TOWN OF
Regular
Meeting
Minutes of Meeting held on
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Present from the Board: |
Ms Patricia Durst, Chair Ms Councillor Alex Chiu Ms Ada Leung Deputy Mayor Mr. Justin Hung Ms Mr. William Jeyaveeran Ms Mr. Ms Rashi Sharma Ms Lan Sum Councillor |
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Present from Staff: |
Mrs. Mr. Larry Pogue, Director, Administration & Operational Support Mrs. Diane Macklin, Marketing & Programming Strategist Mr. Mohammed Hosseini-Ara, Director, Service Excellence Mrs. Jane Byrnes, Board Secretary Mr. Patrick Pan, Branch Manager, Unionville Library Ms Andrea Cecchetto, Branch Manager, |
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Guests: |
Mr. Allan Seabrooke, Acting Commissioner,
Mr Eric. Vinagreiro, Northern Ms Agnes Mlynarz, Northern |
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Regrets: |
Ms |
1.0
AGENDA
1.1
Call to
Order/Approval of Agenda
The Chair called
the meeting to order at
Moved by: Councillor Chiu
Seconded by: Councillor Webster
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)
The Chair invited Northern Karate School Markham to attend a Board Meeting to give a special thank you for their fundraising efforts. The Vice Chair, who attended the event, wanted to personally thank Northern Karate School Markham for their phenomenal fundraising event for the Markham Public Library. A “Thank You” plaque was presented to Mr. Eric Vinagreiro and Ms Agnes Mlynarz, Northern Karate School Markham on behalf of the Board. The Vice Chair provided a list of proposed uses of the funds. It was noted over $7,000 was raised for the Library and an additional $200 cheque was also presented.
1.5
Chair’s Remarks
The Chair advised the Board, since it is a very packed agenda, all questions should be directed through the Chair on presentations and to keep on topic. The Chair reviewed the procedure on the monitoring reports. All questions should be sent by email by Friday to the designated lead Member assigned that month. The Member then collates all the questions and forwards them to the CEO, the Chair and copied to the Board Secretary. A response will be prepared for the Monday Board Meeting. All Members should have read the monitoring reports by Friday for discussion on Monday. The CEO sets aside Monday to respond. Next month Ms Sum and Messrs Naik and Hung will be leading the monitoring report discussions.
The Pickering
Public
The Chair requested Ms Leung to lead a discussion on the CEO’s Opening Authentic Communications Presentation in June. She asked Members to please read the document. Any questions Members may have are to be emailed to Ms Leung prior to the meeting.
The Chair reiterated her request that all emails received should be acknowledged. If Members miss a meeting, please arrange with the Board Secretary to pick up their Board package. She will have the package available at the reception desk at the administration centre. In September, the Board package will be available electronically. Only the agenda will be provided in paper form. The Chair requested all Members to bring their laptops to the Board Meeting. It was noted lengthy or awkward reading documents will be provided in paper form and will be identified as such. Copies will be provided if requested in advance of the meeting.
Ms Cecchetto, the new Manager of Markham Village Library, was introduced and welcomed. She has worked at Angus Glen Library as well as Milliken Mills Library.
(Item 3.1 Audit
2007 and 6.1.1
1.6 In Camera (To be heard after 10.0)
Moved by: Ms Sum
Seconded by: Mr. Hung
RESOLVED THAT:
The Board meet In Camera at
Carried.
Moved by: Councillor Chiu
Seconded by: Councillor Webster
RESOLVED THAT: The
Board returns to its regular meeting at
Carried.
Moved by: Mr. Hung
Seconded by: Councillor Webster
RESOLVED 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 items were
requested to be discussed.
