Board Meeting September 2017

CHAIR TO CALL MEETING TO ORDER

A)  PRESENTATION

a)  Introduction: 2017 VPL Writer-in-Residence – Miriam Libicki
b)  Story City – Kay Cahill

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 July 26, 2017: Download
d)  Minutes – Receive/approve draft minutes of Board Special meeting held August 31, 2017: Download

C)  REQUEST FOR INFORMATION FROM:

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

D)  ITEMS FOR DECISION

a)  Transfer from Reserves for Project Manager: Download

E)  ITEMS FOR CONSENT

Information Items for Consent

DIRECT TO BOARD            

a)  Monthly Outcomes Report – July & August 2017
b)  Vancouver Park Board Liaison Report – August 2017: Download
c)  Levels 8 & 9 Verbal Update
d)  Correspondence: Download

CRPD COMMITTEE

e)  Draft Minutes – September CRPD Committee Regular Meeting: Download
f)  Strategic Plan Quarterly Q2 Reporting: Download
g) Quarterly Metrics – Q2 2017: Download

SFHR COMMITTEE

h) Draft Minutes – September SFHR Committee Regular Meeting: Download
i)  July 31, 2017 Operating Results: Download
j)  Library Archives Canada Update (Please refer to the draft September SFHR Committee Meeting Minutes)
k) Living Wage Certification (Please refer to the draft September SFHR Committee Meeting Minutes)

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
5(n)(10) Negotiations and related discussions respecting the proposed provision of an activity, work or facility that are at their preliminary stages and that, in the view of the Board, could reasonably be expected to harm the interests of the Library if they were held in public.

Present: Mary Lynn Baum; Amanda Card; Jennifer Chan, Vice Chair; Kyla Epstein; Suki Grewal; Karen Hoffmann; Sarah Kirby-Yung, Vancouver Park Board Representative arrived 6:25 pm; Raji Mangat; Gordon Ross; John Schaub, Vice Chair

Absent:    Rhonda Sherwood; Clr. Tim Stevenson, City Council Representative; Carellin Brooks

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

Staff:    Anne O’Shea, Manager, Programming & Learning; Kay Cahill, Manager, Digital Services; Patricia Chong, Manager, Policy & Planning; Julie Iannacone, Assoc. Director, Neighbourhood & Youth 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.  Introduction: 2017 VPL Writer-in-Residence – Miriam Libicki

Anne O’Shea, Manager, Programming & Learning, introduced Miriam Libicki as the 2017 VPL Writer-In-Residence. Anne noted that this is the program’s 13th year and that it is generously supported by the Friends of VPL. Miriam is a graphic novelist and a non-fiction comic artist whose works illustrates her real life experiences and incorporates documentary techniques such as interviews and photo references. Miriam shared some of her work with Trustees. Miriam is looking forward to working with staff and potential writers and invited Trustees to attend the October 4 event entitled “Power of the Personal: Telling Our Stories with Comics”.

2. Story City

Kay Cahill, Manager, Digital Services, presented the Story City project, which is a collection of memories, anecdotes, and impressions from people living on the unceded land that Vancouver now occupies. This project is part of the Canada 150+ celebration and was launched on the library's This Vancouver website. Staff attended 107 community events, held 36 VPL programs, recorded 150+ hours of audio, and interviewed at least 23 people per neighbourhood.  Later this year, we will be launching an interactive map that will allow patrons to explore the stories and memories by neighbourhood, era or community background. Kay invited Trustees to attend the October 24th Story City launch and unveiling of the new mapping tool that will make it easier for people to browse these stories.

ADMINISTRATION

3.  Removal of Items from Consent Agenda

Trustees agreed that the Monthly Outcomes Report and the Levels 8 & 9 Update come out of consent.

4.  Approval of the Agenda

Moved by Raji Mangat and seconded by Gordon Ross

THAT the Board approve the regular meeting agenda as received.

CARRIED UNANIMOUSLY

5.    Minutes

The draft minutes of the Regular Meeting held July 26, 2017 were presented to the Chair for approval.

Moved by Suki Grewal and seconded by Amanda Card

THAT the draft minutes of the Regular Meeting held July 26, 2017 be approved as amended.

CARRIED UNANIMOUSLY

The draft minutes of the Regular Meeting held Aug 31, 2017 were presented to the Chair for approval.

