TOWN OF MARKHAM PUBLIC LIBRARY

 

Regular Meeting

 

Revised* Minutes of Meeting held on Monday, February 22, 2010  7:09 p.m.,

Program Room – Main Level, Markham Village Library – Administration,

6031 Highway 7, Markham

 

Present from the Board:

Ms Cheryl Giblon, Chair

Mr. Justin Hung, Vice Chair

Councillor Alex Chiu (from 2.0)

Deputy Mayor Jack Heath (from 1.6)

Ms Deborah Jestin

Mr. David Jones

Ms Ada Leung (from 7.1)

Mr. Edward McDermott

Ms Lan Sum

Ms Amanda Turner

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, Manager, Markham Village Library

Mrs. Yolanda Chan, Manager, Angus Glen Library*

 

Guests:

 

 

Regrets:

Ms Shamira Madhany

Mr. Mahendra Naik

 

 

1.0               AGENDA

 

1.1               Call to Order/Approval of Agenda

 

The Chair called the meeting to order at 7:09 p.m.

 

Moved by:         Ms Sum           

Seconded by:    Ms 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.

 

1.6         Chair’s Comments

 

The Chair noted there is a very heavy agenda tonight and she hopes to move the meeting along in order to hear everyone’s comments. 

 

She announced Mrs. Pat Durst has tendered her resignation from the Board.  She thanked Mrs. Durst for her dedication and commitment to the Board.

 

The Chair noted there is a vacancy from the Board on the Cornell Advisory Group and she asked for a volunteer.  It was noted Councillor Webster, Chair of the Group, attends the meeting and he advised he would provide updates but suggested another Board Member attend meetings concerning the Library. Ms Walker will advise the Chair when there are meetings that involve the library.

 

It was noted Mrs. Madhany would not be able to attend Board Meetings for a while.  The Board suggested the Chair contact her.

 

The In Camera session will be held at the end of the Board Meeting.

 

Moved by:         Mr. Jones

Seconded by:    Ms Jestin

 

RESOLVED THAT:  The Board authorizes Mrs. Madhany’s three month absence from the Board Meeting.

 

Friendly Amendment

 

Moved by:         Ms Sum

Seconded by:    Mr. Hung

 

RESOLVED THAT:  The Board authorizes Mrs. Madhany’s absence from the Board until her return and requests the Chair contact her.

 

Carried.

 

Moved by:         Councillor Webster

Seconded by:    Ms Sum

 

RESOLVED THAT:  An Honour with Books donation be made to honour Pat Durst’s contribution and dedication to the Markham Public Library Board and a thank you card be sent on behalf of the Board.

 

Carried.

 

The Board suggested the past Chair should be honoured in more permanent way.  Possible options were discussed with examples provided.   

 

Moved by:         Mr. McDermott

Seconded by:    Councillor Webster

 

RESOLVED THAT:  The Board requests the staff to prepare a program to honour past chairs in a prominent way in the Library.

 

Carried.

 

1.7        In Camera

 

Moved by:         Ms Sum

Seconded by:    Ms Turner

 

RESOLVED THAT:  The Board meet In Camera at 9:30 p.m.

 

Carried.

 

Moved by:         Ms Sum

Seconded by:    Mr. Hung

 

RESOLVED THAT: The Board returns to its regular meeting at 10:05 p.m.

 

Carried.

 

Moved by:         Mr. McDermott

Seconded by:    Ms Leung

 

RESOLVED THAT:   The motions In Camera be ratified.

 

Carried.

 

2.0               CONSENT AGENDA

 

The Chair asked Board Members if they wished to pull any items from the Consent Agenda.  The Members requested the following items to be discussed.

