Board Meeting January 2017

CHIEF LIBRARIAN TO CALL MEETING TO ORDER

A) INAUGURAL MEETING

• Welcome and call to Order – Chief Librarian
• Election of Chair – Chief Librarian
• Election of Vice Chair(s) – Chair
• Incoming Chair’s Remarks
• Welcome to New Trustees

B) DELEGATION

a) British Columbia Library Trustees Association - Donna MacDonald, Chair, BCLTA

C) PRESENTATIONS

a) Introduction: 2017 Aboriginal Storyteller in Residence – Jules Koostachin

b) Instrument Lending Update – Andrea Freeman, Acting Manager, Circulation

D) ADDITIONS/ALTERATIONS TO THE AGENDA

E) ADMINISTRATION

a) Minutes – Receive/approve draft minutes of Board meeting held December 14, 2016: Download

F) REQUEST FOR INFORMATION FROM:

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

G) ITEM FOR DISCUSSION

a) 2017-2020 Strategic Plan Progress Reporting (to be tabled)

H) ITEMS FOR CONSENT

Information Items for Consent

DIRECT TO BOARD

a) Activity Reports: Central and Branches – Nov & Dec 2016

b) InterLINK Reference Grant: Download

c) Strategic Plan Update (Verbal Report)

d) SafePlace Program (Verbal Report)

e) Summit on the Value of Libraries, Archives and Museums in a Changing World: Download

f) Canada 150+: Story City Project: Download

CORRESPONDENCE

g) Jan 9/17 – Letter from Board Chair Mary Lynn Baum to Mayor & Council re: 2017 Library Operating Budget: Download

h) Jan 10/17 – Letter from the Office of the Ombudsperson to Board Chair: Download

I) DISCUSSION OF ITEMS PULLED FROM CONSENT

J) NEW BUSINESS

Present: Mary Lynn Baum; Carellin Brooks; Amanda Card via conference call; Jennifer Chan, Vice Chair; Kyla Epstein, Chair; Sarah Kirby-Yung, Vancouver Park Board Representative; Suki Grewal; Raji Mangat; Gordon Ross; John Schaub, Vice Chair; Rhonda Sherwood

Absent: Karen Hoffmann; Clr. Tim Stevenson, City Council Representative

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

Staff: Stephen Barrington, Manager, Marketing & Communications; Andrea Freeman, Acting Manager, Circulation; Julie Iannacone, Senior Manager, Services to Children & Teens; Anne O’Shea; Manager, Programming & Learning

Guests: Ann True, Vice President, Friends of VPL; Jenny Marsh, Director of Development, VPL Foundation; Aliza Nevarie, President, CUPE Local 391; Jane Curry, 1st Vice President, CUPE Local 391; Gloria Hershorn, Member-at-Large, CUPE Local 391; Donna MacDonald, Chair, BCLTA; Jules Koostachin, 2017 Aboriginal Storyteller-in-Residence

Recording Secretary: Chrysalyn Tolentino, Executive Assistant

INAUGURAL MEETING:

1. Election of Chair

Chief Librarian Sandra Singh, acting as Chair, called the 2017 Inaugural Meeting to order at 5:35 p.m. The Chief Librarian then called for nominations for the position of Chair of the Library Board.

Nominated by Mary Lynn Baum

THAT Kyla Epstein be appointed Chair of the VPL Board for 2017.

CARRIED UNANIMOUSLY

2. Election of Vice Chairs

Trustee Kyla Epstein assumed the position of Chair and called for nominations for the two positions of Vice-Chair.

Nominated by Jennifer Chan

THAT John Schaub be appointed as Vice-Chair of the VPL Board for 2017.

Nominated by John Schaub

THAT Jennifer Chan be appointed as Vice-Chair of the VPL Board for 2017.

CARRIED UNANIMOUSLY

3. Incoming Chair’s Remarks

Board Chair Kyla Epstein thanked the Board for its support and confidence in electing her as chair and is looking forward to working with Trustees, Library staff, the Foundation and Friends. Kyla will touch base with Trustees to gather their thoughts for the year ahead.

