Sorry, you need to enable JavaScript to visit this website.
Skip to main content

Board Meeting October 2018

350 West Georgia Street
Vancouver, BC
Canada  V6B 1B1

Date/Time: Wednesday, October 24, 2018 at 6:00 p.m.
Location: Central Library - Morris J. Wosk Boardroom - Level 7

Vancouver Public Library acknowledges that our work takes place on the unceded homelands of the Musqueam, Squamish, and Tsleil-Waututh Nations.

Board Agenda: October 2018

CHAIR TO CALL MEETING TO ORDER

A) PRESENTATION

a) Brand Blueprint Toolkit

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 September 26, 2018 : Download

C)    REQUEST FOR INFORMATION FROM:

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

D)    ITEMS FOR DECISION

1.    Board Training Plan : Download

E)    ITEMS FOR CONSENT

Information Items for Consent

DIRECT TO BOARD            

a)    Monthly Outcomes Report - September 2018
b)    Annual Board Planning Calendar : Download
b)    InterLINK Liaison Report : Download
c)    BCLTA Liaison Report : Download

SFHR COMMITTEE

g)    Draft Minutes - October SFHR Committee Regular Meeting : Download
h)    Project Outcome Update : Download
i)     August 31, 2018 Operating Results : Download
j)     September 30, 2018 Operating Results : Download
k)    nə́c̓aʔmat ct Strathcona Branch  & Bud Osborne Creation Space Update : Download

CORRESPONDENCE

h)   Provincial Budget 2019 Consultation Submission : Download
i)    CELA Federal Funding Letter of Support : 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)(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

Board Minutes: October 2018

Present: Amanda Card; Jennifer Chan, Vice Chair; Kyla Epstein, Chair; Kurt Heinrich; Sarah Kirby-Yung, Vancouver Park Board Representative <left at 6:05pm>; Julia Lin; Raji Mangat; Harlan Pruden; John Schaub, Vice Chair; Rhonda Sherwood; Judy Zaichkowsky, Vancouver School Board Representative

Absent:  Suki Grewal; Clr. Tim Stevenson, City Council Representative

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:  Gillian Guilmant-Smith,    Acting Manager, Programming & Learning

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

Recording Secretary: Chrysalyn Tolentino, Executive Assistant

PRESENTATION

1.  Brand Blueprint Toolkit

Carol Nelson, Director of Planning & Communications, presented background information on the process of developing the Library’s Brand Blueprint which articulates the tone, personality, and value proposition of VPL. Staff worked with consultants to produce the blueprint. It was used to inform our launch campaign for Levels 8 & 9 and will be valuable to inform our next strategic plan and our awareness activities. Next steps includes consolidating input and developing brand blueprint toolkit for staff.

ADMINISTRATION

2. Removal of Items from Consent Agenda

No agenda items pulled out of consent.

3. Approval of the Agenda

Moved by Amanda Card and seconded by Julia Lin

THAT the Board approve the regular meeting agenda as amended.

CARRIED UNANIMOUSLY

4. Approval of the items for Consent

Moved by Amanda Card and seconded by Julia Lin

THAT the following Board reports be approved on consent:

  • Monthly Outcomes Report – September 2018

THAT the Library Board receive the report for information.

  • Annual Board Planning Calendar

THAT the Library Board receive the report for information.

  • InterLINK Liaison Report

THAT the Library Board receive the report for information.

  • BCLTA Liaison Report

THAT the Library Board receive the report for information.

  • Draft Minutes – October SFHR Committee Regular Meeting

THAT the Library Board receive the draft minutes for information.

  • Project Outcome Update

THAT the Library Board receive the report for information.

  • August 31, 2018 Operating Results

THAT the Library Board receive the report for information.

  • September 30, 2018 Operating Results

THAT the Library Board receive the report for information.

  • nə́c̓aʔmat ct Strathcona Branch & Bud Osborne Creation Space Update

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 September 26, 2018 were presented to the Board for approval.  

Moved by Harlan Pruden and seconded by Rhonda Sherwood

THAT the draft minutes of the Regular Meeting held September 26, 2018 be approved as amended.

CARRIED UNANIMOUSLY

REQUEST FOR INFORMATION

Board Chair Kyla Epstein thanked the VPL Foundation staff, Friends of VPL and CUPE 391 for working tirelessly in supporting the launch of Levels 8 & 9.

CUPE Local 391

Aliza Nevarie, President of CUPE 391 reported that the Union walked together with VPL staff during the Pride Parade and noted her appreciation for the Library’s values and support to the LGBTQ2S Community. Aliza will attend the BC Federation of Labour Convention which will be held at the end of October. Aliza is also looking forward to working with the newly elected Mayor Stewart and City Council.

Friends

Ann True, President, Friends of VPL noted that the opening of Levels 8 & 9 was a wonderful event and it was great to see the plaques acknowledging the Friends contribution. The Friends continue collecting book donations and working on the Stay-at-Home and Read a Book’ campaign. They have also scheduled a tour of Levels 8 & 9 for all their volunteers.

