TOWN OF
Regular
Meeting
Minutes of Meeting held on
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Present from the Board: |
Ms Patricia Durst, Chair Councillor Alex Chiu (from 6.1.1 to 9.0) Ms Ada Leung Regional Councillor Jack Heath (from 6.2) Mr. Justin Hung Mr. William Jeyaveeran Mr. Mahendra Naik Councillor John Webster (from 6.1.1) |
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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 Amy Caughlin, Branch Manager, Mr. Patrick Pan, Branch Manager,
Unionville Branch Ms Judi McCallum, Branch Manager, Angus
Glen Branch |
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Guests: |
Mr. Joe Matthews Mr. Mike Shatil, Project Manager, |
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Regrets: |
Ms Cheryl
Giblon, Vice Chair Ms Deborah Jestin Ms Shamira Madhany Ms Rashi Sharma Ms Lan Sum |
1.0
AGENDA
1.1
Call to
Order/Approval of Agenda
The Chair started the meeting at
7.2 Balanced Scorecard/Strategic
Plan Update was heard at this time followed by:
6.1.1
Building Program
6.1.2
SOLS Meeting
6.2 Monthly Library Meeting/Outreach Reports
6.3 Monthly Outreach Activity Sheet
7.2
Board Leadership Newsletter #93/Policy Governance
Councillor Chiu and Councillor
Webster joined the Meeting. A quorum was
formed at
Moved by: Ms Leung
Seconded
by: Councillor Chiu
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.
1.6
Chair’s Comments
No Comments
1.7 In Camera
Moved by: Ms Leung
Seconded by: Mr. Hung
RESOLVED
THAT: The Board meet In Camera at
Carried.
Moved by: Ms Leung
Seconded by: Mr. Hung
RESOLVED
THAT: The Board returns to its regular
meeting at
Moved by: Councillor Webster
Seconded by: Mr. Jeyaveeran
RESOLVED
THAT: The motions In Camera be ratified.
Carried.
2.0
CONSENT AGENDA
The
Chair asked if Members wished to discuss any items from the Consent
Agenda. There were no items requested
for discussion.
Moved by: Councillor Chiu
Seconded
by: Mr. Naik
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/Correspondence: |
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2.4.1 Loving Life in |
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2.4.2 Librarians at the gate, The Star, |
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2.4.3 Except from General Committee Mtg. Oct. 29, 2007 |
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2.4.4 Memo dated |
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2.4.5 Programming & Charrette, |
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2.4.6 Bringing the reading room into the
digital age, Globe and Mail, |
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2.5(7.2) Board
Newsletter -#93 |
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2.6(3.3) Annual
Monthly Policy Monitoring: |
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2.6.1 GP-2b Board Job Description – A. Leung |
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2.6.2 BCL-2b Accountability of the CEO – W.
Jeyaveeran |
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 thererin
contained.
Carried.
Minutes of Meeting –
Moved by: Councillor Chiu
Seconded by: Mr. Naik
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-1General Executive
Constraints – J. Hung
Mr. Hung led
the discussion on Executive Limitations El-1 General Executive
Constraints. He read the Executive
Limitation and stated it is very straightforward. He did not receive any emails from the
Members and he had no concerns.
Moved by: Mr. Hung
Seconded by: Mr. Naik
RESOLVED THAT: The monitoring report Executive Limitations
EL-1 General Executive Constraints be received and accepted.
Carried.
3.1.2
Executive
Limitations: EL-2a Customer Relations –
D. Jestin
Ms Jestin had
previously advised the Chair she did not have any concerns and had not received
and questions from the Members.
Moved by: Councillor Chiu
Seconded by: Mr. Naik
RESOLVED
THAT: The monitoring report Executive
Limitations EL-2a Customer Relations be received and accepted.
Carried.
4.0
ENDS
5.0
GOVERNANCE
6.0
OWNERSHIP LINKAGE
6.1 Outreach Reports
6.1.1 Building Program – M. Shatil
Mr. Shatil
provided a progress report and a pictorial update on the exterior and interior
of the building. The official opening is
scheduled for December 15.
Mr.
Hosseini-Ara reminded Members of the site visit scheduled for tomorrow. Hardhat and boots are required for the tour.
A large sign
has been posted on the window facing Highway 7 in the Teen area indicating the
countdown to opening.
6.1.1
SOLS Meeting – J.
Hung
Mr. Hung
attended the SOLS Meeting for Trustee Council 5 earlier this month. He mentioned two items that were discussed at
the Meeting: advocacy activities and the
process of CEO evaluation.