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2.3 |
CEO’s Highlights |
Moved by: Ms Sum
Seconded by: Mr. Hung
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 Northern Karate Friendship Tournament,
Snap |
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2.4.2 Unionville Library Closure, The |
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2.4.3 Letter from A. Seabrooke dated May 9 re
April 18 Correspondence to Mayor Frank Scarpitti |
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2.4.4 Letter to Yvonne, Thornhill Community Centre
Library |
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2.4.5 Letter from George Huff re Thanks for
Markham Group of Artists |
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2.5 |
Monitoring
Reports: |
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2.5.1 GP-2h Cost of Governance – S. Madhany |
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.
Moved by: Ms Sum
Seconded by: Mr. Hung
AND THAT: The
Minutes of the meeting held on
Carried.
3.0
MONITORING
(delegation-ownership linkages)
3.1
Audit 2007 (Financial
Statement Presentation) - KPMG LLP
Ms K. Leopold from KPMG LLP was
introduced. She reported the audit was
completed on the financial statements and there were no issues and good controls
are in place. Clarification was made to
missing numbers in the spreadsheet due to formula links from other spreadsheets
from the Town.
The Chair thanked Ms Leopold for her report.
Moved by: Councillor
Webster
Seconded by: Ms
Leung
RESOLVED
THAT: The Board approves the audited
financial statement and accompanying notes to the financial statements for the
fiscal year ended December 31, 2007, as prepared by the accounting firm KPMG
LLP, Toronto, Ontario.
AND
THAT: The Board Chair be authorized to
sign the approved audited financial statements on behalf of the Board.
Carried.
3.2
Compliance List of Internal
Monitoring Reports and Discussion Led by Members
3.2.1
Executive
Limitations: EL-2e Financial Condition –
R. Sharma
Ms Sharma led the discussion on Executive
Limitations EL-2e Financial Condition.
She did not receive any questions from the Members and she did not have
any questions regarding the Executive Limitations. She noted the audited statements were in
compliance and had no concerns with the report.
Moved by: Ms Sharma
Seconded by: Mr. Hung
RESOLVED THAT: The monitoring report Executive Limitations
EL-2e Financial Condition be received and accepted.
Carried.
3.2.2
Executive
Limitations: EL-2f Asset Protection –
The Chair indicated she did not receive any emails or concerns regarding this Executive Limitation. The review of C3 should be ready for presentation to the Board by September. The patent for C3 has been referred to the Town’s legal department. It was mentioned that money should be budgeted for marketing C3.
Moved by: Ms Sum
Seconded by: Ms Sharma
RESOLVED THAT: The
monitoring report Executive Limitations EL-2f Asset Protection be received and
accepted.
Carried.
4.0
ENDS
4.1
Ends Reminder
Mr. Hosseini-Ara briefly provided a summary
of the revisions to each of the proposed Ends.
The Board expressed concerns regarding the revision to 3.2 in that it
was too encompassing. Further consideration
and discussion will take place at the June Board Meeting.
5.0
GOVERNANCE
6.0
OWNERSHIP LINKAGE
6.1
Outreach Reports
6.1.1
Mr. Seabrooke provided updated information on the Town’s Parks and Recreation Master Plan process. A master plan provides planning for a five year period. In 1999 a plan was created to provide a framework to 2003. Although in 2003 a Master Plan was created it was not formally approved by Council due to the large number of recommendations. However, it has served as a guide for staff. A new Master Plan will be developed this year for a five year period to cover 2008 to 2012. Current 2006 statistics will be used as a base. The process will take approximately 12 to 16 months to complete. They are currently at the RFP stage. The Town’s main goals are to have a general guiding plan with segmented recommendations, and to have a fiscally responsible plan. It was noted that the plan process will include public consultation. Aspects that will be considered are: create segments of recommendations, review trends in population using the 2006 census, population study in all areas, demographic breakdown, review community profiles, prepare needs analysis, review service levels and provision standards, review greater demand areas, have focus groups, include nonspecific groups in the study, intensification issues, financial strategy plan, changes to development charges bylaws, review partnerships and have projections to 2031.
