Board Meeting September 2018

CHAIR TO CALL MEETING TO ORDER

A) INTRODUCTION

1. VPL Writer in Residence - Stella MacLean

B)    PRESENTATION

1.    Roots of Reading – VPL Web Videos

C)    ADMINISTRATION

1.    Removal of Items from Consent
2.    Approval of the Agenda – Additions/Alterations
3.    Approval of Items for Consent
4.    Minutes – Receive/approve draft minutes of Board meeting held July 25, 2018: Download

D)    REQUEST FOR INFORMATION FROM:

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

E)    ITEM FOR DECISION

1.    Donor Recognition Policy: Download
2.    Board Training Plan: Download

F)    ITEMS FOR CONSENT

Information Items for Consent

DIRECT TO BOARD

i)    Monthly Outcomes Report – July & August 2018
ii)    July 31, 2018 Operating Results: Download
iii)    VPL 2020 Quarterly Progress – Q2 2018: Download
iv)    BCLTA Liaison Report: Download

GOVERNANCE COMMITTEE

vii)    Draft Minutes – September 2018 Governance Committee Regular Meeting: Download
viii)    Board Recruitment Plan: Download

G)    DISCUSSION OF ITEMS PULLED FROM CONSENT

H)    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)(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.

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; Suki Grewal; Kurt Heinrich; Julia Lin; Harlan Pruden; Clr. Tim Stevenson, City Council Representative

Absent: Sarah Kirby-Yung, Vancouver Park Board Representative; Raji Mangat; Rhonda Sherwood; John Schaub, Vice Chair; Judy Zaichkowsky, VSB Representative

Management Present: Christina de Castell, Chief Librarian; Kay Cahill, Acting Director, Collections & Technology; Julia Iannacone, Acting 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; Christie Menzo, Acting Manager, Children & Teen Services; *Jennifer Streckmann, Children’s Librarian, Mount Pleasant Branch

Guests:  Ann True, President, Friends of VPL; Aliza Nevarie, President, CUPE Local 391; Julian Key, Member-at-Large, CUPE Local 391

Recording Secretary: Lianne Watt, Acting Executive Assistant
    
*denotes partial attendance

PRESENTATION

1. Introduction: 2018 VPL Writer-in-Residence – Stella MacLean

Gillian Guilmant-Smith, Acting Manager, Programming & Learning, introduced Stella MacLean as the 2018 VPL Writer-In-Residence. Gillian noted that this is the 14th year of the Writer-In-Residence program and the first time a romance writer has been in this role.  MacLean, whose works focus on contemporary romance and romantic suspense has worked with Harlequin Enterprises for ten years and also has four published titles through CreateSpace, Amazon’s self-publishing platform.  Stella read from one of her works and expressed how enthusiastic she is to work with staff and writers.  There are two upcoming panel discussions planned for October 22nd and November 6th.  

2.  Roots of Reading – Christie Menzo & Jennifer Streckmann

Christie Menzo, Acting Manager, Children and Teen Services, introduced Jennifer Streckmann, Children’s Librarian, Mount Pleasant Branch, who demonstrated "The Roots of Reading," a free online video resource for Vancouver families with young children that was launched in May.  Developed and filmed by VPL children's librarians in the Inspiration Lab, The Roots of Reading is a fun and appealing collection of YouTube videos that are directed at parents and caregivers. The collection includes 3 different series - Songs & Rhymes, Make &Takes, and Every Child Ready to Read - and each video includes tips for how caregivers can support their child's early literacy.

ADMINISTRATION

3.    Removal of Items from Consent Agenda

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

4.    Approval of the Agenda

Moved by Harlan Pruden and seconded by Julia Lin

THAT the Board approve the regular meeting agenda as amended.

CARRIED UNANIMOUSLY

5.    Approval of the items for Consent

Moved by Amanda Card and seconded by Suki Grewal

THAT the following Board reports be approved on consent:

• July 31, 2018 Operating Results

THAT the Library Board receive the report for information.

• VPL 2020 Quarterly Progress – Q2 2018

THAT the Library Board receive the report for information.

• BCLTA Liaison Report

THAT the Library Board receive the report for information.

• Draft Minutes – September 2018 Governance Committee Regular Meeting

THAT the Library Board receive the draft minutes for information.

• Board Recruitment Plan

THAT the Library Board receive the verbal report for information.

CARRIED UNANIMOUSLY

6.    Minutes

The draft minutes of the Regular Meeting held July 25, 2018 were presented to the Board for approval.  

Moved by Jennifer Chan and seconded by Harlan Pruden

THAT the draft minutes of the Regular Meeting held July 25, 2018 be approved as received.

CARRIED UNANIMOUSLY

REQUEST FOR INFORMATION

CUPE Local 391
Aliza Nevarie, President, CUPE 391 thanked Councilor Tim Stevenson for his years of support to the staff of CUPE Local 391. The CUPE 391 Executive is working with the Vancouver & District Labour Council to endorse Council, School Board and Park Board candidates for the 2018 municipal election. CUPE 391 will participate in WORD Vancouver this Sunday, September 30th. Their involvement will include three author readings, two of which are by VPL staff, as well as other activities on board the CUPE BC trailer.

