September 28, 2016

Board Meeting September 2016

350 West Georgia Street
Vancouver, BC
Canada V6B 2B1

Date: Wednesday, September 28, 2016 at 6:00 p.m.
Location: Morris J. Wosk Boardroom - Level 7 Central Library

Board agenda: September 2016

CHAIR TO CALL MEETING TO ORDER

A) PRESENTATIONS

a) Introduction: Sam Wiebe, New VPL Writer-in-Residence

B) ADMINISTRATION

Minutes – Receive/approve draft minutes of Board meeting held July 27/16: 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) Interlink Direct Patron Interlibrary Loan: Download

b) Human Rights and Harassment Policy Update: Download

c) Strategic Plan Overview (to be tabled)

F) ITEMS FOR CONSENT

Information Items for Consent

DIRECT TO BOARD

a) Activity Reports: Central and Branches – July/August 2016

b) Ombudsperson 2015/2016 Annual Report: Download. (annual report to be posted later)

c) BCLTA Message Regarding 2017 Provincial Budget Consultation: Download

CRPD COMMITTEE

d) Draft Minutes – September CRPD Committee Regular Meeting: Download

e) Political Use of Space (Please refer to the draft September CRPD Committee regular meeting minutes)

f) nə́c̓aʔmat ct Strathcona Branch Update (Please refer to the draft September CRPD Committee regular meeting minutes)

g) Levels 8 & 9 Update (Please refer to the draft September CRPD Committee regular meeting minutes)

h) Friends of VPL (Please refer to the draft September CRPD Committee regular meeting minutes)

i) 2013-2015 Strategic Plan Q2 Report: Download

SFHR COMMITTEE

j) Draft Minutes – September SFHR Committee Regular Meeting: Download

k) Living Wage (Please refer to the draft September SFHR Committee regular meeting minutes)

l) Flood Update (Please refer to the draft September SFHR Committee regular meeting minutes)

m) nə́c̓aʔmat ct Strathcona Branch Update (Please refer to the draft September SFHR Committee regular meeting minutes)

n) July 31, 2016 and August 30, 2016 Operating Results: Download

o) Review of Library Financial Operations: Download

p) Quarterly Metrics – Q2 2016: Download

Correspondence

q) July 15/16 – Letter from John Schaub, Chair, Public Library InterLINK to Board Chair Mary Lynn Baum re: InterLINK compensation payment: Download

G) DISCUSSION OF ITEMS PULLED FROM CONSENT

H) NEW BUSINESS

IN CAMERA MEETING RATIONALE

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)(1) Personal information about an identifiable individual who holds or is being considered for a position as an officer, employee or agent of the Library. 5(n)(3) Labour relations or other employee relations.

Board minutes: September 2016

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

Absent: Suki Grewal; Clr. Tim Stevenson, City Council Representative; Allan Wong, Vancouver School Board Representative

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

Absent: Diana Guinn, Director, Neighbourhood & Youth Services; Eric Smith, Director, Corporate Services & Facilities

Staff: Stephen Barrington, Manager, Marketing & Communications; Andrea Freeman, Acting Manager, Circulation; Anne O’Shea, Manager, Programming & Learning

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

Recording Secretary: Lianne Watt, Acting Executive Assistant

PRESENTATION

1. Sam Wiebe, VPL Writer-In-Residence

Mary Lynn Baum, Chair, Library Board introduced Sam Wiebe the VPL, Writer-In-Residence. Sam described the programming planned for the residency as well as an update of the inaugural event held September 15, 2016. There are a number of planned programs including Writer in Residence Consultations, writing workshops, scriptwriting workshops for both teens and adults, Horrible History: VPL Special Collections Tour, a manuscript and cover letter workshop held at the Carnegie Reading, a Comic Book writing workshop for teens, a tour and “write in” at the Vancouver Police Museum, a Murder on the Menu: Tea with the Crime Writers of Canada, as well as the Writer in Residence Finale Event.

ADMINISTRATION

2. Minutes

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

Moved by John Schaub and seconded Amanda Card

THAT the draft minutes of the Regular Meeting held July 27, 2016 be approved as amended.

CARRIED UNANIMOUSLY

INTRODUCTIONS

Anne O’Shea, Manager of Programming & Learning introduced Andrea Freeman, Acting Manager, Circulation. Andrea comes to VPL from North Vancouver District Public Library where she was their Manager, Welcoming Initiatives, a portfolio that includes Circulation Services.

Mary Lynn Baum, Board Chair asked Julie Iannacone, Acting Director, Neighborhood & Youth Services to pass on the Board’s congratulations to Beth Davies on her recent appointment to the position of Chief Librarian at Burnaby Public Library.

REQUEST FOR INFORMATION

CUPE Local 391

Aliza Nevarie, President, CUPE 391 reported that CUPE 391 along with CUPE 1004 and CUPE 15 presented to City Council on the Living Wage motion and was pleased that City Council had passed the motion. Word Vancouver was successful for CUPE 391 and the “Rosie the Reader” theme as well as the three author talks was well received. CUPE 391 delegates will attend the upcoming Young Workers Summit and CUPE Sector Conference.

Friends

Judith Neamtan, President, Friends of the Library presented a cheque in the amount of $1000 to support the purchase of art for n?´c?a?mat ct Strathcona Branch. The Friends of the Library were pleased to be invited to the Kitsilano Branch this past Saturday, September 24th in celebration of the new outdoor branch space. Judith also provided an update on the recent booksale.

