Board Meeting July 2016

CHAIR TO CALL MEETING TO ORDER

A) DELEGATION

a) Union’s Response to the Branch Staffing Model Review – CUPE 391

B) ADMINISTRATION

b) Minutes – Receive/approve draft minutes of Board meeting held June 22, 2016: Download

C) ADDITIONS/ALTERATIONS TO THE AGENDA

D) REQUEST FOR INFORMATION FROM:

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

E) ITEMS FOR DECISION

a) Trans*, Gender Variant and Two-Spirited Inclusion: Download

b) VPL 2020 Strategic Framework (Report to be posted later)

c) Board Policy Revisions: Executive Recruitment and Board Procedure Policies: Download

F) ITEMS FOR CONSENT

Information Items for Consent

DIRECT TO BOARD

a) Activity Reports: Central and Branches – June 2016

b) The Canadian Federation of Library Associations (CFLA-FCAB) Update: Download

c) nə́c̓aʔmat ct Strathcona Branch Update (Verbal)

d) Ombudsperson Record of Complaints: Jan 1 to Mar 31, 2016: Download

e) Audited Public Library InterLINK Financial Statements: Download

SFHR COMMITTEE

f) Draft Minutes – July SFHR Committee Regular Meeting: Download

g) June 30, 2016 Financial Report: Download

h) Branch Staffing Model Review: Download

GOVERNANCE COMMITTEE

i) Draft Minutes – July Governance Committee Regular Meeting: Download

j) Board Recruitment (Pls refer to the draft July Governance Committee regular meeting minutes)

k) Board Self-Evaluation (Pls refer to the draft July Governance Committee regular meeting minutes)

G) DISCUSSION OF ITEMS PULLED FROM CONSENT

H) NEW BUSINESS

IN CAMERA MEETING NOTICE

THAT the Library Board will go into meeting later tonight which is closed to the public, pursuant to Section 5 (n) of the Board Procedure Policy, to discuss matters related to paragraphs:
5(n)(e) Labour relations or other employee relations

Present: Mary Lynn Baum, Chair; Amanda Card; Kyla Epstein (via conference call); Catherine Evans, Vancouver Park Board Representative; Karen Hoffmann; Gordon Ross; John Schaub, Vice Chair; Rhonda Sherwood; Allan Wong, Vancouver School Board Representative

Absent: Carellin Brooks; Jennifer Chan, Vice Chair; Suki Grewal; Clr. Tim Stevenson, City Council Representative

Management Present: Sandra Singh, Chief Librarian; Diana Guinn, Director, Neighbourhood & Youth Services; Samantha Pillay, Director, Human Resources; Amanda Pitre-Hayes, Director, Planning & Projects

Absent: Christina de Castell, Director, Collections & Technology; Dawn Ibey, Acting Director, Library Experience; Eric Smith, Director, Corporate Services & Facilities

Staff: Stephen Barrington, Manager, Marketing & Communications; Megan Langley, Manager, Neighbourhood Services; Kirsty Elmslie, Manager, Neighbourhood Services; Daniela Esparo, Manager, Neighbourhood Services; Julie Iannacone,Senior Manager, Services to Children & Teens

Guests: Zoe Beavis, Vice President, Friends of VPL, Anne True, Vice President-Friends of VPL, Aliza Nevarie, President-CUPE 391; Jane Curry, Vice President, CUPE 391; Gloria Hershorn, Member, CUPE 391; Tanya Ferry, Member, CUPE 391; Jenny Marsh, Director of Development, VPL Foundation

Recording Secretary: Chrysalyn Tolentino, Executive Assistant

DELEGATION

1. Union’s Response to the Branch Staffing Model Review - CUPE 391

Aliza Nevarie, President, CUPE 391 presented the Union’s response to the Branch Staffing Model Review and noted that the Union was pleased that the process is transparent allowing open communication with staff. Aliza reiterated that the Union is looking forward to a constructive conversation and to making this a success.

ADMINISTRATION

2. Minutes

The draft minutes of the Regular Meeting held June 22, 2016 were presented to the Chair for approval.

Moved by Catherine Evans and seconded Allan Wong

THAT the draft minutes of the Regular Meeting held June 22, 2016 be approved as amended.

CARRIED UNANIMOUSLY

REQUEST FOR INFORMATION

CUPE Local 391

Aliza Nevarie, President, CUPE 391 reported that the Union held their strategic planning session earlier this month. The Union has also met with employer in bargaining and looking forward to another meeting in November.

