Board Meeting March 2016

CHAIR TO CALL MEETING TO ORDER

A) PRESENTATIONS

a) Levels 8 & 9 Floor Plan – Shelagh Flaherty, Director, Library Experience

b) 2016 Aboriginal Storyteller-in-Residence – Renae Morriseau

B) ADMINISTRATION

a) Minutes – Receive/approve draft minutes of Board meeting held February 24, 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) Strategic Plan Full Budget Approval: Download

F) ITEMS FOR CONSENT

Information Items for Consent

DIRECT TO BOARD

a) Activity Reports: Central and Branches – February

b) February 29, 2016 Financial Reports: Download

c) Device Lending Program: Download

CORRESPONDENCE

a) Letter from patron to Library Board & response from Board Chair re: Renfrew Branch missing from local services listings: Download

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; Allan Wong, Vancouver School Board Representative

Absent: Clr. Tim Stevenson, City Council Representative

Management Present: Sandra Singh,,Chief Librarian; Kay Cahill, Acting Director, Digital Services; Shelagh Flaherty, Director, Library Experience; Diana Guinn, Director, Neighbourhood & Youth Services; Samantha Pillay, Director, Human Resources; Amanda Pitre-Hayes, Director, Planning & Projects; Eric Smith, Director, Corporate Services & Facilities

Staff: Julie Iannacone, Senior Manager, Services to Children & Teens; Alyssa Green, Manager, Information Services

Guests: Judith Neamtan, President, Friends of VPL; Jane Curry, 1st Vice President, CUPE Local 391; Gloria Hershorne, Member at Large, CUPE Local 391; Jenny Marsh, Director of Development, VPL Foundation; Renae Morriseau, 2016 Aboriginal Storyteller-in-Residence; Anne O’Shea, Manager, Programming & Learning

Recording Secretary: Chrysalyn Tolentino, Executive Assistant

PRESENTATIONS

1. Levels 8 & 9 Floor Plan

Shelagh Flaherty, Director, Library Experience presented the draft floor plan of the Levels 8 & 9 redevelopment. Shelagh noted that the detailed design will continue to be developed while the City is processing the development permit.

2. Introduction: 2016 Aboriginal Storyteller-in-Residence

Anne O’Shea, Manager, Programming & Learning, introduced Renae Morriseau –actress, writer, producer, director and musician – as the 2016 Aboriginal Storyteller-in-Residence. Ms. Morriseau provided some background information on her plans for her residency. The inaugural event will be held on Thursday, March 31.

ADMINISTRATION

3. Minutes

The draft minutes of the Regular Meeting held February 24, 2016 were presented to the Chair for approval.

Moved by Rhonda Sherwood and seconded by Suki Grewal

THAT the draft minutes of the Regular Meeting held February 24, 2016 be approved as amended.

CARRIED UNANIMOUSLY

REQUEST FOR INFORMATION

CUPE Local 391

Jane Curry, 1st Vice President, CUPE 391, reported that some Union representatives attended the Migrante BC Gala event on March 18. The Union will send six members to the CUPE BC Convention in April.

Friends

Judith Neamtan, President, Friends of VPL, reported that Programming & Learning organized a special tour of Central Library for Friends volunteers from April 7-9, 2016. The Friends are in the process of preparing for their Annual General Meeting and noted an increase to their 2015 net income, mostly from the sale of used books. Donations from the annual Stay at Home campaign were lower compared to last year, but store revenues were up due to effective store merchandising and increased social media promotion. Judith added that due to the increased revenue, all staff funding requests will be approved this year. Judith will be coordinating with the VPL Foundation regarding funding some capital projects.

VPL Foundation

Jenny Marsh, Director of Development, VPL Foundation reported that a consultant experienced in corporate funding will be working with the Foundation on the capital campaign project. The Foundation is planning a Foundation Cabinet and VPL Board event on April 21st and this event will be a good opportunity for the VPL Board to meet members of the Capital Campaign Cabinet. The VPL Foundation and Friends Boards will also attend. Jenny added that the Foundation have received a $120,000 commitment from BMO for the Next Level campaign.

British Columbia Library Trustees Association

Commissioner Catherine Evans reported that the BCLTA Board will meet next week to finalize plans for the annual conference. A Board self-evaluation survey was sent out recently.

InterLINK

Vice Chair John Schaub reported that the InterLINK Board met last night and they finalized their strategic plan. The plan will be circulated to the Boards of member libraries for feedback. InterLINK will host an evening session for Board members on understanding metrics on June 15 and a full day workshop for member library staff on June 16. Both events will be held at VPL Central Library.

VPL Trustees

Vice Chair Jennifer Chan reported that she attended the enhanced citizenship ceremony on March 1. She introduced the Incite event for two authors: Yann Martel and Claudia Casper on March 16. She also visited her two liaison branches: Marpole and Joe Fortes.

Trustee Kyla Epstein noted the excellent “Going Home Star event w/ Royal Winnipeg Ballet”. Kyla conducted a branch liaison visit to Strathcona and thanked branch head Els Kushner for a great overview of branch activities and the work they are doing to prepare patrons for the new branch. She visited the New Orleans Public Library including a tour from the Deputy City Librarian and Public Services Administrator who exhibited amazing hospitality.

Trustee Suki Grewal toured Oakridge and Marpole branches last week. Suki attended the following events: “Raise Your Hands Against Racism” on March 19th, the Governor General Awards, and Trustee Orientation Program held at the Surrey Public Library.

Trustee Amanda Card noted her appreciation to all branch heads for reaching out and inviting their Trustee liaisons to their events. Amanda toured Fraserview, Hastings and Britannia Branches, and had the opportunity to attend the Britannia Board planning meeting. She also attended the “Expressions of Reconciliation” event on March 9 and participated in the homeless connect day on March 9.

