Board Meeting October 2017

CHAIR TO CALL MEETING TO ORDER

A)  RETIREMENT

a)  Chris Middlemass, Manager, Collections & Technical Services

B)  PRESENTATION

a)  Living Wage Certification Presentation - Deanna Ogle, Living Wage for Families Campaign   
b)  Cape Town Library Visit - Kyla Epstein, Library Board Chair

C)  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 September 27, 2017: Download

D)  REQUEST FOR INFORMATION FROM:

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

E)  ITEMS FOR DECISION

a)  Holiday Hours 2017: Download

F)  ITEMS FOR CONSENT

Information Items for Consent

DIRECT TO BOARD            

a)  Monthly Outcomes Report - September 2017   
b)  BCLTA Report - October 2017: Download   
c)  InterLINK Report - October 2017: Download   
d)  Correspondence: Download

SFHR COMMITTEE

e)  Draft Minutes - October SFHR Committee Regular Meeting: Download   
f)  August 31, 2017 and September 30, 2017 Operating Results: 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; Amanda Card; Kyla Epstein, Chair; Karen Hoffmann; Raji Mangat; Gordon Ross; Rhonda Sherwood; Clr. Tim Stevenson, City Council Representative (arrived at 6:50 pm); John Schaub, Vice Chair

Absent: Carellin Brooks; Suki Grewal; Jennifer Chan, Vice Chair; Sarah Kirby-Yung, Vancouver Park Board Representative

Management Present: Sandra Singh,Chief Librarian; Christina de Castell, Director, Collections & Technology; Diana Guinn, Director, Neighbourhood & Youth Services; Dawn Ibey, Director, Library Experience; Balwinder Rai, Director, Human Resources; Eric Smith, Director, Corporate Services & Facilities

Staff: Stephen Barrington, Manager, Marketing & Communications; Alyssa Green, Manager, Information Services; Chris Middlemass, Manager, Collections & Technical 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; Samantha Pillay, Former VPL Human Resources Director

Recording Secretary: Chrysalyn Tolentino, Executive Assistant

PRESENTATIONS

1.    Living Wage Certification Presentation

Chief Librarian Sandra Singh introduced Balwinder Rai as our new HR Director and recognized Samantha Pillay, former VPL Human Resources Director for her work in getting VPL certified as a Living Wage employer. Sandra also introduced Deana Ogle, Campaign Organizer for the Living Wage for Families, who congratulated VPL for being certified as a Living Wage Employer. Deana noted that paying a living wage contributes to the long-term prosperity of the economy and implementing a living wage increases employee recruitment and retention. Board Chair Kyla Epstein thanked Deana and VPL staff who worked on the certification.

2.    Retirement - Chris Middlemass, Manager, Collections & Technical Services

On behalf of the Board, Chair Kyla Epstein congratulated Chris Middlemass, Manager, Collections & Technical Services, and presented her retirement gift and certificate in recognition of her 40 years of service at VPL. The Board wishes Chris the very best and noted that Chris will donate her gift to Special Collections.

3.    Cape Town Library Visit – Kyla Epstein, Library Board Chair

Board Chair Kyla Epstein presented a slide show of her recent visit to the Cape Town Public Library in South Africa.

ADMINISTRATION

4.    Removal of Items from Consent Agenda

The Board agreed not to remove any item from the consent agenda.

5.    Approval of the Agenda

Moved by Gordon Ross

THAT the Board approve the regular meeting agenda as received.

CARRIED UNANIMOUSLY

6.    Minutes

The draft minutes of the Regular Meeting held September 27, 2017 were presented to the Chair for approval.

Moved by Raji Mangat and seconded by Karen Hoffmann

THAT the draft minutes of the Regular Meeting held September 27, 2017 be approved as received.

CARRIED UNANIMOUSLY

REQUEST FOR INFORMATION

CUPE Local 391

Aliza Nevarie, President, CUPE 391 reported that she and some members of the Union attended the CUPE National Convention held in Toronto in October 2017. Members attended a library sector meeting and submitted a resolution on the completion of the index of precarious work conditions in libraries across Canada.

