Board Meeting January 2016

CHIEF LIBRARIAN TO CALL MEETING TO ORDER

A) INAUGURAL MEETING

• Welcome and call to Order – Chief Librarian
• Election of Chair – Chief Librarian
• Election of Vice Chair(s) – Chair
• Incoming Chair’s Remarks
• Welcome to New Trustees

B) PRESENTATION

a) nə́c̓aʔmat ct Strathcona Update – Beth Davies, Manager, Neighbourhood Services

C) ADDITIONS/ALTERATIONS TO THE AGENDA

D) ADMINISTRATION

a) Minutes – Receive/approve draft minutes of Board meeting held December 16, 2015: Download

E) REQUEST FOR INFORMATION FROM

• CUPE Local 391
• Friends
• VPL Foundation
• BCLTA
• InterLINK
• VPL Trustees

F) FOR DECISION

a) 2017-2019 Strategic Plan Consulting Services Contracting Authority: Download

b) CLA Special Meeting, January 27, 2016: Download

G) ITEMS FOR CONSENT

Information Items for Consent

DIRECT TO BOARD

a) Activity Reports: Central and Branches – December 2015

b) InterLINK Executive Director Activity Report – December 2015: Download

c) Truth and Reconciliation Commission Calls to Action: Download

d) Partnership between LAC and the Ottawa Public Library: Download

H) DISCUSSION OF ITEMS PULLED FROM CONSENT

I) NEW BUSINESS

Present: Mary Lynn Baum, Chair; Carellin Brooks; Amanda Card; Jennifer Chan, Vice Chair; Kyla Epstein; Catherine Evans, Vancouver Park Board Representative; Suki Grewal; Karen Hoffmann; Gordon Ross; John Schaub, Vice Chair; Rhonda Sherwood; Clr. Tim Stevenson, City Council Representative

Absent: Allan Wong, Vancouver School Board Representative

Management Present: Sandra Singh, Chief Librarian; Diana Guinn, Director, Neighbourhood & Youth Services; Janet Horne, Acting Director, Library Systems; Amanda Pitre-Hayes, Director, Planning & Projects; Eric Smith, Director, Corporate Services & Facilities; Ingrid VanKemenade, Director, Human Resources Development

Absent: Shelagh Flaherty, Director, Library Experience

Staff: Stephen Barrington, Manager, Marketing & Communications; Wing Wong, Manager, Policy & Planning; Beth Davies, Manager, Neighbourhood Services

Guests: Judith Neamtan, President, Friends of VPL; Jenny Marsh, Director of Development, VPL Foundation; Aliza Nevarie, President, CUPE Local 391; Jane Curry, 1st Vice President, CUPE Local 391; Inder Pannu, Member at Large, CUPE Local 391 Gloria Hershorn, Member at Large, CUPE Local 391

Recording Secretary: Chrysalyn Tolentino, Executive Assistant

INAUGURAL MEETING:

1. Election of Chair

Chief Librarian Sandra Singh, acting as Chair, called the 2016 Inaugural Meeting to order at 5:35 p.m. The Chief Librarian then called for nominations for the position of Chair of the Library Board.

Moved by John Schaub and seconded by Kyla Epstein

THAT Mary Lynn Baum be appointed Chair of the VPL Board for 2016.

CARRIED UNANIMOUSLY

2. Election of Vice Chairs

Trustee Mary Lynn Baum assumed the position of Chair and called for nominations for the two positions of Vice-Chair.

Moved by Kyla Epstein

THAT Jennifer Chan be appointed as Vice-Chair of the VPL Board for 2016.

CARRIED UNANIMOUSLY

Moved by Amanda Card

THAT John Schaub be appointed as Vice-Chair of the VPL Board for 2016.

CARRIED UNANIMOUSLY

3. Incoming Chair’s Remarks

Incoming Board Chair Mary Lynn Baum stated that she continues to be impressed by the dedication and commitment of Trustees in serving the community, and noted that Board members are all motivated by deeply held principles and values. Mary Lynn is confident that the new Trustees will bring new energy and knowledge to the Board. She added that she is looking forward to working with the Board on the development of the 2017-2019 Strategic Plan, the opening of the new nə́c̓aʔmat ct Strathcona Branch in the Fall, as well as continued planning toward the redevelopment of Central Library’s Levels 8 & 9.

