Board Meeting November 2018

CHAIR TO CALL MEETING TO ORDER

I)  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 October 24, 2018: Download

II)  REQUEST FOR INFORMATION FROM:

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

III)    ITEMS FOR DECISION

a)    Revisions to Fines, Fees and Charges: Download

IV)    ITEMS FOR DISCUSSION

a)    Board Policy Review – Recommended Approach & Plan: Download

V)    ITEMS FOR CONSENT

Information Items for Consent

DIRECT TO BOARD            

a)   Monthly Outcomes Report – October 2018: Download
b)   BCLTA Liaison Report: Download

CRPD COMMITTEE

c)   Draft Minutes -- October CRPD Committee Regular Meeting: Download
d)   VPL 2020 Quarterly Progress Report – Q3 2018: Download
e)   2018 Annual Report (Please refer to the draft CRPD Regular Meeting Minutes)
f)    Strategic Plan Development (Please refer to the draft CRPD Committee Regular Minutes)
g)   CRPD Terms of Reference (Please refer to the draft CRPD Committee Regular Minutes)

SFHR COMMITTEE

h)   Draft Minutes -- October SFHR Committee Regular Meeting: Download
i)    October 31, 2018 Operating Results: Download
j)    CCTV Systems Policy (please refer to the draft SFHR Committee Regular Minutes)
k)   SFHR Terms of Reference (please refer to the draft SFHR Committee Regular Minutes)

VI)    DISCUSSION OF ITEMS PULLED FROM CONSENT

VII)     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:

6 (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: Amanda Card; Jennifer Chan, Vice Chair; Kyla Epstein, Chair; Suki Grewal; Kurt Heinrich; Julia Lin; Harlan Pruden; John Schaub, Vice Chair; Rhonda Sherwood

Absent:  Raji Mangat

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

Staff:  Nathan Kung, Manager, Facilities & Purchasing; Christie Menzo, Acting Manager, Children & Teens Services

Guests:  Ann True, President, Friends of VPL; Jenny Marsh, Director of Development, VPL Foundation; John Hodgins, Director, VPL Foundation; Aliza Nevarie, President, CUPE Local 391; Julian Key, Member-at-Large, CUPE Local 391

Recording Secretary: Chrysalyn Tolentino, Executive Assistant

ADMINISTRATION

1.  Removal of Items from Consent Agenda

Trustees agreed to pull the Monthly Outcomes report from the consent agenda.

2.  Approval of the Agenda

Moved by Julia Lin and seconded by Rhonda Sherwood

THAT the Board approve the regular meeting agenda as amended.

CARRIED UNANIMOUSLY

3.  Approval of the items for Consent

Moved by John Schaub and seconded by Jennifer Chan

THAT the following Board reports be approved on consent:

• BCLTA Liaison Report

THAT the Library Board receive the report for information.

• Draft Minutes – November CRPD Committee Regular Meeting

THAT the Library Board receive the draft minutes for information.

• VPL 2020 Quarterly Progress Report

THAT the Library Board receive the report for information.

• Draft Minutes – November SFHR Committee Regular Meeting

THAT the Library Board receive the draft minutes for information.

• October 31, 2018 Operating Results

THAT the Library Board receive the report for information.

CARRIED UNANIMOUSLY

4.  Minutes

The draft minutes of the Regular Meeting held September 26, 2018 were presented to the Board for approval.  

Moved by John Schaub and seconded by Rhonda Sherwood

THAT the draft minutes of the Regular Meeting held October 24, 2018 be approved as received.

CARRIED UNANIMOUSLY

REQUEST FOR INFORMATION

CUPE Local 391

Julian Key, CUPE 391 Member-at-Large, reported that the Union had sent representatives to the CUPE Library Sector, and added that the protocol agreement between the BC Federation of Labour and BC’s First Nations leadership was signed during the 2018 Convention. Julian added that CUPE 391 member Susan Pike passed away of cancer earlier this year and her husband created a scholarship in her memory for students at Langara’s Library Technician Program; CUPE 391 was proud to contribute towards the scholarships creation. The Union also contributed towards the United Way by providing funds to purchase samosas. The Union is also slated to speak at the City Council meeting in December to advocate for the Library’s budget.

Friends

Ann True, President of Friends of VPL, reported that the Christmas book sale will be held from November 29 to December 1. The Friends also held their annual staff Christmas sale at Bookmark’ last week, and will launch their "Stay-at-Home and Read a Book" campaign soon.

VPL Foundation

Board Chair Kyla Epstein welcomed and introduced VPL Foundation Board member John Hodgins.

Jenny Marsh, Executive Director of the VPL Foundation, reported that their Annual General Meeting will be held on December 10 and seven Board members will be retiring. The VPL Foundation has started their annual gift campaign with an offer of a tour of the new spaces.  

