Board Meeting May 2016

CHAIR TO CALL MEETING TO ORDER

A) PRESENTATION

a) Retirement: Shelagh Flaherty, Director, Library Experience

b) IFLA - Christina de Castell, Director, Collection & Technology

B) ADMINISTRATION

a) Minutes - Receive/approve draft minutes of Board meeting held April 27, 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) VPL 2020 Strategic Plan Outline: Download

b) Protection of Privacy Policy: Download

c) Recording Studio - Missed Booking Fines and Suspensions: Download

d) Consulting Services Award of Contract: Central Library Functional Programming: Download

F) ITEMS FOR CONSENT

Information Items for Consent

DIRECT TO BOARD

a) Activity Reports: Central and Branches - April 2016

b) Branch Information Services Evaluation Report: Download

c) Quarterly Metrics - Q1 2016: Download

d) 2016 Q1 Strategic Plan Report: Download

e) April 30, 2016 Financial Report: Download

CRPD COMMITTEE

f) Draft Minutes - May CRPD Committee Regular Meeting: Download

g) Strategic Planning Progress Update (Please refer to the draft May 16 CRPD Committee Meeting Minutes)

h) nə́c̓aʔmat ct Strathcona Branch Update (Please refer to the draft May 16 CRPD Committee Meeting Minutes)

i) 2015 Annual Operating Report: Download

CORRESPONDENCE

j) May 4/16 - Letter from Board Chair Mary Lynn Baum to Mayor Robertson and City Council re: Access to Services Without Fear: 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)(3) Labour relations or other employee relations.

Present:  Carellin Brooks; Amanda Card; Jennifer Chan, Vice Chair; Kyla Epstein; Suki Grewal; Karen Hoffmann; Gordon Ross; John Schaub, Vice Chair (Acting Chair); Rhonda Sherwood; Clr. Tim Stevenson, City Council Representative; Allan Wong, Vancouver School Board Representative

Absent:  Mary Lynn Baum, Chair; Catherine Evans, Vancouver Park Board Representative

Management Present:  Sandra Singh, Chief Librarian; Christina de Castell, Director, Collection & Technology; Shelagh Flaherty, Director, Library Experience; Diana Guinn , Director, Neighbourhood & Youth Services; Samantha Pillay, Director, Human Resources; Amanda Pitre-Hayes, Director, Planning & Projects

Absent:  Eric Smith, Director, Corporate Services & Facilities

Staff:  Stephen Barrington, Manager, Marketing & Communications; Liz Simon, Manager, Facilities & Purchasing; Julie Iannacone, Senior Manager, Services to Children & Teens; Megan Langley, Manager, Neighbourhood Services

Guests:  Judith Neamtan, President, Friends of VPL; Ann True, Secretary, Friends of VPL; Zhe Xuan Choo, Treasurer, Friends of VPL; Aliza Nevarie, President, CUPE 391; Gary Jarvis, Member, CUPE 391; Jenny Marsh, Director of Development, VPL Foundation

Recording Secretary:  Chrysalyn Tolentino, Executive Assistant

PRESENTATIONS

1. Retirement - Shelagh Flaherty, Director, Library Experience

Trustee Carellin Brooks spoke about Shelagh Flaherty's contribution to the Library and presented Shelagh a framed photograph from Special Collections on behalf of the Library Board in recognition for her outstanding service to VPL. Shelagh officially retires on June 10th.

2. Cheque Presentation - Friends of VPL

The Friends of VPL Board members Judith Neamtan, Anne True and Zhe Xuan Choo presented the Library Board with a cheque for the amount of $46,000 which will be used to fund a wide range of activities and programs across the system. The Friends will also present a $20,000 cheque to the VPL Foundation towards the programs, services and spaces at VPL.

3. IFLA

Collections & Technology Director Christina de Castell presented her experiences when she was seconded to the International Federation of Library Association (IFLA) for 10 months from 2014 to 2015. Christina acted as Manager of Policy and Advocacy where she represented libraries around the world at global forums and events, identified emerging information rights and access issues, planned policy and activities, and ensured the development of programs that incorporated advocacy issues.

