TOWN OF
Regular
Meeting
Minutes of Meeting held on
Program Room – Main Level, Markham Village Library – Administration,
6031 Highway 7, Markham
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Present from the Board: |
Ms Patricia Durst, Chair Ms Mr. Ms Mr. Ms Ada Leung Ms Shamira Madhany 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 Ms Andrea Cecchetto, Manager, Mrs. Yolanda Chan, Manager, Angus Glen Library |
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Guests: |
Mr. Glenn Taylor, Acting Director of Recreation Mr. Suliang Feng, Manager, Virtual Services |
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Regrets: |
Councillor Alex Chiu Deputy Mayor Mr. Ms Mr. |
1.0
AGENDA
1.1
Call to
Order/Approval of Agenda
The Chair called
the meeting to order at
Moved by: Mr. McDermott
Seconded by: Ms Leung
RESOLVED THAT:
The agenda be approved.
Carried.
1.2
Declaration of
Conflict of Interest
None.
1.3
Due Diligence
The 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.
1.6
Chair’s Comments
The Chair noted June was a busy month for Board Members. She especially congratulated the new Board Members for taking on the challenge of being brought up to speed on the massive orientation materials.
A special word of thanks was offered to Ms Leung for conducting the workshop on policy governance for the new Members.
The Chair apologized for the cancellation of the June 13 Federal Infrastructure Grant announcement and the resulting difficulties it caused Members. She appreciated the efforts that Members made to attend at the last minute. Although it is important to attend these functions and acknowledges the efforts of Members doing so, the Chair can appreciate Members may have other pressing obligations in which to send their regrets.
Two agenda items have been moved up on the agenda:
7.2 Trends that Impact the Virtual Branch – S. Feng
6.3 Thornhill Community Centre & Library – Expansion and Renovation – D. Walker and G. Taylor
1.7 In Camera
2.0
CONSENT AGENDA
The
Chair asked Board Members if they wished to pull any items from the Consent
Agenda. There were no requests made.
Moved by: Mrs. Jestin
Seconded by: Mr. McDermott
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 - May 25, 2009 |
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2.3 |
Communication and Correspondence: |
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2.3.1 |
“Green living gets cookin’ at workshop”,
Economist & |
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2.3.2 |
“Library on the Road”, Mark of Excellence, May 2009 |
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2.3.4 |
Signed financial statements of |
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2.3.5 |
“IT Governance – What a Library Needs to Know”, Report on participation in Audio Conference |
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2.5 |
Policy Governance Review: |
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2.5.1 Governance Process GP-2i Ends Policy Review Procedure – L. Sum |
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2.5.2 Governance Process - GP -2i Ends Policy Review Procedure – Board |
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2.5.3 Governance Process GP – Cost of Governance |
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2.6 |
Clerical correction of Policy: Governance Process: GP-2d Board Committee Principles – 11(a) |
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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: Mrs. Jestin
Seconded by: Mr. McDermott
RESOLVED THAT: The
Minutes of the meeting held on
Carried.
Clerical
Correction: Governance Process: GP-2d
Board Committee Principles
Moved by: Mrs.
Jestin
Seconded by: Mr.
McDermott
RESOLVED
THAT: Governance Process GP-2d Board
Committee Principles 11(a) be corrected to read:
11.. The initial responsibilities of each
Committee shall be to:
a.
Review Policy GP-2d
Board Committee Principles
Carried.
3.0
MONITORING
(delegation-ownership linkages)
3.1
Compliance list of
internal monitoring reports and Discussion Led by Members
The Chair reviewed and clarified the Board’s monitoring
process. She noted that one Member is
assigned a monitoring report in the agenda planner for the year on a rotational
basis. Members are requested to review
the monitoring report and forward all questions to the assigned Member. The assigned Member will collate the
questions received and forward them to the CEO and Board Secretary for
response. It was noted the turnaround
time is very tight and the CEO and staff will try to respond to the questions
prior the Board Meeting or will respond at the Board Meeting.
All responses are coordinated by the Board
Secretary and distributed electronically to the Members. The CEO may respond verbally or in writing at
the meeting if she feels it is appropriate.