4. Welcome to New Trustees

The Board Chair welcomed new Trustees Karen Hoffmann, Suki Grewal and Rhonda Sherwood. The Chief Librarian also introduced Wing Wong, the new Policy & Planning Manager.

PRESENTATION

5. nə́c̓aʔmat ct Strathcona Update

Beth Davies, Neighbourhood Services Manager, provided some background information on the new branch including construction updates, floor plans and architectural renderings. Beth noted that materials including collections have been ordered for the new branch in anticipation of its opening in the Fall.

ADMINISTRATION

6. Minutes

The draft minutes of Regular Meeting held December 16, 2015 were presented to the Chair for approval.

Moved by John Schaub and seconded by Amanda Card

THAT the draft minutes of Regular Meeting held December 16, 2015 be approved as amended.

CARRIED UNANIMOUSLY

REQUEST FOR INFORMATION

CUPE Local 391

Aliza Nevarie, Interim President of CUPE 391 provided some background information on the CUPE 391 and noted that the Union is looking forward to a productive bargaining session and a rewarding collective agreement.

Friends

Judith Neamtan, President, Friends of VPL provided some background information about their organization. Judith reported that a volunteer appreciation luncheon will be held on January 30 and they have invited Chief Librarian Sandra Singh to speak during the luncheon. Judith noted that the result of the “Stay at Home and Read a Book Campaign” is slightly lower compared to last year. The Friends will hold a book sale in May 2016 and have been receiving so many donations of old books.

VPL Foundation

Jenny Marsh, Director of Development, VPL Foundation also provided some background information of the organization. Early results of the 2015-2016 direct mail campaign have so far exceeded their target goal. Jenny thanked Marketing & Communications staff for assisting in this campaign. VPL Foundation is preparing to publicly launch the Capital Campaign with a fundraising goal of $12 million.

British Columbia Library Trustees Association

Commissioner Catherine Evans reported that the BCLTA conference planning is underway and noted that the BCLTA has invited member libraries to submit presentations to be shown during the opening reception. Catherine added that her term as BCLTA Board member will end at the conclusion of the BCLTA Conference in May 2016 and invited other VPL trustees to consider standing for the BCLTA executive.

InterLINK

Vice Chair John Schaub noted that InterLINK membership comprises of 18 Lower Mainland libraries and each member has a primary and secondary representative to the board. John encouraged Trustees to let the Board Chair know if they would like to volunteer serving on the InterLINK Board.

VPL Trustees

Vice Chair Jennifer Chan was pleased to meet VPL staff conducting storytimes at VanDusen Festival of Lights. Jennifer also attended, on behalf of the Board, the People’s Republic of China’s New Year reception on January 15th.

Trustee Amanda Card attended the preview of the artist concept for the public art of the new nə́c̓aʔmat ct Strathcona Branch on January 19. Amanda also attended City Hall’s announcement of the Syrian refugee donation campaign.

Trustee Carellin Brooks shared that her daughter Clover attended the Frozen Singalong on December 19 and was featured in the VPL December monthly report.

Commissioner Catherine Evans reported that Vancouver Park Board is reviewing its opportunities in relation to the Truth & Reconciliation Commission’s Call for Action. The Park Board also recently adopted the United Nation’s Declaration on the Rights of Indigenous Peoples.

Trustee Kyla Epstein, along with Vice Chair John Schaub and Chief Librarian Sandra Singh, visited Carnegie Branch on December 25th. Kyla, together with the Board Governance Committee, worked on the Chief Librarian performance review. She also sent a thank you letter to Councillor Heather Deal regarding the approval of the 2016 operating budget.

Board Chair Mary Lynn Baum attended City Hall’s announcement of VanCity’s support and special grant for Syrian refugees.

ITEMS FOR DECISION

7. 2017-2019 Strategic Plan Consulting Services Contracting Authority

Staff sought authorization for the Chief Librarian to award a consulting contract related to the Strategic Plan due to the tight timeline. The Community Relations, Planning & Development Committee is involved in evaluating RFP responses as well as selecting the successful proponent. A report on the contract awarding will be presented for Board approval in February.

Moved by Kyla Epstein and seconded by Carellin Brooks

THAT the Board authorize the Chief Librarian to award a consulting contract for consultants to assist with the development of the 2017-2019 Strategic Plan, source of funds to be a transfer from Reserves or 2016 operating surpluses; and

THAT Management report back at the February Board meeting on the award of the contract with a full project budget for approval.

