Board Meeting October 2019

DELEGATION

a)  Choose Change - Defend Dignity - Arlene Stinson

INTRODUCTION

a)  VPL Writer-in-Residence - Ken Hegan

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 25, 2019: Download

REQUEST FOR INFORMATION

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

ITEMS FOR DECISION

a)  Vancouver Public Library Cards Policy: Download
b)  Board Procedure Policy: Download

ITEMS FOR DISCUSSION

a)  Social Media Campaign
b)  Strategic Plan Update [Download

ITEMS FOR CONSENT

DIRECT TO BOARD            

a)  Monthly Outcomes Report – July and August 2019
b)  BCLTA Liaison Report: Download

GOVERNANCE COMMITTEE

c)  Draft Minutes - October Governance Committee Regular Meeting: Download
d)  Board Community Engagement (please refer to the draft October Governance Committee Meeting Minutes)
e)  Chief Librarian Performance Appraisal Process (please refer to the draft October Governance Committee Meeting Minutes)
f)   Board Annual Planning Calendar (please refer to the draft October Governance Committee Meeting Minutes)
g)  Board Self-Evaluation (please refer to the draft October Governance Committee Meeting Minutes)

CRPD COMMITTEE

h)  Draft Minutes - October CRPD Committee Regular Meeting: Download
i)   Brand Update (please refer to the draft October CRPD Committee Meeting Minutes)

SFHR COMMITTEE

j)  Draft Minutes - October SFHR Committee Regular Meeting: Download
k)  Q3 2019 Financial Operating Results: Download

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 7(o) of the Board Procedure Policy, to discuss matters related to paragraphs:
Section 7(o)(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

Present: Jennifer Chan, Vice Chair; Kurt Heinrich via conference call; Kevin Lowe; Raji Mangat, Vice Chair; John Schaub, Chair; Rhonda Sherwood

Absent:    Clr. Christine Boyle, City of Vancouver Council Representative; Zahra Hussein; Rebecca Jules; Stuart Mackinnon, Vancouver Park Board Commissioner; Barbara Parrot, Vancouver School Board Trustee; Harlan Pruden; Abeer Yusuf

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; Balwinder Rai, Director, Human Resources

Staff:    Scott Fraser, Manager, Marketing & Communications; Patricia Chong, Manager, Policy & Planning; Mairin Kerr, Content Marketing Lead; Erin Watkins, Manager, Programming & Learning

Guests:    Ann True, President, Friends of VPL Board; Darius Maze, Member, Friends of VPL; Johnathan Dyer, Vice President, CUPE Local 391; Liza Saayman, Secretary, CUPE Local 391; Jenny Marsh, Executive Director, VPL Foundation; Arlene Stinson, Coordinator, Defend Dignity; Paige Letendre, Director, Resist Exploitation Embrace Dignity

Recording Secretary: Chrysalyn Tolentino, Executive Assistant

PRESENTATION

1.  Defend Dignity

Arlene Stinson, Coordinator of Research and Strategic Development for Defend Dignity, asked the Board to apply filtering software that would filter violent, sexually graphic content, and pornography from all VPL internet work stations and public WiFi. Ms. Stinson added that filtering is an important tool which can be used to enhance patron safety. She acknowledged that VPL has made some steps in recognizing the harms of sexually graphic materials and has policy to prevent this material in the library and filters on children’s computers.

2.  Introduction: 2019 VPL Writer-in-Residence – Ken Hegan

Erin Watkins, Manager of Programming & Learning, introduced award winning screenwriter and director Ken Hegan as the 2019 VPL Writer-In-Residence and the first-ever screenwriter to take on the role. Mr. Hegan has written and directed six short comedy films that have screened at over 90 film festivals; he has credits on over 20 TV series and specials for broadcast and co-wrote the opening essay for the 2010 Vancouver Winter Olympics (narrated by Donald Sutherland) and the award-winning Superbodies series for the Vancouver and London Olympics. He is also the recipient of three gold National Magazine Awards for Best Humour Article. Mr. Hegan noted that he adores the library and is looking forward to leading several scriptwriting workshops and offering one-on-one consultations with aspiring screenwriters. He will also host several film screenings, script readings and a podcast for emerging scriptwriters. He invited Trustees to attend his second Canadian Film Salon entitled Freaks with Zach Lipovsky on October 30 at the Montalbano Theatre.

COMMITTEE AS A WHOLE

Trustees discussed the lack of quorum due to several absences and agreed to an email vote for items as required.

Moved Raji Mangat and seconded by Jennifer Chan

THAT the Library Board resolve itself into Committee of the Whole.

ADMINISTRATION

3.  Removal of Items from Consent Agenda

No agenda items were removed from the Consent Agenda.

4.  Minutes

The draft minutes of the Regular Meeting held September 25 2019 were presented to the Board for approval.

Moved by Rhonda Sherwood and seconded by Raji Mangat

THAT the draft minutes of the Regular Meeting held September 25, 2019 be approved as received.

The Board approved this via an email vote – please refer to the October 31-November 2, 2019 Special Library Board Meeting minutes.

5.    Approval of the items for Consent

Moved by Kevin Lowe and seconded by Raji Mangat

THAT the following Board reports be approved on consent:

• Monthly Outcomes Report – September 2019

THAT the Library Board receive the report for information.

• BCLTA Liaison Report

THAT the Library Board receive the report for information.

• Draft Minutes – October Governance Committee Regular Meeting

THAT the Library Board receive the minutes for information.

• Board Community Engagement

THAT the Library Board receive the report for information.

• Chief Librarian Performance Appraisal Process

THAT the Library Board receive the report for information.

• Board Annual Planning Calendar

THAT the Library Board receive the report for information.