Trustee Rhonda Sherwood connected with her MLA and City Council liaisons and started coordinating visits to all her liaison branches. Rhonda thanked Neighbourhood & Youth Services Director Diana Guinn for conducting a tour of branches, as well as Library Experience Director Shelagh Flaherty for conducting the orientation of Central Library. She attended the Governor General Awards event and the “Expressions of Reconciliation” event with Trustees Card and Hoffmann. Rhonda will attend the Storyteller-in-Residence launch on March 31.

VSB Trustee Allan Wong reported that he also volunteered during the special citizenship ceremony at Central on March 1st. He added that the Vancouver School Board will hold a strategic plan workshop for the public at the Prince of Wales School as well as hosting another public consultation session in April. The final plan will be presented to the Board in June. The VSB budget will be released to the public at 5 pm on March 31 and final deliberations on the budget will be held on April 28.

Trustee Carellin Brooks attended the special citizenship event on March 1st and the International Women’s Day celebration at City Hall on March 9. Carellin will introduce the Aboriginal Storyteller-in-Residence at West Point Grey on April 9 and will attend the BCLA Conference in May.

Trustee Gordon Ross attended the Governor General Award event and will meet with his Council liaison in April.

Trustee Karen Hoffmann toured branches with Diana Guinn as well as toured Central Library with Shelagh Flaherty. She also attended the “Expressions of Reconciliation” event.

Commissioner Catherine Evans attended the citizenship ceremony and commended Chief Librarian Sandra Singh and Trustee Jennifer Chan for sharing their stories. She also participated in the City’s homeless count on March 9.

Vice Chair John Schaub met with his MLA liaison and is in the process of arranging a tour of Central Library for his City Council liaison.

Board Chair Mary Lynn Baum attended the International Women’s day celebration at City Hall and attended the SLAIS research day event at UBC. Mary Lynn also participated as a member of the Strategic Plan Steering Committee and is looking forward to visiting her liaison branches. She thanked the efforts made by branch heads in reaching out to their Trustee liaisons.

ITEMS FOR DECISION

4. 2017-2019 Strategic Plan Budget

Amanda Pitre-Hayes, Director, Planning & Projects reported that staff seeks Board approval of the budget for the development of the 2017-2019 Strategic Plan. The project includes the consultant budget as well as project team and staff ambassador backfill costs, City engagement coordinator, engagement materials, event speaker for the launch, printing costs and contingency funds. Board Chair Mary Lynn Baum added that the Strategic Plan Steering Committee endorsed that the Board adopt the recommendation.

Moved by Kyla Epstein and seconded Suki Grewal

THAT the Board approve the estimated budget of $151,300 for the 2017-2019 Strategic Planning project, with the source of funds to be a transfer from reserves or 2016 operating surpluses.

CARRIED UNANIMOUSLY

ITEMS FOR CONSENT

Moved by John Schaub and seconded by Karen Hoffmann

THAT the following Board reports be approved on consent:

• Activity Reports: Central and Branches - February

THAT the Library Board receive the report for information.

• February 29, 2016 Financial Report

THAT the Library Board receive the report for information.

• Device Lending Program

THAT the Library Board receive the report for information.

CARRIED UNANIMOUSLY

ITEMS PULLED OUT OF CONSENT

5. Correspondence

Trustee Chan noted that we are fortunate that there are people who cared passionately about the library.

Moved by Jennifer Chan and seconded by Catherine Evans

THAT the Board receive the correspondence for information.

CARRIED UNANIMOUSLY

ITEMS ARISING FROM IN CAMERA (September 23, 2015)

6. nə́c̓aʔmat ct Strathcona Branch Room Naming

The Board discussed the opportunity to name the interior rooms based on the original community engagement undertaken in 2014 for the naming of the branch. Trustees were heartened to see the process taken in approaching the families.

Moved by Carellin Brooks and seconded Naveen Girn

THAT the Board name the following rooms in the nə́c̓aʔmat ct Strathcona Branch as follows:

• Large meeting room (first floor) – Mary Lee Chan
• 2nd floor meeting room – Nellie Yip Quong
• Digital Creation Space – Bud Osborn

CARRIED UNANIMOUSLY

NEW BUSINESS

7. Strategic Planning Update

Amanda Pitre-Hayes presented the draft Project Charter, draft Engagement Plan and Project Calendar that lists all the engagement plans and activities from April to end of September. She added that staff ambassadors have been recruited in assisting during engagement activities in Central and in branches. Amanda also noted that the engagement sessions will start on April 17. Trustees thanked Amanda and the Project Team for developing a detailed engagement plan.

8. nə́c̓aʔmat ct Strathcona Branch Schedule Update

Eric Smith, Director, Corporate Services & Facilities reported that the completion date of the new branch is tentatively slated for mid September. The contractor is working on a new schedule and will finalize the completion date in late April or early May. He added that the Steering Committee comprised of representatives from VPL, YWCA and City of Vancouver conducted a visit of the construction site in February. Trustee Epstein asked about the plans to move the current Strathcona branch staff to the new branch. Diana Guinn, Director, Neighbourhood & Youth Services responded that staff will wrap up the school library in June and will use current staff for the planned pop-up library during the summer months. Diana added that Stephanie Kripps was hired as the new branch head of the nə́c̓aʔmat ct Srathcona Branch.

9. Trustee Presentation

Trustee Kyla Epstein presented some pictures taken during her visit to the New Orleans Public Library

ADJOURN

There being no further business, the Chair declared the meeting adjourned at 8:10 p.m. and moved to in-camera.

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