Board Meeting February 2017

CHAIR TO CALL MEETING TO ORDER

A) ADMINISTRATION

Minutes – Receive/approve draft minutes of Board meeting held January 25/17

B) ADDITIONS/ALTERATIONS TO THE AGENDA

C) REQUEST FOR INFORMATION FROM:

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

D) ITEMS FOR DECISION

a) 2017 VPL Trustee Appointments: Download

b) 2017 CRPD & SFHR Committee Terms of Reference: Download

c) Political Use of Library Space Policy: Download

d) Vancouver Stories: Download

E) ITEMS FOR CONSENT

Information Items for Consent

DIRECT TO BOARD

a) Activity Reports: Central and Branches - January 2017

b) Park Board Liaison Report - January 2017: Download

CRPD COMMITTEE

c) Draft Minutes - February CRPD Committee Regular Meeting: Download

d) Strategic Plan Quarterly Q4 Reporting: Download

e) Agenda Format (Please refer to the draft February CRPD Committee regular meeting minutes)

SFHR COMMITTEE

f) Draft Minutes - February SFHR Committee Regular Meeting: Download

g) This Vancouver Digital Repository Vision & Purpose: Download

h) Trans*, Gender Variant and Two-Spirited Inclusion Planned Actions: Download

i) Quarterly Metrics - Q4 2016: Download

j) December 31, 2016 and January 31, 2017 Operating Results: Download

k) Reserve for Library Gifts and Grants Summary 2016: Download

l) Irving K. Barber Learning Centre (Please refer to the draft February SFHR Committee regular meeting minutes)

CORRESPONDENCE

k) Letters to MLAs re: Support for Select Standing Committee on Finance and Government Services Report on the Budget 2017 Consultations (sample letter included): Download

F) DISCUSSION OF ITEMS PULLED FROM CONSENT

G) 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)(3) Labour relations or other employee relations.

Present: Mary Lynn Baum; Carellin Brooks; Amanda Card; Jennifer Chan, Vice Chair; Kyla Epstein, Chair; Suki Grewal; Karen Hoffmann; Raji Mangat; Gordon Ross; John Schaub, Vice Chair; Rhonda Sherwood

Absent: Sarah Kirby-Yung, Vancouver Park Board Representative; 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; Julie Iannacone, Senior Manager, Services to Children & Teens; Chris Middlemass, Manager, Collections & Technical Services

Guests: Judith Neamtan, President, Friends of VPL; Aliza Nevarie, President, CUPE Local 391; Jane Curry, 1st Vice President, CUPE Local 391; Gloria Hershorn, Member-at-Large, CUPE Local 391

Recording Secretary: Chrysalyn Tolentino, Executive Assistant

ADMINISTRATION

1. Minutes

The draft minutes of the Regular Meeting held January 25, 2017 were presented to the Chair for approval.

Moved by John Schaub and seconded by Rhonda Sherwood

THAT the draft minutes of the Regular Meeting held January 25, 2017 be approved as amended.

CARRIED UNANIMOUSLY

The draft minutes of the Special Meeting held February 13-19, 2017 were presented to the Chair for approval.

Moved by Gordon Ross and seconded by Raji Mangat

THAT the draft minutes of the Special Meeting held February 13-19, 2017 be approved as amended.

CARRIED UNANIMOUSLY

REQUEST FOR INFORMATION

CUPE Local 391

Aliza Nevarie, President, CUPE 391, reported that the Union continues with their advocacy work for part time members. She will attend the CUPE Strong Locals meeting in Halifax, and the Union will offer a session at the BCLA Conference entitled Measuring Value Beyond Our Walls wherein one of the panelists is VPL Board Chair Kyla Epstein. CUPE BC will hold its annual convention at the end of April and CUPE 391 has representation at the CUPE BC Young Workers’ Task Force Committee.

Friends

Judith Neamtan, President, Friends of VPL, reported that a volunteer brunch was held on February 4 and conducted a Friends board meeting on February 16. Judith thanked Trustee Amanda Card for being their Trustee liaison in the past year and welcomed Trustee Raji Mangat as the new Trustee liaison for the Friends. The request for funding proposals was posted on the Hub. Judith added that invitations to the musical theatre benefit for VPL event was sent out to Trustees. The musical theatre performance will be conducted by APPLAUSE! Musicals Society for members of Friends and VPL staff, Boards, and other volunteers after the AGM on April 29th, with an additional performance for the general public at 3:30 pm. Admission is by donation. Judith also noted that the Friends is currently recruiting for new board members and asked Trustees for recommendations.

