Board Meeting January 2018

CHIEF LIBRARIAN TO CALL MEETING TO ORDER

A)  INAUGURAL MEETING

• Welcome and call to Order – Chief Librarian
• Election of Chair – Chief Librarian
• Election of Vice Chair(s) – Chair
• Incoming Chair’s Remarks
• Welcome to New Trustees

B) ADMINISTRATION

a) Removal of Items from Consent
b) Approval of the Agenda – Additions/Alterations
c) Approval of Items for Consent
c) Minutes – Receive/approve draft minutes of Board meeting held December 12, 2017: Download

C) REQUEST FOR INFORMATION FROM:

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

D) ITEMS FOR DECISION

a) Transfer from Reserves OH&S Specialist: Download

E) ITEMS FOR CONSENT

Information Items for Consent

DIRECT TO BOARD            

a)    Monthly Outcomes Report – November & December 2017
b)    Facilities Master Plan: Download
c)    Britannia Library Update: Download
d)    Redevelopment Update – Joe Fortes, Britannia, Marpole, Oakridge and Collingwood Branches: Download
e)    Update on Trans*, Gender Variant and Two-Spirit Inclusion Actions: Download
f)     BCLTA January 2018 Report: Download
g)    Levels 8 & 9 Update (Verbal)
h)    Library & Archives Canada Update (Verbal)
i)     Correspondence

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

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; Sarah Kirby-Yung,    Vancouver Park Board Representative; Suki Grewal; Kurt Heinrich; Julia Lin; Raji Mangat; Harlan Pruden; John Schaub, Vice Chair; Rhonda Sherwood; Clr. Tim Stevenson, City Council Representative (arrived at 6:30 p.m.); Judy Zaichkowsky, Vancouver School 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: Patricia Chong, Manager, Policy & Planning; Andrea Freeman, Manager, Circulation Services; Janet Horne, Manager, Library Systems; Julie Iannacone, Assoc Director, Neighbourhood & Youth Services

Guests: Ann True, President, Friends of VPL; Jenny Marsh, Director of Development, VPL Foundation; Jane Curry, 1st Vice President, CUPE Local 391; Kari Scott-Whyte, 2nd Vice President, CUPE Local 391; Gloria Hershorn, Member at Large

Recording Secretary: Chrysalyn Tolentino, Executive Assistant

INAUGURAL MEETING:

1.  Election of Chair

Chief Librarian Sandra Singh, acting as Chair, called the 2018 Inaugural Meeting to order at 6:30 p.m. The Chief Librarian then called for nominations for the position of Chair of the Library Board.

Moved by John Schaub and seconded by Harlan Pruden

THAT Kyla Epstein be appointed Chair of the VPL Board for 2018.

CARRIED UNANIMOUSLY

2.  Election of Vice Chairs

Trustee Kyla Epstein assumed the position of Chair and called for nominations for the two positions of Vice-Chair.  

Moved by Jennifer Chan

THAT John Schaub be appointed as Vice-Chair of the VPL Board for 2018.

Moved by Raji Mangat

THAT Jennifer Chan be appointed as Vice-Chair of the VPL Board for 2018.

CARRIED UNANIMOUSLY

3.  Incoming Chair’s Remarks

Board Chair Kyla Epstein noted how rewarding it is to be a VPL Trustee and that she is looking forward to working with this year’s Board members. She noted that she is always available and encouraged Trustees and staff alike to contact her if there are any questions.

4.  Welcome to New Trustees

The Board Chair welcomed new Trustees Kurt Heinrich, Julia Lin, Harlan Pruden and VSB Trustee Judy Zaichkowsky.

ADMINISTRATION

5.  Removal of Items from Consent Agenda

Trustees agreed that Facilities Master Plan, Levels 8 & 9 Update, Library & Archives Canada Update and Update on Trans*, Gender Variant, and Two-Spirit Inclusion Actions Report be pulled out of consent.

6.  Approval of the Agenda

Moved by Rhonda Sherwood and seconded by Amanda Card

THAT the Board approve the regular meeting agenda as received.

CARRIED UNANIMOUSLY

7.  Approval of the Items for Consent

Moved by Harlan Pruden and seconded by Jennifer Chan

THAT the following Board reports be approved on consent:

• Monthly Outcomes Report – November and December 2017

THAT the Library Board receive the report for information.

• Britannia Library Update

THAT the Library Board receive the report for information.

• Redevelopment Update – Joe Fortes, Britannia, Marpole, Oakridge and Joyce Collingwood Branches

THAT the Library Board receive the report for information.

• BCLTA January 2018 Report

THAT the Library Board receive the report for information.

• Correspondence

THAT the Library Board receive the correspondence for information.

CARRIED UNANIMOUSLY

8.  Minutes

The draft minutes of the Regular Meeting held December 12, 2017 were presented to the Chair for approval.  

Moved by Amanda Card and seconded by Rhonda Sherwood

THAT the draft minutes of the Regular Meeting held December 12, 2017 be approved as received.

CARRIED UNANIMOUSLY

REQUEST FOR INFORMATION

CUPE Local 391

Kari Scott-Whyte, 2nd Vice President, CUPE 391 welcomed new Trustees and noted that the Union is looking forward to the year ahead. Kari provided an overview of the role and responsibilities of the Union and also noted that they will be offering facilitation training for six CUPE 391 members. They are also sending a full delegation to the CUPE BC Convention scheduled in April.

Friends

Ann True, President, Friends of VPL provided an overview of the organization and noted that Friends funds special projects for the Library such as the Writing & Book Camp, Indigenous Writer-in-Residence among others. Ann looks forward to another fruitful year.

