on Monday, December 17, 2007; 7:10 p.m.,
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Present from the Board: |
Ms Patricia Durst, Chair Ms Cheryl Giblon, Vice Chair Regional Councillor Jack Heath (from 6.3) Ms Deborah Jestin Mr. William Jeyaveeran Ms Shamira Madhany (from 1.6) Mr. Mahendra Naik Ms Rashi Sharma Ms Lan Sum Councillor John Webster (from 6.3) |
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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 Yolanda Chan, Branch Manager, Milliken Mills Library Ms Aleksandra Dowiat Vine, Branch Manager, Thornhill Community Library |
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Guests: |
Mr. Alan Seabrooke, Acting Commissioner, Markham Public Libraries, Fire & Emergency Services, Recreation Services and Culture |
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Regrets: |
Councillor Alex Chiu Ms Ada Leung Mr. Justin Hung |
1.0
AGENDA
1.1
Call to
Order/Approval of Agenda
The Chair called the meeting to order at 7:10 p.m.
Moved by: Ms. Sum
Seconded by: Mr. Naik
RESOLVED THAT: The agenda be approved.
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 Members and staff for participating at the opening of the Markham Village Library on Saturday. She noted it was a tremendous effort by staff in both time and effort. She thanked Ms Macklin and her committee for making this event such a huge success. She noted all the little details were done to make it run smoothly which made it a very special day. She thanked the Members for coming, circulating with the public and helping out.
She thanked Councillor Webster in his dual role as the Town Crier for making a memorable event. She thanked Regional Councillor Heath and Councillor Webster for their supportive speeches.
Moved by: Ms
Giblon
Seconded by: Mr.
Naik
RESOLVE
THAT: The Board appreciates the tremendous
effort from staff and the CEO in opening Markham Village Library.
Carried.
Ms Sum provided information of the media
coverage in the Chinese newspapers and Chinese TV news station. She will provide copies of the Ming Pao for
the Board package next month. It was
noted the Library received favourable media coverage regarding the opening,
classification, and architecture of the building.
1.7 In Camera
2.0
CONSENT AGENDA
The
Chair asked if the Board wished to discuss any items from the Consent
Agenda. The following item was
discussed.
|
Agenda item |
Item |
Board Member |
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2.4.9 |
Email fro J. Shachter dated December 11/07 re
Library facilities |
C. Giblon |
Moved by: Ms Sum
Seconded by: Ms Sharma
RESOLVED THAT: The consent agenda be received.
AND
THAT: the Consent Agenda comprising of
items:
|
2.1 Approval of Consent Agenda |
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2.2 Minutes of meeting, November 26, 2007 |
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2.3 CEO’s Highlights |
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2.4 Communication/Correspondence: |
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2.4.1 Book cover contest
winners honoured”, The Markham Economist & Sun, December 1, 2007 |
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2.4.2 Book Cover Design Contest Prizegiving
Ceremony, Snap, December 2007 |
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2.4.3 Book cover contest winners honoured”,
Yorkregion.com |
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2.4.4 Honour with Books 2007 Summary |
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2.4.5
Markham
Village Library Re-Opening Celebration, The Markham Economist & Sun,
Dec. 6, 2007 |
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2.4.6
Markham
Village Opening Press Release, Dec. 6/07 |
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2.4.7
Media
Advisory/Photo Opportunity, Dec. 7/07 |
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2.4.8
Library
closure, email sent December 16/07 |
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: Ms Sharma
RESOLVED THAT:
The Minutes of the meeting held on November 26, 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-2g Protection of
Services – R. Sharma
Ms Sharma led the discussion on EL-2g Protection
of Services. She had received two emails
concerning services available to homebound residents and how often
accommodation of accessibility requirements in the library facilities is
reviewed.
The CEO advised that the Library currently
decentralizes assistance to homebound residents. As part of the Library’s strategic plan,
homebound services are being reviewed as to how the Library markets these
services and who would qualify to receive these services. It was noted the current policy for volunteers
is that they require personal insurance and must pass a police check.
Accessibility concerns are addressed on an ongoing basis. The Library is compliant with the Town’s accessibility policy and procedures. There is a plan by the Town to audit all facilities and the Library will participate and support this process. To address the Members concerns, Ms Walker and Mr. Pogue provided examples of current and future accessibility changes in the libraries.
Moved by: Ms Madhany
Seconded by: Ms Jestin
RESOLVED THAT:
The monitoring report Executive Limitations EL-2g Protection of Services
be received and accepted.
Carried.
4.0
ENDS
5.0
GOVERNANCE
6.0
OWNERSHIP LINKAGE
6.1
Outreach Reports
6.2
Meeting Reports: S. Madhany
Ms Madhany attended the East Markham Public Information on December 6, 2007 at the Town Council Chambers. She noted more stakeholders were in attendance at the meeting than the public at large. She found the meeting of value and would have appreciated having historical information on the matter. The CEO undertook to provide this information to the new Members. Ms Madhany asked beforehand what a Member’s status at a public meeting was when the Chair is not present. The Chair stated that the Members speak with one voice and can speak on behalf of the Chair if she is not present by providing the Board’s position on matters.