Friends

Ann True, President, Friends of VPL, reported that the Friends recently conducted a successful strategic planning meeting and will launch the "Stay-at-Home and Read a Book" campaign in November. Ann had the opportunity to attend the Writer-in-Residence introductory event.

VPL Foundation

No report.

VPL Trustees

Trustee Mary Lynn Baum attended the Writer-in-Residence event entitled "Telling our Stories with Comics" held on October 4th. Mary Lynn also introduced "Opening Act: Canadian Theatre History 1945-1953" held at Dunbar on October 18, attended the Mayor’s Arts Awards with Board Chair Epstein on October 11th wherein two nominees were past VPL Writers-in-Residence.

Trustee Raji Mangat attended the Friends of VPL strategic planning session and noted that it was great to meet volunteers.

Clr. Tim Stevenson spoke on the recently held by-election, Council membership and future plans.

Trustee Rhonda Sherwood attended the "Science Literacy Week: Biome Bonanza" event at Champlain and was impressed with the children’s science skills. She also attended the Canadian Board Diversity Council series from October 23-25.

Trustee Amanda Card attended the launch of Story City which was an amazing event with great crowd participation.

Trustee Gordon Ross met with his City Council liaison Clr. Raymond Louie.

Trustee Karen Hoffmann attended the "Unconscious Bias" module offered by the Canadian Board Diversity Council.

Trustee Carellin Brooks attended the Story City launch with Kyla and Amanda. The staff did a superb job in managing an audience who were extremely eager to contribute! Carellin and her daughter Clover also managed to catch up with our Writer in Residence at a kids' cartooning workshop last Friday. She introduced Miriam to the kids who had come for the workshop. She noted that it was a great idea for Programming and Children's staff to schedule events like this on Pro-D days at nearby schools.

Board Chair Kyla Epstein attended the VPL Foundation Board meeting, and along with Chief Librarian Sandra Singh and Trustee Amanda Card, attended the joint InterLINK ABCPLD and BCLTA Board socials on October 13th. Kyla attended the Vancouver Writers Festival, participated in a weekend long BCLTA retreat, co-wrote on an advocacy piece for the BCLTA website, and congratulated staff for an amazing Story city launch event. She also attended the "City on Edge: A Century of Vancouver Activism" at Museum of Vancouver, and Mayor’s Art Award with Trustee Baum. She met with three prospective applicants for the Library Board, had a meeting with Mayor Robertson talking about library priorities, and attended a very interesting Ex Libris film event.

ITEMS FOR DECISION

7.    Holiday Hours 2017

Services, Finance & Human Resources Committee Acting Chair John Schaub noted that the recommendations were discussed at the October 18th meeting and the Committee recommends that the Board approve the holiday hours for 2017.

Moved by Amanda Card and seconded Mary Lynn Baum

THAT all libraries and work sites, (except the Carnegie Branch) close at 5:00 p.m. on Sunday, December 24, and Sunday December 31, 2017.

THAT Carnegie Reading Room remain open during the public holidays according to Carnegie Centre practice, subject to the availability of staff.

CARRIED UNANIMOUSLY

ITEMS FOR CONSENT

Moved by Gordon Ross and seconded by Raji Mangat

THAT the following Board reports be approved on consent:

• Monthly Outcomes Report - Septemer 2017

THAT the Library Board receive the report for information.

• BCLTA Report – October 2017

THAT the Library Board receive the report for information.

• InterLINK Report – October 2017

THAT the Library Board receive the report for information.

• Correspondence

THAT the Library Board receive the correspondence for information.

• Draft Minutes – October SFHR Committee Regular Meeting

THAT the Library Board receive the draft minutes for information.

• August 31, 2017 and September 30, 2017 Operating Results

THAT the Library Board receive the report for information.

CARRIED UNANIMOUSLY

ADJOURN

There being no further business, the Chair declared the meeting adjourned at 7:23 p.m. and moved to in-camera.

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