Intensification issues were raised in the Thornhill and Milliken areas. It was noted a feasibility study has been proposed as a capital project for 2009. It was noted the proposed feasibility study in Milliken will be done in parallel with the Master Plan. Possible considerations to prepare for the feasibility study would be to consider the end result of the deliverables and what the library of the future would look like. Deputy Mayor Heath suggested that visits to other areas would be valuable research.
Moved by: Councillor Webster
Seconded by: Mr. Hung
RESOLVED THAT:
The report be received.
Carried.
7.0
EDUCATION
7.1
Board Leadership
Newsletter/Policy Governance – M. Naik
This item was deferred until the June Board
Meeting.
7.1.1
Board Leadership
Newsletter #95
7.1.2
Board Leadership
Newsletter 96
8.1 Staff Report on
Board Members Reimbursement on Mileage
The CEO provided a report as requested by Board motion at the April Board Meeting. She indicated the previous motion required clarification. She understood the intent would be to grant the honourarium increase. She indicated the Library could accommodate this budget adjustment this year and will request an increase for next year’s budget.
Moved by: Councillor Chiu
Seconded by: Mr. Naik
RESOLVED THAT: That Board
Members be reimbursed for mileage and associated traveling expenses (i.e.
parking, toll charges) in accordance with the Library’s policy on travel
expenses to attend Board activities outside the jurisdiction of Markham.
AND THAT: Upon receiving approval
from Council,
AND THAT: There is a
sufficient amount of funds in the personnel budget line that the Library can
overspend in the Board account.
AND THAT: The CEO will be
authorized to underspend in the personnel account and overspend in the Board
account.
Carried.
8.2
Mr. Hosseini-Ara provided an update on the outstanding deficiencies of the Markham Village Library. He indicated the exterior slats were being installed and the landscaping will be done soon. He listed the interior deficiencies that were completed.
Councillor
Webster suggested a day-to-day project manager should be budgeted in any future
project that impacts the library in any significant way. Mr. Hosseini-Ara should be involved in the
Moved by: Councillor Webster
Seconded by: Ms Giblon
RESOLVED THAT:
The Board thanks Mr. Hosseini-Ara and staff for shepherding us through
the renovation to have the Library we have.
Carried.
8.3 Unionville
Library – Update – L. Pogue
Mr. Pogue and Mr. Pan provided an update on the Unionville Library renovation project. There is no change to the timelines, however, it was noted there was a setback regarding the lighting project which may have to be done after the completion date during the evenings.
8.3
The Chair explained the need for clarification of this motion.
Moved by: Councillor Chiu
Seconded by: Mr. Naik
RESOLVED THAT:
The Report “
AND THAT the
following motions be endorsed by the Board:
The Board endorses
a 25,000 sq. ft. library at the East Markham Library location (including 3,000
sq. ft. funded by Markham Stouffville Hospital) only if the increase (an
additional 2,000 square feet) can be provided without causing detriment to the
funding for the rest of the library system.
The Board endorses
the immediate expansion of library facilities within south
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.
The Board
appreciates the Town’s funding of an additional 2,000 square feet to improve
the library system.
Carried.
9.0
NEW BUSINESS
9.1
CEO’s Report
Ms Sum advised the Solar Workshop was worthwhile attending and suggested although there was a full roster of attendees, the rows were not full. It was suggested that the seats could be filled at the last minute by patrons.
The Chair asked for participants to attend the Special Meeting of the General Committee scheduled on June 3 on East Markham Community Centre and Library. Deputy Mayor advised Members are able to attend. It was suggested Mr. Hosseini-Ara attend.
Ms Leung requested an updated copy of the organizational chart. Ms Leung also requested timelines on the futures list in the CEO’s Report.
Moved by: Councillor Chiu
Seconded by: Mr. Hung
RESOLVED THAT: The CEO’s Highlights be received.
Carried.
9.2
A Tribute to Nella
Heath
The Chair presented Deputy Mayor Heath with an
“Honour with Books” from the Board in memory of his late Mother.
10.0
BOARD EVALUATION
11.0
ADJOURNMENT
Moved by Ms
Giblon that the meeting be adjourned at