If there were any general questions
concerning the contents of the Board package material, the Chair requested
Members to forward the questions to the CEO and copy the Board Secretary for
response prior to the meeting.
If you are responding to attendance at events,
please email the Board Secretary only.
3.1.1
Executive
Limitations: EL – 2i Community Relations
C. Giblon
Ms Giblon led the discussion on Executive
Limitations: EL -2i Community
Relations. She had earlier questioned
the CEO on the renovation delay of the Unionville Library ‘s accessibility
washroom. The CEO provided a written
response by email. Ms Giblon requested
the Board be periodically updated on any significant deficiencies the Library
is experiencing which impact the public.
Moved by: Ms Sum
Seconded by: Mr. Hung
RESOLVED THAT: The
monitoring report Executive Limitations EL- 2i Community Relations be received.
Carried.
3.1.2
Executive
Limitations: EL-2j Compensation &
Benefits – J. Hung
Mr. Hung led the discussion on Executive Limitations: EL-2j Compensation and Benefits.
There were questions regarding the job evaluation system, salary adjustments due to economic climate and the unfunded liability of OMERS pension fund.
The CEO responded to the Members concerns. It was noted the CEO will forward concerns regarding the OMERS pension unfunded liability to the Town’s Human Resources. The Chair requested those concerns be sent to the CEO and the Board Secretary. The CEO will request Human Resources to respond those questions and attend the September Board Meeting if necessary to address the Board’s concerns.
Moved by: Ms Leung
Seconded by: Mr. Hung
RESOLVED THAT: That
the monitoring report Executive Limitations:
EL-2j Compensation & Benefits be received.
Carried.
3.1.3
Executive Limitations: EL-2k
Communication and Counsel to the Board – A. Leung
Ms Leung led the discussion on Executive Limitations EL-2k Communication and Counsel to the Board. She noted she did not have any concerns and she did not receive any emails from the Board.
Moved by: Ms Sum
Seconded by: Mrs. Madhany
RESOLVED THAT: The monitoring report Executive Limitations EL-2k Communication and Counsel to the Board be received.
Carried.
3.2
Preliminary Operating and Capital Budget 2010
There were no questions or concerns from the Board.
Moved by: Mr. Hung
Seconded by: Ms Giblon
RESOLVED THAT: The
Board expresses its support for the Library projects going forward in the Town
of
Carried.
4.0
ENDS
5.0
GOVERNANCE
6.0
OWNERSHIP LINKAGE
6.1
Outreach Reports
6.1.1
Chair’s Report
The Chair attended the Integrated Leisure and Master Plan Open House at Markham Village Library. She noted those that did attend were representatives from specific community groups and had a very interesting discussion.
She also attended the new Board orientation and the announcement of the Federal Infrastructure Grant at Thornhill Community Centre.
6.1.2
Members Visits
Ms Giblon attended the Integrated Leisure and Master Plan Open House at Thornhill Community Library. She noted it was not well attended and pleased that the library and walking trails were rated high on the list of priorities.
6.2
The Chair was concerned that only 7 of the 15 Members responded. She noted this is the best way for the Board to have input into the Master Plan. She asked the Board Secretary to send out a follow up email to those members who have not responded in order to make a fuller report from the Board.
Mrs. Madhany impressed upon the Board the importance of responding to the questionnaire.
The responses of the questionnaire were discussed and it was agreed that the Board should speak with one voice. Individual responses of the Members would not be included in the questionnaire response to the consultant.
Moved by: Mr. McDermott
Seconded by: Ms Madhany
RESOLVED THAT:
The final results of the survey be circulated and reviewed by the Chair to
formulate the Board’s recommendations by submitting them to the Master Plan and
Leisure consultant as the Board’s response.
Carried.
6.3
Thornhill Community Centre Expansion & Renovation
Mr. Glenn
Taylor, Acting Director of Recreation was introduced. Mr. Taylor provided architectural sketch
boards for the Members to view. He
provided a historical summary of the renovations and additions to the
complex. The Town had received the federal
funding to allow for this renovation which includes the Library. It was noted the project had to be completed
by
Ms Walker
provided a visual presentation which included:
Thornhill Community Branch History, Stimulus Funding, Timeline
Completion by
Discussion of the Board included contingency plans for delays, commitments from contractors, competition for good contractors, and the logistics of service during renovation. Ms Giblon thanked Mr. Taylor and his staff for submitting the application for the funding.