Friends

Zoe Beavis and Anne True are currently the co-Vice Presidents of the Friends of VPL. Zoe noted that the Friends is funding the art at the new nə́c̓aʔma ct Strathcona Branch. The Friends will hold their annual planning session in the fall.

VPL Foundation

Jenny Marsh, Director of Development for the VPL Foundation, reported that she is working one-on-one with Capital Campaign Cabinet as well as preparing the Foundation’s annual family solicitation. The Foundation will submit an application to Heritage Canada for a significant contribution for the redevelopment of Levels 8 & 9.

British Columbia Library Trustees Association

Trustee Kyla Epstein reported that BCLTA’s annual survey on governance has closed and a report will be issued in the fall. BCLTA is preparing for UBCM, participating in the Library Branch’s strategic plan development, and requested a meeting with the Minister of Education. Kyla joined BCLTA Board’s Communication Strategic Framework Advisory Committee and attended its first meeting. She asked that Trustees fill out the survey in the BCLTA July Bulletin focusing on Trustee Orientation Program training and webinars.

InterLINK

Vice Chair John Schaub reported that the InterLINK Board will send their submission for the Provincial strategic plan.

VPL Trustees

Trustee Karen Hoffmann attended the book launch for 'The Shoe Boy' by CBC’s Duncan McCue on June 28th. Karen noted that she was happy to see that works of local writers are getting published by BC publishers and VPL’s role in helping local publishers.

Trustee Rhonda Sherwood attended the City Council briefing on the VPL Strategic Framework on June 27th. She met with her Council liaison Melissa DeGenova where she provided an update on the Library.

VSB Trustee Allan Wong reported that the Education Minister has initiated a forensic audit of the School Board. A report will be provided by the Special Advisor to the Minister by the end of September. Everything is proceeding with the restructuring of schools as well as with the school closure consultation. The Board will make their final decision on which schools to close in mid December. Allan added that the School Board also supported the Trans*, Gender Variant and Two-Spirited Inclusion initiative.

Park Board Commissioner Catherine Evans reported that the Park Board is working on a partnership with the Vancouver Symphony as well as the Doors Open Vancouver. Catherine encouraged Trustees to complete the VanSplash Aquatic Strategy survey on the future of Vancouver’s pools and beaches over the next decade. Catherine noted that there were three poets who conducted poetry reading at the Kitsilano Vancouver Farmers Market last weekend.

Trustee Gordon Ross shared that his children are benefitting from the programming at Britannia Branch. Gordon attended the Council briefing on the Strategic Framework and met with his Council liaison Raymond Louie.

Vice Chair John Schaub also attended the Council briefing on the Strategic Framework on June 27.

Trustee Kyla Epstein accompanied Clr. Heather Deal on a tour of the Inspiration Lab. Kyla welcomed participants at the Strathcona Branch closing celebration and thanked staff for their wonderful work in the branch. She also attended the Strategic Plan Retreat #3, Council briefing on the Strategic Framework on June 27th, and spoke at the Canada Day celebration for Britannia Community Services Centre. Kyla also participated in the BCLTA Learning & Development project interview.

Board Chair Mary Lynn Baum attended the briefing at City Council as well as the briefing at the VPL Foundation. Mary Lynn welcomed participants to the George Woodcock and Ryga Lifetime Achievement Award event. Mary Lynn also met with Mayor Gregor Robertson and discussed budget pressures.

ITEMS FOR DECISION

3. Trans*, Gender Variant and Two-Spirited Inclusion

Chief Librarian Sandra Singh noted that the Services, Finance & Human Resources Committee recommended that the Board approve the four recommendations. The Library has an established diversity inclusion statement that is aligned with the City’s inclusion statement. School Board Trustee Allan Wong requested that staff include the Vancouver School Board on its correspondence to City Council. Trustee Kyla Epstein also requested that a copy of the Council letter to sent to the Ministry of Education Libraries Branch.

Moved by John Schaub and seconded by Amanda Card

THAT the Board receive the attached report entitled “Trans*, Gender Variant and Two-Spirited Inclusion at the City of Vancouver” for information;

THAT the Board direct staff to develop an action plan based on the recommendations specific to the Library and to participate in the City’s work as appropriate;

THAT the Board direct staff to report back annually on progress to date; and

THAT the Board direct the Chair to send a letter to City Council notifying them of the Board’s decisions on this matter.

