Board Meeting June 2017

CHAIR TO CALL MEETING TO ORDER

A) PRESENTATION

a)  Halifax Public Library Tour presentation – Trustee Karen Hoffmann

B) ADMINISTRATION

a)  Removal of Items from Consent Agenda

b)  Approval of the Agenda – Additions/Alterations

c)  Minutes – Receive/approve draft minutes of Board meeting held May 24, 2017: Download

C) REQUEST FOR INFORMATION FROM:

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

D) ITEMS FOR DECISION

a)  Board Recruitment

E) ITEMS FOR INFORMATION

a) Levels 8 & 9 Update (Verbal)

b) Facilities Master Plan (Verbal)

F) ITEMS FOR CONSENT

DIRECT TO BOARD            

a) Monthly Outcomes Report – May 2017

b) BCLTA Report: Download

c) InterLINK Report: Download

d) Vancouver Park Board Liaison Report – May & June 2017: Download

e) Conveyance of Public Library Operating Grants 2017: Download

GOVERNANCE COMMITTEE            

g) Draft Minutes – June Governance Committee Regular Meeting: Download

SFHR COMMITTEE            

h) Draft Minutes – June SFHR Committee Regular Meeting: Download

i)  Digital Literacy Program: Download

j)  Branch Staffing Model – Implementation Update: Download

k) May 31, 2017 Operating Results: Download

l)  Policies Review: 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)(3)     Labour relations or other employee relations
5(n)(4)    The security of the property of the Library

Present: Mary Lynn Baum; Carellin Brooks; Amanda Card; Jennifer Chan, Vice Chair; Kyla Epstein, Chair; Suki Grewal; Gordon Ross; John Schaub, Vice Chair; Rhonda Sherwood; Clr. Tim Stevenson, City Council Representative

Absent:    Karen Hoffmann; Sarah Kirby-Yung, Vancouver Park Board Representative; Raji Mangat

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

Absent:    Christina de Castell, Director, Collections & Technology

Staff:    Stephen Barrington, Manager, Marketing & Communications; Daniela Esparo, Manager, Neighbourhood Services

Guests:    Ann True, President, Friends of VPL; Aliza Nevarie, President, CUPE 391; Jane Curry,    Vice President, CUPE 391; Gloria Hershorn, Member at Large, CUPE Local 391

Recording Secretary:    Chrysalyn Tolentino, Executive Assistant

PRESENTATION

1.  Halifax Public Library Tour presentation

Trustee Karen Hoffmann presented a slide show of her recent visit to the new Halifax Public Library.

ADMINISTRATION

2.  Removal of Items from Consent Agenda

Trustees agreed that the Monthly Outcomes Report comes out of consent.

3.  Approval of the Agenda

Moved by Amanda Card and seconded by Rhonda Sherwood

THAT the Board approve the regular meeting agenda as received.

CARRIED UNANIMOUSLY

4.  Minutes

The draft minutes of the Regular Meeting held May 24, 2017 were presented to the Chair for approval.

Moved by Mary Lynn Baum and seconded by Gordon Ross

THAT the draft minutes of the Regular Meeting held May 24, 2017 be approved as received.

CARRIED UNANIMOUSLY

REQUEST FOR INFORMATION

CUPE Local 391

Aliza Nevarie, President, CUPE 391 reported that we have reached a tentative agreement in bargaining, and members will vote on the new Collective Agreement on July 9. CUPE is one of the sponsors at the Sechelt Writers Festival in August, and several CUPE 391 members will attend the CUPE National Convention in October.

Friends

Ann True, President, Friends of VPL reported that the book sale held in May was successful. Ann added that Book’mark is now open daily from Tuesday to Saturday.

VPL Foundation

No report.

VPL Trustees

Vice Chair Jennifer Chan attended the VPL Foundation Capital Campaign event as well as the VPL Staff Appreciation Day, which was a great reminder of the enthusiastic work of staff. Jennifer is looking forward to participating on the Central Library Public Art Selection Committee.