The spring
meeting will be held either at the Pickering or Ajax Public Library. He invited SOLS to hold their meeting in the
fall of 2008 at Markham Village Library.
6.2
Monthly Library
Meeting/Outreach Reports - Members
The following
Members reported on outreach activities:
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Mr. Naik |
Small Business Month – How to develop a
business plan |
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Ms. Durst Councilllor
Webster Regional Councillor Heath |
Cornell Advisory Committee – Tour of |
It was noted Ms
Jestin and Ms Caughlin attended the Markham Village Santa Claus Parade.
Regional
Councillor Heath commended Ms Macklin and Ms Cooper for attending the Festival
of Lights on an extremely cold night.
The event was very successful with the distribution of MPL glow
balls.
The Chair asked
the Members if they would like to be part of a judging panel for the Optimist
Club Writing Contest “Today’s Choices Shape My Future”. Regional Councillor Heath and Mr. Hung
volunteered. The Chair indicated she
will contact Ms Jestin to see if she would be available. The cut-off date for entries is January 15 at
the Library and the judging should be completed by late February.
The Pickering
Public Library Board Meeting visit was cancelled due to weather. The visit has been rescheduled to
The East Markham
Charette is scheduled for December 6 at
The Chair
requested Members to advise the Board Secretary by email the sessions they wish
to attend at the SuperConference by December 1.
6.3
Monthly Outreach
Activity Sheet
7.0
EDUCATION
7.2
Board Leadership Newsletter #93/Policy Governance – A. Leung
Mr. Leung
introduced the Board to a very useful website:
www.policygovernance.com,
which was set up by Carver. She found the overall website very useful and a new
frequently asked questions section to be very informative.
7.3
Balance Scorecard/Strategic Plan Update – J. Matthews
The CEO
introduced Mr. Joe Matthews who is the consultant retained to help the Library
through the Balanced Scorecard process and the Strategic Plan 2007 and
beyond. Ms Walker provided a slide
presentation on the need for strategic planning and with Mr. Matthews provided
the Balanced Scorecard presentation.
Mr. Matthews
provided an explanation of the development of MPL strategic map: Customer Experience Perspective, Resource
Perspective, Learning & Growth Perspective and Financial Perspective. Under
each section, performance measures were identified including: strategy,
measures, targets and projects.
Ms Walker
introduced the new mission statement “The
place where
8.0
INCIDENTAL INFORMATION
8.1
MPL Renaming – D.
Ms Walker
explained the need for MPL renaming and the required steps associated with this
process. The CEO provided the
background leading up to this change.
Discussion arose regarding the domain name. It was suggested that various domain names be
registered.
It was suggested
the Board Minutes should be placed on the agenda of General Committee under
correspondence and a copy be sent to the Town Clerk. It was also suggested that the Board Minutes
should always be sent to General Committee under correspondence. It was also suggested the new classification
system should be presented at General Committee sometime soon.
Moved by: Mr. Naik
Seconded by: Mr. Hung
RESOLVED THAT:
The Board approve changing the business name “
AND THAT: The Board authorize the Town of Markham Legal
Department to secure external legal counsel to take all required actions to
register an “official mark” for the name(s) used by Markham Public Libraries/Markham
Public Library, to obtain greater protection for the names.
AND THAT: The
Renaming Implementation Plan be endorsed.
Carried.
8.2
Annual Board Dinner
Update – P. Durst
Ms Jestin has
booked the Artisan restaurant as the venue for the Annual Board Dinner on
8.3
Annual Library
Celebration Reminder
The Chair
reminded the Board that the Annual
Library Celebration will be held on November 30 at
8.4
Ms Macklin
provided details for the opening of Markham Village Library. The official opening will be at
Ms Macklin
suggested Opening Day would be a good opportunity for Members to be Ambassadors
and it will be an advocacy opportunity.
Members could take on the role of “Librarian for an Hour” and provide
tours for the VIPs. An information package will be available before hand. Please let the Board Secretary know when you
will be arriving. She requested that all
Board Members wear their MPL badge.
She asked if
Members had any ideas for the time capsule to please email the Board
Secretary. The issue of parking was
raised and will be discussed by the Committee.
9.0
NEW BUSINESS
9.1
The
9.2
Closing of
The mini Branch will be closing on
December 14.
A report on the success of Mini
Markham Village Library will be presented at the March Board Meeting.
10.0
BOARD EVALUATION
10.1
Board Evaluation Forms – Performance on Individual Board
Members
The Chair asked Members to submit
their completed evaluation forms to the Board Secretary.
11.0
ADJOURNMENT
Moved by Mr.
Jeyaveeran that the meeting be adjourned at