TOWN OF
Regular
Meeting
Minutes of Meeting held on Monday, June 28, 2010 7:02 p.m.,
Program Room – Main Level,
6031 Highway 7,
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Present from the Board: |
Ms Mr. Justin Hung, Vice Chair Mr. Deputy Mayor Ms Ada Leung Mr. Ms Councillor John Webster |
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Present from Staff: |
Mrs. Mr. Larry Pogue, Director, Administration & Operational Support Mrs. Jane Byrnes, Board Secretary Ms Angela Tse, Acting Branch Manager, Unionville Library |
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Regrets: |
Mrs. Mr. Ms Councillor Alex Chiu Ms Deborah Jestin |
1.0
AGENDA
1.1
Call to Order/Approval
of Agenda
Moved by: Mr. Hung
Seconded by: Ms Sum
RESOLVED THAT: The revised 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 Chair indicated this meeting was the last one before the summer break.
She attended the Senior’s Open House at Unionville Library and remarked how wonderful the event was. She commended Ms Dunn and the committee which developed the event. She provided a description of all the activities that took place.
The Chair reminded the Members the Citizenship Ceremony will take place at Markham Village Library on Wednesday, May 30. Deputy Mayor Heath, Councillor Webster and the Chair advised they will be attending.
The Honourable Michael Chan toured Markham Village Library on June 18 by invitation of the Board Chair. The Minister was very engaging and pleased with the many uses of the library. The Board received a lovely thank you note from the Minister and it was noted the Board will send one in return. The Chair provided positive library data to the Minister.
The Chair recognized the many hours of work that had gone into the nomination committee’s report and thanked the committee. She noted the CEO will be chairing this portion of the meeting to exclude any conflict of interest by the Chair.
A sheet was provided for Members to sign that they have received and will commit to reading the policies on Workplace Harassment and Violence.
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: Ms Sum
Seconded by: Councillor Webster
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 May 31, 2010 |
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2.3 |
Communication and Correspondence: |
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2.3.1 |
Calendar of Events - June |
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2.3.2 |
“Bargain Book |
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2.3.3 |
Membership to the Library email |
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2.3.4 |
Mintz: Teaching the TV generation to cook – May 27, 2010, Toronto Star |
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2.3.5 |
2009 Minister’s Award for Innovation – C3 Initiative, Resolution of Council Meeting No. 9. Dated May 25, 2010 |
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2.3.6 |
“Nine questions for Heather Reisman”, The Globe & Mail, May 31, 2010 |
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2.3.7 |
“Does this library poster promote storybooks or stereotypes”, The Star, June 17, 2010 |
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2.3.8 |
PSAB Presentation from May Board Meeting |
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2.3.9 |
“New community centre price tag jumps $5m, Economist and Sun |
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2.3.10 |
Correspondence from Joely McEwan re Unionville Library area traffic |
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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 Governance Process GP-2i Ends Policy Review Procedure – Board - L. Sum |
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2.4.2 Governance Process: GP-2i Ends policy Review Procedure – Staff – C. Biss |
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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: Ms Sum
Seconded by: Councillor Webster
RESOLVED THAT: The Minutes of the Meeting held on May
31, 2010 be approved.
Carried.
(Agenda Item 4.2 Audit 2009 (Financial Presentation) KPMG LLP was heard at this time.)
3.0
CEO’S Report
3.1
CEO’S Report – June
2010
Moved by: Councillor Webster
Seconded by: Mr. Hung
Ms Sum queried the reason for the decline of circulation at Angus Glen
Library. The CEO undertook to review and
will respond at the next meeting in September.
Ms. Leung queried the parking
issue at Unionville Library. The CEO
explained the issue is under investigation and advised that library property is
owned by the Town. Town staff will be
reviewing and handling the issue with input from Library Administration.
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 – 2i Community Relations
– A. Leung
Moved by: Ms Leung
Seconded by: Councillor Webster
Ms Leung advised she did not receive any questions from the Board. She reviewed the report and was satisfied with its content.
RESOLVED THAT: The monitoring report Executive Limitations
EL- 2i Community Relations be received.
Carried.
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4.1.2
Executive Limitations: EL-2j
Compensation Benefits – D. Jones
Moved by: Mr. Jones
Seconded by: Mr. Hung
Mr. Jones indicated he did not receive any questions from the Board and was satisfied with the report.