Trustee Karen Hoffmann visited the Halifax Public Library and attended Greek author Ruth Kozak’s historical novel book launch at Kitsilano Branch on June 20th.

Trustee Amanda Card thanked Trustee Raji Mangat for attending the InterLINK Public Libraries Board meeting on her behalf. Amanda attended the Staff Appreciation Night and was glad to see how well VPL celebrated and recognized staff.

Trustee Rhonda Sherwood was not able to participate in a lot of activities due to recent sickness and a recent accident. However, she attended the indie author event as well as the Capital Campaign Launch.

Trustee Carellin Brooks was happy to attend the YWCA Women of Distinction Awards ceremony to honor Trustee Mary Lynn Baum who was a nominee. Carellin also attended the Capital Campaign Launch and introduced the World Refugee Day panel on June 20. She congratulated Clr. Tim Stevenson for celebrating his 25 years anniversary as the first gay minister in Vancouver. She dropped in at the VPL booth at a couple of VPL events.

Trustee Gordon Ross attended the Capital Campaign Launch and will attend the Woodcock and Ryga event on June 29.

Trustee Mary Lynn Baum attended the Governor General book launch as well as the Capital Campaign launch which was very well attended. The thanked staff for helping transform the lower level for this event. Mary Lynn took the opportunity to thank the Board and Board Chair Kyla Epstein, Vice Chair Jennifer Chan and Chief Librarian Sandra Singh for nominating her to the YWCA Women of Distinction Award. It was a very humbling experience and a privilege to be nominated by your peers particularly for something you do out of joy in doing it.

Vice Chair John Schaub has been travelling a lot but was able to attend the Staff Appreciation Night.

Board Chair Kyla Epstein was honored to nominate Mary Lynn Baum for the YWCA Women of Distinction Awards. Kyla attended the Capital Campaign Launch, and introduced the event Ingenious: An Evening of Canadian Innovation with Governor General David Johnston. As a delegate on the Governor General's Canadian Leadership Conference she spoke with Governor General where he expressed his appreciation to VPL and mentioned the library in his speech. Kyla visited the Dieppe and St. John central branches of the New Brunswick Public Library. At the St. John central branch she talked with a staff person who mentioned to Kyla that they’ve asked permission from VPL to run the man in the Moon program and it has been met with great success. He expressed gratitude to VPL and emailed some photos to Kyla of the program. Kyla also introduced the First Nations 101 program at Joe Fortes Branch

ITEMS FOR DECISION

5. Board Recruitment

The Chief Librarian reported that the Governance Committee contemplated some thoughts on what type of skill sets, characteristics, or attributes are desirable in future Library Board members. The Committee recognizes that City Council has sole authority to appoint Library Trustees, but also noted that the Library Board can provide important context and information to City Council as they consider appointments each year. The Board discussed the proposed profile and agreed to include a statement on diversity in the Plan.

Moved by Carellin Brooks and seconded Karen Hoffmann

That the Board approve the proposed Board Recruitment Plan as amended.

CARRIED UNANIMOUSLY

ITEMS FOR INFORMATION

6.  Levels 8 & 9 Update

• Library Experience Director Dawn Ibey provided the following update:
• The construction is on schedule.
• Roof demolition is underway with minimal impact.
• Area for the hoarding will be more extensive than anticipated on Levels 6 and 7. Entrances to Human Resources and Accounting will be blocked off and staff will access these locations through Special Collections.
• Slab demolition on Level 7 is scheduled on July 3.
• We have ongoing staff and patron communications.

Chief Librarian Sandra Singh thanked Dawn and Kay Cahill for their work on the redevelopment of Levels 8 & 9.