4. Welcome to New Trustees

The Board welcomed new Trustee Raji Mangat and Park Board Commissioner Sarah Kirby-Yung to the Board.

DELEGATION

5. British Columbia Library Trustees Association

Donna MacDonald, Chair of the BC Library Trustees Association, provided an overview of the BC Library Trustees Association, an organization that represents 71 library boards and more than 700 library trustees across British Columbia. BCLTA provides services and training to trustees and board to help them become leaders in their communities, as well as advocates and provides representation to local, provincial and federal governments on behalf of public libraries. Ms. MacDonald noted that the BCLTA Board is currently updating their strategic and action plans. BCLTA will be celebrating its 40th year and their conference will be held April 21- 22, 2017 following the BCLA Conference.

PRESENTATION

6. Introduction: 2017 Aboriginal Storyteller-in-Residence

Anne O’Shea, Manager, Programming & Learning, introduced Jules Koostachin, the 2017 VPL Aboriginal Storyteller-in-Residence. Ms. Koostachin is Cree. She is completing her doctorate degree at UBC and is working on a number of film and television projects. She provided some background information on her plans for her residency especially focusing on inter-generational resilience drawing from her experience as the daughter of a residential school survivor. The ASIR inaugural event was held last night.

7. Instrument Lending Update

Library Experience Acting Director Dawn Ibey introduced Acting Circulation Manager Andrea Freeman who provided an update of the Sunlife Financial Musical Instrument Lending Library. The program is now running for over 6 months. She noted that VPL currently has a collection of 118 musical instruments with 726 instrument loans so far. The most popular instruments are the ukulele, acoustic guitars, and keyboards. Andrea added that we received numerous positive feedback and noted that some patrons are using the Library for the first time because they are borrowing musical instruments. An evaluation will be presented to the Board after the first anniversary of the program. The Chief Librarian commended Circulation and Technical Services staff as well as the Web team for their superb and organized handling of these collections.

ADMINISTRATION

8. Minutes

The draft minutes of Regular Meeting held December 14, 2016 were presented to the Chair for approval.

Moved by Suki Grewal and seconded by Jennifer Chan

THAT the draft minutes of Regular Meeting held December 14, 2016 be approved as amended.

CARRIED UNANIMOUSLY

REQUEST FOR INFORMATION

CUPE Local 391

Aliza Nevarie, President, CUPE 391 reported that they are continuing with advocacy activities representing their membership. Areas of attention for this year include bargaining, the branch staffing model implementation, the BCLA Conference, the CUPE BC Convention in April, as well as, the CUPE National Convention in October.

Friends

Ann True, Vice President, Friends of VPL reported that they have raised over $10,000 from their annual Stay-at-Home and Read a Book campaign. The Friends of VPL is planning to hold a special event on April 29th for their volunteers and a book sale will be held from May 25-27.

VPL Foundation

Jenny Marsh, VPL Foundation’s Director of Development, reported that the Foundation has completed their annual appeal and added that they anticipate that they will have a full staffing complement by mid-February.

British Columbia Library Trustees Association

No report because the guest presentation was the BCLTA presentation.

InterLINK

No report.

VPL Trustees

Trustee Amanda Card, as the liaison for the Friends of VPL, congratulated volunteers for their great work on the Stay-at-Home and Read a Book campaign.

Vice Chair Jennifer Chan was glad to attend a Lecture on Pauline Johnson event held at Joe Fortes Branch, as well as attending the Home and Wilderness: Three Poets event at Firehall Branch.

Trustee Raji Mangat will tour branches on Saturday, January 28 with Commissioner Sarah Kirby-Yung and Neighbourhood & Youth Services Director Diana Guinn. She also attended a tour of Central Library this afternoon conducted by Acting Library Experience Director Dawn Ibey.

Trustee Suki Grewal attended the City of Vancouver 25 Year Service Award ceremony on January 18th. Suki also attended the Lunar New Year Celebration as well as the inaugural event of the Aboriginal Storyteller-in-Residence.

