TOWN OF
Regular
Meeting
Minutes of Meeting held on
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Present from the Board: |
Ms Ms Patricia Durst, Chair Ms Ada Leung Deputy Mayor Jack Heath Ms Mr. Ms Mr. Ms Rashi Sharma (from 6.4) Ms Lan Sum 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 Mrs. Yolanda Chan, Branch Manager, Milliken Mills Library Mrs. Margaret MacMillan, Branch Manager, Angus Glen Library Mr. Patrick Pan, Unionville Library |
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Guests: |
Ms Andrea Cecchetto Ms Cheryl Marcus |
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Regrets: |
Councillor Alex Chiu Mr. Justin Hung |
1.0
AGENDA
1.1
Call to
Order/Approval of Agenda
The Vice Chair
presided as Meeting Chair for the meeting.
The Vice Chair called the meeting to order at
Moved by: Ms Sum
Seconded by: Mr. Naik
RESOLVED THAT:
The agenda be approved.
Carried.
1.2
Declaration of
Conflict of Interest
None.
1.3
Due Diligence
The Vice 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)
Ms C. Bergauer-Free, Agenda Item 6.4 Posting Information in Libraries.
1.5
Vice Chair’s Remarks
On Saturday,
March 29, the Vice Chair and Director of Service Excellence attended the Northern Karate Friendship
Tournament to accept a cheque for a fundraising event for Markham Public
Library. Over $7,000 was raised for
literacy and programs.
The Vice Chair mentioned the following agenda
items will be heard at this time:
6.4
Posting
Information in Libraries
7.2
Unionville Library – Temporary Closure
7.1
OLA
– “Why Values Matter”
Moved by: Ms
Sum
Seconded by: Councillor
Webster
RESOLVED THAT: A letter be written to thank
Carried.
The annual Battle
of Books event will take place on April 23 at
The Vice Chair mentioned that since there is a full agenda and a full house was present, in order to get through the agenda expeditiously, all questions must go through the Meeting Chair.
1.6 In Camera
The meeting moved In Camera.
Moved by: Mrs. Madhany
Seconded by: Ms Sum
RESOLVED THAT: The
Board meet In Camera at
Carried.
Moved by: Councillor Webster
Seconded by: Mrs. Durst
RESOLVED THAT: The
Board returns to its regular meeting at
AND THAT: The
motions In Camera be ratified.
Carried.
2.0
CONSENT AGENDA
The
Chair asked if any items from the Consent Agenda would like to be
discussed. The following item was pulled
for discussion.
2.2 CEO’s Highlights – Ms Giblon
Moved by: Ms Sum
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
“Library, museum, theatre offer antidotes to March break boredom”,
Economist & Sun, Mar. 6/08 |
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2.4.2
Fourth Quarter Conservation Results for 2007 Conservation and Demand Management
is Here to Stay |
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2.5 |
Monitoring
Reports: |
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2.5.1 GP2f Agenda Planning – M. Naik |
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 thererin contained.
Moved by: Ms Sum
Seconded by: Mr. Naik
AND THAT: The Minutes of the meeting held on February 25, 2008 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-2d Budgeting/Forecasting
– D. Jestin
Ms Jestin lead the discussion on Executive
Limitation EL-2d Budgeting/Forecasting.
She indicated she did not receive any questions or concerns prior to the
meeting. She queried the newly created position
of Manager of Virtual and Electronic Services and enhanced service hours. The CEO explained how the position evolved
and the rationale for creating the position. The CEO responded to Mrs. Jestin’s
questions on enhanced service hours.
Moved by: Mrs. Jestin
Seconded by: Mrs. Durst
RESOLVED THAT: The monitoring report Executive Limitations
EL-2d Budgeting/Forecasting be received and accepted.
Carried.
3.1.2 Executive Limitations: EL-2h Emergency Executive Succession – A. Leung
The discussions were lead by Ms Leung. She indicated she did not receive any
questions or concerns from the Members.
She was very satisfied with the content of the Executive Limitations
report and had no concerns.