ADMINISTRATION

4. Minutes

The draft minutes of the Regular Meeting held April 27, 2016 were presented to the Chair for approval.

Moved by Suki Grewal and seconded by Carellin Brooks

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

CARRIED UNANIMOUSLY

REQUEST FOR INFORMATION

CUPE Local 391

Aliza Nevarie, President, CUPE 391 reported that she attended the CUPE BC Convention from April 27-30, 2016. CUPE 391 also held their Annual General Meeting where she was officially elected president for a two-year term. Aliza also attended BCLA with Jane Curry where CUPE BC presented a report on Health and Safety. CUPE 391 also donated some funds to benefit African Libraries.

Friends

Judith Neamtan, President, Friends of VPL reported that they are holding their used book sale this week, and noted that they have over 60 volunteers which included six RBC employees who participated as part of RBC's "Days of Service". RBC will donate $1,000 to the Friends. Judith also thanked the Marketing & Communications staff for publicizing the event. The Friends held their Annual General Meeting on April 30 and the attendees toured Level 9 and the Inspiration Lab. Judith was elected as president for one more year. Judith added that the membership and revenues are slightly up compared to last year.

VPL Foundation

Jenny Marsh, Director of Development, reported that she attended the Friends' Annual General Meeting and conducted a tour of Level 9. The VPL Foundation completed their 2015-2016 direct mail campaign and received over $4,000 in donations. All proceeds will go to Teen Services. Jenny noted that the revised version of the Capital Campaign case support report is being drafted and will be completed in July. Jenny also noted that the VPL Foundation Board is recruiting prospective board members.

British Columbia Library Trustees Association

Chief Librarian Sandra Singh congratulated Commissioner Catherine Evans for receiving the Super Trustee Award during the BCLTA Conference. She thanked Trustee Kyla Epstein for spearheading Catherine's nomination.

InterLINK

No report.

VPL Trustees

Vice Chair Jennifer Chan attended the Joe Fortes 40th anniversary celebration with Trustee Carellin Brooks.

Trustee Kyla Epstein welcomed the grade 5 students who attended author Richard Scrimgeour’s event at Hastings Branch. Kyla attended the BCLA Conference and noted that it was great to see VPL staff present at the conference. She added that the conference had a great theme this year. Kyla also attended the BCLTA Conference and acknowledged Kay Cahill's presentation of the Memorial Quilt, which was clearly the best presentation at the conference. Kyla participated in the selection of the digital artist for the nə́c̓aʔmat ct Strathcona Branch, and introduced the Storyteller-in-Residence at Renfrew Branch.

Trustee Suki Grewal met with her Council liaison, Clr. Kerry Jang, attended the Poetry Reading workshop at South Hill Branch on May 3rd, Philosophers' Café at Oakridge on May 20th, and attended the BCLTA Annual Conference.

VSB Trustee Allan Wong reported that the deadline to adopt the Vancouver School Board's budget is on June 30. The Long Range Facilities Plan will be officially adopted on May 31st. Staff will be presenting a report on June 20 that outlines the school closures; the VSB Board will meet with those schools slated for closure. The VSB Strategic Plan will be adopted by the end of June and VSB staff have reached out to a number of stakeholder groups including VPL with the survey.

Trustee Rhonda Sherwood noted that she was off from the Board for one month due to work commitment. Rhonda met with her MLA liaison, Minister of Justice Hon. Suzanne Anton, and toured Collingwood Branch together with Diana Guinn and Collingwood Branch Head Sophie Middleton on May 20th.

Trustee Amanda Card attended on behalf of the VPL Board the one-day Provincial Strategic Planning day on May 11th. Amanda also attended the BCLTA Conference, introduced Comic book author Faith Erin Hicks at Fraserview on May 19th and attended the Poetry event at Hasting Branch on May 10th. Amanda congratulated Trustee Kyla Epstein on her election to the BCLTA Board.

