Board Meeting April 2018

CHAIR TO CALL MEETING TO ORDER

A)  ADMINISTRATION

a)  Removal of Items from Consent
b)  Approval of the Agenda – Additions/Alterations
c)  Approval of Items for Consent
d)  Minutes – Receive/approve draft minutes of Board meeting held March 28, 2018 : Download 
e)  Item Arising from In Camera Meeting - Exempt Staff Compensation : Download 

B)  PRESENTATION

a)  Britannia Master Plan - Diana Guinn, Director, Neighbourhood & Youth Services & Danica Djurkovic, CoV Director of Facilities Planning and Development

C)  REQUEST FOR INFORMATION FROM:

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

D)  ITEMS FOR DECISION

a)  2017 Statement of Financial Information : Download 
b)  Summer Board Meeting : Download 

E)  ITEMS FOR CONSENT

Information Items for Consent

DIRECT TO BOARD

a)  Monthly Outcomes Report – March 2018
b)  BCLTA Liaison Report : Download 
c)  InterLINK Liaison Report : Download 
d)  InterLINK 2017 Financial Statement : Download 

GOVERNANCE COMMITTEE            

e)  Draft Minutes – April Governance Committee Regular Meeting : Download 

CRPD COMMITTEE        

f)   Draft Minutes – April CRPD Committee Regular Meeting : Download 
g)  Update on Facilities Master Plan – Total Space Requirements : Download 
h)  Government Relations (Please refer to the draft April CRPD Committee Regular Meeting Minutes)
i)   Donor Recognition : Download 

SFHR COMMITTEE            

j)  Draft Minutes – April SFHR Committee Regular Meeting : Download 
k)  March 31, 2018 Operating Results : Download 

CORRESPONDENCE

l)    April 3/18: Letter to Minister of Education from Library Board Chair : Download
m)  April 3/18: Letter to YWCA CEO Janet Austin from Library Board Chair : Download 

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)(4)    The security of the property of the Library;

VISION, MISSION, AND VALUES

Vision Statement - An informed, engaged, and connected city.

Mission Statement - A free place for everyone to discover, create and share ideas and information.

Values

We value:

• diversity
• access for all
• intellectual freedom
• learning and curiosity
• patron-centred services
• community-led planning
• community partnerships
• innovation and creativity
• respectful spaces and communication
• staff development and collaboration
• effective use of resources
• sustainability

Present: Amanda Card; Jennifer Chan, Vice Chair; Kyla Epstein, Chair; Kurt Heinrich; Julia Lin; Raji Mangat; Harlan Pruden; John Schaub, Vice Chair; Judy Zaichkowsky, Vancouver School Board Representative

Absent: Suki Grewal; Sarah Kirby-Yung, Vancouver Park Board Representative; Rhonda Sherwood; Clr. Tim Stevenson, City Council Representative

Management Present: Christina de Castell, Acting Chief Librarian; Kay Cahill, Acting Director, Collections & Technology; Diana Guinn, Director, Neighbourhood & Youth Services; Dawn Ibey, Director, Library Experience; Carol Nelson, Director, Planning & Communications; Balwinder Rai, Director, Human Resources; Eric Smith, Director, Corporate Services & Facilities

Staff: Andrea Freeman, Coordinator, Levels 8 & 9 Project; Patricia Chong, Manager, Policy & Planning

Guests: Ann True; President, Friends of VPL; Jenny Marsh; Executive Director, VPL Foundation; Greg Oyhenart; Director, VPL Foundation Board; Jane Curry; 1st Vice President, CUPE Local 391; Gloria Hershorn; Member at Large, CUPE Local 391; Julia Morrison; Incoming Director, Corporate Services & Facilities; Danica Djurkovic; Director, CoV Facilities Planning and Development

Recording Secretary: Chrysalyn Tolentino, Executive Assistant

PRESENTATION

1. Britannia Master Plan
   Danica Djurkovic provided an overview of the master planning for the Britannia Renewal and answered Trustee queries. Danica noted that the renewed Britannia will be a multi-use, integrated community services hub that is accessible and welcoming to all, and added the proposed plan is to increase the library program area’s size from its current 9,000 sq.ft. to 12,000 sq.ft with a shared creation lab and meeting room.

ADMINISTRATION

2. Removal of Items from Consent Agenda

   Trustees agreed to pull out the Monthly Outcomes, Update on Facilities Master Plan - Total Space Requirements, and Donor Recognition Policy reports from the Consent Agenda.

3. Approval of the Agenda
   Moved by Raji Mangat and seconded by Harlan Pruden

   THAT the Board approve the regular meeting agenda as received.