VPL Foundation

Sandra Singh, Chief Librarian, provided a brief update on the Capital Campaign.

British Columbia Library Trustees Association

BCLTA attended the Union of BC Municipalities Convention. A letter from BCLTA Board to the Provincial Select Standing Committee on Finance and Government Services identifying BCLTA priorities for the 2017 Provincial Budget was included in this package. BCLTA is asking Boards to encourage the Province to focus on indexing provincial funding to inflation, the establishment of a provincial policy for the delivery of public services in First Nations communities, as well as the Government’s commitment to connectivity and adequate broadband in these communities. The BCLTA has voted to join CFLA. In the next weeks BCLTA will be preparing for the annual planning retreat. Kyla reminded the trustees to please read the bulletins and specifically respond to the surveys as it helps the BCLTA with their direction.

InterLINK

Trustee John Schaub reported that a new Office Manager had been hired at InterLINK. John Schaub noted that the Board received an update on the LLEAD program and supported staff’s recommendation to assign provincial funding to support attendance my InterLINK library staff by the smaller libraries who are farther away from the Lower Mainland

VPL Trustees

Vice Chair Jennifer Chan attended the Vancouver Pride Parade as part of the Vancouver Public Library parade entry.

Trustee Karen Hoffman met with Councillor Meggs to discuss VPL’s Strategic Initiatives. Karen was also pleased to introduce Dana I. D. Matthews, a spoken word poet, at the VPL Writing & Book Camp. Karen shared information about libraries in Iceland that she gathered during a recent trip.

Trustee Amanda Card attended the Writing and Book Camp Gala and was impressed with what was created by the participants over the week. Amanda attended four Summer Reading Club Wrap Up celebrations and handed out medals to the participants. Amanda also attended the Reconciliation in Action Event at Britannia and was pleased to see VPL well represented at the event. Amanda met with Councillor Carr to discuss VPL’s Strategic Initiatives.

Park Board Commissioner Catherine Evans attended the Bev Sellars event held at VPL and was honoured to have met former Grand Chief Bill Wilson. Catherine reminded Trustees to sign up for Talk Vancouver.

Trustee Rhonda Sherwood attended a number of Summer Reading Club Wrap Up Events and acknowledged the connections made between the library staff and the children participating in the Summer Reading Club. Rhonda attended the Inaugural Writer-In-Residence event and noted the event exceeded her expectations.

Trustee Carellin Brooks attended the George Woodcock Lifetime Achievement Award and George Ryga Award for Social Awareness Event in June. Carellin attended the Summer Reading Club Wrap Up event at Joe Fortes as well as the inaugural Writer In Residence event. Carellin also attended the Minecraft program at Oakridge Branch.

Trustee Kyla Epstein Library visited both the San Francisco and Newport, Oregon libraries. With the support of staff, Kyla submitted VPL information to the BCLTA bulletin for September. Kyla introduced Anna Ling Kaye at the Writing & Book Camp. Kyla attended the Britannia and Renfrew Branches Summer Reading Club Wrap Up Party as well as the Inaugural Writer In Residence event. Kyla introduced Sam Wiebe, VPL Writer In Residence Word Vancouver and attended the Reconciliation in Action Event Britannia.

Board Chair Mary Lynn Baum attended a number of Summer Reading Club Wrap Up Parties. Mary Lynn Introduced the LiterAsian events held at the CBC Studios as well as an evening of Hispanic Literature.

ITEMS FOR DECISION

3. Interlink Direct Patron Interlibrary Loan

Christina de Castell, Director, Collections & Technology, discussed the report and indicated there had been a robust discussion at the SFHR Committee meeting held September 21, 2016. This initiative has been discussed at InterLINK for a number of years and the Administrators Advisory Group (Chief Librarians) is aware of VPL’s hesitation to participate. VPL has had a self service option for many years and in 2012 staffing moved to other strategic areas due to this change. By participating, VPL would need to move staffing back into Circulation to accommodate the change. Chief Librarian, Sandra Singh noted that she had shared with the AAG at a recent meeting that she was recommending VPL not participate until impact could be assessed and noted that each library is deciding for itself how to proceed.

Moved by Gordon Ross and seconded by Karen Hoffman

THAT the Vancouver Public Library does not participate in implementing the direct patron interlibrary loan option initiated by InterLINK at this time.

CARRIED UNANIMOUSLY

4. Human Rights and Harassment Policy Update

Samantha Pillay, Director, Human Resources, discussed the report and asked the Board approve the changes to the Human Rights and Harassment Policy to correspond with the recent changes made to the BC Human Rights code. The changes specifically relate to gender and gender identity and would also incorporate and bring into line the changes to the policy adopted by the City of Vancouver.

Moved by Carellin Brooks and seconded by Rhonda Sherwood

THAT the Board approve the changes to the VPL Human Rights and Harassment Policy.

CARRIED UNANIMOUSLY

5. VPL 2020 Strategic Plan Overview

Amanda Pitre-Hayes, Director, Planning and Projects presented the VPL 2010 Strategic Plan Overview report. The Strategic Planning Steering Committee met where they reviewed the draft framework in detail and identified some areas where the report would benefit from a plain language edit. There was some discussion of the draft. Staff noted that the final text would be brought to the Board for approval in November.

Moved by Kyla Epstein and seconded by Karen Hoffman

THAT the Board approve the Vancouver Public Library 2020 Strategic Plan Overview subject to additional non-material revisions.

CARRIED