TOWN OF MARKHAM PUBLIC LIBRARY

 

Regular Meeting

 

Minutes of Meeting held on Monday, February 23, 2009,  7:10 p.m.,

Program Room – Main Level, Markham Village Library – Administration

6031 Highway 7, Markham

 

Present from the Board:

Ms Cheryl Giblon, Vice Chair

Councillor Alex Chiu

Deputy Mayor Jack Heath (from 7.1)(except 6.2)

Ms Deborah Jestin

Ms Ada Leung

Mr. Mahendra Naik

Ms Lan Sum

Councillor John Webster

 

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 Andrea Cecchetto, Branch Manager, Markham Village Library

 

 

Guests:

Mr. Duff Balmer, Architect, Shore, Tilbe Irwin & Partners

Mr. Henry Tse, Project Manager, East Markham Community Centre and Library

 

Regrets:

Ms Patricia Durst, Chair

Mr. Justin Hung

Ms Shamira Madhany

Mr. William Jeyaveeran

 

 

 

1.0               AGENDA

 

1.1               Call to Order/Approval of Agenda

 

The Vice Chair called the meeting to order at 7:10 p.m.  She noted agenda item 2.6 is the new Conflict of Interest form for Members to use at any meeting.  She also mentioned the Board Secretary will have these forms available at each meeting.

 

Moved by:         Ms Sum

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)

 

None.

 

1.5        Chair’s Comments

 

The Vice Chair thanked the Members for attending the meeting and making a quorum.

 

She indicated that agenda item 7.1 Duff Balmer, Architect, East Markham Community Centre and Library will be heard after the Chair’s Comments and 1.6 In Camera portion of the meeting will be heard after 9.0 New Business.

 

She introduced Mr. Duff Balmer, Architect, Shore, Tilbe Irwin & Partners and Mr. Henry Tse, Project Manager of the East Markham Community Centre and Library for the Town.  Regrettably Mr. Darcy Andrews, Architect, Shore Tilbe Irwin & Partners could not attend due to illness.

 

1.6        In Camera (was heard after Agenda Item 8.2)

 

Moved by:         Ms Sum

Seconded by:    Mr. Naik

 

RESOLVED THAT:  The Board meet In Camera at 9:35 p.m.

 

Carried.

 

Moved by:         Ms Sum

Seconded by:    Mr. Naik

 

RESOLVED THAT:  The Board returns to its regular meeting at 10:15 p.m.

 

AND THAT:  The motions In Camera be ratified.

 

Carried.

 

2.0               CONSENT AGENDA

 

The Chair asked if any items from the Consent Agenda should be pulled for discussion.  Members requested that the following item be discussed:

 

2.3               CEO     Highlights                      Mr. Naik

 

            Moved by:         Ms Leung

            Seconded by:    Councillor Webster

 

            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:

 

2.2.1

Annual General Meeting Minutes – January 27, 2009

 

2.2.2

Regular Meeting Minutes – January 27, 2009

2.4

Communication and Correspondence:

 

2.4.1

“PPS Greatest Hits of 2008:  10 Trends Shaping the Future of our Communities”, January 2009 Making Places

 

2.4.2

“Chinese New Year Events”, Saturday, January 24, 2009, The Markham Economist & Sun

 

2.4.3

“C3:  Replacing Dewey for better merchandising and customer service”, Sunday, February 8, 2009, KLG

 

2.4.4

“Session 1719 – How to Run a Successful Budget Campaign and Win!”, Library Board Matters

 

2.4.5

“No Tax Hike in Town Budget”, Markham Economist & Sun, Thursday, February 12, 2009

 

2.4.6

“Flower fans wilt as fiscal fix cuts into florals”, Thornhill Liberal, February 14, 2009

2.5

Review of Monitoring Policies

 

GP-2d Board Committee Principles – M. Naik

2.6

Markham Public Library Conflict of Interest Form

 

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.

 

·         Annual General Meeting Minutes of Meeting – January 27, 2009

 

Moved by:         Ms Leung

Seconded by:    Councillor Webster

 

RESOLVED THAT:  The Annual General Meeting Minutes of the meeting held on January 27, 2009 be approved.

 

Carried.

 

·         Minutes of Regular Meeting – January 27, 2009

 

Moved by:         Ms Leung

Seconded by:    Councillor Webster

 

RESOLVED THAT:  The Regular Meeting Minutes of the meeting held on January 27, 2009 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- 2e Financial Condition – J. Hung

 

The Vice Chair advised Mr. Hung sent his regrets and will lead the discussion at the March Board Meeting.

 

Moved by:         Ms Sun

Seconded by:    Councillor Chiu

 

RESOLVED THAT:   The monitoring report Executive Limitations EL-2e Financial Condition be deferred until the March Board Meeting.

 

Carried.