   CARRIED UNANIMOUSLY

4. Approval of the items for Consent

   Moved by John Schaub and seconded by Kurt Heinrich

   THAT the following Board reports be approved on consent:

   • BCLTA Liaison Report

   THAT the Library Board receive the report for information.

   • InterLINK Liaison report

   THAT the Library Board receive the report for information.

   • InterLINK 2017 Financial Statement

   THAT the Library Board receive the report for information.

   • Draft Minutes - April Governance Committee Regular Meeting

   THAT the Library Board receive the draft minutes for information.

   • Draft Minutes - April CRPD Committee Regular Meeting

   THAT the Library Board receive the draft minutes for information.

   • Government Relations

   THAT the Library Board receive the verbal report for information.

   • Draft Minutes - April SFHR Committee Regular Meeting

   THAT the Library Board receive the draft minutes for information.

   • March 31, 2018 Operating Results

   THAT the Library Board receive the report for information.

   • Correspondence

   THAT the Library Board receive the correspondence for information.

   CARRIED UNANIMOUSLY

5. Minutes

   The draft minutes of the Regular Meeting held March 28, 2018 were presented to the Chair for approval

   Moved by John Schaub and seconded by Amanda Card

   THAT the draft minutes of the Regular Meeting held February 21, 2018 be approved as amended.

   CARRIED UNANIMOUSLY

6. Items Arising from In Camera Meetings

    

   The Board received a report from the Acting Chief Librarian recommending that the Board adopt the City’s planned 2018 Exempt Staff Compensation Plan which was already approved by City Council.

   Moved by Raji Mangat and seconded by Amanda Card

   THAT the Board adopt the City of Vancouver’s Exempt compensation adjustments (increases) for 2018 for Vancouver Public Library (VPL) Exempt employees for 2018; and

   THAT the Board release the decision from in-camera once the City has confirmed the information is no longer in camera.

   CARRIED UNANIMOUSLY

   Exempt Compensation Adjustments (April 16-18, 2018)

   At the Board meeting of March 28, the Board approved the City of Vancouver's recommendation for exempt staff salary adjustments. It has now come to staff's attention that the information that VPL received was missing the recommendation for staff paid below 100% of the range. The Board Chair is seeking the Board’s approval to adopt the City’s planned 2018 Exempt Staff Compensation Plan, including the missing recommendation.

   Moved by Raji Mangat and seconded by Kurt Heinrich

   THAT the Vancouver Public Library Board adopt the City of Vancouver’s Exempt compensation adjustments (increases) for 2018, as set out below (amended April 16, 2018), for Vancouver Public Library (VPL) Exempt employees for 2018; and

   THAT the Board release the decision from in-camera once the City has confirmed the information is no longer in-camera...

   CARRIED UNANIMOUSLY

    

REQUEST FOR INFORMATION

• CUPE Local 391

  Jane Curry, 1st Vice President of CUPE 391 reported that the Union sent seven members to attend the CUPE BC Convention and passed two resolutions on library services. CUPE 391 is also a major sponsor at the 2018 BC Library Association Conference as well as giving a session on library workers as natural champions on democracy. Jane added that they are proud that many CUPE 391 members are participating in variety of events at BCLA.

• Friends

  Ann True, President of Friends of VPL reported that they have funded three additional grant requests with total funding for the year of $67,650 to VPL. Ann added that the Friends’ book sale is scheduled from May 3-5, 2018. The next book sale is scheduled in December.

• VPL Foundation

  Jenny Marsh, Executive Director of the VPL Foundation reported that a gala is being planned for September 27 and noted that the Capital Campaign surpassed ¾ of its fundraising goal. Jenny added that the Foundation is recruiting for six board members, working with VPL for Levels 8 & 9 signage, updating their website in advance of the capital campaign phase 2 and creating a brochure to promote fundraising for the Library.

• VPL Trustees

  Trustee Kurt Heinrich attended the Indigenous Storyteller-in-Residence event at Britannia on April 7. Kurt also participated in interviewing candidates for the Chief Librarian position.

  Trustee Julia Lin met with her Council liaison Clr. Kerry Jang, participated in the Chief Librarian interviews, and attended the special Council meeting & Chinatown Cultural Day celebration on April 22. She also introduced the BC Book Day @ VPL on April 23 and will also attend the April 30 event "The Fate of Dr. Bethune's Children”.

  Trustee Raji Mangat introduced the event "Tina Minkowitz: The Impact of International Law on Mental Health Legislation” on March 22 and noted that the event had a great turnout. Raji also attended the farewell dinner for Sandra Singh, participated in the interviews for the Chief Librarian position, attended the One to One Literacy Society’s Volunteer Appreciation Tea on April 18, and will meet with her Council liaison Clr. Heather Deal and MLA David Eby next week.