Trustee Karen Hoffmann is working to connect some branches with VanCity services manager to see if there are some events that they can coordinate. She made some few referrals to the Inspiration Lab and getting the word out about this service.

Trustee Gordon Ross met with his Council liaison, Clr. Raymond Louie in April. He also attended the annual meeting of the VPL Trust, attended some strategic planning sessions and visited branches. He is looking forward to visiting Terry Salman Branch in his role of liaison to this branch.

Trustee Carellin Brooks attended the Joe Fortes anniversary celebration with Trustee Jennifer Chan. She also attended BCLA where she enjoyed the presentations by library technicians as well as Councillor Andrea Reimer’s presentation. Carellin attended the BCLTA conference and listened to Trustee Kyla Epstein’s presentation entitled "Public Libraries in the Public Realm". Carellin watched Commissioner Catherine Evans receive her Super Trustee award during the BCLTA AGM. Carellin attended a rally on the Board of Education budget.

Acting Chair John Schaub reported that he visited the Catalan library in Barcelona.

ITEMS FOR DECISION

5. VPL 2020 Strategic Plan Outline

The Community Relations, Planning & Development Committee recommended that the Board approve the Outline that illustrates the elements intended for inclusion in the final Strategic Plan. Staff will start background work once the Board approves the Outline.

Moved by Kyla Epstein and seconded by Amanda Card

THAT the Board approve the Vancouver Public Library's 2020 Strategic Plan Outline.

CARRIED UNANIMOUSLY

6. Protection of Privacy Policy

The Protection of Privacy Policy was updated to reflect the current innovations in delivering service to library patrons that uses personal information such as VPL's eNewsletter, patron self registration for programs, and new digital products that require separate accounts with vendors to use a library collections. The accompanying administrative guidelines were also updated to ensure compliance with the Freedom of Information and Protection of Privacy Act (FIPPA). Staff expressed their appreciation to Trustee Jennifer Chan who reviewed an early draft of the policy. Trustee Jennifer Chan noted a suggested revision for Section 5 and will provide the wording changes.

Moved by Amanda Card and seconded Gordon Ross

THAT the Board adopt the revised Protection of Privacy Policy with amended wording recommended by Trustee Jennifer Chan.

CARRIED UNANIMOUSLY

7. Recording Studio - Missed Booking Fines and Suspensions

Staff outlined some challenges with patrons who are not showing up for Inspiration Lab sound booth bookings and lack of sound booth availability for walk in patrons. The Board discussed extensively the recommendations to set fines and staged system-wide removal of library privileges (bans) for no shows. Trustees noted that there should be no fines for the first offence.

Moved by Kyla Epstein and seconded Carellin Brooks

THAT the fines and suspension of recording studio privileges be set as follows:

	Fine	Duration of Recording Studio Use Suspension
1st Missed booking	$0	Conversation about impact on other users and consequences of next missed booking.
2nd Missed booking	$10	2 weeks
3rd Missed booking	$10	3 months
4th Missed booking	$10	1 year

The Board agreed to separate the motions for more clarity.

Moved by Kyla Epstein and seconded by Amanda Card

THAT a non-cumulative reset of patron records happen after a period of time to be determined by staff.

CARRIED

8. Consulting Services Award of Contract: Central Library Functional Programming

Staff sought Board approval to sole source consulting services to Resource Planning Group Inc. (RPG) for the further development of area-specific functional programs within the Central Library, based on the Central Library Master Plan, for the purpose of planning for the relocation of the City of Vancouver Archives to the Central Library. The City’s Real Estate and Facilities Management (REFM) Department and the Library team agreed that the optimal solution for this work was to re-engage RPG to work on this Functional Program because of their familiarity with Central Library as well as their work on the Archives Accommodation Study.

Moved by Karen Hoffmann and seconded Gordon Ross

THAT the Board approve a sole source consulting contract with Resource Planning Group Inc. (RPG) for $74,000 to develop a functional program for the City of Vancouver Archives at the Central Library as well as for five related areas of the Central Library.

