AGENDA 1.0 MARKHAM PUBLIC LIBRARY BOARD REGULAR MEETING Notice of Meeting to be held on Monday November 26, 2018, 7:00 p.m. Markham Village Library, Program Room, 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 Delegation (none) 1.3 Chair’s Remarks 1.4 Staff Recognition 25/30 Year Milestone: Photo with Board Members 1.5 Presentation by BiblioCommons : Alison Mackenzie-Armes, Director of Partnership Development Simone Pereira, BiblioWeb Product Owner (30 minutes presentation 10 minutes Q & A) 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, October 23, 2018 2.2 Declaration of Due Diligence by the CEO 2.3 Communication and Correspondence: 2.3.1 ELT Express: 2018 Municipal Election Recap 2.3.2 ULI Symposium Diversecity Tour: Aaniin Community Centre and Library 2.3.3 Markham District Veterans Association: Thank You to Markham Village Library 3.0 CEO’s Highlights, November 2018 4.0 Annual Monthly Policy Review (To be undertaken 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-1 General Executive Constraint (A. DaSilva/L. Pogue) 5.2 Executive Limitation: EL-2a Customer Treatment (I. Lee /M. Sawh) 6.0 Ends 1 of 39 AGENDA 1.0 7.0 Governance 7.1 Proposed By-Law change: Annual General Meeting 8.0 Ownership Linkage: 8.1 Input from Board Members 8.2 Board Legacy Documents 9.0 Board Advocacy 10.0 Education: 10.1 Workforce Development and Measuring Impact (A. Cecchetto) 10.2 OLA Super Conference 2019 11.0 Incidental Information 12.0 New Business 13.0 Board Evaluation (none in November) 14.0 In Camera Agenda 14.1 To Discuss Confidential Personnel Matters 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. on Monday, November 26, 2018 if unable to attend. Thank you. NEXT MEETING: Monday, December 17, 2018 7:00 p.m. Markham Village Library, Program Room 6031 Highway 7 East, Markham L3P 3A7 2 of 39 AGENDA 2.0 TO: Markham Public Library Board FROM: Catherine Biss, CEO& Secretary-Treasurer PREPARED BY: Susan Price, Board Secretary DATE OF MEETING: November 26, 2018 SUBJECT: CONSENT AGENDA RECOMMENDATION: That the Consent Agenda comprising of Agenda 2.0 to 2.3. 3 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, October 23, 2018 2.2 Declaration of Due Diligence by the CEO 2.3 Communication and Correspondence: 2.3.1 ELT Express: 2018 Municipal Election Recap 2.3.2 ULI Symposium Diversecity Tour: Aaniin Community Centre and Library 2.3.3 Markham District Veterans Association: Thank You to Markham Village Library Catherine Biss CEO & Secretary-Treasurer 3 of 39 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 October 17, 2018 to November 20,2018. 1) All wages owing have been paid to all employees of the Board; 2) All payroll remittances, consisting of income tax, CPP, EI premiums and Employers Health Tax relating to employee remuneration have been appropriately calculated and withheld, and promptly remitted; 3) All the Harmonized Sales Taxes owing have been appropriately calculated based on the Board’s current operating procedures and promptly remitted on a quarterly basis; 4) All federal and provincial regulatory filings have been made; 5) The Board has been informed of any complaints of harassment, including sexual harassment, involving a staff person; 6) The Board has been informed of any contraventions of the Occupational Health and Safety Act; 7) Other than as previously disclosed to the Board, there are no actual, threatened or potential claims against the Board or its Directors. November 20, 2018 Catherine Biss, CEO & Secretary-Treasurer Date 4 of 39 AGENDA 2.3.1 5 of 39 AGENDA 2.3.1 6 of 39 AGENDA 2.3.1 7 of 39 11/12/2018 AGENDA 2.3.2 AANIIN COMMUNITY CENTRE AND LIBRARY NOVEMBER 7, 2018 ULI SYMPOSIUM DIVERSECITY TOUR Brenda Librecz, Commissioner, Community and Fire Services Community Building 8 of 39 1 11/12/2018 AGENDA 2.3.2 Driven by Community Demographics Demographics • Large Households • Multiple-Family Households • Lower Average Individual Incomes • Mother Tongue Diversity • Immigrant Population 9 of 39 2 11/12/2018 AGENDA 2.3.2 A Priority Neighbourhood A Community of Newcomers 10 of 39 3 11/12/2018 AGENDA 2.3.2 Immigrants are Opting for the Suburbs Why this Matters • Access to opportunity • Everyone should have a fair chance to build a good life • Providing young people with the opportunities they need to build a good future • Pathways to stability and security • Working with partners to lower the barriers to opportunity 11 of 39 4 11/12/2018 AGENDA 2.3.2 AANIIN COMMUNITY CENTRE AND Duff Balmer, Principal LIBRARY Phil Fenech, Principal DESIGNING FOR DIVERSITY Shaping a new experience through people focuses design …taking programming out of the box 12 of 39 5 11/12/2018 AGENDA 2.3.2 It’s not about walls, It’s about connection! Magnifying opportunities for viewing and social gathering 13 of 39 6 11/12/2018 AGENDA 2.3.2 Creating a radical sense of transparency The roof is the unifying agent; it ties everything together 14 of 39 7 11/12/2018 AGENDA 2.3.2 The roof blurs the boundaries between inside and outside The roof frames a range of informal gathering spaces EATING VIEWING WELCOMING MEETING COOKING 15 of 39 8 11/12/2018 AGENDA 2.3.2 As well as a series of unique community hub spaces MARKET PLACE INFO ART PLAZA PLAYGROUND READING TERRACE EVENT SPACE that speak to the diverse character of this community Expanding conversation around inclusiveness 16 of 39 9 11/12/2018 AGENDA 2.3.2 A visual expression of community diversity Thank you! 17 of 39 10 11/12/2018 AGENDA 2.3.2 AANIIN LIBRARY Deborah Walker, Director, Library Strategy A Place for Innovation 18 of 39 11 11/12/2018 AGENDA 2.3.2 Study Space for Strivers Family Gateway 19 of 39 12 11/12/2018 AGENDA 2.3.2 A Catalyst for Daily Social Interaction COMMUNITY HUBS Mary Creighton, Director, Recreation Services 20 of 39 13 11/12/2018 AGENDA 2.3.2 Aaniin Community Hub 21 of 39 14 11/12/2018 AGENDA 2.3.2 Aaniin Community Kitchen Aaniin Youth Room 22 of 39 15 11/12/2018 AGENDA 2.3.2 Thank you! 23 of 39 16 AGENDA 2.3.3 24 of 39 AGENDA 5.1 TO: Markham Public Library Board FROM: Catherine Biss, CEO & Secretary-Treasurer PREPARED BY: Larry Pogue, Director, Administration DATE OF MEETING: November 26, 2018 SUBJECT: INTERNAL MONITORING REPORT – EXECUTIVE LIMITATION EL-1, GENERAL EXECUTIVE CONSTRAINT RECOMMENDATION: That the report entitled “Internal Monitoring Report – Executive Limitation EL-1, General Executive Constraint” be received. POLICY TYPE: EXECUTIVE LIMITATIONS POLICY TITLE: GENERAL EXECUTIVE CONSTRAINT (EL-1) GLOBAL POLICY LIMITATION: The CEO shall not cause or allow any practice, activity, decision or organizational circumstance which is unlawful, imprudent or in violation of commonly accepted business and professional ethics, including, but not limited to the Public Libraries Act, RSO 1990, c.P.44, and relevant City of Markham policies adopted by the Markham Public Library, either Board or Administration. INTERPRETATION: The CEO will ensure that the organization functions in a lawful and prudent manner, adhering to commonly accepted business and professional ethics, statutes, policies and contracts. REPORT: Library staff have governed themselves lawfully and prudently, and their activities have been compliant with commonly accepted business and professional ethics, statutes, policies and contracts. ASSERTION OF COMPLIANCE: As per the Report below, I assert that I am in compliance with this Global Policy Executive Limitation. Catherine Biss, CEO & Secretary-Treasurer 25 of 39 AGENDA 5.1 1. Business Ethics The Library has policies, practices and arrangements requiring employees to act in an appropriate and ethical manner in the course of their duties. The Library’s close relationship with the City of Markham ensures that the Library is in step with municipal business practices. In addition, the Library assumes a neutral position with respect to political matters and engages in open dialogue with Markham’s various communities. During elections, the Library endeavors to host all- candidates meetings to aid in the civic engagement process. During the Municipal Election, the library hosted meet and greets with local candidates in libraries throughout the city. This participation in community life reinforces the Library’s fundamental role as a neutral gathering place and an unbiased facilitator for the free exchange of ideas, views and opinions. The lives of citizens are enriched through the provision and exchange of information and they are able to more fully participate in a free and democratic society. The following specific Library policies relate to business or personal ethics and are enforced throughout the organization.