Moved by: Ms Giblon
Seconded by: Councillor Webster
RESOLVED THAT: The Board supports Library staff’s and Town’s Recreation Department’s judgment to have service available if possible at Thornhill Community Library during renovation.
A concern arose regarding the logistics of completing the project within the prescribed deadline. More information will be available once the project group meets with the architect and construction participants. The Board will be kept updated.
Friendly
Amendment
Ms Giblon agreed with the amendment.
Moved by: Mr. McDermott
Seconded by: Mr. Hung
RESOLVED THAT: The project be completed within the government’s set time parameters even if it means Thornhill Community Library would be closed either partially or fully as may be deemed necessary to meet that objective.
Carried.
The Chair thanked Mr. Taylor.
7.0
EDUCATION
7.1
CEO’s Highlights
Ms Giblon sent the CEO questions regarding the delay of the accessibility washroom at Unionville Library, feedback on the WOW project and C3. The CEO responded satisfactorily to the two later concerns and advised she will have information on the status of deficiencies in her monthly report.
Moved by: Councillor Webster
Seconded by: Ms Giblon
RESOLVED THAT: THE
CEO’s Highlights be received.
Carried.
7.2
Trends that Impact on the Virtual Branch – S. Feng
Ms Walker introduced Mr. Suliang Feng, Manager, Virtual Services. He has opened doors for the Library concerning changes and trends and provided statistical gathering.
Mr. Feng’s presentation included:
Overview: Challenges /Opportunities we face
The impacts
Our strategies
He provided valuable and insightful information on the future of how the Library will do business, electronic information, and the global digital world.
The Chair thanked Mr. Feng for his presentation.
8.0
INCIDENTAL INFORMATION
8.1
CULC CEO Annual Meeting –
October 5 & 6, 2009
The CEO is hosting the Canadian Urban Libraries Council – CEO Annual Meeting at Markham Village Library. The CEO invited the Board to attend a reception on October 5 with dinner following. The cost of the dinner will be provided closer to the date.
8.2
The date for the Holiday Party for the staff has been set for Friday, November 20 starting at 5:30 p.m. at Milliken Mills Library. The Chair would like all the Board to participate and asked Mrs. Jestin to lead and plan the event. Further information will be given at the September Board Meeting.
November 21 is
the SOLS Trustee Meeting which is held twice a year. Mr. Hung is the Board’s delegate and has
offered Markham Village Library as its venue.
The meeting will be from
8.3
Delegation over the Summer
The Chair requested Members to give the Board Secretary their summer telephone numbers and their availability over the summer.
Moved by: Mr. Jones
Seconded by: Mr. Hung
RESOLVED THAT: Responsibility
of all Board decisions over the summer be delegated to the Board Chair in
consultation with the Vice-Chair.
AND THAT: If
either the Chair or Vice-Chair cannot be contacted in a reasonable time frame,
a designated Board Member will be consulted.
Carried.
9.0
NEW BUSINESS
9.1
Regional Councillor Tony
Wong
The Chair announced the passing of Regional
Councillor Tony Wong and paid tribute to him on his dedicated public service to
the Town and the Library. She indicated
a card was sent on behalf of the
Councillor Webster advised the Board a
condolence books is available for anyone to sign at the Town and a memorial
service will be held at the Town on July 6 from
9.2
IT Governance - What a
Mr. Jones highlighted his thoughts on his
report. Ms Giblon advised the Town
auditor will be reviewing the IT process in 2010. The CEO stated there is a service level
agreement between the Town and Library which include performance standards,
telephone, desktops, laptops, enhancements, internet access, software, etc. The
Library has regular ongoing meetings with IT.
Ms Giblon suggested Mr. Jones compile a list
of any new areas of concerns he may have that are not covered in our Ends for the
September meeting.
10.0
BOARD EVALUATION
10.1 Feedback to the Chair Survey
The Chair requested Members to complete the survey and hand them in to the Board Secretary.
11.0
ADJOURNMENT
Moved by Ms Sum that
the meeting be adjourned at