March 22, 2017

Board Meeting March 2017

350 West Georgia Street
Vancouver, BC
Canada V6B 2B1

Date/Time: Wednesday, March 22, 2017 at 5:30 p.m.
Location: Morris J. Wosk Boardroom, Level 7 Central Library

Board agenda: March 2017

CHAIR TO CALL MEETING TO ORDER

A) PRESENTATION

a) Budget Workshop – Eric Smith, Director, Corporate Services & Facilities

B) ADMINISTRATION

a) Minutes – Receive/approve draft minutes of Board meeting held February 22/17: 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 Reporting Template: Download

F) ITEMS FOR DISCUSSION

a) VPL 2020 Operational Plan: Download

G) ITEMS FOR CONSENT

Information Items for Consent

DIRECT TO BOARD

a) Activity Reports: Central and Branches – February 2017

b) BCLTA Report: Download

c) InterLINK Report: Download

GOVERNANCE COMMITTEE

d) Draft Minutes – March Governance Committee Regular Meeting: Download

e) Review of Board Policies (Please refer to the draft March Governance Regular Meeting Minutes)

f) Chief Librarian Succession Plan (Please refer to the draft March Governance Regular Meeting Minutes)

g) Board Positions (Please refer to the draft March Governance Regular Meeting Minutes)

h) Meeting Materials and Meeting Duration (Please refer to the draft March Governance Regular Meeting Minutes)

i) Board Calendar (Please refer to the draft March Governance Regular Meeting Minutes)

j) Board Member Training (Please refer to the draft March Governance Regular Meeting Minutes)

CRPD COMMITTEE

k) Draft Minutes – March CRPD Committee Regular Meeting: Download

l) 2016 Provincial Grant Report: Download

m) nə́c̓aʔmat ct Strathcona Branch Update (Please refer to the draft March CRPD Committee Meeting Minutes)

SFHR COMMITTEE

n) Draft Minutes – March SFHR Committee Regular Meeting: Download

o) February 28, 2017 Operating Results: Download

p) Living Wage Update (Please refer to the draft March SFHR Regular Meeting Minutes)

H) DISCUSSION OF ITEMS PULLED FROM CONSENT

I) 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.

Board minutes: March 2017

Present: Mary Lynn Baum; Carellin Brooks; Amanda Card; Jennifer Chan, Vice Chair (via conference call); Kyla Epstein — Chair; Karen Hoffmann; Sarah Kirby-Yung, Vancouver Park Board Representative; Gordon Ross; John Schaub, Vice Chair; Rhonda Sherwood

Absent: Suki Grewal; Raji Mangat; 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; Patricia Chong, Manager, Policy & Planning; Julie Iannacone, Senior Manager, Services to Children & Teens; Kirsty Elmslie, Manager, Neighbourhood Services

Guests: Judith Neamtan, President, Friends of VPL; Jane Curry. 1st Vice President, CUPE Local 391; Tanya Ferry, Member at Large, CUPE Local 391; Gloria Hershorn, Member at Large, CUPE Local 391

Recording Secretary: Chrysalyn Tolentino, Executive Assistant

PRESENTATION

1. Budget Workshop

Eric Smith, Director, Corporate Services & Facilities, provided an overview of the Annual Operating Budget Capital Planning budget process, fundraising (VPL Foundation, Friends of VPL), and reserves.

ADMINISTRATION

2. Minutes

The draft minutes of the Regular Meeting held February 22, 2017 were presented to the Chair for approval.

Moved by John Schaub and seconded by Carellin Brooks

THAT the draft minutes of the Regular Meeting held February 22, 2017 be approved as amended.

CARRIED UNANIMOUSLY

3. Approval of the Agenda

Moved by Karen Hoffmann and seconded by Gordon Ross

THAT the Board approve the regular meeting agenda as received.

CARRIED UNANIMOUSLY

REQUEST FOR INFORMATION

CUPE Local 391

Jane Curry, 1st Vice President of CUPE 391, reported that the Union will be participating at the BCLA Conference and the CUPE BC Convention both happening in April. Jane added that The Reading Tree is going to be featured in the CUPE BC employee magazine.

Friends

Judith Neamtan, President, Friends of VPL, reported that volunteers are working on the poster for the “Literature to Lyrics Musical Revue” event to be held on April 29th to raise funds for the Friends of VPL. Judith also noted that the membership survey sent out in the fall had a good turnout with 182 members participating. The Friends will be donating $65,800 this year, $50,800 for VPL staff funding requests and an additional capital campaign donation of $15,000. This brings the total capital campaign donation to date to $35,000 with an overall target of $100,000 over five years.

VPL Foundation

No report.

British Columbia Library Trustees Association

Please refer to the BCLTA report in the consent agenda.

InterLINK

Please refer to the InterLINK report in the consent agenda.

VPL Trustees

Vice Chair John Schaub reported that he attended the Sun Life Instrument Lending Expansion event on March 6th and met with his City Council liaison Clr. George Affleck.

Trustee Carellin Brooks attended the Sun Life Instrument Lending Expansion event and spent time at Joe Fortes Branch due to her daughter’s involvement with the Reading Buddies program. She commended VPL Children’s Librarian Nicole Brazeau for being such an engaging librarian and thanked JFS Branch for doing so much for her family.

Trustee Gordon Ross attended the Britannia Renewal Project launch and community engagement event on March 4th.