RESOLVED THAT: The
monitoring report Executive Limitations EL-2j Compensation Benefits be
received.
Carried.
4.1.3
Executive Limitations EL-2k Communication & Counsel to the Board
– L. Sum
Moved by: Ms Sum
Seconded by: Mr. Naik
Ms Sum reviewed the report and was satisfied. She indicated she did not receive any emails from other Board Members.
RESOLVED THAT: The
monitoring report Executive Limitations EL- 2k Communication and Counsel to the
Board be received.
Carried.
4.2
Audit 2009 (Financial Presentation
KPMG LLP)
Mr. Pogue introduced Ms Katie Leopold from KPMG LLP.
Ms Leopold explained the audited financial statements of the Library for 2009. She did not have any concerns with the report and it was assessed as a clean audit.
She reviewed and explained the: Statement of Financial Position, Statement of Operations, Consolidated Statement of Change in Net Financial Assets, Statement of Cash Flow, and Notes to the Financial Statement.
Under note #5 the issue of unfunded liability was discussed at great length. It was noted the Library is under the umbrella of the Town. The issue was whether the Board or the Town was responsible for the unfunded liability of the OMERS pension fund and whether the responsibility should be clarified in the note. It was finally decided to leave the wording as is.
A few typographical corrections were noted and Ms Leopold advised they would be corrected.
Moved by: Ms Leung
Seconded by Mr. Naik
RESOLVED THAT: THAT the Audited Financial Statements of the Town of
AND THAT: The Board approve the Audited Financial
Statements of the Town of Markham Public Library Board for the fiscal year
ended December 31, 2009;
AND THAT: The Board Chair be authorized to sign the
approved Audited Ffinancial Statements on behalf of the Board;
AND THAT: The Board authorize Staff to issue the
Financial Statements for the fiscal year ended December 31, 2009;
AND THAT: Staff be authorized and directed to do all
things necessary to give effect to this resolution.
Carried.
The Chair commended Ms Leopold and Mr. Pogue for their detailed
explanation.
4.3
Preliminary Capital Budget 2011
Moved by: Ms Sum
Seconded by: Mr. Hung
RESOLVED THAT: That
the Board expresses its support for the Library Capital budget projects going forward in the Town of
Carried.
5.0
ENDS
5.1
Ends Policy Updated
The Chair requested Members to replace this page in their policy binder.
6.0
GOVERNANCE
6.1
Nominating Committee
Report – D. Jestin, D. Jones, T. McDermott
The CEO chaired this agenda item.
To begin discussion, the CEO requested Mr. Jones to provide a summary of
the committee’s survey results and any comments the committee wished to
express. Mr. Jones provided the summary
and noted Mr. McDermott’s concerns as well.
Mr. Jones listed the key issues of the survey. Mr. Jones noted the survey results did not
express strong opinions on any of the issues except for the secret balloting of
the election.
The CEO then requested each Member to provide their input on each of the
issues presented. The issues discussed
where:
·
Term of the chair – 4 years, 2 years, 1 year
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Term of Vice Chair – 2 years, 1 year
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Chair Emeritus
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Duration of service before a Member can be run for the position of Chair
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Nominating Committee
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Self-nomination
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Proxy voting
Pros and cons were debated on each issue. It was noted the Board election
process is functioning very well and does not require any change.
The role of past chair was interpreted in various ways. The Members decided to abandon this issue.
Moved by: Mrs. Giblon
Seconded by Ms Leung
RESOLVED
THAT: A nominating committee is not
required for electing the Chair and Vice Chair for the Board.
Carried.
Under discussion were: Who would
run the Annual General Meeting and carry out the election process and who would
carry out the election process? These
questions were discussed at length. It
was decided the process of having the CEO preside over the meeting and the CEO
and Board Secretary would act as scrutineers over the election remained the
same. The question of who was seeking election
was also at issue. The intention of
candidates seeking election should be made known before the Annual General
Meeting.
Discussion on the length of term for both the Chair and Vice Chair
positions were discussed. The Board
decided to make a motion for each position.
Moved by: Ms Sum
Seconded by: Mr. Naik
RESOLVED THAT: The appointment of
Chair be for a two year term.
There was discussion regarding a Member having library board experience
before running as Chair.
Friendly Amendment
Ms Sum agreed to the amendment.