Friends
Friends of VPL President Ann True noted the Friends’ are looking forward to the new space on Levels 8 & 9.  Preparations are underway for the Winter booksale.   Friends will be at Word Vancouver this Sunday.

VPL Foundation
No report

VPL Trustees
Vice Chair Jennifer Chan attended a meeting of the artist selection panel for the artwork on Levels 8 & 9 and the stakeholder consultation process for a director position.

Trustee Amanda Card participated in the Summer Reading Club celebration at the Collingwood Branch and the civic election candidate event held on September 21.

Trustee Suki Grewal attended the Summer Reading Club celebration at the Kerrisdale Branch, toured Levels 8 & 9 and attended Diana Guinn’s retirement event.

Trustee Julia Lin participated in the VPL contingent of the Vancouver Pride parade and attended the Writing & Book Camp for youth.  She participated in the Summer Reading Club celebration at Oakridge Branch and moderated an event at a LiterASIAN Writers’ Festival event at the nə́c̓aʔmat ct Strathcona Branch. She took part in the stakeholder consultation process for the new director and introduced the Writer-In-Residence at the inaugural event on September 18.

Trustee Harlan Pruden participated in the Summer Reading Club celebration at the Marpole Branch.

Councilor Tim Stevenson noted it may be his last VPL Board meeting and expressed his well wishes to the Board, senior managers and staff ahead of his retirement.

Trustee Kurt Heinrich attended the Summer Reading Club celebration at Champlain Heights Branch and the wrap up gala for the Writing & Book Camp held August 17.  Kurt attended the Philosophers’ Café held at the Britannia Branch.

Board Chair Kyla Epstein attended the event “A Night of Storytelling – Year of the Queer” event as part of the Open Book series. She met with three potential new board trustees and was able to visit the library in Lagos, Portugal on a recent trip.  She attended three separate Summer Reading Club celebrations and was impressed by the way each location celebrated in a way that reflected their individual neighborhood. Kyla attended Diana Guinn’s retirement event and spoke at a Council meeting regarding the East Fraser Lands and the potential for a standalone library location. She attended the civic election candidates’ event held September 21 and was involved in the stakeholder consultation process for a director position.  Kyla thanked staff for the sneak peak tour of Levels 8 & 9 ahead of the opening.

ITEMS FOR DECISION

7.    Donor Recognition Policy

Christina de Castell, Chief Librarian, summarized the report and provided an overview of some key items in the report. This report recommends a revision to the Donor Recognition Policy to address circumstances in which the Library would consider the withdrawal of naming recognition. Trustee Jennifer Chan expressed concern about the language in the policy and trustees discussed the input of stakeholders, a need for a policy to be in place, and the preference for plain language.  Christina noted that the long range goal is to separate the Donor Recognition policy and create both a Donor Recognition Policy and a Naming Policy and trustees agreed that language concerns should be addressed in that process.

Moved by Kurt Heinrich and seconded by Harlan Pruden

THAT the Library Board adopt the revised Donor Recognition Policy with the amendment that “majority vote” be removed from Section 3 “Major Gifts – Recognition Opportunities” of the policy; and

THAT the Library Board instruct staff to bring forward a Naming Policy; and a revised Donor Recognition Policy

MOTION CARRIED BY MAJORITY (TRUSTEE CHAN OPPOSED)

8.    Board Training Plan

Review of the Board Training Plan was deferred to the October 24, 2018 meeting.

ITEMS FOR INFORMATION

9.    Monthly Outcome Report – July & August 2018

Trustee Amanda Card noted the inclusion of two comments regarding the Indigenous collection.

Board Chair Kyla Epstein requested that in future the July and August Outcome reports be combined into one report.

Moved by Amanda Card and seconded by Suki Grewal

THAT the Board receive the report for information.

NEW BUSINESS

10.    Communication Strategy - Levels 8 & 9

Carol Nelson, Director, Planning & Communications shared the communication plan to launch the opening of Levels 8 & 9. The media was invited to a preview of Levels 8 & 9 and this exposure has already generated positive feedback.  

Chief Librarian, Christina de Castell expressed her appreciation to Carol Nelson and her staff for their hard work in preparing for the opening of Levels 8 & 9; and to Dawn Ibey, Director, Library Experience and Andrea Freeman, Project Manager, Levels 8 & 9.  Trustee Harlan Pruden expressed his thanks to all of the individuals working on the construction of Levels 8 & 9.

11.    Thank You - Councillor Tim Stevenson

Board Chair Kyla Epstein expressed her thanks to Councillor Tim Stevenson for his work as the City Council Representative on the Vancouver Public Library Board and presented him with two books as a token of appreciation on behalf of the Library Board.

ADJOURN

Moved by Jennifer Chan and seconded by Harlan Pruden

There being no further business, the Chair declared the meeting adjourned at 7:50 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.

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