  VSB Trustee Judy Zaichkowsky reported that the Vancouver School Board increased the number of spaces for French Immersion students for the next school year and has adopted a new financial planning process for this year.

  Trustee Harlan Pruden attended the Indigenous Storyteller-in-Residence inaugural event as well as introduced the "Criminally Good Stories” event at Firehall on April 14.

  Trustee Amanda Card attended the Indigenous Storyteller-in-Residence inaugural event, participated in the Chief Librarian interviews, and attended n?´c?a?mat ct Strathcona’s first year anniversary celebration on April 19.

  Vice Chair Jennifer Chan welcomed attendees to the Indigenous Storyteller-in-Residence inaugural event on March 29, participated in interviews for the Chief Librarian position, nominated Trustee Rhonda Sherwood to the BCLTA Board and will meet with her Council liaison Clr. Hector Bremner.

  Vice Chair John Schaub congratulated Board Chair Kyla Epstein for winning BCLTA’s Super Trustee Award.

  Board Chair Kyla Epstein welcomed participants to the Incite event "An Exploration of Books and Ideas: Elizabeth Renzetti, Judy Rebick, Lauren McKeon” on April 11. She is working closely with HR Director Balwinder Rai on the recruitment of the Chief Librarian, and thanked Trustees for volunteering their time for the recruitment process. Kyla noted that her director term at the BCLTA Board will end at the BCLTA Conference and that Trustee Sherwood is nominated for a seat. Kyla noted that Linda Takata, a long time VPL administrative assistant is retiring and she wishes her well on her future endeavours.

ITEMS FOR DECISION

7. 2017 Statement of Financial Information

   Vice Chair Jennifer Chan noted that the Services, Finance & Human Resources Committee reviewed the report and recommended that the Board approve the 2017 SOFI statements for year ending December 31, 2017.

   Moved by Harlan Pruden and seconded by Raji Mangat

   THAT the Vancouver Public Library Board approve the financial statements and schedules included in the Statement of Financial Information, produced under the Financial Information Act, and that the Chair of the Library Board sign the approval on behalf of the Board.

   CARRIED UNANIMOUSLY

8. Summer Board Meeting

   Vice Chair Jennifer Chan noted that the Board traditionally takes a break in August. Services, Finance & Human Resources Committee recommends that the Board cancel the August 22nd Library Board meeting, as well as the August 13th CRPD and August 15th SFHR Committee meetings. Trustee Kurt Heinrich inquired about permanently approving cancellation of the August meeting. VPL staff will review if this is a possibility.

   Moved by John Schaub and seconded by Julia Lin

   THAT the Board cancel the August 2018 Library Board; Community Relations, Planning & Development (CRPD); and Services, Finance & Human Relations (SFHR) Committee meetings.

   CARRIED UNANIMOUSLY

ITEMS PULLED OUT OF CONSENT

9. Monthly Outcomes Report - March 2018

   Trustee Raji Mangat proclaimed her delight in reading Kerrisdale’s Write Now! Creative writing program for children particularly the young writer’s illustrated story about her love of chicken nuggets. Raji would also like to know more details about the Smart Cities joint application as she would like to discuss this during her meeting with her City Council liaison next week.

   Vice Chair Jennifer Chan referred to the Children & Teens Service’s report and congratulated the team for facilitating and organizing the filming of "The Roots of Reading” which includes 30 videos featuring children’s librarians leading songs with related early literacy messages. This video will soon be uploaded in VPL’s YouTube Channel. Jennifer is excited to share this with her friends.

   Trustee Kurt Heinrich is glad to see a report from Oakridge Branch on programs about assisting patrons who are living with dementia.

   Moved by Raji Mangat and seconded by Jennifer Chan

   THAT the Board receive the report for information.

   CARRIED UNANIMOUSLY

10. Facilities Master Plan

    Trustee Heinrich sought more details on non-traditional services. Acting Chief Librarian Christina de Castell responded that examples of non-traditional services are book vending machines in transit stations and lockers in community centers for picking up hold materials.

    Moved by Kurt Heinrich and seconded by Amanda Card

    THAT the Board receive the report for information.

    CARRIED UNANIMOUSLY

11. Donor Recognition

    Trustee Amanda Card noted that there was a fulsome discussion at the Community Relations, Planning & Development Committee. Trustees reviewed the report and discussed the report.

    Moved by Raji Mangat and seconded by Judith Zaichkowsky

    THAT the Board receive the report for information.

    CARRIED UNANIMOUSLY

ADJOURN

There being no further business, the Chair declared the meeting adjourned at 7:22 p.m. and moved to in-camera.

Signed: Kyla Epstein, Chair and Christina de Castell, Secretary