Trustee Gordon Ross enjoyed visiting Champlain Branch and has spent time at Britannia and Central. Gordon is looking forward to attending BC Achievement Foundation National Award for Non Fiction on January 26th.

Trustee Rhonda Sherwood visited her branches and distributed Christmas goodies during the holiday season, as well as visited Carnegie Branch on Christmas Day.

Trustee Carellin Brooks attended the Happy Noon Year Family Storytime, a countdown celebration for families with young children who can’t stay up until midnight. Carellin will also attend the BC Achievement Foundation National Award for Non Fiction on January 26th and added that her book One Hundred Days of Rain published in 2015 was chosen as finalist for The ReLit Award.

Commissioner Sarah Kirby-Yung attended the City’s Lunar New Year Celebration event. Vancouver Park Board had a special meeting around safety protocols as well as held another meeting to discuss plebiscite on cetaceans at the Vancouver Aquarium. Sarah added that Park Board opened the outdoor ice-skating on Trout Lake and was one of the nicest activities the Park Board offered to the public.

Trustee Mary Lynn Baum attended the 25 Year Service Award together with Board Chair Kyla Epstein and Trustee Suki Grewal. It was an inspiring event and gave Trustees a glimpse of the lives of city workers. 2016 Board Chair Mary Lynn visited Carnegie with Chief Librarian Sandra Singh and Trustee Kyla Epstein on Christmas Day. She also attended the Happy Noon Year Family Storytime at the Children’s Library and her granddaughter thoroughly enjoyed it. Mary Lynn is looking forward to attend the BC Achievement Foundation National Award for Non Fiction and The Reading Tree launch.

Board Chair Kyla Epstein will attend The Reading Tree launch on January 26th. She attended Out of the Stacks, an informal event organized by librarians across the Lower Mainland which was held in Surrey. She attended the 25 Year Service Award event with Trustees Mary Lynn Baum and Suki Grewal. Kyla, Vice-Chair Jennifer Chan, and Chief Librarian Sandra Singh submitted a nomination for Mary Lynn Baum for the YWCA Women of Distinction Award. Kyla added that she attended the inaugural event for the Aboriginal Storyteller-in-Residence, noting that it was really impactful and congratulated staff for organizing a seamless event.

ITEMS FOR DISCUSSION

9. 2017-2020 Strategic Plan Progress Reporting

Planning & Project Director Amanda Pitre-Hayes reported that the Board Chair will officially launch the VPL 2020 Strategic Plan at City Council on February 22nd and to ensure that everything is ready for the launch, directors will visit all work units from January 31 until February 21 to present an overview of the final VPL 2020 Strategic Plan and to facilitate brainstorming activities to solicit ways staff could support the new strategic plan specific to their units. The Chief Librarian expressed her appreciation to Amanda and the VPL 2020 Strategic Plan Working Group for their excellent work and for a wonderful publication. Sandra also thanked staff who contributed ideas and for the Board for their leadership.

Moved by John Schaub and seconded by Raji Mangat

THAT the Board receive the report for information.

CARRIED UNANIMOUSLY

10. Strategic Plan Update

Amanda Pitre-Hayes distributed for Trustee review a discussion document that highlights best practice examples of strategic reporting.

Moved by Suki Grewal and seconded by Raji Mangat

THAT the Board receive the report for information.

CARRIED UNANIMOUSLY

11. VPD SafePlace Program

Collections & Technology Director Christina de Castell reported that VPL has signed up to participate in the VPD SafePlace Program for LGBTQ. Participating public places display the rainbow VPD SafePlace decal as a pledge to provide for LGBTQ individuals who are victims of crime or concerned for their personal safety with a safe place to shelter, to call 911, and to wait for emergency response. We plan to make a public announcement that we have enrolled in this program once we have a better understanding of whether the Park Board will participate as that impacts our branches that are located in community centres.

Moved by Carellin Brooks and seconded by Mary Lynn Baum

THAT the Board receive the report for information.

CARRIED UNANIMOUSLY

ITEMS FOR CONSENT

Moved by John Schaub and seconded by Raji Mangat

THAT the following Board reports be approved on consent:

• Canada 150+: Story City Project

THAT the Library Board receive the report for information.

