TOWN OF
Regular
Meeting
Minutes of Meeting held on Monday,;
|
Present from the Board: |
Ms Patricia Durst, Chair Ms Councillor Alex Chiu (from 1.4.3; up to 1.6) Mr. Justin Hung Ms Mr. Ms Mr. Ms Rashi Sharma Ms Lan Sum Councillor |
|
Present from Staff: |
Mrs. Mr. Larry Pogue, Director, Administration & Operational Support Ms Debbie Walker, Director, Library Strategy & Innovation (from 1.4.3) Mrs. Diane Macklin, Marketing & Programming Strategist Mr. Mohammed Hosseini-Ara, Director, Service Excellence Mrs. Jane Byrnes, Board Secretary |
|
Guests: |
Mr. Joel Lustig, Director of Financial and Client Services Mr. Allan Seabrooke, Acting Commissioner,
|
|
Regrets: |
Ms Ada Leung Deputy Mayor |
1.0
AGENDA
1.1
Call to
Order/Approval of Agenda
The Chair called
the meeting to order at
Moved by: Ms Sum
Seconded by: Ms Madhany
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)
1.4.1
Appreciation to Northern
The Chair informed the Board this item will be deferred until the May Board Meeting.
1.4.2
Gift to the Library – Councillor Webster
Councillor
Webster attended a fundraiser for a mosque to be built in
1.4.3
Funding Allocation – Messrs. Lustig & Seabrooke
Mr. Lustig gave a presentation on the Library Development Charges. He provided the definition of development charges, the process of development charges, an overview of The Development Charges Act (1997), 2003 Library Average DC Service Levels, DC Background study vs. Master Plan and conclusion. He indicated the bylaw for development charges must be updated every 5 years and will be up for review shortly.
He indicated there is a process to use development charges. It was suggested that the Master Plan should specifically indicate the square footage expansion and new libraries which are planned. If additional square feet are given to one area that is not indicated in the Master Plan, it is in theory taken from another allocated area. Currently allocation of development charges is not assigned to a specific area but it is used town-wide. If additional square footage is given to a facility which does not appear on the development charges plans, an alternative funding source must be found. The last Master Plan was updated in 2003, although it was not passed by Council. It is being used by staff as a guide. The Master Plan will recommend where the Town builds. The new Master Plan will be developed commencing this summer and will take more than a year to complete. It was noted there are intensification issues in the Thornhill and Milliken areas which cause overstressing. A background study will be done in line with the Master Plan. The Board was very concerned about the Milliken area. They indicated that the lack of sufficient library space and the challenges of an ethno-culturally diverse community necessitates a more timely development of the Milliken Mills Library facility. The proposed timeframe for developing the Milliken area was a major concern. Proper information is needed to appropriately plan for any facility. It was also noted that Council could direct staff to do a study on a specific area.
The Chair thanked Messrs. Lustig and Seabrooke for their presentation.
1.5 Chair’s Comments
The Chair noted the presentation to Northern Karate School Markham will be at the May Board Meeting.
The Chair
requested the Board Members, preceding next month’s Board Meeting on May 26, to
meet at the Armadale Community Centre at
1.6 In Camera (heard after 9.0)
Moved by: Ms Jestin
Seconded by: Mr. Hung
RESOLVED THAT: The
Board meet In Camera at
Moved by: Councillor Webster
Seconded by: Mr. Hung
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 Members wished to pull any items from the Consent Agenda for discussion.
Moved by: Ms Jestin
Seconded by: Mr. Hung
RESOLVED THAT: The consent agenda be received.
AND THAT: The
Consent Agenda comprising of items:
|
2.1 |
Approval
of Consent Agenda |
|
2.2 |
Minutes
of Meeting – |
|
2.3 |
CEO’s
Highlights |
|
2.4 |
Communication
and Correspondence: |
|
|
2.4.1 “Karate Kids!”, The |
|
|
2.4.2 “Schools, towns part of Earth Hour”, The
Economist & Sun, |
|
|
2.4.3 “Postcards from camp”, The |
|
|
2.4.4 “Book lover learns new library awesome”,
Letters to the Editor, Yorkregion.com |
|
|
2.4.5 “A Calm Oasis in the Bustle of Modern
Life”, 2008 Winter Newsletter, Michael Chan, MPP |
|
|
2.4.6 A Message of Thanks to Volunteers |
|
|
2.4.7 |
|
|
2.4.8 Thank you letter to |
|
|
2.4.9 Letter to Mayor re infrastructure grant |
|
2.5 |
Monitoring
Reports |
|
|
2.5.1 GP – 2g Board members’ Code of Conduct –
A.Leung |
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.
Carried.
