TOWN OF
Regular
Meeting
Minutes of Meeting held on
Program Room – Main Level,
6031 Highway 7,
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Present from the Board: |
Ms Patricia Durst, Chair Ms Mr. Ms Mr. William Jeyaveeran (from 1.5) Ms Ms Mr. Ms 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 Mr. Suliang Feng, Manager, Virtual Services Ms Yolanda Chan, Manager, Milliken Mills Library Mr. Patrick Pan, Manager, Unionville Library |
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Guests: |
Mr. John Livey, Chief Administrative
Officer, Town of Ms Brenda Librecz, Commissioner of Community & Fire Services, Town of |
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Regrets: |
Councillor Alex Chiu Deputy Mayor Jack Heath Ms |
1.0
AGENDA
1.1
Call to
Order/Approval of Agenda
The Chair called
the meeting to order at
Moved by: Councillor Webster
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)
None.
1.5 Chair’s Comments
The Chair
introduced Mr. John Livey, the Chief Administrative Officer and Ms Brenda
Librecz, the new Commissioner of Community & Fire Services, Town of
Item 7.2 - E3: Excellence through Efficiency and Effectiveness was heard at this time.
The Chair thanked the Board Members for attending the recent In Camera session.
Library events for the next quarter were posted around the room for Members to attend. The Chair noted that to be a Board Member goes beyond attending the Board Meetings. Members represent the Board’s point of view, listen to the community and should be part of the community. The Chair had reviewed the list and highlighted the ones she felt need a Member’s participation. She asked the Members to review the list and sign up to the ones they can attend and participate.
The Chair sent out an email during the summer requesting comments on the Board agenda, etc. The Chair asked the Members to take a few minutes to submit their comments and hand them in at the end of the meeting.
Travel expense forms for the year were handed out. A request was made by the Board Secretary for Members to sign and return the form for processing.
It was noted a complete package of the updated policy governance policies and by-laws was included in the Board package.
1.6 In Camera
Moved by: Councillor Webster
Seconded by: Mr. Hung
RESOLVED THAT: The
Board meet In Camera at
Carried.
Moved by: Ms Sum
Seconded by: Mr. Hung
RESOLVED THAT: The
Board returns to its regular meeting at
Carried.
Moved by: Mr. Hung
Seconded by: Mr. Jeyaveeran
RESOLVED THAT: The
motions In Camera be ratified.
Carried.
2.0
CONSENT AGENDA
The
Chair asked if the Board wished to discuss any items from the Consent Agenda. There were no requests for items for
discussion.
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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2.3 |
CEO’s Highlights |
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2.4 |
Communication
and Correspondence: |
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2.4.1 Unionville Library Re-opening, SNAP |
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2.4.2 “Masters of Metallic”, the |
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2.4.3 “Former councilor remembered as ‘fun,
easy’going’”, The Markham Economist & |
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2.4.4 “World Wide Knitting in the Public Day”,
SNAP |
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2.4.5 “Asian Culture Celebration”, SNAP |
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2.4.6 “Libraries all over |
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2.4.7 Letter from Gordana Valois, President
Markham Toastmasters Club dated |
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2.5 |
Annual Monthly
Policy Monitoring: |
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Governance Process: GP-1 Global Government Commitment – J. Hung |
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BCL -1 Global
Governance-Management Connection – S. Madhany |
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2.6 |
Board Meeting
Dates |
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2.7 |
Updated By-laws
and Policy Governance Policies: |
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2.7.1 By-law amendment (re MPL name revision) |
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2.7.2 Policy Governance Policies |
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2.8 |
Board Attendance
2007-2008 |
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2.9 |
Agenda Planner |
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2.10 |
Monitoring
Report – Schedule of Executive
Limitations for the Year |
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2.11 |
Outreach Events
Summary for past year |
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: 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 2d Budgeting/Forecasting
- W. Jeyaveeran
Mr. Jeyaveeran led the discussion on Executive Limitations: EL-2d Budgeting/Forecasting. His concerns and the concerns of Ms Giblon were satisfactorily addressed by the CEO.
Moved by: Mr. Jeyaveeran
Seconded by: Ms Giblon
RESOLVED THAT: The monitoring report Executive Limitations
EL-2d Budgeting/Forecasting be received and accepted.
Carried.
3.1.2 Executive Limitations: EL-2k Communication & Counsel to the Board – D. Jestin
Ms Jestin led the discussion on Executive
Limitations: EL-2k Communication and
Counsel to the Board. She reviewed the
policy and the report filed and had no concerns. She indicated she did not receive any
concerns from the Members.