Moved by: Ms Leung
Seconded by: Ms Sharma
RESOLVED THAT: The
monitoring report Executive Limitations EL-2h Emergency Executive Succession be
received and accepted.
Carried.
4.0
ENDS
4.1
Ends Reminder
The Vice Chair reminded the Members to consider any changes to the Ends to be brought forward to the April Meeting. At the May Meeting these changes will be discussed and voted on and finalized at the June Meeting.
5.0
GOVERNANCE
6.0
OWNERSHIP LINKAGE
6.1
Outreach Reports
6.1.1
There were no
outreach activities in
6.1.2
Outreach Events to
Attend
A list of outreach events were provided in the Board package. Members were requested to let the Board Secretary know if they will be attending any of the events.
The
6.1.2.1
SOLS Meeting –
The next SOLS meeting for the Trustee Council 5 is on Saturday, April 19. Mr. Hung is the Board’s representative. All Members are welcome to attend. Please advise the Board Secretary if you wish to attend. Markham Public Library has offered to host the fall SOLS meeting at Markham Village Library.
Councillor Webster advised he will be attending a citizenship ceremony. Staff provided Councillor Webster with library magnets and library card application forms to hand out.
6.2
Meeting Reports
6.2.1
Vice Chair’s and
Chair’s Visits
The Vice Chair mentioned she is looking
forward to the Mayor’s visit to Milliken Mills Library on April 30. The Mayor had accepted the Library’s
invitation to participate in “Librarian for an Hour” initiative. Both the Chair and Vice Chair will be
attending.
The Chair
provided her observations of the library in
6.2.2
Members’ Visits
Deputy Mayor
Heath shared his observations of a library he visited in
6.3
Concern was raised regarding funding for the
additional 2,000 square feet approved for the East Markham Library and adequate
services in the Milliken/Armadale area.
Moved by: Councillor
Webster
Seconded:
Ms Sum
RESOLVED THAT: The Board thanks the Mayor and Council for
finding the funding for the extra 2000 sq. ft. in the East Markham Library
outside of the current library’s original space allocation.
Friendly Amendment:
Moved by: Ms
Sum
Seconded by: Mr.
Naik
RESOLVED
THAT: Whereas the Board endorses the
motion passed at the December 17, 2007 Board Meeting stating:
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) only if 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
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.
AND
THAT: The Board appreciates the Town’s
funding of an additional 2,000 square feet to improve the library system.
Carried.
Deputy Mayor Heath urged the Board Members to
visit the Milliken and Armadale area to view the sites available for expansion
and development for a library in the area.
He had suggested arranging a bus tour of the area for the Members and a
possible presentation from Town staff of the various locations. He felt it important that the Members see the
sites first hand. After a lengthy
discussion it was left to CEO to make arrangements to have a drawing made
available for the April or May Board Meeting.
The Vice Chair asked Members to visit the Milliken Mills Library and the
Armadale area. It was noted the
6.4
Posting Information
in Libraries – Mrs. C. Bergauer-Free
Ms Bergauer-Free was introduced to the
Board. She provided a handout at the
meeting for the Members. She expressed
her concerns regarding posting information in the library. She had provided a copy of the material she
wanted posted which had been denied by the library.
Moved by: Councillor
Webster
Seconded by: Mrs.
Durst
RESOLVED
THAT: The information on posting
information in libraries be received.
Carried.
The Board held a discussion on the matter
later in the evening. The CEO suggested
she will contact Janet Carnegie to come to speak to the Board at a future Board
Meeting.
Moved by: Deputy
Mayor Heath
Seconded by: Ms
Sum
RESOLVED
THAT: The current policy on Posting and
Distribution of Materials remain the same.
Carried.
6.5
Building and Parks
Construction Meetings
The Chair noted
the Building and Parks Committee has been dissolved and items regarding
Building and Parks will be discussed at General Committee. These meetings are held on Mondays starting
at
7.0
EDUCATION
7.1
OLA – “Why Values
Matter”
Ms Cecchetto and Ms Marcus provided an
overview of the presentation, “Why Values Matter – The Power of Values
Governance at Markham Public Library” which was originally presented at the OLA
conference this year. Since this
initiative is a work in progress they were able to provide actual experiences.