• Board Self-Evaluation

THAT the Library Board receive the report for information.

• Draft Minutes – October CRPD Committee Regular Meeting

THAT the Library Board receive the minutes for information.

• Brand Update

THAT the Library Board receive the verbal update for information.

• Draft Minutes – October SFHR Committee Regular Meeting

THAT the Library Board receive the minutes for information.

• Q3 2019 Financial Operating Results

THAT the Library Board receive the report for information.

The Board approved this via an email vote – please refer to the October 31-November 2, 2019 Special Library Board Meeting minutes.

REQUEST FOR INFORMATION

CUPE Local 391

Johnathan Dyer, Vice President of CUPE 391, reported that members attended the CUPE National Convention from October 7-11 in Montreal. Kari Scott-Whyte spoke to the proposal on developing a national campaign to bring awareness for libraries as well as spoke on a number of resolutions on diversity and clear language. Johnathan added that there were a number of CUPE 391 members who were appointed to the CUPE National committees and added that he was elected as alternate Diversity Vice President for the Indigenous Workers Committee caucus. He shared that Mayor Stewart is meeting representatives from CUPE 391, 15 and 1004 quarterly.

Friends

Ann True, President of the Friends of VPL, reported that the Friends is working on the annual Stay at Home and Read a Book Ball. The Friends Board will conduct their strategic planning next month.

VPL Foundation

Jenny Marsh, Executive Director of the VPL Foundation, reported that the VPL Foundation recently held their annual fundraising gala and organized the unveiling of the Dilawri Square in September. Jenny invited Trustees to attend the Fundraising Workshop on November 25. VPL Foundation will host a literary musical event for donors at the Montalbano Theatre on November 26 and they will send out their annual appeal in late November.

Trustee Reports

Vice Chair Jennifer Chan attended the VPL Staff Recognition event, participated on a panel on libraries at the Union of BC Municipalities Conference, attended a stakeholder interview with strategic plan consultants, and attended the Strategic Plan Workshop.
Trustee Kevin Lowe opened author Wing Ging Wee Dere’s talk on his new book “Being Chinese in Canada: The Struggle for Identity, Redress and Belonging” at the nə́c̓aʔmat ct Strathcona Branch.

Vice Chair Raji Mangat participated in the second workshop on Strategic Planning.

Trustee Rhonda Sherwood attended the following events: BCLTA retreat from September 27-28, VPL Board Strategic Planning session on October 4th, Staff Appreciation event on September 27th, Board Governance Committee meeting on October 15th and BC Book City Awards on October 19th. Rhonda also had a phone meeting with her Council liaison Clr. De Genova to discuss questions related to the VPL Strategic Plan.

Board Chair John Schaub attended the Word Vancouver at VPL and provided an introduction at the Vancouver Book Award Ceremony.

ITEMS FOR DECISION

6.  Vancouver Public Library Cards

Rhonda Sherwood, Chair of the Services, Finance & Human Resources Committee, presented for Board approval the Vancouver Public Library Cards Policy. She reviewed that the Committee had discussed the need for transparency in library fees and for the Board to maintain awareness of changes that affect the public.

Moved by Rhonda Sherwood and seconded by Raji Mangat

THAT the Board adopt the Vancouver Public Library Cards Policy; and

THAT the Board grant the authority for setting fines, fees, and charges related to library cards and lending services to the Chief Librarian.

7.  Board Procedure Policy

Jennifer Chan, Chair of Governance Committee presented for Board consideration the updated Board Procedure Policy clarifying the intentions in 7(o)x for discussions that are in preliminary stages, and a new section 16 about conduct at meetings.

Moved by Raji Mangat and seconded by Kevin Lowe

THAT the Board approve the revised Board Procedure Policy.

ITEMS FOR DISCUSSION

8.  Social Media Campaign

Scott Fraser, Manager of Marketing & Communications and Mairin Kerr, Content Marketing Lead, presented an update on the brand blueprint initiative and marketing activities including the successful social media campaign driving traffic to the newly renovated Levels 8 & 9. The campaign resulted in an increase to foot traffic at Central Library of 5-7% and increased web traffic to the expansion page by 1,739%. Scott added that the Social Media Content Group was the recipient of the VPL Brand Champion award during the 2019 Staff Recognition event. The team will now consider future marketing and advertising campaigns. The Chief Librarian thanked Scott and Mairin for spearheading this amazing campaign and for sharing the fantastic news of the campaign’s impact. Trustees sought some clarification on funding for marketing and privacy aspects of targeted advertising. They requested further information about funding at comparable libraries.

9.  Strategic Plan Update

Kurt Heinrich, Chair of the Community Relations, Planning & Development Committee, noted that the Committee had a robust discussion on the first draft of the strategic framework and agreed on the use of guiding statements for each pillar, discussed the importance of including the priorities in the final framework, and identified goals that could be removed or modified prior to presentation to the Board. The changes discussed by the Committee have been incorporated into the draft. Staff are now looking for further Trustee input on whether these pillars and goals accurately reflects discussion and consultation input. Trustees extensively discussed the draft framework and goals and provided feedback which will be incorporated in the next iteration. The Board will receive the next draft for the November 27 Library Board meeting.

Moved by Kurt Heinrich and seconded by Raji Mangat

THAT the Board receive the report for information.

The Board approved this via an email vote – please refer to the October 31-November 2, 2019 Special Library Board Meeting minutes.

ADJOURN

There being no further business, the Chair declared the meeting adjourned at 7:35 p.m. and moved to in-camera as per Board Procedure Policy 7(m)(3) Labour relations or other employee relations.

Signed by: John Schaub, Chair and Christina de Castell, Secretary