Board Meeting July 2019

CHAIR TO CALL MEETING TO ORDER

DELEGATIONS

a)  Coalition Against Trans Antagonism
b)  West Coast LEAF
c)  Vancouver Adhoc Committee of Women for Women
d)  Pivot Legal Society
e)  Lesbian Collective of Vancouver       

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 June 26, 2019 : Download

REQUEST FOR INFORMATION

a)  CUPE Local 391
b)  Friends of VPL
c)  VPL Foundation       

ITEMS FOR DECISION

a)  Meeting Room & Facilities Use Regulation [Download
b)  First Nations Consultation for Marpole Branch Redevelopment: Download

ITEMS FOR DISCUSSION

a)  Meeting Room & Facilities Use Policy Consultation Feedback and Revised Draft: Download

ITEM FOR INFORMATION

a)  Story Booth Video
b)  Oakridge Update (Verbal)           

ITEMS FOR CONSENT

DIRECT TO BOARD            

a)  Monthly Outcomes Report – June 2019

CRPD COMMITTEE

b)  Draft Minutes - July CRPD Committee Regular Meeting: Download
c)  Strategic Plan Update July 2019: Download

SFHR COMMITTEE

d)    Draft Minutes - July SFHR Committee Regular Meeting: Download
e)    Q2 2019 Financial Operating Results: Download
f)    Women’s Equity Strategy Update: Download

CORRESPONDENCE

g)  June 3/19 – Memo from City Clerk’s to Library Board re: Women’s Equity and Trans, Gender Variant and Two-Spirit Strategy
h)  June 27/19 – Letter from Library Board Chair to Select Standing Committee on Finance and Government Services
i)  July 4/19 – Letter from VSE Trustees to Min. Rob Fleming re: Annual Library Funding
j)  July 12/19 – Memo from CoV REFM to Library Board re: Britannia Rezoning – Notice of Intent to proceed with RFP

: PDF Link to all correspondence]

DISCUSSION OF ITEMS PULLED FROM CONSENT

NEW BUSINESS

ADJOURN

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:

Section 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:  Jennifer Chan,    Vice Chair; Kurt Heinrich; Rebecca Jules; Kevin Lowe; Raji Mangat, Vice Chair; Harlan Pruden (via conference call); John Schaub, Chair; Rhonda Sherwood; Abeer Yusuf

Absent: Clr. Christine Boyle; Zahra Hussein; Stuart Mackinnon; Barbara Parrot

Management Present:  Christina de Castell, Chief Librarian; Kay Cahill, Director, Collections & Technology; Julia Morrison, Director, Corporate Services & Facilities; Carol Nelson, Director, Planning & Communications; Balwinder Rai, Director, Human Resources

Absent:  Julie Iannacone, Director, Neighbourhood & Youth Services; Dawn Ibey, Director, Library Experience

Staff:  Inness Campbell, Acting Manager, Digital Services; Maryn Ashdown, Assoc Director, Neighbourhood & Youth Services; Jon Downey, Manager, Security Services; Scott Fraser, Manager, Marketing & Communications

Guests:  Ann True, President, Friends of VPL Board; Kari Scott-Whyte, President, CUPE Local 391; Julian Key, Member-at-Large, CUPE Local 391; Lisa Saayman, Secretary, CUPE Local 391; vee bui, Coalition Against Trans Antagonism; Alana Prochuk, West Coast LEAF; Kim Zander, Vancouver Adhoc Committee of Women for Women; Erin Graham, Vancouver Adhoc Committee of Women for Women; Natalie Wlock, Lesbian Collective of Vancouver

Recording Secretary: Chrysalyn Tolentino, Executive Assistant

DELEGATION

1.  Coalition Against Trans Antagonism (CATA)

vee bui, representing the Coalition Against Trans Antagonism, urged the board to amend their draft policy to prevent gender critical feminists from using the library’s public space, and identified their concerns about these individuals. They noted that VPL has not changed its stance and that CATA’s demands have not been met, and identified barriers to participating in Library Board meetings due to their timing. They observed that the Library Board should offer a space where community members could talk to the Board directly, such as a town hall.

2. West Coast LEAF

Alana Prochuk from West Coast LEAF attended in support of CATA and observed that while the draft policy follows the law, that does not mean that it is adequate. She asked the Board to consider the broader social context and noted that the recent case Oger v. Whatcott found that denial of identity is devastating and can undermine human rights, and that the high rates of discrimination and realities faced by transgender people need to be considered.

