Board Meeting June 2016

CHAIR TO CALL MEETING TO ORDER

A) PRESENTATION

a) Community Librarians: Randy Gatley, Sarah Green, Michael McCarthy and Christie Menzo

B) ADMINISTRATION

a) Minutes - Receive/approve draft minutes of Board meeting held May 26, 2016: Download

b) Item Arising from In Camera Meeting: Download - Exempt Staff Compensation: 2016 Adjustments

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) Summer Board & Committee Meetings: Download

F) ITEMS FOR CONSENT

Information Items for Consent

DIRECT TO BOARD

a) Activity Reports: Central and Branches - May 2016

b) 2016 Library Grant Allocation: Download

SFHR COMMITTEE

c) Draft Minutes - June SFHR Committee Regular Meeting: Download

d) 2015 Annual Operating Report (distributed in May): Download

e) May 31, 2016 Financial Report: Download

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)(4) Security of property of the Library.

Present: Mary Lynn Baum, Chair; Carellin Brooks; Amanda Card; Kyla Epstein; Catherine Evans, Vancouver Park Board Representative; Suki Grewal; Karen Hoffmann; Gordon Ross; John Schaub, Vice Chair; Rhonda Sherwood; Allan Wong, Vancouver School Board Representative

Absent: Jennifer Chan, Vice Chair; Clr. Tim Stevenson, City Council Representative

Management Present: Sandra Singh, Chief Librarian; Christina de Castell, Director, Collections & Technology; Diana Guinn, Director, Neighbourhood & Youth Services; Dawn Ibey, Acting Director, Library Experience; Samantha Pillay, Director, Human Resources; Amanda Pitre-Hayes, Director, Planning & Projects; Eric Smith, Director, Corporate Services & Facilities

Staff: Stephen Barrington, Manager, Marketing & Communications; Daniela Esparo, Manager, Neighbourhood Services; Beth Davies, Manager, Neighbourhood Services

Guests: Judith Neamtan, President, Friends of VPL; Aliza Nevarie, President, CUPE 391; Jane Curry, Vice President, CUPE 391; Gloria Hershorne, Member, CUPE 391

Recording Secretary: Chrysalyn Tolentino, Executive Assistant

Library Board Chair Mary Lynn Baum welcomed and congratulated Dawn Ibey in her position as Acting Director of Library Experience. She also acknowledged the passing of Wing Wong, Manager of Policy & Planning and noted that the Chief Librarian and Director of Human Resources attended the memorial service this afternoon.

PRESENTATIONS

1. Community Librarians

Beth Davies, Manager, Neighbourhood Services introduced Community Librarians Randy Gatley, Sarah Green, Michael McCarthy and Christie Menzo who provided an overview of the work they do including helping the City’s most marginalized people to connect with the library system. Their work includes helping people with the library cards or fines, connecting with adults with developmental disabilities as well as caregivers, visiting addiction recovery centers among other community support facilities. Trustees commented that the community librarians’ work is so important and that the stories they share in the activity reports demonstrate the impact and importance of the library. The Board thanked the community librarians for the important work they do to the community.

ADMINISTRATION

2. Minutes

The draft minutes of the Regular Meeting held May 26, 2016 were presented to the Chair for approval.

Moved by Amanda Card and seconded Allan Wong

THAT the draft minutes of the Regular Meeting held April 28, 2016 be approved as amended.

CARRIED UNANIMOUSLY

ITEMS ARISING FROM IN CAMERA (May 26, 2016)

3. Exempt Staff Compensation (2016) Cost of Living Adjustments

Chief Librarian Sandra Singh and Samantha Pillay, Director of Human Resources presented a report recommending that the Board adopt the City Council approved 2016 market adjustments of exempt staff.

Moved by Kyla Epstein and seconded by Rhonda Sherwood

THAT the Vancouver Public Library Board adopt the City of Vancouver’s Exempt compensation adjustments (increases) for Vancouver Public Library (VPL) Exempt employees; and

THAT the Board release the decision from in-camera as of May 27, 2016.