VPL Foundation

Jenny Marsh, Executive Director of the VPL Foundation, reported that the Beyond the Book Gala raised $585,000 exceeding expectations. The Capital Campaign has reached 80% of its goal and we are now in the community outreach phase. The VPL Foundation held a Storeys that Transform Campaign Celebration on October 16 to thank the Campaign Cabinet for their tremendous work in raising funds for the Library. Jenny added that the Foundation staff are also offering tours of the new floors to annual level donors.

VPL Trustees

Vice Chair Jennifer Chan reported that she attended the Central Library Expansion celebration on September 29.

Trustee Kurt Heinrich also attended the grand opening of Levels 8 & 9 on September 29.

Trustee Julia Lin attended the opening of Levels 8 & 9, did the introduction for “Introduction for Depression: Riding the Wave” event on October 1, attended the Writer in Residence workshop at Kerrisdale Branch on October 3, and introduced the VPL Writer-in-Residence event “The Modern Heroine in Romance” on October 22. She thanked Director Support Group staff Chrysalyn Tolentino and Joan Brookes for helping to schedule a meeting with MLA Mable Elmore for November.

Trustee Raji Mangat went on a behind the scenes tour of Mt. Pleasant and Oakridge Branches. She is in the process of setting up a meeting with her MLA and Council liaison.

Trustee Harlan Pruden attended the opening of Levels 8 & 9 and was privileged to give the land acknowledgment recognizing that the new venue is on the unceded homelands of the Musqueam, Squamish and Tsleil-Waututh Nations.

Trustee Rhonda Sherwood attended the BCLTA Board retreat facilitated by VPL Board Chair Kyla Epstein. Rhonda also attended the opening of the Morph Exhibit on October 15. She expressed her happiness in seeing people from all backgrounds enjoying the two new floors.

Trustee Amanda Card attended the NewtoBC Library Champions event for new immigrants where she heard amazing stories from immigrants advocating for libraries.

Vice Chair John Schaub attended the grand opening of Levels 8 & 9 on September 29 and the opening of the Morph exhibit on October 15. John also attended the VPL Foundation’s Storeys that Transform event, and arranged a tour of the new floors with his MLA liaison.

VSB Trustee Judy Zaichkowsky thanked the Library Board for the great experience serving as the Vancouver School Board liaison.

Vice Chair Jennifer Chan attended the Levels 8 & 9 reception and had the opportunity to see the space before it opened to the public.

Board Chair Kyla Epstein attended the Beyond the Book Gala and noted that the gala showcased the new floors, the outdoor garden and provided a deeper sense of understanding of what services the Library offers. Kyla thanked the work of the VPL Foundation staff for organizing a wonderful event. Kyla introduced the VPL Writer-in-Residence as well as visited the CUPE 391 table during WORD Vancouver. She also welcomed participants during the official opening of the Morph exhibit, attended the Storeys that Transform event, and had a coffee meeting with a prospective applicant to the Library Board.

ITEMS FOR DECISION

6. Board Training Plan

The Chief Librarian presented the Board Training Plan for Board approval. She noted that the Plan was reviewed, revised and recommended for approval by the Board Governance Committee at its July meeting. Trustees sought clarification on some areas of the Plan including the Truth and Reconciliation training and Trustee commitments outside regular Board meetings. Christina responded that the Board has held extra meetings for Strategic Planning in the past and that staff will identify online training on Truth and Reconciliation. Trustees suggested that they be given a one-page summary instead of refresher training on FOIPPA. Trustee Pruden suggested that staff provide training on iPad usage as well as VPL acronyms. The Board Chair noted that staff will determine if the annual FOIPPA training and iPad usage should be part of the Trustee orientation or as a pre-Board workshop but FOIPPA training is mandatory for new Trustees.

Moved by Harlan Pruden and seconded by John Schaub

THAT the Board adopt the proposed training plan and direct staff to arrange training for trustees based on this schedule.

CARRIED UNANIMOUSLY

NEW BUSINESS

7. Levels 8 &9 Update

The Board discussed the opening of Levels 8 & 9. Chief Librarian Christina de Castell reported that public response have been fantastic and we have received many accolades. Staff acted as ambassadors, guiding patrons, answering questions, and providing tours of the new floors. She added that we are exploring programming for the new spaces, have been receiving a lot of inquiries around indoor and outdoor rentals, and received excellent media coverage. We are working on installing a ramp on the terraces for the use of disabled patrons.

<Trustee Raji Mangat left the meeting at 7:30 p.m.>

The Board Chair thanked VSB Trustee Judy Zaichkowsky for her work and support for the Library.

ADJOURN

Moved by Amanda Card and seconded by Rhonda Sherwood

There being no further business, the Chair declared the meeting adjourned at 7:40 p.m. and moved to in-camera as per Board Procedure Policy 5(n)(3) Labour relations or other employee relations, and 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.

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