CARRIED UNANIMOUSLY

4. VPL 2020 Strategic Framework

Amanda Pitre-Hayes, Director, Projects & Planning, detailed the synthesis of the strategic framework and noted that over 200 stakeholders provided their thoughts and provided feedback. Trustees noted that we need further work to find the right financial metric. The Chief Librarian replied that staff will look at the VPL valuation study and ROI studies from other libraries to calculate the value of the library that can be easily replicated on an annual basis. At the conclusion of the discussion, the Board amended one goal and removed two 2020 goals.

Moved by Karen Hoffmann and seconded by Kyla Epstein

THAT the Board approve the Outcomes, Goals, and Key Performance Indicators in the attached draft VPL 2020 Strategic Framework as amended.

CARRIED UNANIMOUSLY

5. Board Policy Revisions: Executive Recruitment and Board Procedure Policies

The Board Governance Committee slightly amended the policy to give an opportunity for the Board to meet with potential director candidates and provide feedback to the Chief Librarian.

Moved by Karen Hoffmann and seconded by Gordon Ross

THAT the Board approve the proposed revisions to the Executive Recruitment Policy.

CARRIED UNANIMOUSLY

The Chief Librarian detailed the housekeeping changes made to the Board Procedure Policy including automating the handling of in-camera material that is able to come out of in-camera, clarify the handling of telephone and/or email polls/meetings, and update the order of business at Board meetings to reflect practice.

Moved by Karen Hoffmann and seconded by Rhonda Sherwood

THAT the Board approve the proposed revisions to the Board Procedure Policy.

CARRIED UNANIMOUSLY

ITEMS FOR CONSENT

THAT the following Board reports be approved on consent:

• Activity Reports: Central and Branches – June 2016

THAT the Library Board receive the report for information

• Audited Public Library InterLINK Financial Statements

THAT the Library Board receive the report for information

• Draft Minutes – July SFHR Committee Regular Meeting

THAT the Library Board receive the draft minutes for information

• June 30, 2016 Financial Report

THAT the Library Board receive the report for information

• Draft Minutes – July Governance Committee Regular Meeting

THAT the Library Board receive the draft minutes for information

• Board Recruitment

THAT the Library Board receive the verbal report for information

• Board Self Evaluation

THAT the Library Board receive the verbal update for information

CARRIED UNANIMOUSLY

ITEMS PULLED OUT OF CONSENT

6. The Canadian Federation of Library Associations (CFLA-FCAB)

Trustee Karen Hoffman thanked Chief Librarian Sandra Singh for her continued involvement with the CFLA/FCAB, and indicated that she would like to be involved as a representative of the Board to the association. Board Chair Mary Lynn Baum recognized all the work that Sandra did and is happy to note that Sandra is recognized by her peers.

Moved by Karen Hoffmann and seconded by Amanda Card

THAT the Board receive the report for information.

CARRIED UNANIMOUSLY

7. nə́c̓aʔmat ct Strathcona Branch Update

The Chief Librarian updated Trustees on the latest construction update and noted that the occupancy date for the new branch will now be in December.

Moved by Gordon Ross and seconded by Amanda Card

THAT the Board receive the report for information.

CARRIED UNANIMOUSLY

8. Ombudsperson Record of Complaints: January 1 to March 31, 2016

Trustees sought some clarification on the report and staff noted that we may get one complaint per year.

Moved by Gordon Ross and seconded by Catherine Evans

THAT the Board receive the report for information.

CARRIED UNANIMOUSLY

9. Branch Staffing Model Review

Trustees sought clarification on the report including timeline, staff training and assessment process on what recommendations to implement. The working group is currently developing criteria to help in the assessment and staff will keep the Board updated.

Moved by Catherine Evans and seconded by Karen Hoffmann

THAT the Board receive the report for information.

CARRIED UNANIMOUSLY

NEW BUSINESS

10. Submission to the Province Strategic Planning Exercise

Chief Librarian Sandra Singh reported that the Province is working on a new strategic plan and will send out the draft framework survey to libraries at end of July. The Province will also conduct an online engagement process in mid August. The Board agreed to submit one response on behalf of the full Board before the August 20th deadline.

ADJOURN

There being no further business, the Chair declared the meeting adjourned at 8:05 p.m. and moved to in-camera.

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