AGENDA 1.0 MARKHAM PUBLIC LIBRARY BOARD REGULAR MEETING Notice of meeting to be held on Monday, April 23, 2018, 7:00 p.m. Markham Village Library, 6031 Highway 7 East, Markham, L3P 3A7 AGENDA 1.0 Call to order/Approval of agenda 1.1 Declaration of conflict of pecuniary interest 1.2 Integrated Leisure Master Plan: Mr. Steve Langlois, Monteith Brown Planning Consultants 1.3 Delegation : Ms. Yafang Shi 1.4 Chair’s Remarks 2.0 Consent Agenda: All items listed under the Consent Agenda are considered to be routine and are recommended for approval by the Chair. They may be enacted in one motion or any item may be discussed if a member so requests. 2.1 Minutes of Regular Meeting March 26, 2018 2.2 Declaration of Due Diligence by the CEO 2.3 Communication and Correspondence: 2.3.1 cbc.ca: Librarians Recommend their 15 Favorite Non-fiction Books For Kids 2.3.2 torontoCityNews: Markham library apologizes for censoring photo exhibit 2.3.3 https://youtu.be/42YtdlEJA8s Markham library apologizes for censoring photo exhibit 2.3.4 facebook: 680 News: Markham library apologizes for censoring photo exhibit 2.3.5 The Globe and Mail: Library apologizes for removal of feminist art 2.3.6 torontoCityNews: Discussion over censorship after library removes photos 2.3.7 Mayor Scarpitti tweets re Ontario budget 2.3.8 Volunteer Letter 2017 2.3.9 snapdMARKHAM: Markham Public Library Launches New Initiative for Low Income Families 3.0 CEO’s Highlights, April 2018 4.0 Annual Policy Review: (To be under taken at the January meeting) 5.0 Internal Monitoring Reports: (Compliance list of internal monitoring reports and discussion led by members) 5.1 Executive Limitation: EL-2e Asset Protection (P. Mantell/L. Pogue) 1 of 73 AGENDA 1.0 6.0 Ends: 6.1 Strategic Plan Update (D. Walker) 7.0 Governance: 7.1 Art Exhibits Policy Memorandum (D. Macklin) 7.2 2018 Library Capital Budget Report (L. Pogue) 7.3 2018 Library Operating Budget Report (L. Pogue) 7.4 Use of Corporate Resources for Election Purposes 8.0 Ownership Linkage: 8.1 Input from Board Members 9.0 Board Advocacy 10.0 Education: 10.1 Accessibility Services available to library users (M. Sawh) 11.0 Incidental Information 12.0 New Business 13.0 Board Evaluation: 13.1 Questionnaire Results: Feedback to the Chair 14.0 In Camera Agenda To discuss a confidential personnel matter 15.0 Adjournment Members are requested to call Susan Price at (905) 513-7977 ext. 4311 or e-mail [email protected] by 4:00 p.m. Monday, April 23, 2018 if unable to attend. Thank you. NEXT MEETING: Monday, May 28, 2018, 7:00 p.m. Markham Village Library 6031 Highway 7 East Markham L3P 3A7 2 of 73 AGENDA 1.2 TO: Markham Public Library Board FROM: Catherine Biss, CEO & Secretary-Treasurer PREPARED BY: Deborah Walker, Director, Library Strategy DATE OF MEETING: April 23, 2018 SUBJECT: Integrated Leisure Master Plan: Information Session RECOMMENDATION: That the report entitled “Integrated Leisure Master Plan: Information Session” be received. That the presentation entitled “2018 Integrated Leisure Master Plan Update” be received. BACKGROUND: 2018 Integrated Leisure Master Plan (ILMP) Update – Project Progress Recent progress includes: 1. One-on-One Interviews with Councillors To gather insights and input from Councillors regarding the future of Markham’s leisure facilities and services, staff have conducted several one-on-one interviews with Councillors, starting in late March and continuing during the month of April. The interview feedback will be analyzed and organized by themes, including: Issues identified by Councillors based on what they are hearing from their constituents about the current state of parks, recreation, culture and library facilities and services. From their perspective, significant trends or factors that are (or should be) shaping the provision of parks, recreation, culture and library facilities in Markham. Councillor feedback will inform the development of the ILMP Update recommendations. 2. Online Community Survey An online community survey is running during the month of April to gather resident feedback regarding their leisure needs and priorities. With the support of Corporate Communications, the survey has been promoted through multiple channels (City page ads, posters in all Community Centres and Libraries, the homepage portal banner, eblasts, messaging across city-wide exterior digital marquees, animated promotion across city-wide EIB screens, and social media). Survey data and its analysis by staff will inform the development of the ILMP Update recommendations and will be appended to the final Report. The survey is available at https://www.surveymonkey.com/r/5PLW2ZY 3. ILMP Update Webpage To provide a convenient link to the online survey and inform residents regarding the ILMP Update project, a webpage has been created at markham.ca/leisure Further content will be added to the Webpage as it becomes available, including Survey data and its analysis, the summaries of feedback from Stakeholder Consultations (with Ice, Field Sports, and Racquet Sports organizations), General Committee presentations, and the final report to the community. 