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HomeMy WebLinkAboutCLD-010-17Clerk's Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: General Government Committee Date of Meeting: May 8, 2017 Report Number: CLD-010-17 Resolution: GG-248-17 File Number: C12.PU By-law Number: Report Subject: Appointment to the Clarington Public Library Board Recommendations: 1.That Report CLD-010-17 be received; 2.That Kerri Davis be thanked for her contribution to the Clarington Public Library Board; 3.That Janice Jones be appointed to the Clarington Public Library Board for a term ending December 31, 2018 or until a successor is appointed; and 4.That all interested parties listed in Report CLD-010-17 and any delegations be advised of Council's decision. Municipality of Clarington Report CLD-010-17 Page 2 Report Overview This report is intended to provide background, regarding the Clarington Public Library, to assist in the appointment of members to the Committee. 1. Background 1.1 Clarington Public Library Board The Clarington Public Library Board is a volunteer Board established by the Municipality of Clarington Council by the passage of 2003-188 in accordance with the provisions of the Public Libraries Act, R.S.O. 1990 (the Act). The Board establishes policies and appoints the Chief Executive Officer who may also be the secretary/treasurer of the board, and who administers the library under the guidance of those policies. The key responsibilities of the Board are: • Employ and evaluate a competent and qualified Chief Executive Officer, who may also be the Secretary-Treasurer of the Board, and who administers the library; • Create link between the community and the operational organization; • Determine the mission, purpose and strategic ends for the library; • Actively build relationships with the Clarington community and with the municipal council; • Write governing policies that address the broadest levels of all organizational decisions and relationship; • Provide assurance of successful organizational and Board performance; • Secure adequate funds to fulfill the library’s mission; • Fulfill legal obligations related to Public Libraries Act. 1.2 Clarington Public Library Board – Term & Composition The term runs concurrent with the term of Council. As per By-law 2003-188, the Board consists of 7 community members and 2 Members of Council. The Public Libraries Act defines the composition as being “composed of at least five members appointed by the municipal council”. Municipality of Clarington Report CLD-010-17 Page 3 1.3 Clarington Public Library Board - Qualifications According to the Public Libraries Act, “a person is qualified to be appointed as a member of a board who is a member of the appointing council or, (a) is at least eighteen years old; (b) is a Canadian citizen; (c) is: (i) a resident of the municipality for which the board is established in the case of a public library board, a resident of one of the municipalities for which the board is established in the case of a union board, a resident of one of the participating municipalities in the case of a county library board, or a resident of the area served by the board in the case of a county library co-operative board, (ii) a resident of a municipality that has a contract with the board under section 29, (iii) a resident of the board area of a local service board that has a contract with the board under section 29, (iv) a member of an Indian band that has a contract with the board under section 29, or (v) a member of a second board that has entered into a contract with the board to purchase from it library services for the residents of the second board; and (d) is not employed by the board or by the municipality or county or, in the case of a union board, by any of the affected municipalities.” As per the Library’s Policy, “Guidelines for Library Board Members”, the desirable qualifications of Board members are: • Interest in library / community and their inter-relationship • Available 4-8 hours per month • Knowledge of the community’s social and economic position • Aptitude and interest in short and long range planning • Aptitude and interest in advocacy • Aptitude to understand financial statements • Ability to work in a political environment • Ability to work as team member • Previous service on volunteer boards or with community organizations A Board “composition matrix” has been developed and is used to ensure the Board as a whole represents the diversity of the community and skills required. Meetings are held the fourth Wednesday of each month at 5:00 p.m. Municipality of Clarington Report CLD-010-17 Page 4 2. Vacancy 2.1 Resignation of Kerri Davis Kerri Davis was appointed to the Clarington Public Library Board in March, 2015. The Clarington Public Library Board accepted the resignation at their meeting of April 26, 2017 and subsequently notified the Municipal Clerk on April 27, 2017. Following Council’s appointments in 2015, all unsuccessful candidates were advised that their applications would remain on file for consideration should a vacancy occur on the Clarington Public Library Board. Accordingly, the Municipal Clerk’s Department contacted previous applicants (and any additional applications received since the appointments were made) to the Clarington Public Library Board to determine whether they wish to put forward their name for consideration. At the time of writing of this report, the following applicant wishes to be considered for appointment to the Clarington Public Library Board. • Janice Jones The application has been circulated under separate cover (Attachment 1) as it contains personal information. 3. Concurrence Not Applicable 4. Conclusion In order to fulfil the requirements of the Terms of Reference contained in By-law 2003-188 and the Public Libraries Act, it is recommended that Janice Jones be appointed to the Clarington Public Library Board, for a term ending December 31, 2018 or until a successor is appointed. 5. Strategic Plan Application Not applicable. Municipality of Clarington Report CLD-010-17 Page 5 Submitted by: Reviewed by: C. Anne Greentree, Curry Clifford, MPA, CMO Municipal Clerk Interim CAO Staff Contact: Michelle Chambers, Committee Coordinator, 905-623-3379 ext. 2106 or mchambers@clarington.net Attachment 1: Clarington Public Library Board Composition Matrix (Distributed Separately) The following is a list of the interested parties to be notified of Council's decision: Janice Jones Linda Kent, CEO/Library Director, Clarington Public Library