TOWN OF
Regular
Meeting
Revised* Minutes of Meeting held on Monday, February 22, 2010 7:09 p.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 (from 2.0) Deputy Mayor Ms Mr. Ms Ada Leung (from 7.1) Mr. Ms 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: |
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Regrets: |
Ms Mr. |
1.0
AGENDA
1.1
Call to Order/Approval
of Agenda
The Chair called
the meeting to order at
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.
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
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
Carried.
Moved by: Ms Sum
Seconded by: Mr. Hung
RESOLVED THAT: The Board returns to its regular
meeting at
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
Moved by: Councillor Chiu
Seconded by: Mrs. Jestin
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 2.2.1 Regular
Meeting - January 25, 2010 |
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2.3 |
Communication
and Correspondence: 2.3.1
Letter from M. Aileen Carroll re Knowledge 2.3.2
Letter from 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”, 2.3.8
“Publishers Win a Bout in E-Book Price Fight”, The New York Times,
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, 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 |
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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-2e Committee Structure – M. Naik |
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2.4.2
BCL -2e Chief Executive Officer Performance Review – C. Giblon |
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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: Councillor Chiu
Seconded by: Mrs. Jestin
RESOLVED THAT: The
Minutes of the meeting held on
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
In her presentation she reviewed the
following:
Purpose of the Workshop
Background and Description of the Master Plan
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
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2009 Internal Processes – the How
·
2009 Learning & Growth
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2009 Managing our Budget
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Strategic Priorities for 2010
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The Customer Experience 2010
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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
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
Councillor Chiu provided an update on the
Town of
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.