TOWN OF
Regular
Meeting
Minutes of Meeting held on Monday, January 25, 2010, 7:27p.m.,
Program Room – Main Level,
6031 Highway 7,
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Present from the Board: |
Ms Mr. Justin Hung, Vice Chair Councillor Alex Chiu (up to 3.1) Ms Patricia Durst, Deputy Mayor Ms Mr. Ms Ada Leung Mr. Mr. Ms Ms |
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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, Mr. Patrick Pan, Manager, Milliken Mills Library Mrs. Suraj Sharma, Manager, Technical Services Department |
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Guests: |
Ms Catherine Conrad, Town of |
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Regrets: |
Ms Councillor |
1.0
AGENDA
1.1
Call to
Order/Approval of Agenda
The Chair called the meeting to order at 7:27 p.m.
Moved by: Ms Sum
Seconded by: Mr. Hung
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 new Chair thanked Mrs. Durst for the tremendous work she put into the library and also thanked her for putting her heart and soul in leading the library.
The Chair reiterated she would like the Board to schedule a brainstorming session in the future and asked that it be placed on next month’s agenda.
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: Mr. Jones
Seconded by: Ms Sum
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 December 14, 2009 |
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2.3 |
Communication and Correspondence: |
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2.3.1 |
“Milliken Mills Library Retirement Planning Seminar” Community News, Ming Pao, Monday, January 4, 2010 |
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2.3.2 |
“High school ditches text books for digital readers”, parentcentral.ca, November 18, 2009 |
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2.3.4 |
“Town of |
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2.3.5 |
Memo from Drew Fagan re Good Government Act, 2009 |
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2.3.6 |
Board Newsletter – Number 106 – November – December 2009 |
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2.3.7 |
Announcement – Michael Chan – Minister of Tourism and Culture |
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2.4 |
Annual Monthly Policy Review: (The wording of the following policies are reviewed annually by a Member) |
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2.4.1 |
BCL – 2d Monitoring Executive Performance – C. Giblon |
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2.4.2 |
GP-2d Board Committee Principles – J. Hung |
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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: Mr. Jones
Seconded by: Ms Sum
RESOLVED THAT: The
Minutes of the meeting held on December 14, 2009 be approved.
Carried.
3.0
CEO’s Report
3.1
CEO’s Report – January
2010
Several questions regarding programming
benchmarks, revenue, objectives were asked.
The CEO and the Marketing and Programming Strategist responded to these
questions satisfactorily. The CEO
advised she would attach a sample of measures the Library has in her CEO’s
report next month.
Programming initiatives, curriculum
development, sponsorship, visitation statistics, C3 library awards, and
collection analysis were discussed.
Moved by: Ms
Sum
Seconded by: Mrs.
Jestin
RESOLVED
THAT: The CEO’s Report be received.
Carried.
4.0
MONITORING
(delegation-ownership linkages)
4.1
Compliance list of
internal monitoring reports and Discussion Led by Members
4.1.1
Executive
Limitations: EL – 2k Communication &
Counsel to the Board D. Jestin
Mrs. Jestin indicated she had not received
any concerns from the Members. She
reviewed the report and felt it was in order and did not have any concerns
herself.
Moved by: Mrs. Jestin
Seconded by: Mr. McDermott
RESOLVED THAT: The
monitoring report Executive Limitations EL- 2k Communication & Counsel to
the Board be received.
Carried.
4.1.2
Executive Limitations: EL-2l
Use of Volunteers – C. Giblon
Mrs. Giblon reviewed the report. She reported she did not receive any concerns from the Members.
It was noted the volunteers are given policies and rules of procedure.
Mr. Naik inquired if the Library tracked the demographics of volunteers and how the library attracts volunteers. The CEO provided satisfactory responses. Homebound service was also discussed.
Moved by: Mr. Jones
Seconded by: Mr. McDermott
RESOLVED THAT:
The monitoring report Executive Limitations EL-2l Use of Volunteers be received.
Carried.
5.0
ENDS
5.1
Ends Report for CEO’s Review
The CEO provided the Board with the Ends report to assist in the CEO’s review for next month during the In Camera session. She indicated she included information from the monitoring reports in the report.
The Chair requested BCL-2e be circulated electronically to the Members before the next Board Meeting.
6.0
GOVERNANCE
6.1
Intrepretation of
Board’s Role as Members & Presentation – Catherine Conrad (heard after
agenda item 9.2)
Ms Conrad was introduced to the Members. She provided a slide presentation from the
questions she received from the Board Members.
Ms Conrad addressed the following points:
The Board
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What is the Board’s legal status
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To whom is the Board accountable
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Councillors as members
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Structure of Public Libraries in
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Standard/duty of care
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Legislative compliance
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Subcommittees
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Insurance and Indemnification
Employees/Administration
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Who is the employer
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Responsibility for employment related obligations
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Any necessity for MPL to act independently of the Town of
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Role of the CEO
Town of
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Extent of authority over MPL
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Owner of library facilities
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Requirements of the Board to the Town of
She noted the Board can only make
recommendations to Town Council. The
Town owns Library property.