Trustee Rhonda Sherwood met with her Council liaison Clr. Melissa De Genova for lunch and discussed the VPL 2020 Strategic Plan. Rhonda added that she had been visiting her liaison branches.

Commissioner Sarah Kirby-Yung reported that the Vancouver Park Board deliberated and voted to end the display of cetaceans at the Vancouver Aquarium. The Board also decided against issuing a permit for the 4/20 event at Sunset Beach Park and approved the Living Wage recommendation.

Trustee Amanda Card had a great conversation with Clr. Adriane Carr about the Library. Amanda attended a spring break career session at Fraserview Branch led by Branch Head Jorge Cardenas.

Trustee Mary Lynn Baum attended the Sun Life Instrument Lending Expansion event and the ‘Hands up against racism’ event at the Terry Salman Branch. Mary Lynn met her MLA liaison Mr. George Heyman at the Nat Bailey Farmers’ Market and invited him to tour the Terry Salman Branch. Mr. Heyman was delighted to see how busy and well used the branch is.

Trustee Karen Hoffman attended the Aboriginal Storyteller-in-Residence event at Champlain and met with branch staff prior to the start of the event. She also attended the Legal Education and Advocacy Fund Equality Breakfast with Board Chair Kyla Epstein on March 10th, and heard Dr. Cindy Blackstock speak on First Nations children and families.

Vice Chair Jennifer Chan attended the March 8th YWCA 2016 Women of Distinction Awards Announcing the Nominees Celebration in honour of Trustee Mary Lynn Baum who was nominated under the category of Education, Training & Development. Jennifer promoted the library services to her co-workers and was happy to note that three of her co-workers recently signed up for library cards.

Board Chair Kyla Epstein met with individual Trustees, attended the Temple Sholom’s Inaugural Dreamers and Builders Gala in honour of Cornelia Oberlaander on March 5th with VPL Foundation Director Paul Whitney. Kyla met with her MLA liaison Minister Andrew Wilkinson, spoke at the Sun Life instrument Lending Expansion event, attended the YWCA Women of Distinction Announcing the Nominees Celebration with Trustee Baum and Vice Chair Chan and attended the West Coast Legal Education and Advocacy Fund Equality Breakfast with Trustee Hoffmann. Kyla met with Mayor Gregor Robertson to discuss the VPL 2020 Strategic Plan and introduced the Aboriginal Storyteller-in-Residence at the March 18th event at Central Branch. Kyla thanked staff who worked on the recent VPL newsletter highlighting titles for social change that she gladly forwarded to her network.

ITEMS FOR DECISION

4. VPL 2020 Strategic Plan Reporting Template

CRPD Committee Chair Carellin Brooks presented the CRPD Committee discussion on the proposed Reporting Template for VPL 2020. She noted that, overall, this template is concise, useable and logical and that the Committee was pleased that staff incorporated Trustee comments into the final revision. Trustee Brooks added that the Committee unanimously recommends the approval of this template. Chief Librarian Sandra Singh commended Planning & Projects Director Amanda Pitre-Hayes and her staff for their work on this.

Moved by Carellin Brooks and seconded John Schaub

That the Board approve the revised Strategic Plan Quarterly Report template.

CARRIED UNANIMOUSLY

5. Public Space – Temporary South Plaza Use

Corporate Services & Facilities Director Eric Smith reported that construction of Levels 8 & 9 will commence in early April and the North Plaza will be used to set up the crane that will be used for the renovations. The Public Space Policy allows use of the North Plaza for filming and by non-profit groups. The South Plaza is only available for filming and for Library and co-sponsored events. Staff recommends that the Board allow the temporary use of the South Plaza by non-profit groups during construction.

Moved by Amanda Card and seconded John Schaub

THAT the Board authorize use of the South Plaza, in accordance with the Public Space Policy, while the North Plaza is being impacted by the Level 8 and 9 renovation.

CARRIED UNANIMOUSLY

ITEMS FOR DISCUSSION

6. VPL 2020 Operational Plan

Planning & Projects Director Amanda Pitre-Hayes presented the VPL 2020 Operational Plan that provides an overview of the operating initiatives aligned with the strategic framework. The operating initiatives will be delivered over the next three years to deliver on the outcomes, goals and actions outlined in VPL 2020. The Chief Librarian requested any feedback from the Board. Trustees expressed their appreciation of the operational plan and noted that they were impressed by the initiatives. Trustees also sought clarification on the difference between members and patrons. Staff clarified that, in the Plan, a member refers to a card-holding patron. The Chief Librarian thanked Amanda and Policy & Planning Manager Patricia Chong for putting together a well thought out process for developing the plan.

<Vancouver Park Board Commissioner Sarah Kirby-Yung left at 7:00 p.m.>

Moved by Amanda Card and seconded Gordon Ross

THAT the Board receive the VPL 2020 Operating Plan for information and provide feedback to the Chief Librarian.

CARRIED UNANIMOUSLY

ITEMS FOR CONSENT

Moved by Mary Lynn Baum and seconded by Rhonda Sherwood

THAT the following Board reports be approved on consent:

BCLTA, March 2017 Report

THAT the Library Board receive the report for information.

InterLINK, March 2017 Report

THAT the Library Board receive the report for information.

Draft Minutes – March Governance Committee Regular Meeting

THAT the Library Board receive the draft minutes for information.

Review of Board Policies