• Correspondence

THAT the Library Board receive the correspondence for information.

CARRIED UNANIMOUSLY

ITEMS PULLED OUT OF CONSENT

12. Activity Reports: Central and Branches – November and December 2016

Trustee Mary Lynn Baum was impressed that branch heads and supervisors attended a powerful reconciliation training session Fire Across the Land: Impacts of Residential School and Colonization. It was heartening to see the enthusiasm and commitment that staff have shown. Mary Lynn also noted that there were several mentions on support to patrons navigating the community services beyond the mandate of the library and thanked staff for the important work they are doing. She extended her kudos for the fabulous pictures in the monthly report as these brings activities to life. Mary Lynn sought some clarification from Marketing & Communications on the outdated Welcome to Vancouver Public Library brochures in MLA offices.

Trustee Suki Grewal echoed her thanks to staff noting that she enjoyed seeing the pictures and comments from patrons.

Trustee Rhonda Sherwood sent her kudos to Hastings Branch staff for helping the homeless person to avail of the services of the Homeless Outreach Worker and eventually be waitlisted with BC Housing. The staff’s assistance goes beyond their responsibilities and is to be commended.

Trustee Amanda Card gave a shout-out to Kensington staff for sharing a comment from a New Dawn Recovery House patron helping to bring light to some of the services our community librarians make.

Board Chair Kyla Epstein noted that it was heartening to see community partnerships like the New Dawn Recovery House and our staff’s work in connecting with partners. It is also good to see references to services funded by the Friends of VPL such as the Oppenheimer Park Tech Café among others. Kyla was also impressed by work done by the n?´c?a?mat ct Strathcona staff.

Trustee Carellin Brooks noted it was great to see that a Community Librarian visited Pacifica, a residential treatment centre in Renfrew.

Moved by Mary Lynn Baum and seconded by Suki Grewal

THAT the Board receive the report for information.

CARRIED UNANIMOUSLY

13. InterLINK Reference Grant

Trustee Mary Lynn Baum noted that based on the calculation, VPL is providing more than $100,000 worth of services to InterLINK library members. She sought clarification on future wage settlements. The Chief Librarian noted that the reference grant report has risen from questions from other libraries and prompted us to demonstrate the level of reference service provided to non-Vancouver residents in the Central Library.

Moved by Mary Lynn Baum and seconded by John Schaub

THAT the Board receive the report for information.

CARRIED UNANIMOUSLY

14. Summit on the Value of Libraries, Archives and Museums in a Changing World

Trustee Gordon Ross noticed that the CLA website mentioned that VPL’s Inspiration Lab as Innovation Lab. Trustee Carellin Brooks noted that calling libraries as memory institutions seems charming, but could be problematic.

Moved by Gordon Ross and seconded by Suki Grewal

THAT the Board receive the report for information.

CARRIED UNANIMOUSLY

NEW BUSINESS

15. Select Standing Committee on Finance and Government Services

The Chief Librarian provided some background information on VPL Board’s submission to the Select Standing Committee on Finance and Government Services’ public consultation for the 2017 budget in the fall of 2016. The submission mentioned our priorities such as a provincial funding that includes annual increases to account for inflation, delivery of public library services in indigenous communities, and bridging digital divide. The Province has released its report with recommendations and recommendation 82 recommends the Province commit to providing stable, ongoing funding for B.C. public libraries by adding an inflationary increase to the funding. Trustees are requested to send a letter to their liaison MLA’s encouraging them to support this recommendation.

Moved by Carellin Brooks and seconded by Rhonda Sherwood

THAT Library Board Trustees write to their MLA liaison requesting their support on a recommendation within the Select Standing Committee on Finance and Government Services Report on the Budget 2017 Consultations.

CARRIED UNANIMOUSLY

Board Chair Kyla Epstein commended ABCPLD for writing the draft letter.

ADJOURN

There being no further business, the Chair declared the meeting adjourned at 7:40 p.m. and moved to in-camera.

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