VPL Foundation

No report.

British Columbia Library Trustees Association

Board Chair Kyla Epstein reported that the BCLTA Board is currently creating a framework for a policy review and is working on the planning for the 2017 BCLTA Conference. The BCLTA Board will attend the UBCM Convention in September 2017 and will soon roll-out and publish the Trustee Learning and Development Report. Kyla announced that some BCLTA Board members will be completing their terms after the April 2017 AGM and they are recruiting for new board members.

InterLINK

Trustee Amanda Card reported that the InterLINK Board will hold its inaugural meeting and orientation next week.

VPL Trustees

Trustee Suki Grewal attended the City of Vancouver’s 2017 Lunar New Year celebration on February 3rd, welcomed participants to the Black History month "Let the Fire Burn" even on February 15th, and attended South Hill and Terry Salman Branches’ Storytime events. Suki spoke with Council liaison Clr. Elizabeth Ball and reached out to MLA liaison Dr. Moira Stillwell.

Trustee Raji Mangat attended the Friends Board meeting on February 16th, will meet Council liaison Clr. Heather Deal on February 23rd, and reached out to MLA liaison Mable Elmore.

Trustee Amanda Card attended her last meeting with the Friends of VPL Board. She noted that the Friends’ volunteer brunch was a joyful and encouraging event and it was amazing to meet volunteers. Amanda attended the Heritage Canada announcement on February 10th, met with MLA liaison Melanie Mark, and will meet Council liaison Clr. Adrianne Carr next week.

Trustee Karen Hoffmann introduced the Vancouver Writers’ Festival Incite Event on January 18th and noted that the program was very well attended. Karen met with MLA liaison David Eby and attended the VPL Board and VPL Foundation workshop Best Practices in Board Governance session on February 8th.

Trustee Rhonda Sherwood attended the ICD workshop on CEO/Chair Relationship, attended a cocktail event with Premier Christy Clark and spoke with the Minister of Children & Family Development, as well as attended the VPL Board and VPL Foundation workshop. Rhonda introduced the Aboriginal Storyteller in Residence event at West Point Gray Branch on February 11th and on February 17th met Minister of Justice Hon. Suzanne Anton who suggested that the best time to advocate for budget is between spring and fall. Rhonda also attended the Haiku Festival at the Terry Salman Branch on February 18.

Trustee Gordon Ross attended the Heritage Canada announcement, attended the BC Achievement Foundation National Award for Non Fiction Luncheon on January 26th, and had an opportunity to chat with Council liaison Clr. Raymond Louie.

Trustee Carellin Brooks attended the BC Achievement Foundation National Award for Non Fiction Lunch on January 26th, attended the Family Fort Night at Joe Fortes with her daughter on January 26th, and asked her MLA liaison Herbert Spencer to support Recommendation 82. Carellin co-introduced the Incite event with Board Chair Kyla Epstein on February 1st, attended the City of Vancouver’s 2017 Lunar New Year celebration with Trustee Suki Grewal, and met with Council liaison Clr. Andrea Reimer. Carellin is happy to receive the VPL 2020 Strategic Plan handout that raises awareness of the Library’s services. Carellin also met with a potential board applicant who is a writer and attended Board Chair Kyla Epstein’s Strategic Plan presentation at City Council this afternoon.

Trustee Mary Lynn Baum attended the successful launch of The Reading Tree and noted that the highlight of the event was Clr. Heather Deal reading to children. Mary Lynn attended the BC Achievement Foundation National Award for Non Fiction Lunch with other Trustees and attended the City Council meeting in support of Board Chair’s presentation of the VPL 2020 Strategic Plan. She congratulated Kyla for the great presentation and thanked Chief Librarian Sandra Singh and Director of Planning & Project Amanda Pitre-Hayes for their outstanding work on the presentation. She related that Clr. Tim Stevenson brought up at the meeting that an increase to the marketing & communications funding is warranted in order to further promote the library and its services. Mary Lynn has written to her MLA liaison George Heyman seeking support for Recommendation 82.