 

2.3.15   Municipal Insurance Coverage for MPL Board       - D. Jones

 

            Moved by:         Councillor Chiu

            Seconded by:    Mrs. Jestin

 

            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    Regular Meeting - January 25, 2010    

 

 

2.3

Communication and Correspondence:

2.3.1          Letter from M. Aileen Carroll re Knowledge Ontario

2.3.2          Letter from Kimberley Kitteringham reThornhill Community Centre Renovation & Expansion

2.3.3          Thank you note from Markham Food Bank for Donation

2.3.4          Heart and Stroke Donation receipt

2.3.5          “Thornhill library closure angers residents” February 1, 2010, Economist & Sun

2.3.6          “Markham Village Library closed after water main breaks”, February 2, 2010 Yorkregion.com

2.3.7          “Arena not affected by water main break”, February 2, 2010, Yorkregion.com

2.3.8          “Publishers Win a Bout in E-Book Price Fight”, The New York Times, February 9, 2010

2.3.9          Agenda Planner – February 2010

2.3.10      Press Release on “Thornhill Community Centre Library Renovation Project

2.3.11      “Leisure plan pegged at $235M over 10 years”, Economist & Sun, Thursday, February 11, 2010

2.3.12      “Hume” A bold step to revamp Ryerson”, The Toronto Star, Saturday, February 13, 2010

2.3.14   list of Auditor’s Review Plan

2.3.15   “Those who read well at 15 succeed”, The Globe & Mail, Feb 13,

            2010

 

 

 

2.4

Annual Monthly Policy Review:  (The wording of the following policies are reviewed annually by a Member)

 

2.4.1  GP-2e Committee Structure – M. Naik

 

2.4.2 BCL -2e Chief Executive Officer Performance Review – C. Giblon

 

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.

 

Minutes of Meeting – January 25, 2010

 

Moved by:         Councillor Chiu

            Seconded by:    Mrs. Jestin

 

RESOLVED THAT:  The Minutes of the meeting held on January 25, 2010 be approved.

 

Carried.

 

3.0               CEO’S Report

 

3.1               CEO’S Report – February 2010

 

Moved by:         Ms Sum           

Seconded by:    Ms Turner

 

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-2e Financial Condition – L. Sum

 

Ms Sum led the discussion on EL-2e Financial Condition.  She had not received any concerns from the Members and felt the report was in order.

 

Moved by:         Ms Sum

Seconded by:    Mrs. Jestin

 

RESOLVED THAT: The monitoring report Executive Limitations EL- 2e Financial Condition be received.

 

Carried.

 

5.0               ENDS

 

6.0               GOVERNANCE

 

6.1               Board Election Process – D. Jones

 

Moved by:         Mr. Jones

Seconded by:    Mr. Hung

 

RESOLVED THAT:  The Board Election Process documents be received.

 

Carried.

 

Mr. Jones sent an additional document by email to categorize and clarify the issues.  He felt it that the Board should review its process and procedures for the election of officers and provide a mentoring and planning process for the future.  He provided chronological steps with associated timelines, proposed nomination procedures with examples of different scenarios and the term of each of the three positions.  He suggested the Board implement a more disciplined way of holding elections with a long-term view.  It was noted a fully transparent process would be welcomed.  The draft process would include all members voting.  He suggested developing the roles of the three positions since it is currently not clear.  The Chair provided a list of responsibilities for the positions and the time commitments requirements.

 

Several Members had concerns regarding the nomination process of the last election.  Mr. Jones was thanked for his time, thought and energy in preparing the report and they appreciated the principle and intent.

 

Members were concerned with the proposed term of the positions in line with the appointment process.  Pros and cons of the term and commitment for various positions were debated.  It was noted in the past election, background information of candidates was not presented and perhaps the election should be in camera.  The terms of the positions were discussed and it was noted the election process should be more transparent.  A nominating committee was discussed.

 

Moved by:         Mr. McDermott

Seconded by:    Mr. Jones

 

RESOLVED THAT:  A committee be struck to review the nominating structure of the Board, to review other organizations procedures and to poll all Board Members.

 

AND THAT:  The committee will report back to the Board with their findings.

 

Carried.