Moved by Mary Lynn Baum and seconded by Raji Mangat

THAT the draft minutes of the Regular Meeting held August 31, 2017 be approved as received.

CARRIED UNANIMOUSLY

REQUEST FOR INFORMATION

CUPE Local 391

CUPE 391 President Aliza Nevarie reported that the CUPE Stage at Word Vancouver 2017 Festival featured two writers: VPL Community Librarian and poet Danielle LaFrance and Chelene Knight. Aliza and several CUPE 391 members will attend the CUPE National Convention in Toronto from October 2-6, 2017.

Friends

Ann True, President, Friends of VPL, noted that they were pleased to read that the Storytime cushions funded by Friends contributed to the revitalization and creation of a welcoming space for users at the Joe Fortes Branch. Ann added that the Friends book sale was successful with over 10% increase in sales compared to last year. The Friends also participated in the Word Vancouver 2017 Festival.

VPL Foundation

No report.

BCLTA Report

Board Chair Kyla Epstein reported that the BCLTA Board will have a board retreat from September 29-30, 2017 in Burnaby where they will talk about advocacy messages regarding priority for provincial funding and the strategic direction of BCLTA.

VPL Trustees

Vice Chair John Schaub welcomed participants to the “International Literacy Day: Everything We Don't Know About the Universe Explained” literacy event at Central Library on September 18. He had a coffee meeting with a Toronto Public Library trustee talking about our libraries.

Trustee Amanda Card attended “International Literacy Day: Everything We Don't Know About the Universe Explained” event at Central, the Summer Reading Club celebration at Renfrew Branch, the Writer-in-Residence launch event with Board Chair Kyla Epstein, and signed the Youth Matters Pledge on behalf of the Library Board at Britannia Community Centre on September 26th.

Trustee Suki Grewal attended the Summer Reading Club celebration at Fraserview and South Hill Branches, participated in the Vancouver Pride Parade, and introduced the Early Childhood Literacy event at Kerrisdale Branch.

Trustee Karen Hoffmann participated in the Walk for Reconciliation with the VanCity group.

Park Board Commissioner Sarah Kirby-Yung also participated in the Walk for Reconciliation with Vancouver Park Board.

Trustee Gordon Ross recognized all the great work done by VPL branches especially for organizing the Summer Reading Club events.

Trustee Raji Mangat attended the Summer Reading Club celebration at Oakridge Branch on September 16, participated in the Walk for Reconciliation, and was glad to see many VPL staff. Raji is in the process of arranging for a meeting with her Vancouver City Council liaison.

Trustee Mary Lynn Baum expressed regret for being out of town during the Summer Reading Club events since this is always the highlight of her summer. She thanked Trustee Sherwood for going to these events on her behalf. Mary Lynn also enjoyed participating at the Vancouver Pride Parade.

Vice Chair Jennifer Chan was very excited to participate in the Central Library Public Arts Selection Panel and walked with other Trustees and VPL staff during the Walk for Reconciliation. She had an opportunity to visit the new Halifax Public Library and spoke with staff about the use of the new space including wedding and other rentals.

Trustee Carellin Brooks attended as much as she could of the Sex and the City program at Central August 3. Great to see VPL staff supporting sex-positivity and trans identities in the run up to Pride. In August, she met with a potential Board trustee and attended the Summer Reading Club wrap-up celebrations at Kerrisdale. She walked for reconciliation with a number of trustees and staff including Raji, Jennifer, Kyla, Christina, Sandra, and Peter DeGroot. Peter and Carellin had been at Angels in America the night before until midnight! She presented to the provincial budget committee on the importance of libraries and provincial funding with Board Chair Kyla Epstein.

Board Chair Kyla Epstein attended a former VPL Trustee’s book launch and enjoyed the wonderful event. She introduced Miriam Libicki during the launch of the 2017 VPL Writer-in-Residence. Kyla attended the Word Vancouver 2017 Festival last week where she introduced Miriam Libicki, participated in the Walk for Reconciliation with the VPL delegation, and presented to the Provincial Government Standing Committee on Finance consultations with Trustee Brooks. They emphasized the need for the provision of libraries for First Nations communities, as well as the impact of provincial funding to libraries. Trustee Brooks spoke on the perspective of a library user who is a writer.

