Board Meeting March 2019

CHAIR TO CALL MEETING TO ORDER

I)  DELEGATION

a)  Hilla Kerner, Vancouver Rape Relief & Women’s Shelter
b)  Christine Boyle, Professor Emeritus, Allard School of Law, UBC

II) 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 February 27, 2019: Download

III)    REQUEST FOR INFORMATION FROM:

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

IV)  ITEM FOR DECISION

a)  Cards for VPL Staff: Download

V)  ITEMS FOR CONSENT

Information Items for Consent

DIRECT TO BOARD            

a)  Monthly Outcomes Report – February 2019
b)  BCLTA Liaison Report: Download

SFHR COMMITTEE

c)  Draft Minutes - March SFHR Committee Regular Meeting: Download
d)  Provincial Library Grant Report: Download
e)  February 2019 Operating Results: Download

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) (3) Labour relations or other employee relations
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.

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; Stuart Mackinnon; John Schaub, Chair; Rhonda Sherwood; Abeer Yusuf

Absent:    Clr. Christine Boyle, Vancouver City Councillor; Zahra Hussein; Raji Mangat, Vice Chair; Barbara Parrott, Vancouver School Board Trustee; Harlan Pruden

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

Absent:    Balwinder Rai, Director, Human Resources

Staff:    Jennifer Lee, Acting Manager, Circulation Services

Guests:    Ann True, President, Friends of VPL; Rebecca Jackson-Harrop, Development Officer, VPL Foundation; Kari Scott-Whyte, President, CUPE Local 391; Julian Key, Member-at-Large, CUPE Local 391; Wendy Fletcher, Member, CUPE Local 391; Hilla Kerner, Vancouver Rape Relief & Women’s Shelter; Christine Boyle, Professor Emeritus, Allard School; Thomas Kemsley, Member of the Public

Recording Secretary: Chrysalyn Tolentino, Executive Assistant

DELEGATIONS

1.  Hilla Kerner

Hilla Kerner from Vancouver Rape Relief and Women’s Shelter presented about the value of rental and use of the Library’s space to enable public education and the sharing of information.

2.  Christine Boyle

Christine Boyle, Professor Emeritus, Allard School of Law, urged the Board to ensure that its commitment to diversity is upheld at all times and that the diverse groups’ constitutional and human rights are respected.

ADMINISTRATION

3.  Removal of Items from Consent Agenda

No agenda items were pulled out of consent.

4.  Approval of the Agenda

Moved by Rhonda Sherwood and seconded by Kevin Lowe

THAT the Board approve the regular meeting agenda as received

CARRIED UNANIMOUSLY

5.  Approval of the items for Consent

Moved by Rhonda Sherwood and seconded by Kevin Lowe

THAT the following Board reports be approved on consent:

• Monthly Outcomes Report – February 2019

THAT the Library Board receive the report for information.

• BCLTA Liaison Report

THAT the Library Board receive the report for information.

• Draft Minutes – March SFHR Committee Regular Meeting

THAT the Library Board receive the minutes for information.

• Provincial Library Grant Report

THAT the Library Board receive the report for information.

• February 28, 2019 Operating Results

THAT the Library Board receive the report for information.

CARRIED UNANIMOUSLY

6.  Minutes

The draft minutes of the Regular Meeting held February 27, 2019 were presented to the Board for approval.  

Moved by Rebecca Jules and seconded by Rhonda Sherwood

THAT the draft minutes of the Regular Meeting held February 27, 2019 be approved as received.

CARRIED UNANIMOUSLY

REQUEST FOR INFORMATION

CUPE Local 391
Kari Scott-Whyte, President of CUPE 391, reported that the Union held its general membership meeting on March 21st at the Oakridge Branch; they will hold their annual general meeting in May 2019. Kari attended the CUPE National Bargaining Conference in Saskatoon and participated in bargaining training. She introduced Wendy Fletcher who will take on a new role on the joint OH&S Committee and is one of the coordinators for the VPL United Way Campaign in 2019. Wendy explained the Period Promise Campaign at VPL. CUPE 391 was nominated for a BCAA & United Way Community Spirit Awards. The Board congratulated CUPE 391 for this achievement.

Friends
Ann True, President of Friends, reported that they have been collecting book donations for the next used book sale in May. They have also issued their call for 2019 Funding Requests and noted that Friends will be able to fund $60,000 worth of projects and will donate $20,000 to the VPL Foundation. The Friends Annual General Meeting will be held in May and Ann asked Trustees to consider becoming a member.

VPL Foundation
Rebecca Jackson-Harrop, Development Officer of the VPL Foundation, reported that the Foundation has launched today the Library Giving Day Campaign which will run until April 10 where patrons and library-lovers will join together to support their local libraries by raising funds for programs and sharing stories about the impact that the library has on their communities. The Foundation is aiming to raise $10,000 through this campaign. She asked Trustees to be involved and share library stories in social media.

VPL Trustees
Trustee Kevin Lowe met with his MLA liaison Sam Sullivan and also met his Council liaison Clr. Fry. Kevin thanked Library Directors Ibey and Cahill for giving an orientation to their portfolios.

Trustee Rebecca Jules have scheduled a meeting with Council liaison Clr. Hardwick and is also organizing meetings with branches. She attended an Elder’s book club focusing on Indigenous works and attended the Trustee Orientation Program in West Vancouver.

Park Board Commissioner Stuart Mackinnon shared some information on the activities of the Vancouver Park Board including an animal kind pesticide program, and a resolution to set up warming tents in parks. Stuart in his capacity as Park Board Chair had a quarterly meeting with Mayor Stewart where they discussed Reconciliation and housing. Vancouver Park Board is in the forefront in reconciliation in North America and he is very proud of their work.

Trustee Rhonda Sherwood attended the City’s International Women’s Day event and had a lunch meeting with her Council liaison Clr. De Genova. Rhonda reminded Trustees that the BCLTA Summit will be held on May 11 and BCLTA is also offering a Chairing the Board workshop as well as the Trustee Orientation Program.

Vice Chair Jennifer Chan visited Renfrew Branch last month and had a really great meeting with the branch head. She encouraged Trustees to visit this branch to see the fantastic use of space and its vibrant programming. She also attended a presentation by staff.

Board Chair John Schaub attended the VPL Foundation Board meeting and is in the process of setting up meetings with his liaisons.

ITEMS FOR DECISION

7. Library Cards for VPL Staff

Dawn Ibey, Director of Library Experience, presented a report that describes a change to the Cards for VPL Staff Policy to remove unnecessary reference documents. An Administrative Policy exists that provides expectations for staff borrowing and this is referenced under the related policies section of the Board policy. Trustees inquired about the history of the staff exemption from overdue fines.

Moved by Kurt Heinrich and seconded by Stuart Mackinnon

THAT the Board approve the revised Cards for VPL Staff Policy.

CARRIED UNANIMOUSLY

ADJOURN

Moved by Rhonda Sherwood and seconded by Kevin Lowe

There being no further business, the Chair declared the meeting adjourned at 6:57 p.m. and moved to in-camera as per Board Procedure Policy 5(n)(3) Labour relations or other employee relations; and 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