Trustee John Schaub attended the following events: BC Achievement Foundation National Award for Non Fiction Luncheon, Heritage Canada announcement, VPL Board and VPL Foundation workshop, and Aboriginal Storyteller-in-Residence event at Hastings Branch. John noted that Jules Koostachin is a compelling person and her presentations went really well. John also noted that he has reached out to his MLA liaison Sam Sullivan, as well as Council liaison George Affleck.

Board Chair Kyla Epstein attended the launch of The Reading Tree, BC Achievement Foundation National Award for Non Fiction Award Luncheon and the VPL/VPLF workshop. She co-introduced the Incite event with Trustee Carellin Brooks on February 1st and introduced the following events: Aboriginal Storyteller-in-Residence Jules Koostachin’s event at Britannia Branch on February 11th, an ASIR storytelling event about AskiBOYZ at Central Library on February 18th, as well as Protecting the Right to Protest: Free Speech Versus Corporate Power on February 16th. Kyla had lunch with VPL Foundation Chair Susan Knott, attended her first VPL Foundation Board meeting on February 15th, and met with MLA liaison Hon. Andrew Wilkinson seeking support for Recommendation 82. She also attended training offered by ICD on Social License – Who Defines it and presented the VPL 2020 Strategic Plan to City Council this afternoon. She thanked Trustees Baum and Brooks for attending and supporting her, as well as Chief Librarian Sandra Singh and Director of Planning & Projects Amanda Pitre-Hayes for the presentation materials.

ITEMS FOR DECISION

2. 2017 VPL Trustee Appointments

Moved by Jennifer Chan and seconded Mary Lynn Baum

THAT the Board appoint John Schaub as representative to the VPL Trust for a term of one year;

THAT the Board appoint Amanda Card as representative to the public library InterLINK Board for a term of two years; and

THAT the Board appoint Raji Mangat as liaison to the Friends of VPL for a term of one year.

CARRIED UNANIMOUSLY

3. 2017 CRPD & SFHR Committee Terms of Reference

Moved by Carellin Brooks and seconded Amanda Card

THAT the Board approve the revised CRPD Terms of Reference and the SFHR Terms of Reference.

CARRIED UNANIMOUSLY

4. Political Use of Library Space Policy

Staff presented the draft policy for Board approval. The policy will provide guidance to staff, political parties and candidates as to the role that the library plays within our democratic system and what that means during election periods for use of library space. Trustees sought clarification on some item in the report.

Moved by Raji Mangat and seconded John Schaub

THAT the Board approve the proposed Political Use of Library Space Policy.

CARRIED UNANIMOUSLY

5. Vancouver Stories

As part of the redevelopment of Levels 8 & 9, Vancouver Stories is an active multi-platform learning environment that would serve as a community showcase and exhibit experience. Staff recommends a hybrid model in which the Library hosts travelling exhibits through partnerships with museums and archives, and supplements these exhibits with locally-created created content, programs, hands on activities and collections. A dedicated experienced professional with expertise in professional practices of museum management is required to develop a service model, a long term operational framework and staffing model. VPL does not currently have the expertise or the capacity to build this expertise in time to develop the level 8 spaces for March 2018. Funding for this position and the cost of animating the space will be taken from reserves.

Moved by Karen Hoffmann and seconded Gordon Ross

THAT the Board authorize a transfer of $342,000 from Reserves to fund an exempt manager, exhibits and partnerships for a two year contract period at an estimated cost of $242,000 including fringe benefits, and to fund the estimated associated costs of approximately $100,000 for initiating and animating the spaces and mounting exhibits over the two year launch period as outlined in this report.

CARRIED UNANIMOUSLY

ITEMS FOR CONSENT

Moved by Gordon Ross and seconded by Carellin Brooks

THAT the following Board reports be approved on consent:

• Park Board Liaison Report – January 2017

THAT the Library Board receive the report for information.

Strategic Plan Quarterly Q4 Reporting

THAT the Library Board receive the report for information.

• Agenda Format

THAT the Library Board receive the verbal report for information.

• This Vancouver Digital Repository Vision & Purpose

THAT the Library Board receive the report for information.

• Quarterly Metrics – Q4 2016

THAT the Library Board receive the report for information.

• December 31, 2016 and January 31, 2017 Operating Results

THAT the Library Board receive the reports for information.