3 of 73 AGENDA 1.2 April 23, 2018: Library Board ILMP Information Session The ILMP consultant, Steve Langlois of Monteith Brown, will attend the April 23rd meeting of the Library Board to present the ILMP project work to date and receive Board feedback regarding the future of Markham’s library facilities. The presentation for this session is attached to this report. Please note the questions that will frame the Board discussion on slide 16: 1. What are the most pressing issues and influences facing MPL? 2. How well are existing library facilities and services meeting community needs? 3. Are additional library facilities and services required? Why? Where? 4. How can MPL, the City and others work together to meet future needs? 5. Is there anything else we should know as we update the ILMP? Catherine Biss CEO & Secretary-Treasurer ATTACHMENT: 1.2.1 2018 Integrated Leisure Master Plan Update (PPT) 4 of 73 AGENDA 1.3 TO: Markham Public Library Board FROM: Catherine Biss, CEO & Secretary-Treasurer PREPARED BY: Susan Price, Board Secretary DATE OF MEETING: April 23, 2018 SUBJECT: Delegation: Yafang Shi RECOMMENDATION: THAT the Board receive the presentation from the Delegation conducted by Yafang Shi, concerning the Art Exhibit Policy and the By-law regarding requirements for deputations. AND THAT Staff prepare a report for the Board to review at the next meeting. BACKGROUND: By-law: 4.12 Delegations Residents and community association representatives may attend and address the Board as a delegation at any Regular Meeting. In order to appear as a delegation, the following conditions must be met: (a) Written request to speak as a delegation must be submitted, in person or by fax or e-mail, at least one week prior to the date of the meeting. The request must include the issue(s) to be presented, naming the organization or interested parties to be represented. (b) The Board reserves the right to request any additional information regarding a particular issue or association. (c) The Board will provide delegations with a maximum of 15 minutes to make a presentation, unless extended by Board motion. (d) The Board reserves the right to limit the number of delegations per meeting. (e) A delegation may not appear before the Board on the same issue a second time, unless approved by Board motion. (f) Delegations may choose to remain for the balance of the public meeting, but may not speak to other agenda items. (g) Through the CEO/Secretary-Treasurer, the Board will communicate its decision to the delegation in writing. The Board is not obligated to respond or make a decision at the time of the presentation. Catherine Biss CEO & Secretary-Treasurer 5 of 73 AGENDA 2.0 TO: Markham Public Library Board FROM: Catherine Biss, CEO& Secretary-Treasurer PREPARED BY: Susan Price, Board Secretary DATE OF MEETING: April 23, 2018 SUBJECT: CONSENT AGENDA RECOMMENDATION: That the Consent Agenda comprising of Agenda 2.0 to 2.3.9 and the same 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: 2.0 CONSENT AGENDA: 2.1 Minutes of Regular Meeting, March 26, 2018 2.2 Declaration of Due Diligence by the CEO 2.3 Communication and Correspondence: 2.3.1 cbc.ca: Librarians Recommend Their 15 Favorite Nonfiction Books For Kids 2.3.2 torontoCITYNEWS: Markham library apologizes for censoring photo exhibit 2.3.3 https://youtu.be/42YtdlEJA8s Markham library apologizes for censoring photo exhibit 2.3.4 facebook: 680 News: Markham library apologizes for censoring photo exhibit 2.3.5 Globe and Mail: Library apologizes for removal of feminist art 2.3.6 torontoCityNews: Discussion over censorship after library removes photos 2.3.7 Mayor Scarpitti tweets re Ontario Budget 2.3.8 Volunteer Letter 2017 2.3.9 snapdMARKHAM: Markham Public Library Launches New Initiatives for Low Income Families Catherine Biss CEO & Secretary-Treasurer 6 of 73 AGENDA 2.2 MARKHAM PUBLIC LIBRARY BOARD DECLARATION OF DUE DILIGENCE BY THE CEO I, Catherine Biss, Chief Executive Officer of the Markham Public Library Board (the “Board”), hereby declare that to the best of my knowledge and belief, Markham Public Library is in compliance with the following from March 21,2018 to April 17,2018. 1) All wages owing have been paid to all employees of the Board; 2) All payroll remittances, consisting of income tax,