CARRIED UNANIMOUSLY

REQUEST FOR INFORMATION

CUPE Local 391

Aliza Nevarie, President, CUPE 391 noted that she officially started her term as president on June 1st. She detailed some of Union’s activities including the participation of CUPE 391 in the strategic planning sessions next week, as well as the WORD Vancouver in September.

Friends

Judith Neamtan, President, Friends of VPL reported that she met with the VPL Foundation to learn about and coordinate capital campaign fundraising activities. The Friends now have a full complement of table officers, including a joint vice president position, but are still interested in recruiting more Board members. Judith added that Book’mark sales increased by 20% compared to 2015.

VPL Foundation

No report.

British Columbia Library Trustees Association

Trustee Kyla Epstein attended her first BCLTA Board meeting. She reported that a working group was struck to develop the board development plan. The Board also held a debrief of the recently held conference and reviewed the feedback they’ve received. The Board is planning to hold next year’s BCLTA Conference reception in Downtown Vancouver while the BCLTA is exploring whether the BCLTA Conference could be held at VPL Central Library. Each board member will submit an article for their newsletter.

InterLINK

Trustee Karen Hoffman attended the recent InterLINK meeting and reported that a long time InterLINK employee, Rita Avigdor, has retired and staff has posted the vacant position. She found the meeting to be interesting and informative.

VPL Trustees

Vice Chair John Schaub introduced the Aboriginal short film “First people, First Screens” at Carnegie and noted that they had over 40 attendees. John also noted that some prospects are reaching out to him regarding applying for future Library Board positions.

Trustee Carellin Brooks introduced Stella Harvey and the “Brink of Freedom” at Firehall on May 31st. She attended the Canadian Writer’s Summit in Montreal where she met with the translator for her book. The Writers Union had passed a motion to have more equitable representation on the board. Carellin, Christina de Castell and Anne O’Shea attended the unveiling of the Literary Arts Centre on June 22nd.

Trustee Gordon Ross attended Shelagh Flaherty’s retirement party as well as the launch of the Music Instrument Lending Library on June 7th.

Trustee Amanda Card also attended Shelagh Flaherty’s retirement party as well as the launch of the Music Instrument Lending Library.

Park Board Commissioner Catherine Evans commented that the Music Instrument Lending program launch was superb. She thanked VPL staff who worked with the Vancouver Park Board in organizing the “Gathering of Poets: Fresh Local Poetry” at the Moberly Arts and Cultural Centre on June 18th.

Vancouver School Board Trustee Allan Wong reported that VSB recently announced the school closures in the district and will hold public consultation from September to November. VSB will decide which schools to close in December. Allan added that the VSB strategic plan will be finalized in September. Allan also noted that VSB rejected the provincial budget proposal and the Board is at risk if the June 30 deadline passes without an approved, balanced budget.

Trustee Rhonda Sherwood attended Shelagh Flaherty’s retirement party, and the Musical Instrument Lending Library launch as well as participated in the strategic plan engagement sessions.

Trustee Karen Hoffmann also attended Shelagh Flaherty’s retirement party and congratulated staff who organized the event.

Trustee Suki Grewal attended the City of Vancouver’s West Coast Family Night at the Vancouver Aboriginal Friendship Centre Society on June 15th. She also attended the “Gathering of Poets: Fresh Local Poetry” event on June 18 at Moberly Park.

Trustee Kyla Epstein attended the Music Instrument Lending program launch and spoke on behalf of the Library Board at Shelagh Flaherty’s farewell event. Kyla thanked VSB Trustee Allan Wong for representing the School Board at the Library Board.