• Reserve for Library Gifts and Grants Summary 2016

THAT the Library Board receive the report for information.

• Irving K. Barber Learning Centre

THAT the Library Board receive the verbal update for information.

• Correspondence

THAT the Library Board receive the correspondence for information.

CARRIED UNANIMOUSLY

ITEMS PULLED OUT OF CONSENT

6. Activity Reports: Central and Branches – January 2017

Trustee Amanda Card noted that the branch opening protocol was mentioned in several branch reports and raised awareness that branches are now open earlier.

Trustee Rhonda Sherwood noted several spelling and grammatical errors in the report.

Trustee Mary Lynn Baum noted that a number of branches had The Reading Tree launches. She noted that these events could have been opportunities for Trustees to attend and to invite local elected leaders.

Trustee Raji Mangat said that it was great to see good comments about The Reading Tree.

Board Chair Kyla Epstein was delighted to read that a patron from Renfrew composed a piece of music in the branch that was performed by the Vancouver Symphony Orchestra. She noted her appreciation for The Reading Tree coverage. Kyla added that the STEAM kit launched by Children & Teen Services was a great example of library adapting to the educational environment. Kyla sought clarification on the distribution of The Reading Tree in community health clinics. Julie Iannacone replied that CTS is working on distributing stickers to health clinics indicating that parents/caregivers can pick up copies of the book in the library.

Moved by Amanda Card and seconded by Karen Hoffmann

THAT the Board receive the report for information.

CARRIED UNANIMOUSLY

7. Draft Minutes – February SFHR Committee Regular Meeting

Trustees provided some correction to the draft minutes.

Moved by Amanda Card and seconded by John Schaub

THAT the Board receive the correspondence for information.

CARRIED UNANIMOUSLY

8. Draft Minutes – February CRPD Committee Regular Meeting

Trustees provided some correction to the draft minutes.

Moved by Amanda Card and seconded by Carellin Brooks

THAT the Board receive the correspondence for information.

CARRIED UNANIMOUSLY

9. Trans*, Gender Variant and Two-Spirited Inclusion Planned Actions

The report outlines the action plan to improve upon the Library’s existing work with and for the trans*, gender variant and two-spirit (TGV2S) communities. Trustees sought some clarification on the training requirements for the Chief Librarian and directors. The Chief Librarian responded that she has already attended a training session and the City is offering training to staff. Trustees also asked about the implementation of the use of neutral gender language. Staff responded that they will work on the guidelines.

Moved by Carellin Brooks and seconded by Amanda Card

THAT the Board receive the correspondence for information.

CARRIED UNANIMOUSLY

NEW BUSINESS

10. Britannia Update

Diana Guinn, Director, Neighbourhood & Youth Services provided an update on the Britannia Renewal Project including the launch and community engagement plans on March 4th. Britannia Branch staff and Megan Langley will participate. The community engagement plan will include focus groups, workshops, and a Talk Vancouver survey.

11. Reading Light Update

Julie Iannacone, Senior Manager, Services to Children & Teens, reported that 20 beautiful new Reading Lights plaques have been installed in neighbourhoods around Vancouver to promote the love of reading and spark imaginations of kids throughout the city. The Reading Lights website has been updated with the new titles and brief annotations, complete with a link to an interactive map that highlights the new locations.

Moved by Rhonda Sherwood and Carellin Brooks

THAT the Board receive the verbal report for information.

CARRIED UNANIMOUSLY

12. Levels 8 & 9 Update

Dawn Ibey, Acting Director, Library Experience, provided an update on Levels 8 & 9 project including:

• Building permit was issued in February;
• The Levels 8 & 9 Working Group selected the construction company and will forward their recommendation for City Council approval on March 8th;
• The most disruptive construction period is anticipated to begin in mid April until mid August 2017;
• North Plaza will be shored up to set up a crane in mid March; and
• Library & Archives Canada has been updated and asked if they would like to set up a temporary space while construction is going on or wait until fall before setting up a space at Central Library.

Moved by Amanda Card and seconded by Raji Mangat

THAT the Board receive the verbal report for information.

CARRIED UNANIMOUSLY

ADJOURN

There being no further business, the Chair declared the meeting adjourned at 6:56 p.m. and moved to in-camera.

Signed by: Kyla Epstein, Chair and Sandra Singh, Secretary