VPL Trustees

Vice Chair John Schaub attended the inaugural meetings of the Vancouver Park Board and Vancouver City Council as well as the City Council tour of Central Library on November 21st.

Trustee Amanda Card attended the City Council tour of Central Library on November 21 and the Morph Plan for Change event on November 19.

Trustee Rhonda Sherwood went to the City Council inauguration meeting and participated in the City Council tour of Central Library. She announced that the BCLTA 2019 Conference will be held in May and encouraged Trustees to attend.

Trustee Julia Lin did the introduction to the Writer in Residence event “Embracing Diversity in the Modern Love Story” on November 6 and took the Writer-in-Residence out for lunch in appreciation of her hard work with events and workshops. She also thanked Administrative Assistant Joan Brookes for arranging a library tour to be conducted by Dawn Ibey with Councilor Wiebe this week, and for trying to schedule a meeting date with MLA Mabel Elmore.

Trustee Suki Grewal attended the November 5th City Council inauguration.

Vice Chair Jennifer Chan attended the November 21 City Council tour and is looking forward to the Friends book sale tomorrow.

Board Chair Kyla Epstein attended the following events: Islamic History Month Celebration on October 24, Dilawri Group major gift announcement on October 29, toured Denver Public Library, attended the VPL Foundation meeting, welcomed participants to the Indigenous Author event at Renfrew as well as introduced the “Morph Plan for Change” event on November 19, attended the Council tour on November 21 and launched the VPL Board’s annual self-evaluation survey.

ITEMS FOR DECISION

5.  Revisions to Fines, Fees and Charges

Services, Finance & Human Resources Committee Chair Jennifer Chan reported that the Committee discussed the proposed revisions to the fines, fees and charges noting that the Music Lending Library is a huge success. The Committee recommends that the Board approve the recommendations.

Moved by Kurt Heinrich and seconded by Julia Lin

THAT the Board approve collapsing the replacement charges for different types of ukuleles into a single replacement cost category of $70 + $12 processing fee; and

THAT the Board approve the introduction of a new replacement charge category for small hand instruments of cost + $12 processing fee.

CARRIED UNANIMOUSLY

6.  Monthly Outcomes Report – October 2018

Carol Nelson, Director of Planning & Communications, presented an updated report which outlines the recommended changes to the Monthly Outcomes Report. Staff reviewed the format in response to Trustee request at the July Board meeting. The following changes were implemented in the report:

• Decreased volume of stories – the new format emphasizes “quality over quantity” and contributors provide only their best stories.
• Present stories under broader groupings – groupings have been simplified and stories appear under the appropriate Neighbourhood Services area, Central Library portfolio and community librarian portfolio.
• Encourage stories that staff are proud of – contributors were encouraged to include stories that give them a sense of pride or that inspire them.

Staff sought the Board’s feedback and asked if the revised format continued to meet the needs of Trustees for advocacy and information. Trustees sought clarification on some areas of the report and provided comments including: providing information on staff time spent in producing the report; bringing back a report providing options for a welcome back drive for patrons by waiving fines; tracking the results and usage of the Google Translate program when it is added to the website; and capturing metrics on community librarian work. After discussion, the Board raised the following motions:

Moved by Jennifer Chan and seconded by Rhonda Sherwood

THAT the Board request staff to provide a report on options for a forgiveness program for fines in 2019.

CARRIED UNANIMOUSLY

Moved by Amanda Card and Harlan Pruden

THAT the Library Board approve the new format for the Monthly Outcomes Report.

CARRIED UNANIMOUSLY

ITEM FOR DISCUSSION

7. Board Policy Review – Recommended Approach & Plan

Carol Nelson reported that staff had undertaken a holistic review of VPL’s existing policies and began development of a plan that will identify attributes of a Board policy; determine when VPL policy is to be adopted essentially "as is" from the City, and when a City policy may be modified further for VPL’s purposes; provide a standardized template; identify, prioritize, and update existing Board policies as well as create new policies. Staff will bring back a framework at a future Board meeting as well as assess and identify gaps in our policies. Trustee Card asked that staff review which Board Committee is assigned to a particular policy. Board Chair Epstein noted that we also have to discuss how policies are aligned with the Library’s values and added that a new strategic plan should trigger a review of the policies.

Move by Rhonda Sherwood and seconded by Suki Grewal

THAT the Library Board receive the report for information.

CARRIED UNANIMOUSLY

ADJOURN

Moved by Harlan Pruden and seconded by Amanda

There being no further business, the Chair declared the meeting adjourned at 6:50 p.m. and moved to in-camera as per Board Procedure Policy 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; and 5(n)(8): The receipt of advice that is subject to solicitor-client privilege, including communications necessary for that purpose.

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