Board Chair Mary Lynn Baum, together with Chief Librarian Sandra Singh, officiated Music Instrument Lending launch. She made a brief appearance at Shelagh Flaherty’s party, and attended the Aboriginal Storyteller-in-Residence’s final presentation on June 20th where she welcomed a group of 15 aboriginal artists who all spoke on the artistic representation of Truth & Reconciliation. It was a moving and inspiring event and she thanked the Programming & Learning and Events staff for organizing the well attended event. Mary Lynn also congratulated Amanda Pitre-Hayes for receiving the YWCA Women of Distinction Award on Environmental Sustainability.

ITEMS FOR DECISION

4. Summer Board and Committee Meetings

The Board, as per past practice, avoids holding meetings during one of the summer months. Staff recommended that the Board consider canceling the August 24th Library Board meeting, as well as the August 15th CRPD and August 17th SFHR Committee meetings. The Chief Librarian requested that Trustees hold the August 24th date for a possible strategic planning session.

Moved by Gordon Ross and seconded by Allan Wong

THAT the August 2016 Library Board, Community Relations, Planning & Development (CRPD) and Services, Finance & Human Relations (SFHR) Committee meetings be cancelled.

CARRIED UNANIMOUSLY

ITEMS FOR CONSENT

Moved by John Schaub and seconded by Karen Hoffmann

THAT the following Board reports be approved on consent:

• Draft Minutes – June SFHR Committee Regular Meeting

THAT the Library Board receive the draft minutes for information

CARRIED UNANIMOUSLY

ITEMS PULLED OUT OF CONSENT

5. 2015 Annual Operating Report

Trustees sought clarification on some of the graphical information.

Moved by Catherine Evans and seconded by Carellin Brooks

THAT the Board receive the report for information.

CARRIED UNANIMOUSLY

6. May 31, 2016 Financial Report

Trustees sought clarification on rentals.

Moved by Catherine Evans and seconded by Gordon Ross

THAT the Board receive the report for information.

CARRIED UNANIMOUSLY

7. Activity Reports: Central and Branches – May 2016

Trustee Amanda Card was excited to read about the proposed digital space at the new nə́c̓aʔmat ct Strathcona Branch, and asked staff if patrons are aware that the Strathcona Branch is closing. Staff responded that they have posted a wide range of posters and signage regarding the closure of the branch. Amanda also congratulated Marketing & Communications for receiving many awards for their work in promoting the Inspiration Lab.

Trustee Kyla Epstein was pleased about the additional funds for the Carnegie Branch and the Digital Space at nə́c̓aʔmat ct Strathcona Branch.

Trustee Carellin Brooks was touched to read about the patron with autism with the PALs Group who borrows books about Justin Bieber. She thanked Hastings staff for going out of their way to order additional books to give him more reading materials. Carellin mentioned that her daughter’s picture was included in the Joe Fortes report. She asked Marketing & Communications about collections maps of Central Library on every floor and she also thanked Programming & Learning staff for hosting an information fair to mark the International Day Against Homophobia.

Trustee Rhonda Sherwood was touched to read the stories in the activity report and was impressed about the implementation of the strategic objectives shown in activities in every branch.

Board Chair Mary Lynn Baum encouraged Trustees to take note of the stories in the activity report since these stories can be used for advocating on behalf of the Library.

Moved by Amanda Card and seconded by Carellin Brooks

THAT the Board receive the report for information.

CARRIED UNANIMOUSLY

8. 2016 Library Grant Allocation

The Board Chair asked if the grant allocation is what we are expecting. Staff responded that the grant allocation is the same as the previous years.

Moved by Amanda Card and seconded by Kyla Epstein

THAT the Board receive the report for information.

CARRIED UNANIMOUSLY

NEW BUSINESS

9. National Reading Campaign – First Nations Libraries

Chief Librarian Sandra Singh reported that she was in communication with the representatives from this national organization whose goal is to promote reading on a national level and includes a focus on increasing literacy and reading amongst indigenous people. Part of their goal is the creation of National Aboriginal Library Association.

ADJOURN

There being no further business, the Chair declared the meeting adjourned at 7:29 p.m. and moved to in-camera.

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