 

Messrs. McDermott and Jones and Mrs. Jestin volunteered to form the committee.  They will prepare a report for the Board over the next few months.

 

6.1.1          Election Minutes Release Protocol

 

The Members discussed the process.  Most library boards have an inaugural meeting for the election.  It was mentioned technically, the Minutes of the Annual General Meeting are not passed until the next Annual General Meeting but other libraries pass the election information at the next regular meeting. It was noted election information can be released before the Minutes are approved.   There discussion regarding the outcome of the election in the absence o the Minutes being passed.

 

Moved by:         Mr. McDermott

Seconded by:    Mr. Jones

 

RESOLVED THAT:  The Election Minutes Release Protocol be received

 

AND THAT:  The Annual General Meeting procedure stays the same and that the Annual General Meeting Minutes be passed at the next Regular Board Meeting.

 

Carried.

 

 

6.2               Minutes – Annual General Meeting – January 25, 2010

 

 

Moved by:         Ms Sum           

Seconded by:    Councillor Chiu

 

RESOLVED THAT:  The Annual General Meeting Minutes of January 25, 2010 be approved. 

 

Carried.

 

7.0               OWNERSHIP LINKAGE

 

7.1               Master Plan Presentation

 

The CEO, the project manager for the project, provided a slide presentation of Markham’s Integrated Leisure Master Plan to date. 

 

In her presentation she reviewed the following:

 

Purpose of the Workshop

Background and Description of the Master Plan

Mission Statement

Key Service Delivery, Recreation, Library, Parks, and Cultural Actions

Preliminary Financial Strategy of the Library, Indoor Recreation, Park Development, and Program Summary

Next Steps

 

She noted the plan has not been finalized but was well received by Council. She highlighted the Library’s 10 year vision of services.

 

Moved by:         Councillor Webster

Seconded by     Ms Sum

 

RESOLVED THAT:  Board appreciates the work the CEO has done on the Master Plan.

 

Carried.

 

8.0               EDUCATION

 

8.1               Strategic Planning Update (Executive Summary)

 

Ms Walker summarized the strategic plan through a presentation.  She highlighted:

 

·         2009 Accomplishments for the five perspectives:

 

·         The Customer Experience 2009

o        Strategies:  The right stuff

                                    Relevant programs

                                    The right places

·         2009 Internal Processes – the How

·         2009 Learning & Growth

·         2009 Managing our Budget

·         Strategic Priorities for 2010

·         The Customer Experience 2010

·         2010 Resources & Services

 

She had not received any question by email prior to the meeting.

 

Moved by:         Councillor Chiu

Seconded by:    Mr. Hung

 

RESOLVED THAT:  The Strategic Planning Update be received.

 

Carried.

 

9.0               INCIDENTAL INFORMATION

 

9.1               Brainstorming

 

Moved by:         Councillor Webster

Seconded by:    Ms Turner

 

RESOLVED THAT:  The brainstorming session be deferred until March Board Meeting.

 

Carried.

 

10.0            NEW BUSINESS

 

10.1            Municipal Insurance Coverage for MPL Board

 

Mr. Jones inquired into the status of receiving information regarding the Municipal Insurance Coverage.  The CEO advised it is on the Board’s action list and the Town was in the midst of changing carriers and will be receiving the final copy shortly.  Once a copy is finalized it will be shared with the Board.

 

10.2            Fundraising at Town of Markham

 

Councillor Chiu provided an update on the Town of Markham’s fundraising event to date.  It is Markham’s goal to raise $250,000 to build a village in Haiti with clean water.  A concert, “Markham Miracle Concert” is scheduled for March 4.  Councillor Chiu urged the Members to attend if possible in support of this worthy cause.

 

The Board went In Camera at this time.

 

11.0            BOARD EVALUATION

 

11.1      Conduct of the Board Summary

 

 

12.0            ADJOURNMENT

 

Moved by Ms Leung that the meeting be adjourned at 10:05 p.m.