CARRIED UNANIMOUSLY

ITEMS FOR CONSENT

Moved by Kyla Epstein and seconded by Gordon Ross

THAT the following Board reports be approved on consent:

• Quarterly Metrics – Q1 2016

  THAT the Library Board receive the report for information.

• April 30, 2016 Financial Report

  THAT the Library Board receive the report for information.

• Draft Minutes – May CRPD Committee Regular Meeting

  THAT the Library Board receive the draft minutes for information

• Strategic Planning Progress Update

  THAT the Library Board receive the update.

• nə́c̓aʔmat ct Strathcona Update

  THAT the Library Board receive the update.

• 2015 Annual Operating Report (deferred to June)

  THAT the Library Board receive the report for information.

• Correspondence

  THAT the Library Board receive the letter for information.

CARRIED UNANIMOUSLY

ITEMS PULLED OUT OF CONSENT

9. Activity Reports: Central and Branches – April 2016

Trustee Carellin Brooks shared her kudos to the Accessible Services team who went to great lengths to ensure that a patron, who is homebound and in her 90s, participate in the SFU Writer's Studio Writing Consults program. She thanked branches who have implemented the Reading Buddies program, and was thrilled to read about the tour of Carnegie Centre that resulted in a donation to the branch, as well as the story about the patron who was happy that his fines were waived and he can check out book once again. She also congratulated Dunbar staff for hosting a poetry event featuring three award-winning B.C. poets.

Trustee Kyla Epstein expressed appreciation to staff for participating in the West Broadway BIA's strategic planning session. She also thanked the City for providing additional funding for branch staffing in Carnegie for the remainder of 2016.

Trustee Gordon Ross thanked the Special Collections staff for hosting a tour for the family of Philip Timms whose photographs are one of the earliest additions to VPL's Historical Photographs collection.

Trustee Rhonda Sherwood was pleased to note that strategic plan initiatives are really evident in branches.

Moved by Carellin Brooks and seconded by Allan Wong

THAT the Board receive the report for information.

CARRIED UNANIMOUSLY

10. Branch Information Services Evaluation Report

Trustee Amanda Card noted that she had heard a lot of positive comments from staff regarding the evaluation and she also noted that some Library Assistant staff indicated that they would like to get more training.

Trustee Kyla Epstein posed a few question regarding patrons completing the exit survey and asked staff to glean information on patron behaviors and use these to inform the strategic plan.

Trustee Karen Hoffmann noted that the report was very well written.

Diana Guinn, Neighbourhood & Youth Services noted that the recommendations are based on the discussion with staff and the results of the Library Assistant Self-Assessment Survey. The Branch Staffing Review report will be brought back to the Board.

Moved by Amanda Card and seconded by Suki Grewal

THAT the Board receive the report for information.

CARRIED UNANIMOUSLY

11. 2016 Q1 Strategic Plan Report

Trustee Karen Hoffmann sought clarification on the completion of initiatives. Chief Librarian Sandra Singh replied that these are identified in milestones area, and acknowledged that completed initiatives should have been gathered at the back of the report and only progress is shown per initiative.

Trustee Carellin Brooks noted that the report contains grammatical errors including inconsistent use of present and past tenses. The Chief Librarian noted that the reports are submitted by multiple people. Trustee Brooks also inquired why the "One Book One Vancouver" program was cancelled or deferred. Sandra noted that this program was cancelled due to staff capacity and could be revisited in the next strategic plan. She noted that VPL offers extensive programs in support of local writers.

Trustee Kyla Epstein noted that the Board decided late last year that it would like to change reporting, but agreed to wait until the next strategic plan for implementation. She added that a progress/phase way reporting will be implemented in the VPL 2020 Strategic Plan.

Moved by Karen Hoffmann and seconded by Jennifer Chan

THAT the Board receive the report for information.

CARRIED UNANIMOUSLY

ADJOURN

There being no further business, the Acting Chair declared the meeting adjourned at 8:00 p.m. and moved to in-camera.

Signed by John Schaub, Acting Chair and Sandra Singh, Secretary