3. Vancouver Adhoc Committee of Women for Women

Erin Graham and Kim Zander of the Vancouver Adhoc Committee of Women for Women spoke in favour of a policy that upholds democratic values such as freedom of assembly, expression, and speech. They asked that the Library ensures that policies reflect the role the library and other public institutions are meant to play — encouraging exploration of ideas and differing perspectives.

4. Lesbian Collective of Vancouver

Natalie Wlock, a member of Lesbian Collective of Vancouver, told the Board that she is concerned about a lack of lesbian representation and spaces in the city and hopes the VPL will maintain low-cost spaces that can be used by women and lesbians for public conversations around women’s rights to sexual and bodily autonomy. The group asks that the Library Board ensures women and lesbians’ sex-based rights are respected and protected.

ADMINISTRATION

5. Removal of Items from Consent Agenda

No agenda items were removed from the Consent Agenda.

6. Approval of the Agenda

Moved by Raji Mangat and seconded by Harlan Pruden

THAT the Board vary the Order of Business to move the Item for Discussion “Meeting Room and Facilities Use Policy Consultation Feedback and Revised Draft” to precede the Items for Decision.

Moved by Rhonda Sherwood and seconded by Jennifer Chan

THAT the Board approve the regular meeting agenda as amended.

CARRIED UNANIMOUSLY

7. Minutes

The draft minutes of the Regular Meeting held June 26, 2019 were presented to the Board for approval.  

Moved by Raji Mangat and seconded by Rhonda Sherwood

THAT the draft minutes of the Regular Meeting held June 26, 2019 be approved as received.

CARRIED UNANIMOUSLY

8. Approval of the Items for Consent

Moved by Rhonda Sherwood and seconded by Raji Mangat

THAT the following Board reports be approved on consent:

• Monthly Outcomes Report – June 2019

THAT the Library Board receive the report for information.

• Draft Minutes – July CRPD Committee Regular Meeting

THAT the Library Board receive the minutes for information.

• Strategic Plan Update

THAT the Library Board receive the report for information.

• Draft Minutes – July SFHR Committee Regular Meeting

THAT the Library Board receive the minutes for information.

• Q2 2019 Financial Operating Results

THAT the Library Board receive the report for information.

• Women’s Equity Strategy Update

THAT the Library Board receive the report for information.

• Correspondence

THAT the Library Board receive the letters for information.

CARRIED UNANIMOUSLY

REQUEST FOR INFORMATION

CUPE Local 391

Kari Scott-Whyte, President of CUPE 391, is pleased to see that the Women’s Equity Strategy work is being done in conjunction with the City and she applauds the employer for creating more Posted Part Time positions, while expressing some concern about recent Temporary Full Time postings. With regards to the Meeting Room & Facilities Use Policy, Kari has been listening to their members closely and noted that the decisions of the employer are deeply impacting staff. She noted that the Union looks to the health and safety of workers and reminded the Board of their obligation to uphold the rights of workers to be free from harassment.

Friends

Ann True, President of Friends of VPL, reported that they are conducting interviews for the Bookmark’ Manager position and that the volunteers are preparing for the September 2019 book sale.

VPL Foundation

No report.

Trustee Roundtable

Trustee Kevin Lowe met with the Branch Head and took a tour of the Britannia Branch. Kevin also attended: the Women Deliver Conference satellite session on Red Women Rising: Indigenous Survivors in Vancouver’s Downtown Eastside, and the Emerge Festival: Writers Read event at nə́c̓aʔmat ct Strathcona Branch. He provided an opening for the author reading event Double Melancholy in a Minefield City: Sex, Life, and Love as Queer Asian Men in Vancouver.

Vice Chair Jennifer Chan reported that in this past month, she finalized and signed six letters to Vancouver area Members of Parliament in support of the e-content campaign. She thanked staff for preparing the letter templates.

Vice Chair Raji Mangat attended the City of Vancouver Awards of Excellence on July 12 to cheer former VPL Board Trustee Kyla Epstein’s win in the individual category for the civic volunteer award. Raji also presented at the City Council meeting on June 26 in support of Councillor Boyle’s motion to increase provincial funding and contacted her Council liaison Clr. Rebecca Bligh about supporting Clr. Boyle’s motion to increase provincial library funding. She also sent letters to Vancouver area MPs on the econtent for libraries campaign and contacted her MLA and City Council liaison to arrange a time to meet.