Moved by: Ms Jestin
Seconded by: Mr. Hung
RESOLVED THAT:
The Minutes of the meeting held on
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 –
Ms Madhany led the discussion on Executive
Limitations EL-2f Asset Protection.
Although she did not receive any concerns, she had several questions
herself. She made a distinction between
the security of hard assets such as buildings, equipment and materials, and the
security of information and intellectual property held by the Library. Under property assets, she requested
clarification/definition of the security of hardware, software and the use of
software. Under 1(b) of the report she
asked for the definition of intellectual property and what processes we have in
place to protect copyright and personal information. Under Financial Assets (f) she queried risk
mitigation and if we had a mitigation strategy.
The CEO advised she would respond to Ms Madhany’s queries at the next
meeting. The CEO would be responsible for
changing the wording to clarify the actual executive limitation if it was
needed.
3.2
2008 Capital Budget Report
– L. Pogue
The Chair informed the Board that the motions
to approval the Library’s Capital Budget
and Operating Budget t should
have been presented at the last meeting along with the budget report.
Moved by: Councillor
Chiu
Seconded by: Mr.
Naik
RESOLVED
THAT: The Board adopts the amended 2008
Capital Budget of $435,900 for the Library’s portion of the Community &
Fire Services Commission’s Capital Budget.
Carried.
3.3 2008 Operating Budget Report – L. Pogue
Moved by: Councillor Chiu
Seconded by: Ms Giblon
RESOLVED THAT: The
Board adopts the amended 2008 Operating Budget Revenue and Expenditures of
$10,003,424 and Revenues of $811,987.
Carried.
4.0
ENDS
The Chair asked if Members had any Ends
amendments to put forward.
The CEO advised she will be preparing a
report on achieving some Ends that she will discuss during the In Camera
session.
5.0
GOVERNANCE
6.0
OWNERSHIP LINKAGE
6.1
Outreach Reports
6.1.1
Outreach Events to
attend
Future and past outreach activities were highlighted by the Chair.
6.1.2
6.2
Meeting Reports
The Chair requested Members to share their
outreach experiences.
6.2.1
Chair’s Visits
The Chair attended this year’s
6.2.2
Members’ Visits
Ms Madhany attended the Lawn Care Seminar at
Unionville Library. She noted it was a
packed seminar. They had a very good
speaker and he had an excellent presentation with good slides.
Ms Jestin attended the
Ms Giblon attended the Town Council Meeting
and expressed the importance of the Library’s presence at these meetings.
Mr. Hung provided an overview of attending
the Pickering Public
Councillor Chiu raised the concern of the
high cost of gas the Members have to absorb to attend outreach activities.
Moved by: Councillor
Chiu
Seconded by: Councillor
Webster
RESOLVED
THAT: The staff prepare a report on reimbursing
Members for the escalating cost of gas to attend outreach functions other than
Board Meetings.
Carried.
It was noted the calculation would be based
from the Members’ residence to the outreach activity.
6.2.3
SOLS Meeting – J.
Hung
Mr. Hung was unable to attend the SOLS Meeting. The Board Secretary will contact Trustee Council 5 to see if they wish to hold their fall meeting at Markham Village Library.
7.0
EDUCATION
7.1 Board Leadership newsletter/Policy
Governance – M. Naik
Mr. Naik will be providing policy governance information at the May Board Meeting.
7.2
PLA – D. Walker
Ms Walker prepared a report on her PLA experiences. She was encouraged that MPL was not lagging behind. She noted change is “rolling throughout the profession”.
7.3
Balanced Scorecard
Update – D.
The CEO discussed the Balanced Scorecard Strategic Plan – 2007 and beyond.
Ms Walker presented a slide presentation on Dashboard, a progress report of MPL’s Balanced Scorecard Strategic Plan. She recapped MPL’s vision and mission.
She presented an overview of the status of MPL’s strategies of: proactive customer service, increasing active users and creating a “WOW” Space. Ms Giblon requested information on whether customer information was encrypted on the Library’s Integrated Library System.
The Chair requested Ms Walker continue her presentation from the Merchandising section of her report at the May Board Meeting. She also requested all Members to bring back the handout 7.3 for the continuation of the presentation.
8.0
INCIDENTAL INFORMATION
8.1
Mr. Hosseini-Ara noted that the majority of outstanding issues to be completed are on the exterior of the building and grounds.
8.2 Unionville Library Update – L. Pogue
The renovation is on scheduled and will start on Friday. He provided an updated status report on each activity.
9.0
NEW BUSINESS
10.0
BOARD EVALUATION
10.1 The Conduct of the Board Summary
11.0
ADJOURNMENT
Moved by Mr.
Jeyaveeran that the meeting be adjourned at