All Members of the Board including
Councillors have an equal vote and responsibility when sitting on the
Board. The Councillors, however, have an
obligation to the Town and Council when voting at the Town on issues which may
have an effect on the library, and which
may differ from how they voted at a Library Board Meeting,
The Board is held to a certain standard of
care. Board Members must exercise care
that would be reasonably expected from their knowledge or experience in
analyzing or deciding on Library issues.
It was requested that a checklist or a list
of legislation be developed that the Board is responsible in discharging its
duties or the Library should be in compliance.
It was noted this list should also be in the orientation package for
Board Members. It was suggested that a declaration of compliance for the
Library Board should be prepared. The
relationship between the Town and the Library is complicated and the
responsibility of legislation varies according to each legislative Act.
It was also noted the Board is not
indemnified by the Town; however, Board Members are covered by the Town’s
Directors liability insurance. It was
suggested the Board obtain a copy of the Directors liability insurance.
Although the Town owns the Library
facilities, the Library has certain responsibilities regarding care and safety.
6.2
BCL -2e CEO
Performance Review
The Chair reminded the Members at the next
Board Meeting, the Members will be completing and discussing BCL-2e CEO
Performance Review. She asked the Board
Secretary to email the Members a copy of the attachments to be reviewed and
completed by the Members.
6.3
Board Election
Process - D. Jones
Mr. Jones requested this item be deferred to
the February Board Meeting.
Moved by: Mr.
Jones
Seconded by: Mr.
McDermott
RESOLVED THAT: The
Board Election Process be prepared and deferred for discussion until the February Board Meeting.
Carried.
6.4
Change in October’s
Board Meeting Date
The Board Secretary recommended the scheduled
October Board Meeting be rescheduled to another date that does not fall on the
date chosen for the election. The Board
Secretary was asked to remind the Members in September.
Moved by: Mrs.
Durst
Seconded by: Ms
Sum
RESOLVED
THAT: The October Board Meeting dated be
changed to Monday, October 18, 2010.
Carried.
(The following agenda items were heard at this time:
6.1
Interpretation of Board’s Role as Members & Presentation – Catherine
Conrad
6.2
Board Election Process – D. Jones
7.1
Thornhill Commuity Cente and Library Renovation Project
10.0
NEW BUSINESS
10.1
Board Members
10.2
Michael Chan MPP
10.3
Librarian for an Hour
10.4
Brainstorming
11.0
BOARD EVALUATION
11.1
Conduct of the Board
12.0
ADJOURNMENT)
7.0
OWNERSHIP LINKAGE
7.1
Thornhill Community
Centre and Library Renovation Project
Mr. Pogue provided an update on the
renovation project. He provided
information on the bidding process and the milestones associated with it. He provided an update of the timelines of the
project and the provisions made to date for setting up operations. The Members queried the alternate location,
the logistics of the mini operation and the use of Thornhill Village
Library. Program space has been made
available also. The CEO responded to
these queries. Additional parking has
been made available in the vicinity of Thornhill Village Library.
Moved by: Deputy
Mayor Heath
Seconded by Mr.
McDermott
RESOLVED
THAT: The Board receives the Report entitled “Thornhill Community Centre &
Library Renovation Project”.
Carried.
8.0
EDUCATION
8.1
Strategic Planning
Update (Executive Summary)
The strategic plan was in the Board package
this month for review. Discussion will
be held next month. Please forward any
questions to the CEO and the Board Secretary.
9.0
INCIDENTAL INFORMATION
9.1
Board Event Reminder
The Board Members were reminded of the Board event to be held on Friday, January 29, 6:30 p.m. for 7:00 p.m. The Board Secretary advised she will send out an email reminder.
9.2
Board Training Reminder
The Board advocacy training will be held on Sunday, January 31, from 1:00 p.m. to 4:00 p.m. The Chair reminded Members to bring their advocacy binder and to confirm attendance with the Board Secretary. The Board Secretary will remind Members by email.
10.0
NEW BUSINESS
10.1
Board Member
Mrs. Durst provided an update. A card will be sent and a donation to a
charity will be made.
10.2
Michael Chan, MPP
Mrs. Durst advised Michael Chan, MPP was appointed
Minister of Tourism and Culture. It was
suggested a congratulatory letter be sent to Mr. Chan indicating that the Board
would like to invite him to visit a Library or attend a Board Meeting.
Moved by: Mrs. Durst
Seconded by: Mr. Jones
RESOLVED
THAT: A
congratulatory letter be sent to Michael Chan, MPP and an invitation to visit
our libraries.
Carried.
10.3
Librarian for an Hour
Mrs. Durst extended an invitation to Mr. Andy
Taylor to participate in the Board “Librarian for an Hour” initiative. Mrs. Durst advised she will take Mr. Taylor
on a tour of the Milliken Mills Library.
Mrs. Durst would like to continue with this initiative with the Town.
10.4
Brainstorming
The Chair would like a brainstorming session
with all Members. Direction for using
advocacy and also if staff could provide strategic direction were discussed.
11.0
BOARD EVALUATION
11.1 Conduct of the Board
The Chair asked Members to complete the questionnaire and return it to the Board Secretary.
12.0
ADJOURNMENT
Moved by Mr. Hung that the meeting be adjourned at 9:47p.m.