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HomeMy WebLinkAboutCL 20-03 RE PO RT TO COMMITTEE OF THE WHOLE Report Number: CL 20-03 Date: July 8, 2003 From: Bruce Taylor, AMCT, CMM City Clerk Subject: Composition of the City of Pickering Public Library Board Recommendation: 1. That Clerk's Report CL 20-03 regarding the composition of the City of Pickering Public Library Board be received. 2. That the draft by-law to provide for a Library Board of nine members be enacted. 3. That the draft by-law to authorize the Chief Executive Officer of the Library Board to call the first meeting of the Board of each new term be enacted. Executive Summary: To implement a recommendation of the Public Library Board be comprised of nine persons. Financial Implications: Not applicable Background: Please find attached to this Report a letter dated July 7, 2003 from the Secretary Treasurer of the Pickering Public Library Board advising that the Public Library Board passed the following motion at its meeting of May 22,2003: That the Board recommend to the City of Pickering that the Library Board be comprised of 9 Board Members: 3 Councillors and 6 members-at- large. Report CL 20-03 Date: July 8, 2003 Subject: Composition of the Public Library Board Page 2 The current Library Board is comprised of nine members of which three members are Councillors, two members are appointed by the Durham District School Board, one member is appointed by the Durham Catholic District School Board and the remaining three members are Pickering residents who are appointed by Council. As noted in the letter from the Secretary Treasurer of the Board, School Board appointments are no longer required. It is also important to note that the number of Members of Council appointed to the Board cannot form a majority of the Board. The Public Libraries Act simply states that a public library board shall be composed of at least five members appointed by the municipal Council. I believe that it would be prudent for this Council to pass a by-law to provide for a Board that is comprised of nine members, however, the composition of the Board should remain flexible so that each new Council can decide on how many Council appointees it wishes on the new Board. I will certainly make the Council that is elected in the 2003 general election aware of the recommendation of the Board that it be comprised of three Councillors and six residents. It is important to note that at the May 22nd meeting of the Board, a committee was established comprised of two Board members to report to the Board with recommendations for publicizing and recruiting new Board members. I understand that it is the goal of the Board to invite applications from a wide range of groups in order for the Board to reflect the diverse demographics of the City of Pickering. In addition to the efforts put forward by the Library Board, I am also required by the Public Libraries Act to invite applications from residents. Council should be aware of the following provisions of the Public Libraries Act that regulate the composition and appointments to the Board: . The Board shall be composed of at least five members. . Members of Council cannot form a majority on the Board. . The Board shall hold office for a term that is the same as the Council. . The Clerk shall publish a notice in a newspaper of general circulation in the municipality inviting applications from residents to sit on the Board. . A Board member must be 18 years of age, a Canadian citizen and a resident of the City of Pickering. . Council must make appointments to the Board within 60 days of its Inaugural Meeting. . The current Board will continue to hold office until the Council makes its appointments. . If authorized by by-law, the Chief Executive Officer of the Board will call the first meeting in each new term of the Board. . The Board shall appoint a Chair at its first meeting. CORPO227-07/01 Report CL 20-03 Date: July 8, 2003 229 Page 3 Subject: Composition of the Public Library Board In order to implement the recommendation of the Board, I have attached a draft by-law that provides for the Board to be comprised of nine members and a separate by-law authorizing the Chief Executive Officer of the Board to call the first meeting. These two by-laws will replace By-law Numbers 2120/85 and 2121/85 that provides for the foregoing, however, the new by-laws will make reference to the updated Public Libraries Act and reflect the change of name of Pickering from Town to City. Attachments: 1. 2. 3. Letter dated July 7, 2003 from Secretary Treasurer of Library Board Draft by-law to provide for a Library Board comprised of nine members Draft by-law to authorize the Chief Executive Officer of the Library Board to call the first meeting of the Board of each new term. Prepared By: ,/£/~ . ruce Taylor, AMCT, CMM City Clerk Attachments Copy: Chief Executive Officer, Public Library Board Recommended for the consideration of Pickering City Council ,,' CORPO227-07/01 ATTACHMENT # i TO REPORT # ~ '2 (j - 0 ..1 PICKERING PUBLIC LIBRARY One, The Esplanade, Pickering, Ontario LIV 6K7 Telephone (905) 831-6265 Fax (905) 831-8795 July 7, 2003 Mr. Bruce Taylor, City Clerk, The City of Pickering, One The Esplanade, Pickering, ON L 1V 6K7 Dear Mr. Taylor: As you are aware, the Public Libraries Act was amended in November 2002. There is now greater scope with respect to the size of the Board, and School Board appointments are no longer required. With that in mind the Board has reviewed the legislation and has prepared a recommendation to Council which is outlined in a motion passed by the Pickering Public Library Board at the May 22nd Board meeting. The motion reads: "That the Board recommend to the City of Pickering that the Library Board be comprised of 9 Board Members: 3 Councillors and 6 members-at-Iarge." Please bring this motion to Council's attention. Thank you. Your sincerely, .. / . , /7 ( //.z.-C~ ~~ Cynthia Mearns, B.A., M.L.S. Secretary Treasurer, Pickering Public Library Board. Mailing Address for Central Library and Branches: P,O. Box 368, Pickering, ON Canada Ll V 2R6 hfTACHMEf\n tf~TOREPORT#~ Z(j~ 03 THE CORPORATION OF THE CITY OF PICKERING BY-LAW NO. Being a by-law to establish the number of members of The City of Pickering Public Library Board WHEREAS pursuant to Section 9(1) ofthe Public Libraries Act, RS.O. 1990, c. P.44, as amended, a public library board shall be composed of at least five members appointed by the municipal council; and WHEREAS in a motion passed by the City of Pickering Public Library Board on May 22, 2003, it was recommended that the Board be comprised of nine members; NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE CITY OF PICKERING HEREBY ENACTS AS FOLLOWS: 1. The City of Pickering Public Library Board shall be composed of nine members appointed by the Council of the Corporation of the City of Pickering. By-law Number 2120/85 is hereby repealed. 2. BY-LAW read a first, second and third time and finally passed this 28th day of July, 2003. Wayne Arthurs, Mayor Bruce Taylor, Clerk CORPO223.07/01 ,.JTACHMEI\n #. '3 _TO REPORT # Ct- 20 - (/") THE CORPORATION OF THE CITY OF PICKERING BY-LAW NO. Being a by-law to authorize the Chief Executive Officer of the City of Pickering Public Library Board to call the first meeting of the Board of each new term. WHEREAS pursuant to Section 14(2) of the Public Libraries Act, RS.O. 1990, c. P.44, as amended, a municipal Council may by by-law authorize the Chief Executive Officer appointed under Section 15(2) thereof to call the first meeting of the public library board in each new term; NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE CITY OF PICKERING HEREBY ENACTS AS FOLLOWS: 1. The City of Pickering Public Library Board's Chief Executive Officer, appointed under Section 15(2) of the Public Libraries Act, RS.O. 1990, c. P.44, as amended, is hereby authorized to call the first meeting of the Board in each new term of the Board. 2. By-law Number 2121/85 is hereby repealed. BY-LAW read a first, second and third time and finally passed this 28th day of July, 2003. Wayne Arthurs, Mayor Bruce Taylor, Clerk CORPO223-07/01