VPL Foundation

Jenny Marsh, Director of Development, VPL Foundation also provided some background information regarding their organization and noted that the Foundation’s goal is to fund larger and sustainable projects for the Library. They are currently working on the Levels 8 & 9 Capital Campaign as well as working the Levels 2 & 3 project. The Foundation has four staff and is looking on hiring its fifth member soon.

VPL Trustees

Vice Chair John Schaub attended the City of Vancouver event “Lighting of Burrard Bridge Memorial Braziers” honouring World War I veterans.

Vice Chair Jennifer Chan participated in a full day interviews with the Public Art Selection Committee to select the artist for the Levels 8 & 9 public art. Jennifer thanked Library Experience Director Dawn Ibey for bringing the values of VPL in the forefront.

Trustee Rhonda Sherwood met with her MLA liaison George Chow who was a former VPL Trustee. Mr. Chow indicted his complete support of VPL. Rhonda also visited branches and spoke to patrons who gave positive feedback about the library.

Clr Tim Stevenson also attended “Lighting of Burrard Bridge Memorial Braziers” last night which was a significant event for him. Clr. Stevenson announced that he is not running for re-election in October and noted that he had a fabulous time serving in City Council.

Park Board Commissioner Sarah Kirby-Yung noted that the “Lighting of Burrard Bridge Memorial Braziers” commemorated all soldiers past and present. Sarah thanked Trustees for their comments on the Aquarium as well as commended Aquarium staff for their work.

VSB Trustee Judy Zaichkowsky reported that the Vancouver Board of Education passed on a motion to urge the Provincial Government to provide space for before and after care in schools.

Trustee Suki Grewal attended the MLA open houses in December. Suki also attended an event today to celebrate the first anniversary of The Reading Tree as well as the Family Storytime event at Kensington.

Board Chair Kyla Epstein met with the head of the Jewish Federation of Vancouver during a tour conducted by the VPL Foundation. She also attended the Happy New Year event on December 31 and noted that staff really did a great job. Kyla participated in the Chief Librarian performance review and attended the new Trustee orientation on January 15. Kyla noted that former VPL Board Chair Mary Lynn Baum toured the Inspiration Lab with MLA George Heyman who was very impressed with the services offered by the Library. Mary Lynn commended Library Experience Director Dawn Ibey and Inspiration Lab staff for assisting with the tour.

ITEMS FOR DECISION

9.  Transfer from Reserves OH&S Specialist

Chief Librarian Sandra Singh presented a report seeking approval for a transfer from reserves to fund a temporary one-year Occupational Health and Safety Specialist position. She noted that the City wishes to take a broader look at OH&S supports across all City, and accordingly, library management is seeking Board approval to create a temporary full-time OH&S Specialist in VPL to support the Library while the City undertakes it review. The Library would then be in a position to either request permanent funds next year or would have increased support from the City as a result of its review. Sandra added that staff will bring back a report on Reserves at a future Library Board meeting.

Moved by Raji Mangat and seconded by Rhonda Sherwood

THAT the Board approve a transfer of reserves of $120,000 to fund a temporary full-time Occupational Health and Safety Specialist for the library.

CARRIED UNANIMOUSLY

ITEMS PULLED OUT OF CONSENT

10.  Facilities Master Plan

Christina de Castell, Collections & Technology Director presented a report that provides an update on the Facilities Master Plan strategic initiative, and outlines the Branch Location Decision Framework that the team has developed and tested with input from Trustees, directors, staff and City’s Planning Department, who identified future sites for new branches. Trustees commented that the report is cohesive and noted that the focus on identifying future branch sites should be in close proximity and walking distance from transport hubs.

Moved by Amanda Card and seconded by Jennifer Chan

THAT the Board receive the report for information.

CARRIED UNANIMOUSLY

11.  Levels 8 & 9 Update

Dawn Ibey, Director of Library Experience provided the following update on the renovations to Levels 8 & 9:

• Passed a significant milestone: roof demolition is complete;
• Escalators for Levels 7 and 8 were installed;
• Structural steel for the feature staircase from Level 8 to Level 9 is in place;
• Crane will be dismantled on February 23. Duration of the base demolition is expected to be from five to six weeks;
• Solar panels for the colonnade is on the way;
• Scheduled a meeting with Moshe Safdie to talk about interior design;
• Dawn and Stephen Barrington are working with consultant on the timing of the announcement; and
• During the windstorm, some skylight covers were ripped off and some water got into Level 8. SBW covered Special Collections and the server room with tarps to protect materials and servers from water damage. Special Collections will remain closed for another five to six weeks.

Dawn will arrange for Trustee tour of Levels 8 & 9 in February.

Moved by Harlan Pruden and seconded by Raji Mangat

THAT the Board receive the report for information.

CARRIED UNANIMOUSLY

12.    Library & Archives Canada Update

Dawn Ibey, Library Experience Director provided an update on Library & Archives Canada service point at VPL. Extensive trainings were conducted for VPL and LAC staffing group on referrals. VPL staff gathered statistics and it showed a good balance on the referrals between the two groups. LAC will conduct a workshop for VPL staff on indigenous genealogy on Level 3.

Moved by Judy Zaichkowsky and seconded by Kurt Heinrich

THAT the Board receive the report for information.

CARRIED UNANIMOUSLY

13.    Update on Trans*, Gender Variant, and Two-Spirit Inclusion Actions

Trustees sought clarification on some items in the report including training provided by Trans Focus to raise awareness and understanding of issue. Christina de Castell, Director, Collections & Technology responded that staff is looking on providing training for the Board.

Moved by Amanda Card and seconded by Raji Mangat

THAT the Board receive the report for information.

CARRIED UNANIMOUSLY

ADJOURN

There being no further business, the Chair declared the meeting adjourned at 7:28 p.m. and moved to in-camera.

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