TOWN OF
Regular Meeting
Minutes of
Meeting held on Monday, April 26, 2010, 7:08 p.m.,
Program Room –
Main Level,
6031 Highway 7,
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Present from the Board: |
Mrs. Mr. Justin Hung, Vice Chair Mrs. Mr. Ms Ada Leung (from 8.1.1.) Mr. Mr. Ms |
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Present from Staff: |
Mrs. Mr. Larry Pogue, Director, Administration & Operational Support Ms Debbie Walker, Director, Library Strategy & Innovation Mr. Moe Hosseini-Ara, Director, Service Excellence Mrs. Jane Byrnes, Board Secretary Mr. Patrick Pan, Branch Manager, Milliken Mills Library Ms. Angela Tse, Branch Manager, |
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Regrets: |
Mrs. Ms Councillor Alex Chiu Deputy Mayor Councillor John Webster |
1.0
AGENDA
1.1
Call to Order/Approval of Agenda
Moved by: Mr. McDermott
Seconded by: Mrs. Jestin
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.
1.5 Chair’s Comments
The CEO mentioned the collective agreements with CUPE Local 905 Full-time and Part-time have expired as of March 31, 2010. The Board will be notified when discussions begin.
The Chair advised of the presentation from the Honourable Michael Chan for the Innovation Award for C3 will take place on May 11 at the Town Council. Please advise the Board Secretary if you will be attending.
Please note the next Board meeting is scheduled for Monday, May 31 due to the Victoria Day weekend.
Mr. McDermott and the CEO advised they will not be able to attend the next Board Meeting.
The Chair noted she will be away commencing April 29 until May 13. She indicated she may be reached by email.
The Chair noted the Honourable Michael Chan will be visiting Markham Village Library on June 18 at 10:30 a.m. A Senior’s Open House will be held on June 22 from 2:00 – 4:00 p.m.
A list of upcoming events will be provided for Members in the Consent Agenda. Please advise the Board Secretary if Members wish to attend.
The Chair reported documentation was completed regarding the CEO’s performance review for 2009.
1.6 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. Naik
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 |
Communication and Correspondence: |
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2.3.1 |
A Message of Thanks to Volunteers – 2009 |
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2.3.2 |
Book dedication – “Gadamer’s Path to Plato” |
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2.3.3 |
“It’s official – town has master plan for leisure”
Economist and |
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2.3.4 |
Draft Integrated Leisure and Master Plan |
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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 |
GP-2g Board Members’ Code of Conduct – E. McDermott |
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. Naik
Seconded by: Mr. Hung
RESOLVED THAT: The Revised Minutes of the Meeting held on March
22, 2010 be approved.
Carried.
3.0
CEO’S REPORT
3.1 CEO’S Report – April 2010
Moved by: Mr. Jones
Seconded by: Mrs. Jestin
RESOLVED THAT: The
CEO’s Report be received.
Carried.
Moved by: Mrs. Jestin
Seconded by: Mrs. Giblon
RESOLVED THAT: The Board is very proud of all the activities
happening in the Library that were reported in the CEO’s Report.
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 – 2f Asset Protection – A. Turner
Ms Turner led the discussion on Executive Limitations EL-2f Asset Protection. She indicated she had no concerns from her review of the report and she also indicated she did not receive any questions from the Board.
Moved by: Ms Turner
Seconded by: Mr. Hung
RESOLVED THAT: The monitoring
report Executive Limitations EL- 2f Asset Protection be received.
Carried.
5.0 ENDS
5.1 Proposed Ends Revisions – Board
The Board Secretary indicated she did not receive any proposed Ends.
6.0 GOVERNANCE
6.1 Nominating Committee Report Update –
Mr. Jones reported the committee is waiting for a few responses to the
questionnaire. He will be contacting a
few more libraries to complete the survey.
Mr. Naik suggested a telephone interview may help the process of
response. It was noted some libraries
would appreciate a copy of the summary.
It was noted the committee’s purpose is to gather the information and it
is not a determining body. The Board
will define the parameters and issues.
The Members will have a full discussion before any decision is made.
The summary will be provided for the June Board Meeting agenda for
discussion.
7.0 OWNERSHIP LINKAGE
8.0 EDUCATION
8.1 SuperConference –
8.1.1 M.
Hosseini-Ara
Mr. Hosseini-Ara provided a summary of his presentation on self-service
technology. He indicated there were
80-100 attendees. History, experience,
knowledge, lessons learned and the next steps were presented. The presentation was well-received and
contributed to a lot of interest and engaging dialogue.
He offered to send the link to the presentation.
8.1.2 P.
Pan
Mr. Pan, a member of a panel, provided a summary of their presentation on
how to build a robust multi-lingual collection.
Mrs. Chan, Mrs. Tse and Mr. Lockway were the other members of the panel
presentation. There was an audience of
about 30 people. Since there is diversity
in
Mr. Jones asked about volunteering at the Library. The Volunteer Policy will be attached to next
month’s CEO’s Report. Mr. Jones will
provide a list of subject areas where he could be of assistance to the CEO.
8.2 Virtual Tour of East Markham and South
Mr. Hosseini-Ara provided a virtual tour of all current and proposed
libraries. He provided an aerial view as
well as a streets view of the locations.
8.3 SOLS Meeting
The next SOLS Trustee 5 meeting will be held at Ajax Public Library,
9.0 INCIDENTAL INFORMATION
9.1 Brainstorming
The Chair noted the items from the last Board Meeting have been separated and posted on the wall. She instructed each Member to place checkmarks on their first five priorities. She noted some of the priorities can be merged.
Once the checkmarks are tabulated, the CEO will be asked to prepare a report on the feasibility of the priorities from an operational perspective and how the priorities impact on the Ends.
9.2 Honouring
Past Chairs
A visual was presented to show the Board Members of the proposed placement of the plaque. A mock-up plaque was also provided.
A copy of the electronic message board plaque of past Chairs was also presented.
Mr. Naik suggested pictures of current members and a short profile on the website would be informative.
Moved by: Mr. Naik
Seconded by: Mr. Hung
RESOLVED THAT: A
plaque to honour past chairs be installed as follows:
Medium: 2-colour
digital printing/screening on semi-transparent Mylar film
Size: Approximately
32x40 inches
Location: Central
glass window plate of Computer Lab in upper level lounge area
Estimated cost:
$500-700 to design, fabricate and install
Funding Source: Board
Expenses
AND THAT: A plaque containing the current Board Members appear on the
electronic messaging board.
Carried.
10.0
NEW BUSINESS
11.0
BOARD EVALUATION
11.1 Board and the CEO: Criteria Questionnaire Summary
The questionnaire summary was discussed. It was noted some Members’ responses varied on the question: The Board developed formal criteria and a process for evaluating the CEO.
The Chair requested Members to forward any suggestions regarding the format of evaluating the CEO within the next week to the Board Secretary. Any responses received will be circulated to Members.
12.0
ADJOURNMENT
Moved by Mr. McDermott that the meeting be adjourned at 8:40 p.m.