Moved by: Councillor Webster
Seconded by: Ms Sum
RESOLVED THAT: The election of Chair
be for a two year term with a caveat that any incumbent has at least two years
previous experience on the Board.
Friendly Amendment
Councillor Webster agreed to the amendment.
Moved by: Mr. Naik
Seconded by Councillor Webster
RESOLVED
THAT: The appointment of Chair be for a
two year term with a caveat the candidate must have some MPL Board experience.
Carried.
Moved by: Ms Sum
Seconded by: Ms Leung
RESOLVED
THAT: The appointment of Vice Chair be for
a one year term with a caveat the candidate having some MPL Board experience.
Carried.
Moved by: Mrs. Giblon
Seconded by: Mr. Jones
RESOLVED
THAT: The election process provides for self-nomination
for the candidates running for Chair and Vice Chair positions.
AND THAT: A seconder for the Chair and Vice Chair
nominations is required.
Carried.
It was noted that all candidates during the election process will have
three minutes to speak prior to voting.
Proxy voting was debated. Concern
was raised regarding Members not in attendance at the meeting missing the candidate’s
speeches and therefore not being fully informed. As well they could not participate if a
second vote was required. It was also
noted that Members should make a point to attend the elections.
6.2
Resignation of
The Chair informed the Board Ms Turner has resigned from the Board.
Moved by: Ms Sum
Seconded by: Mr. Hung
RESOLVED THAT: The resignation of
AND THAT: A letter of appreciation be sent to
Carried.
7.0
OWNERSHIP LINKAGE
7.1
SOLS Meeting Report –
J. Hung
Mr. Hung attended the SOLS Spring Trustee’s Meeting held in
Ideas for recruitment were posting ads, setting up job fairs, and having
booths at town functions. The Library
Building Guide was sent to each of the CEO of the libraries.
The Chair thanked Mr. Hung for attending the SOLS meetings on behalf of
the Board.
8.0
EDUCATION
8.1
Workplace Violence
and Workplace Harassment Policies
The Chair reiterated the request for Members to please sign the sheet
indicating they will read the policies.
8.2
Bill C-32 Amendments
to the Copyright Act
The CEO explained the rationale for the letter to be sent. There is a concern that private interest
groups will start lobbying for more restrictions by using digital locks on
material which should normally be available for private users and library use.
Moved by: Ms Sum
Seconded by: Mr. Hung
RESOLVED THAT: THAT the Markham Public Library Board sends a letter
in response to Bill C-32 to the Honourable Tony Clement, Minister of Industry,
and to the Honourable James Moore, Minister of Canadian Heritage and Official
Languages, with copies to Markham area Members of Parliament. The letter will acknowledge the importance of
the expansion of fair dealing provisions and express concern regarding the digital
lock provisions that would prevent users from accessing material for which they
have legitimate rights under the fair dealing provisions; and
AND THAT: The
letter from the Board be consistent with the position adopted by the Canadian
Library Association (CLA) and the library community.
Carried.
9.0
INCIDENTAL INFORMATION
9.1
Delegation over the
Summer
Moved by: Mr. Naik
Seconded by: Mr. Jones
RESOLVED THAT: That
responsibility for all Board decisions over the summer be delegated to the
Board Chair in consultation with the Vice-Chair.
AND THAT: If
either the Chair or Vice-Chair cannot be contacted in a reasonable time frame,
a designated Board Member will be consulted.
Carried.
9.2
Brainstorming Report
Follow Up by CEO
Moved by: Deputy Mayor Heath
Seconded by: Mr. Naik
RESOLVED THAT: The Board lobby the Town for more services to provide the best service the Library can.
This matter was discussed at length.
Friendly
Amendment
Deputy Mayor Heath amended his initial motion.
Moved by: Deputy Mayor Heath
Seconded by: Mr. Jones
RESOLVED THAT:
The Board requests staff to carry out additional statistical research in
order for the Board to lobby for approximately an extra four hours of library hours.
AND THAT: Staff
determines the allocation and appropriate amount of hours to be open.
Carried.
The Board asked that the report be prepared for the September Board Meeting.
10.0
NEW BUSINESS
11.0
BOARD EVALUATION
11.1 Feedback
to the Chair Summary
12.0
ADJOURNMENT
Moved by Ms Sum that the meeting be adjourned at 10:03 p.m.