<Vice Chair John Schaub left the meeting at 7:00 p.m.>

ITEMS FOR DECISION

6. Transfer from Reserves for Project Manager

The Services, Finance & Human Resources Committee recommends to the Board to approve the request for a transfer from reserves to fund a project manager for 15 months to oversee the pre-move activities needed to make way for the City of Vancouver Archives move to the Central Library. The list of activities prior to the Archives move needs to be carefully planned and coordinated and the tasks are too large to be taken on by an existing portfolio and will need a dedicated manager to work on this. Vice Chair Chan asked if we can use the surplus funding; staff responded that we can fund some portion for this year as it starts in October.

Moved by Gordon Ross and seconded by Sarah Kirby-Yung

THAT the Board authorize a transfer from reserves of up to $180,000 to fund a Manager for fifteen (15) months to plan and project manager VPL’s pre-move activities for the Archives relocation project.

CARRIED UNANIMOUSLY

7.  Federal Budget

Chief Librarian Sandra Singh reported that the Canadian Association of Research Libraries has submitted a proposal to the Federal Government to provide funding to support preservation and digitization of heritage assets. The Canadian Urban Libraries Council and Canadian Federation of Library Association request that member libraries submit a letter to the Federal Government to invest $30M over the next five years to support a coordinated national initiative to digitize Canadian documentary heritage assets and to build the digital infrastructure required to make this material available to all Canadians, as well as preserve it. Sandra also highlighted the need for public libraries or access to public library services in First Nation Communities across Canada and suggested this be added to the letter as well.

Moved by Mary Lynn Baum and seconded by Raji Mangat

THAT the Board send a letter of support to the Minister of Canadian Heritage to fund the digitization of Canadian heritage assets.

CARRIED UNANIMOUSLY

ITEMS FOR CONSENT

Moved by John Schaub and seconded by Karen Hoffmann

THAT the following Board reports be approved on consent:

• Vancouver Park Board Liaison Report – August 2017

THAT the Library Board receive the draft minutes for information.

• Correspondence

THAT the Library Board receive the correspondence for information.

• Draft Minutes – September CRPD Committee Regular Meeting

THAT the Library Board receive the draft minutes for information.

• Vancouver Park Board Liaison Report, July 2017

THAT the Library Board receive the report for information.

• Strategic Plan Quarterly Q2 Reporting

THAT the Library Board receive the report for information.

• Quarterly Metrics – Q2 2017

THAT the Library Board receive the report for information

• Draft Minutes – September SFHR Committee Regular Meeting

THAT the Library Board receive the draft minutes for information

• July 31, 2017 Operating Results

THAT the Library Board receive the report for information

• Library Archives Canada Update

THAT the Library Board receive the report for information

• Living Wage Certification

THAT the Library Board receive the report for information

CARRIED UNANIMOUSLY

ITEMS PULLED OUT OF CONSENT

8.  Monthly Outcomes Reports – July & August 2017

Trustee Karen Hoffmann commended nə́c̓aʔmat ct Strathcona Branch staff for their work and their impact in the community
Board Chair Kyla Epstein requested that staff invite their local MLAs to library branch events.

Moved by Karen Hoffmann and seconded by Amanda Card

THAT the Board receive the report for information.

CARRIED UNANIMOUSLY

9. Levels 8 & 9 Verbal Update

Library Experience Director Dawn Ibey provided the following updates:

• Overall project schedule targets are being met
• Roof demolition is scheduled to be completed on October 6
• Slab cut for escalator opening on Level 8 is completed
• Slab cut on Level 7 is scheduled to commence on October 7
• It is expected that the installation of the escalator will be fairly complex; once escalator is installed, the focus will shift to interior finishing
• The Public Art Committee has chosen the artist and we are looking forward to making an announcement in the near future

Trustees asked questions about the public feedback and schedules, and expressed their appreciation to staff for their patience during the construction noise as well as for the excellent signage.

Moved by Jennifer Chan and seconded by Raji Mangat

THAT the Board receive the report for information.

CARRIED UNANIMOUSLY

The Board Chair noted that this is HR Director Samantha Pillay’s last Board meeting and thanked her for her excellent work at VPL and wished her good luck on her future endeavours.

ADJOURN

There being no further business, the Chair declared the meeting adjourned at 7:20 p.m. and moved to in-camera.

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