Their presentation included a brief overview
of:
Why present at OLA?
Why Values? And the MPL Experience
Why Values Matter: Objectives
Why Values Matter: Outline
They noted the presentation was well received
at the conference and received positive feedback.
7.2
Board Leadership
Newsletter/Policy Governance – D. Jestin
Mrs. Jestin provided a summary of the Board
Newsletter on Beyond Board Self-Evaluation. The purpose is the continual improvement of
governance for the future. She discussed
the three elements: the governance
paradigm must be the best available, Individuals must be as fitting for
performance under that paradigm as possible and the Board’s actual process in
doing its job must be disciplined, visionary and continually improved.
7.3
SuperConference
Reports
7.3.1
R. Sharma
Ms Sharma provided a brief summary of the two
sessions she attended at the OLA SuperConference. She discussed the telephone survey used to find
out valuable information on user information.
A copy of the survey was provided to the CEO for her information. She also shared information on the
presentation Creating Marketing Plans on a Small Budget.
8.0
INCIDENTAL INFORMATION
8.1
The staff provided a written report as requested at a previous Board Meeting. There were no questions on this topic.
8.2
Unionville Library – Temporary Closure
The CEO advised that staff looked into the issue of alternate locations in the vicinity of Unionville Library as requested at a previous Board Meeting. She also provided information on the possibility of renting a trailer for two months during the temporary closure. She advised the project did not include funding allocation for these scenarios. It was noted the timelines are very tight. A thorough investigation was done regarding whether other library systems would provide a temporary location for their patrons during a short term renovation. Staff’s investigations concluded that other major libraries would close the library while renovations were being done and no alternative location would be provided. This was of concern to Deputy Mayor Heath and he indicated service should continue to that location during the renovation period. An intensive discussion ensued. It was noted it may take approximately two weeks to receive a response from General Committee to obtain additional funding.
A temporary location could be set up but it would take an enormous amount of time, work and effort by staff especially time from one of the directors. The issues of cost and value of providing this service and the extra workload that would be imposed on staff to make arrangements during this temporary closure were debated. Request for additional funding from General Committee would delay the project up to two weeks. It was noted that staff could not meet the timelines indicated if the Board received a favourable response in two weeks’ time. If the project did not commence immediately, the project timelines will be severely impacted.
The Vice Chair advised
staff to carry out the motion passed at the
RESOLVED THAT: The
·
Painting of steel ceilings
·
Carpet replacement
·
Washroom and universal washroom renovation/construction
·
Lighting retrofit
·
Replacement of front sidewalk
Carried.
The Vice Chair and Chair thanked the staff in preparing the reports on Unionville temporary closure. The CEO noted she take the services to the community seriously and believes the renovations are for the better for this community.
8.3
CEO’s Highlights
The CEO provided a verbal report and expressed there is value in being a Member of FOPL. The Board Secretary was asked to post the scheduled FOPL meeting dates in the outreach list.
Mr. Naik inquired into the statistics regarding counting of unique visitors and statistics extracted from databases.
Moved by: Councillor Webster
Seconded by: Mrs. Durst
RESOLVED THAT:
The CEO’s Highlights be received.
Carried.
9.0
NEW BUSINESS
9.1
Board Information
Moved by: Mrs. Durst
Seconded by: Ms Madhany
RESOLVED THAT: The Board package be made available through the website using hyperlinks to the public at the same time to the Board.
A friendly amendment
Moved by: Ms Durst
Seconded by: Ms Sharma
RESOLVED THAT The Board package be made available
through the website using hyperlinks to the public and the Board within the
next three months.
Carried.
9.2
Meeting Room
Deputy Mayor Heath inquired whether the Board Meeting could be moved upstairs. The CEO will look into the matter.
10.0
BOARD EVALUATION
10.1 Board Evaluation Forms – The Conduct of the Board
The forms were completed and handed in.
11.0
ADJOURNMENT
Moved by Mr.
Jeyaveeran that the meeting be adjourned at