Board Communications Protocol

Official record: required by a public body to control, support or document the delivery of services, to carry out operations, to make decisions, or to account for the activities of the library.   

Record: includes books, documents, maps, drawings, photographs, letters, vouchers, papers and any other thing on which information is recorded or stored by graphic, electronic, mechanical or other means, but does not include a computer program or any other mechanism that produces records;

Transitory record: records of temporary usefulness needed for a limited period of time to complete a routine task or prepare an ongoing record.

1.    External Communications

1.1    Establishing Formal Media Contacts

It is advantageous to establish a designated media spokesperson(s) to ensure consistency of messaging as well as to develop a relationship with the media. The Board considers it a function of the Chief Librarian or appointed designate to act as the official spokesperson(s) for the Library. Contact information shall be made available on the Library’s website.
 
1.2    External Communications (Press Release, Website, Other Materials)

The development and preparation of Library communications shall be a function of Management. This includes strategic materials such as the website, news releases, corporate brochures, advertisements and other marketing materials as required. Final approval of Library communications rests with the Chief Librarian or appointed designate

1.3    External Communications (Public, Community, Stakeholders)

a)    As stated above, the Chief Librarian or appointed designate shall act as the official spokesperson(s) for the Library. However, from time to time questions from the public or other stakeholders may be directed to the Board rather than to Management. It is important that Trustees inform the Chief Librarian of such communications so that proper action and accurate responses can be made by the appropriate representative of the Library.

b)    The Board may be asked to assist with communications or a Trustee may be approached directly to speak publicly about the Library. In all instances, Trustees are asked to advise the Chief Librarian of the request. The Chief Librarian is responsible for ensuring that communications activities are properly coordinated and that Trustees, where applicable, are provided with the appropriate communications assistance.

c)    In circumstances where it is appropriate for the Board rather than the Chief Librarian to communicate on behalf of the Library, such communications shall be through the Chair of the Board or their designate and not individual Trustees. The Chief Librarian will ensure the Board spokesperson has appropriate briefing notes.

d)    All contact information for the Board of Trustees will be provided through the Executive Assistant to the Board.

e)    Public communications to the Board should be conducted in writing when possible so as to create an official record.

1.4    Communications Administrative Function

The Chief Librarian may designate, appoint or contract a person (or entity) to support the administrative functions relative to the execution of the Board’s Communication Protocol.

2.    Union Communications

2.1    Establishing Formal Labour Relations Contacts

The Board has delegated all authority over the operations of the Library, including Human Resources and Labour Relations, to the Chief Librarian and considers it a function of the Chief Librarian or their delegate to act as the official spokesperson(s) for the Library in relation to Labour Relations matters. The Union shall be provided with the contact information for all appropriate management members.

2.2    Union-Management Meetings

The Chief Librarian shall ensure that regular meetings are scheduled and occur and shall meet with the Union President on an as-needed basis to share information and discuss matters of concern.

2.3    Union-Board Communication

As stated above, the Chief Librarian or appointed designate shall act as the official spokesperson(s) for the Library in relation to Labour Relations matters. However, from time to time the Union may wish to present information to the Board directly.

• The Union may send formal correspondence to the Board as per the Board Procedure Policy, Section 1.
• The Union may seek to present a delegation to the Board at a future monthly Board meeting, as per the Board Procedure Policy, Section 1.

2.4    Submission of Information to the Board

• Any operational or VPL-related information is to be presented and discussed through the proper operational Union-Management channels. The Board Chair will direct the Union to present and discuss such matters with Management before the Board will receive the information.
• Union communications to the Board via delegation should also be presented in writing so as to be officially received by the Library.

2.5    Union-Trustee Communication

From time to time, Union representatives may communicate with individual Trustees regarding operational matters or matters relating to the Collective Agreement or Labour Relations. The communication may be shared with the Board or Chief Librarian if appropriate.

2.6    Board/Trustee – Staff Interactions

Interactions of Board of Trustees and staff are discussed in the VPL Code of Conduct, Section 7 and the VPL Board Procedure Policy, Section Role and Responsibility of the Chief Librarian / Board – Chief Librarian Linkage.

3.    Internal Board Communications

Trustee decision-making takes place at regular meetings, held in-person with the option for phone-in participation when necessary. Decision-making may also occur by phone or electronic means as described in the Board Procedure policy.

The Library provides Trustees with communications mechanisms and tools for conducting Library business to assist in Library governance and to ensure that the Library is able to comply with obligations under the British Columbia Freedom of Information and Protection of Privacy Act.

Disseminating information and scheduling participation in activities may take place by email or phone, or through VPL-provided devices, as described below.

3.1    VPL email accounts

Trustees are provided with a VPL email account for Board communication. All non-transitory email correspondence to, from, and among trustees must be conducted through these VPL.ca email accounts as it forms an official record. Trustees are expected to monitor these accounts on at least a weekly basis. Vancouver City Council, Parks Board and School Board liaison trustees are not provided with VPL email accounts, as they have public email accounts associated with these roles that ensure the Library can meet British Columbia Freedom of Information and Protection of Privacy Act obligations.

These VPL email accounts will be used to distribute relevant media releases, public announcements, and notices, to arrange representation of the Library at events, and to conduct decision-making outside regular meetings. These messages may form an official record of Library business, depending on their content.

Trustees’ personal email accounts may be used for transitory records/messages that require immediate action, such as coordinating meeting and event attendance and logistics or notifying trustees that an urgent message has been sent to VPL accounts.

3.2    VPL-provided devices

Trustees are provided with individual mobile devices for the distribution of meeting materials in digital format for the duration of their term.

3.3    Other communication mechanisms

When necessary or appropriate, other communication mechanisms may be used.

• Board Procedure
• Board Governance
• Code of Conduct