 

4.0               ENDS

 

5.0               GOVERNANCE

 

5.1               BCL-2d Monitoring Executive Performance – Progress to date

 

5.1.1          C. Giblon, S. Madhany, A. Leung

 

The Vice Chair had reviewed the Executive Limitations and noted possible areas for further review.  She noted she will provide the list to all Members to review.  Ms. Leung advised she will report next month on the parameters of the policies.  Ms Madhany will also be asked to provide her report next month.

 

5.1.2          Auditor General – L. Pogue

 

Mr. Pogue briefly described the Town’s Auditor General’s role and provided a copy of the Auditor General’s work plan.  He noted that all departments of the Town as the the Library are under the scrutiny of the Auditor General and she is in the final stages of a procurement audit.  There was debate regarding the release of the Library’s portion of the Auditor General’s procurement report to the Library Board before going to Council.

 

Moved by:         Councillor Webster

Seconded by:    Ms Jestin

 

RESOLVED THAT:  the Report entitled “Town of Markham Auditor General” be received and approved.

 

AND THAT:  the Auditor General be invited to a future Library Board Meeting to present on her mandate and work plan, and to provide any further information to Board Member as may be requested.

 

Carried.

 

6.0               OWNERSHIP LINKAGE

 

6.1               Outreach Reports

 

6.1.1          Members’ Visits

 

The Members did not report on any visits they had attended.

 

6.1.2          Outreach Events List

 

The Vice Chair requested Members to advise the Board Secretary if they will be attending any of the events listed.      

 

6.2               SuperConference 2009, D. Walker, C. Biss, W. Jeyaveeran

 

Ms Walker reported on the C3 session that she presented with Ms Cecchetto, Ms Sharma and Ms Dolmer.  She noted C3 received favourable press and had over 200 people attending their session.  

 

Discussion arose on the filing of a patent and trademark for C3.  Ms Walker reported that the Library has started the process of filing a patent and trademark for C3 with the assistance of the Town’s legal department. 

 

Ms Walker had a handout given to her at the SuperConference on a diversity survey.  It was requested that copies of the handout be provided at a future meeting.

 

Moved by:         Councillor Webster

Seconded by:    Mr. Naik

 

RESOLVED THAT:  The Board authorizes the CEO to do all things necessary to ensure C3 system is properly filed and protected as soon as possible.

 

Carried.

 

The CEO provided a brief overview of her presentation with Cathy Matyas, CEO, Waterloo Public Library on “How to run a successful budget campaign and win”.

 

7.0               EDUCATION

 

7.1        Duff Balmer, Architect, East Markham Community Centre and Library

 

Mr. Balmer gave an overview of the design and plan for the project.  He stated the objectives and the goals of the project.  He provided an overall view, blueprint and a schematic design of the library.   He highlighted the individual areas of the Library.   There was enthusiastic discussion over the plan and design.  Security concerns were discussed.  Mr. Balmer offered to look into a dry fire suppression alternative for the project.  There were also questions of timelines and cost of the project.  The Board was pleased with the content of the presentation.

 

Moved by:         Ms Sum

Seconded by:    Mr. Naik

 

RESOLVED THAT:  The Board is in support of the current proposed architectural library drawings of the East Markham Community Centre and Library as of February 23, 2009 presented at the February Board Meeting.

 

Carried.

 

The Vice Chair thanked Mr. Balmer for his presentation.

 

8.0               INCIDENTAL INFORMATION

 

9.0               NEW BUSINESS

 

9.1               CEO’s Report

 

Mr. Naik had requested clarification on the infrastructure funding from the federal government and circulation statistics regarding the increase of library users.  The CEO satisfactorily responded to his concerns.  The CEO noted the electronic statistics were not available at the time of printing the report.

 

Moved by:         Councillor Chiu

Seconded by:    Ms Jestin

 

RESOLVED THAT:  The CEO’s Highlights be received.

 

Carried.

 

9.2               Library Board Applicants

 

Councillor Chiu inquired if the CEO and Councillors had received copies of the Library Board applicants.  A date was arranged to review the applicants for an interview.  It was noted the Chair would not be back for a couple of weeks.  Arrangements would be made to proceed with the interviews. 

 

9.3        Master Plan

 

Deputy Mayor Heath requested a session on the Master Plan for the Board Members.  He provided his thoughts on the plan for libraries in Markham in the future.  It was noted it would be put on the agenda for a future Board Meeting for a full discussion.  Ms Walker was asked to provide a map of the current and future locations of libraries in Markham and associated data.

 

(Agenda 1.5 In Camera was heard at this time)

 

10.0            BOARD EVALUATION

 

10.1            Conduct of the Board

 

Copies of the survey were handed out, completed and returned to the Board Secretary.

 

11.0            ADJOURNMENT

 

Moved by Ms Sum that the meeting be adjourned at 10:15 p.m.