7. Facilities Master Plan

The Chief Librarian noted that the Facilities Master Plan is something that staff has been planning to work on in recent years. Staff’s intention is creating a vision of what our future physical presence would look like and the City is interested in understanding our priorities for the next 10 years. Next steps include working with Talk Vancouver in conducting a survey to solicit public input. We have also partnered with Vancouver designers to help us with a process of doing some divergent thinking with the hope of garnering ideas for future spaces. A Board workshop will be held before the July Board meeting around facility model. The results of the survey and public consultation will be presented at the September Board meeting. Prioritization exercises will happen in October, and the final master plan will be presented to the Board in November.

ITEMS FOR CONSENT

Moved by Gordon Ross and seconded by John Schaub

THAT the following Board reports be approved on consent:

• BCLTA, June 2017 Report

THAT the Library Board receive the report for information.

• InterLINK, May 2017 Report

THAT the Library Board receive the report for information.

• Vancouver Park Board Liaison Report, May & June 2017

THAT the Library Board receive the report for information.

• Correspondence: Public Library Grant Allocation Award

THAT the Library Board receive the report for information.

• Draft Minutes - June Governance Committee Regular Meeting

THAT the Library Board receive the draft minutes for information.

• Draft Minutes - June SFHR Committee Regular Meeting

THAT the Library Board receive the draft minutes for information.

• Digital Literacy Program

THAT the Library Board receive the report for information.

• Branch Staffing Implementation Update

THAT the Library Board receive the report for information.

• May 31, 2017 Operating Results

THAT the Library Board receive the report for information.

• Policies Review

THAT the Library Board receive the report for information.

CARRIED UNANIMOUSLY

ITEMS PULLED OUT OF CONSENT

8. Monthly Outcome Report - May 2017

Trustee Mary Lynn Baum thanked nə́c̓aʔmat ct Strathcona Branch staff for their work on several items of interest and importance, including the opening of the Bud Osborne Creation Space and the family night for Latin-American families where library staff explained the Access Without Fear policy and highlighted ways to use the public library. Mary Lynn also noted a number of activities for children particularly in Oakridge and Renfrew Branches. She thanked staff for providing enhanced activities for parents and caregivers.

Vice Chair Jennifer Chan extended her kudos to Joe Fortes Branch staff for receiving comments from patrons, both the young and old. She noted these comments truly demonstrate that the library supports life-long learning.

Trustee Karen Hoffmann appreciated Collections & Technical Services in starting a pilot program to reduce the number of people on the waiting list for popular titles. She also thanked Circulation and Technical Services staff for their work on the increased number of musical instruments added to the collection. Karen noted that the SFHR Committee talked about security reporting and acknowledged the work of Mt. Pleasant Branch staff in managing security incidents at their location. Karen commented that some of the reports are not yet in alignment with the VPL 2020 Strategic Plan outcomes. Amanda Pitre-Hayes replied that staff are still learning the new reporting process.

Trustee Amanda Card was impressed with staff using outcome terminologies.

Trustee Rhonda Sherwood sought clarification if staff are reviewing the report to see if they are articulating correctly. Amanda Pitre-Hayes confirmed that this is the case.

Board Chair Kyla Epstein noted the Hastings Branch staff recognition that the "Fire Across the Land", as well as the "Building Bridges Through Understanding the Village" workshops were very valuable. Kyla mentioned the Kitsilano Branch report on the Brock House Society presentation and suggested to have broader community partners and be included in future VPL programming. It was nice to see that Marpole designed a program based on Human Early Learning Partnership data. She was also glad to read a report from nə́c̓aʔmat ct Strathcona Branch that Access Without Fear Policy comes to life on the branch level. Kyla was touched when she read about Jamieson Elementary class’ art donation to the Oakridge Library.

Moved by Rhonda Sherwood and seconded by Jennifer Chan

THAT the Board receive the report for information.

CARRIED UNANIMOUSLY

ADJOURN

Moved by Amanda Card and seconded by Rhonda Sherwood

There being no further business, the Chair declared the meeting adjourned at 7:00 p.m. and moved to in-camera.

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