Moved by: Ms Jestin
Seconded by: Ms Leung
RESOLVED THAT: The
monitoring report Executive Limitations EL-2k Communication & Counsel to
the Board be received and accepted.
Carried.
4.0
ENDS
The Chair explained the Ends process. At any meeting a Board Member may put forward
an Ends suggestion. At the May Board
Meeting they are discussed collectively and voted on at the June Board Meeting.
5.0
GOVERNANCE
6.0
OWNERSHIP LINKAGE
6.1 Outreach Reports
6.1.1
Chair’s Visits
The Chair attended the re-opening of Unionville Library. The Chair met with the CEO several times over the summer regarding In Camera issues. The Chair mentioned she is looking forward to the Mayor attending the “Librarian for an Hour” on October 24 at Milliken Mills Library. She also will be presenting to Council in October.
6.1.2
Members’ Visits
Ms Giblon, Madhany, Sum and the Chair attended the re-opening of the Unionville Library.
Ms Giblon has agreed
to be the moderator for the upcoming All Candidates Meeting to be held at
Markham Village Library on October 5 from
6.3
Outreach Events for the Year
The Chair indicated the outreach activities for the next quarter are posted around the room. She requested Members to sign up for the activities they can attend.
7.0
EDUCATION
7.1
Board Leadership
Newsletter/Policy Governance – M. Naik
7.1.1
Board Leadership
Newsletter #98
Mr. Naik discussed the policy governance article: Hierarchy: Necessary but Not Necessarily Evil”. The article discussed helping Boards create clear direction. Hierarchy can lead to conflict, apathy and dysfunction. To avoid these problems of hierarchy there needs to be a clear distinction between governance and management functions. He also noted Board decisions are a group decision and not made by one single Board Member. The “one voice principle” is meant to provide rigorous, thought-provoking dialogue. He mentioned that as long as there is clarity of the Board’s role it minimizes confrontation and conflict on issues.
The article “Overcoming a Challenge in Using a New Technology”, provides a lot of concepts and explains the stages of accepting policy governance and the evolution of applying policy governance. It is important to be proactive in putting policy governance into practice.
7.2 E3: Excellence through Efficiency and Effectiveness – J. Livey
Mr. John Livey,
CAO of the Town of
Economic Environment, Socioeconomic Performance, The Quality Connection, E3 Formula for Success and Building Markham’s Future Together.
The CEO noted the Library’s E3 projects were provided in the Board package.
The Chair thanked Mr. Livey for his presentation.
Moved by: Councillor Webster
Seconded by: Mr. Hung
RESOLVED THAT: The E3 presentation be received.
Carried.
7.3 Virtual
Services, Federated Search, Value Calculator, Donate Button
This item was added to the agenda. Mr. Suliang Feng, Manager, Virtual Services was introduced. Mr. Feng introduced to the Board new virtual products: Federated Search Engine, World Book search, value calculator and the donate button.
8.0
INCIDENTAL INFORMATION
8.1
Annual Library
Celebration
The Annual
Library Celebration will be held on Friday, November 28 at
Moved by: Ms Sum
Seconded by: Mr. Hung
RESOLVED THAT: That
the Board approve up to $4500 to be expensed for an Annual Library Celebration
for Library staff and Board.
Carried.
9.0
NEW BUSINESS
9.1
Board Travel Expense
The Chair requested Members to sign and submit their completed form to the Board Secretary at the conclusion of the meeting.
9.2
Board Meeting
Comments
10.0
BOARD EVALUATION
10.1
Evaluation
Summary: The Board and the CEO - Criteria
The Chair asked if the Members had any questions or concerns regarding the summary of the last evaluation. The Members did not have any comments.
The Chair thanked the CEO for her work over the past month and also the work provided by staff.
Please confirm receipt of emails received by the Board Secretary.
Moved by: Ms Giblon
Seconded by: Ms Jestin
RESOLVED THAT:
The evaluation summary be received.
Carried.
The Board discussed the venue of the Board Meeting. It was decided to continue discussion at a future meeting.
Moved by: Councillor Webster
Seconded by; Mr. Hung
RESOLVED THAT:
Mrs. Macklin be congratulated and thanked for her work in providing the
hyperlinks to the Board package.
Carried.
Pickering Public Library will be attending our next Board Meeting in October.
11.0
ADJOURNMENT
Moved by Ms Sum
that the meeting be adjourned at