CARRIED UNANIMOUSLY

8. CLA Special Meeting, January 27, 2016

The upcoming Special Meeting of CLA has been called to contemplate the dissolution of the Association in order to create a new national federation of library associations. This matter will be considered at a Special Meeting of CLA members held during the OLA Super Conference in January 2016. The VPL Board has an Associate membership in CLA and must determine how it will vote on the matter and who will carry the vote to the special meeting on behalf of the Board. The Chief Librarian recommends that Neighbourhood Services Manager Beth Davies, who will be attending CLA and who will be carrying the VPL institutional vote, be assigned as the Board’s representative and that the delegation entitle her to speak and vote on matters arising at this meeting. Staff recommend that the VPL Board direct the representative to vote in favour of the motion and in an aligned manner on any other matters that arise during the meeting.

Moved by Catherine Evans and seconded by Gordon Ross

THAT the Board name Beth Davies as VPL Board's Associate membership voting representative at the CLA Special General Meeting to be held at the Ontario Library Associations (OLA) Super Conference on January 27, 2016; and

THAT the voting representative be directed to vote in favour of the resolution and in a manner that is aligned with this direction on any matters arising at the meeting.

CARRIED UNANIMOUSLY

ITEMS FOR CONSENT

Moved by John Schaub and seconded by Karen Hoffmann

THAT the following Board report be approved on consent:

• InterLINK Executive Director Activity Report – December 2015

THAT the Library Board receive the draft minutes for information.

CARRIED UNANIMOUSLY

ITEMS PULLED OUT OF CONSENT

9. Activity Reports: Central and Branches – December 2015

Vice Chair John Schaub and Commissioner Catherine Evans thanked Accessible Services staff for providing home deliveries during December. This is fantastic and shows great initiative.

Moved by Catherine Evans and seconded by John Schaub

THAT the Board receive the report for information.

CARRIED UNANIMOUSLY

10. Truth and Reconciliation Commission Calls to Action

Trustees Amanda Card and Kyla Epstein noted their appreciation of the report and commended staff for the work they have done. They recommended that the study/research guide be publicized so that the broader public beyond library users is aware of it. Trustee Carellin Brooks asked about the Library’s catalogue metadata. The Chief Librarian explained that the library uses Library of Congress subject headings and noted that staff will review if there are any other options to add to records.

Moved by Amanda Card and seconded by Carellin Brooks

THAT the Board receive the report for information.

CARRIED UNANIMOUSLY

11. Partnership between LAC and the Ottawa Public Library

Library Archives of Canada (LAC) recently announced a partnership with the Ottawa Public Library. The Chief Librarian noted that LAC is also in discussion with VPL about potential partnership in which VPL could potentially provide a point of public service for their staff and access to programming spaces.

The Chief Librarian also provided some updates regarding the relocation of the City Archives in Central Library. She noted that she will be meeting with the City Manager next month to discuss the planned relocation. She is also working with Archives staff in developing their strategic plan as well as developing a business case for funding in advance of the move.

Moved by Kyla Epstein and seconded by Amanda Card

THAT the Board receive the verbal report for information.

CARRIED UNANIMOUSLY

NEW BUSINESS

12. Reading Lights

Diana Guinn, Director, Neighbourhood & Youth Services announced that VPL and B.C. Children’s Writers and Illustrators (CWILL) will launch the Reading Lights project during the Family Literacy Week Day on January 27th. The project will celebrate the work of 20 B.C. children’s book authors and illustrators with bold, colorful plaques near parks, playgrounds, schools and libraries. A reception will be held at 9:00 am and Trustees are encouraged to attend. A website with an interactive map will be launched at the same time. The Chief Librarian thanked staff for their work on this project and also expressed her appreciation of the Vancouver Park Board staff who’ve installed the plaques across Vancouver.

13. Chief Librarian Performance Review

The Board Chair reported that the Board Governance Committee met on December 29 to complete the Chief Librarian’s annual performance review. A formal report for information will be presented at the February Library Board meeting.

ADJOURN

There being no further business, the Chair declared the meeting adjourned at 7:15 p.m. and moved to in-camera.

Signed by: Mary Lynn Baum, Chair and Sandra Singh, Secretary