ITEMS FOR DISCUSSION

9. Meeting Room & Facilities Use Policy Consultation Feedback and Revised Draft

Chief Librarian Christina de Castell detailed the changes made to the draft policy as a result of consultation including the addition of a pre-rental screening by staff, in consultation with legal counsel if necessary, prior to accepting the booking. She also provided detail on the feedback received during the consultation period. There was extensive discussion on the screening procedure, identifying risks and ensuring that staff bring the decision to the Board particularly when the screening process leads to uncertain findings about risk of violations of the BC Human Rights Code or Criminal Code. Trustees requested further edits to the decision-making process for clarity. Trustees also sought clarification on how the Library has initiated consultation and responded to requests. The Chief Librarian noted that she invited organizations to meet individually but not everyone chose to take advantage of this.

Moved by Kurt Heinrich and seconded by Harlan Pruden

THAT the Board receive this report for information.

CARRIED UNANIMOUSLY

ITEMS FOR DECISION

10. Meeting Room & Facilities Use Regulation

The Chief Librarian noted that the regulation consolidates previously existing terms into one document and all paid rentals will now be handled centrally through the Library Square Conference Centre. Trustees agreed that the added word “membership” should be removed under section 2. Trustees also sought clarification on sections of the regulation related to smudging and smoking. The Chief Librarian will revise the wording. Trustee Lowe recommended that the Board revisit the regulation once the Meeting Room & Facilities Use Policy is finalized.

Moved by Kevin Lowe and seconded by Raji Mangat

THAT the Board approve the Meeting Room & Facilities Use Regulation as amended; to be revisited at the time when the Board further considers the revised Meeting Room and Facilities Use Policy

CARRIED UNANIMOUSLY

Moved by Jennifer Chan and seconded by Abeer Yusuf

THAT the Board rescind the previous version of the Meeting Room Regulation.

CARRIED UNANIMOUSLY

<The Board went on a break at 6:55 pm and returned at 7:10 pm>

11. First Nations Consultation for Marpole Branch Redevelopment

Kurt Heinrich, Chair of the Community Relations, Planning & Development Committee, reported that the Committee discussed the recommendation to seek consultation and collaboration with the Musqueam, Squamish, and Tsleil-Waututh Nations for the Marpole Redevelopment. The Chief Librarian provided an update that an upcoming meeting is between staff and she will seek opportunities for Trustees to participate in future consultation.

Moved by Kurt Heinrich and seconded by Rhonda Sherwood

THAT the Board direct staff to initiate conversations with Musqueam, Squamish, and Tsleil-Waututh Nations to seek input on the design of the new Marpole Branch Library.

CARRIED UNANIMOUSLY

ITEM FOR INFORMATION

12. Story Booth Video

Kay Cahill, Director of Collections and Technology and Inness Campbell, Acting Manager of Digital Services, presented the Story booth project entitled “What Changes you” a collection of personal digital stories from the Morph exhibit curated by staff from Digital Services.

13. Oakridge Update

The Chief Librarian reminded Trustees that Oakridge Branch will move to its temporary smaller location in October while Oakridge is being redeveloped. Staff will monitor the activities in the smaller location and analyze if we need to add other services nearby. Trustees asked about the impact of the move on staff and the communication plan to the public.

14. UBCM

The Chief Librarian shared that our session proposal "Libraries Support Resilient Communities” was accepted for UBCM and the session will be at 7:30am on Thursday September 26.

<Meeting moved to In Camera at 7:35 pm and returned to regular meeting at 8:00 pm>

15. Meeting Room Policy Engagement

Trustees discussed the feedback mechanisms for the meeting room policy and opportunities for broader engagement with the LGBTQ2+ community. It was agreed that staff will provide an engagement plan for the September 25 Library Board meeting, including potential public programming. The Board will plan to vote on the Meeting Room & Facilities Use Policy at the September 25 Library Board meeting.

ADJOURN

Moved by Raji Mangat

There being no further business, the Chair declared the meeting adjourned at 8:35 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: John Schaub, Chair and Christina de Castell, Secretary