6.3
East Markham
Community Centre and Library Update – D. Walker
Ms Walker provided a presentation on the service levels/square feet of library space per capita in each Markham Public Library service area. The Chair commended Ms Walker on her report and the statistical information provided. Equitable library service across the Town was a concern raised. Concern for expanding the services for the southeast area of Markham was raised due to the population density, the distance many residents must travel to a local library facility, and the high rate of usage and lack of facilities such as study rooms and computer labs of the Milliken Mills Library facility.
A lengthy
discussion ensued over: the East Markham
Library, the need for expansion in the Milliken/Armadale area, the per capita
square footage allotment for library services, current under serviced areas,
other funding used for library services, a different design model of a community
facility, development charges, the designated boundaries of service areas and
the interpretation of the baseline of the square footage allotment. Ms Giblon read the email received from J. Shachter (2.4.9) to the Board.
Moved by: Ms Giblon
Seconded by: Ms Sum
RESOLVED THAT: The Board endorses at most a
23,000 sq. ft. library at the East Markham Library location (including 3,000
sq. ft. funded by Markham Stouffville Hospital).
AND THAT:
The Board endorses the swift review of library space in south Markham
area.
Councillor Heath requested a friendly amendment to the motion. He requested the motion to be split and voted on separately. Ms Giblon agreed.
Moved by: Ms Giblon
Seconded by: Ms Sum
RESOLVED THAT: The Board endorses at most a
23,000 sq. ft. library at the East Markham Library location (including 3,000
sq. ft. funded by Markham Stouffville Hospital).
RESOLVED THAT: The Board endorses the swift review of
library space in south Markham area.
Ms Durst requested a friendly amendment requesting “at most” be removed from the motion. Ms Giblon agreed.
Moved by: Ms Giblon
Seconded by: Ms Sum
RESOLVED THAT: The Board endorses a 23,000 sq. ft. library at the East Markham Library location (including 3,000 sq. ft. funded by Markham Stouffville Hospital).
Councillor Webster requested a friendly amendment: “unless additional square feet can be provided without causing detriment to the funding for the rest of the library system” be added to the first motion. Ms Giblon agreed.
Moved by: Ms Giblon
Seconded by: Ms Sum
RESOLVED THAT: The Board endorses a 23,000 sq. ft. library at the East Markham Library location (including 3,000 sq. ft. funded by Markham Stouffville Hospital) unless additional square feet can be provided without causing detriment to the funding for the rest of the library system.
Motion Amended and Carried.
A friendly amendment to the second motion was made by Ms Giblon.
Moved by: Ms Giblon
Seconded by: Ms Sum
RESOLVED
THAT: The Board endorses the immediate
expansion of library facilities within south Markham.
Motion Amended and Carried.
Moved by: Ms Giblon
Seconded
by: Ms Jestin
RESOLVED
THAT: The Board endorses equitable
service across the whole system by improving the level of service to meet the
MPL standard of at least .6 sq ft per capita
Carried.
The Chair requested the motions and Ms Walker’s report be sent to the Mayor, Councillors, and the Commissioners.
7.0
EDUCATION
7.3
Board Leadership Newsletter/Policy Governance – R. Sharma
Ms Sharma introduced a website on policy governance www.carvergovernance.com She found the website very informative, well written and succinct. She noted the website had information on “speaking with one voice” which was earlier discussed. She noted the importance of evaluations.
She undertook to email the Members with the link.
8.0
INCIDENTAL INFORMATION
8.1
Markham Public
Library – Markham Village Branch – December 15 Opening Report
8.2 Annual General Meeting Reminder
The Board will be holding elections of the Chair and Vice Chair at the Annual General Meeting scheduled at the beginning of the January Board Meeting. She explained the election process to the Members.
8.3 Annual Board Dinner Reminder – D. Jestin
Ms Jestin reminded the Members the Annual Board Dinner is on the evening of Friday, January 18 at the Artisan Pubhouse, 6:30 p.m. for 7:00 p.m. dinner. The Chair requested the Members to email the Board Secretary if they will be attending and if they will be bringing a guest.
8.4 Super Conference
The Chair reminded the Members of the Superconference in January and to advise the Board Secretary if they wish to register.
8.5
Family Day
Moved by: Ms Sharma
Seconded by: Ms Madhany
RESOLVED THAT: The Library be closed on the third Monday in February (Family Day) each year, beginning February 18, 2008.
A discussion ensued.
The Chair made a friendly amendment. Ms Sharma agreed.
Moved by: Ms Sharma
Seconded by: Ms Madhany
RESOLVED
THAT: The Library be closed on the 3rd
Monday in February on February 18, 2008 to celebrate “Family Day” with further
policy review taking place within 2008.
Motion Amended and Carried.
It was noted Ms Sum opposed this motion.
9.0
NEW BUSINESS
9.1 Honour with Books
Moved by: Ms Durst
Seconded by: Ms Giblon
RESOLVED THAT: An “Honour with Books” donation be made in the amount of $50 in memory of Mrs. Donna Maker.
Carried.
9.2
General Committee
Councillor Webster mentioned at General Committee that the Mayor commended the Board, all the staff and the opening committee on the Grand Opening of the Markham Village. He noted the Mayor was enthralled with the building.
Councillor Webster thanked the opening committee in organizing the event.
10.0
BOARD EVALUATION
11.0
ADJOURNMENT
Moved by Ms Jestin that the meeting be adjourned at 10:02 p.m.