Board Meeting April 2020

CHAIR TO CALL MEETING TO ORDER

ADMINISTRATION

a)  Items for Consent – Removal of Items & Approval
b)  Approval of the Agenda – Additions/Alterations
c)  Minutes – Receive/approve draft minutes of Board meeting held March 25, 2020: Download

REQUEST FOR INFORMATION

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

ITEM FOR DECISION

a)  Statement of Financial Information: Download

ITEMS FOR CONSENT

SFHR COMMITTEE

a)  Draft Minutes -April SFHR Committee Meeting: Download
b)  Q1 2020 Financials: Download
c)  Reserves for Library Gifts & Grants Summary: Download

CORRESPONDENCE            

d)  Public Library InterLINK 2019 Audited Financial Statements: Download
e)  Public Library Operating Grants Award: 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)(x)     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, Chair; Kurt Heinrich; Zahra Hussein; Rebecca Jules; Kevin Lowe;Stuart Mackinnon, Vancouver Park Board Commissioner; Raji Mangat, Vice Chair; Barbara Parrott, Vancouver School Board Trustee; Harlan Pruden; John Schaub; Rhonda Sherwood, Vice Chair; Abeer Yusuf

Absent: Clr. Christine Boyle, Vancouver City Councillor

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

Guests: Kari Scott-Whyte, President, CUPE Local 391; Jenny Marsh, Executive Director, VPL Foundation; Jennifer Clarke, Chair, VPL Foundation; Ann True, President, Friends of VPL; Darius Maze, Incoming President, Friends of VPL

Recording Secretary: Chrysalyn Tolentino, Executive Assistant

ADMINISTRATION

1. Consent Agenda - Removal of Items and Approval

There were no agenda item removed from consent.

Moved by Rhonda Sherwood and seconded by Kevin Lowe

THAT the following Board reports be approved on consent:

• Draft Minutes – April SFHR Committee Regular Meeting

THAT the Library Board receive the draft minutes for information.

• Q1 2020 Financials

THAT the Library Board receive the report for information.

• Reserves for Library Gifts & Grants Summary

THAT the Library Board receive the report for information.

• Correspondence

THAT the Library Board receive the report for information.

CARRIED UNANIMOUSLY

2.  Approval of the Agenda

Moved by Raji Mangat and seconded by Kevin Lowe

THAT the Board approve the regular meeting agenda as amended.

CARRIED UNANIMOUSLY

3.    Minutes

The draft minutes of the Regular Meeting held March 25, 2020 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 March 25, 2020 be approved as amended.

CARRIED UNANIMOUSLY

REQUEST FOR INFORMATION

CUPE Local 391

Kari Scott-Whyte, President of CUPE 391 reported CUPE executives are engaged in working on the interpretations of the LOU on Workplace Adjustment Measures and discussing situations not contemplated during negotiations. They recognize that the LOU is an agreement between six parties that presents complex challenges. She appreciated the openness, connection and engagement during this time. Kari is working with affiliates, CUPE BC and other labour organizations on concerns around the economic fallout and financial difficulties brought about by the pandemic and is engaging in talks about what recovery would look like. The Union has an absolute expectation that they will be involved with the employers on recovery and see themselves as crucial partners in looking at recovery and how we can get through the next few months.

Friends of VPL

Ann True, President of Friends reported that the Board moved their Annual General Meeting to June 20 and will be conducting it online. After closing their financial books, they have $45,000 in funds to support VPL projects and programs this year in addition to the $20,000 contribution to the VPL Foundation. The Friends had a successful year and held back a year’s salary for Paula, the Book’mark manager. Ann added that the planned May book sale has been cancelled and they are looking at online book selling options to make up for that revenue. She thanked VPL for facilitating a donation of books to Atira Women’s Rescue COVID-19 Care Centers. The Friends were able to give them six boxes of books for adults and children.

VPL Foundation

Jenny Marsh, Executive Director of the VPL Foundation, reported that they boosted their social media and email presence centred around Library Giving Day as well as promoted VPL’s digital library to raise awareness of this service. The Library Giving Day campaign is scheduled on April 23 and donations will be matched by a donor. VPLF will also be sending out a video to donors and thanked VPL staff for providing footage being used in this video. Trustee Heinrich asked about best practices around asking for donations during the pandemic. Jenny replied that there are no established principles, however, Foundation staff are participating in webinars on the general trends for fundraising. The VPLF is focusing on fundraising to boost digital services. Board Chair Chan noted her appreciation to the VPL Foundation for maintaining relationships with donors and thanked VPL Foundation Board Chair Jennifer Clarke for attending the meeting today.

Trustee Roundtable

Board Chair Jennifer Chan attended a discussion on Power and Governance hosted by BCLTA on April 18, 2020. Board Chair Chan and Trustee Rebecca Jules had a video call with Clr. Carr on April 30 to discuss the Library's response to COVID-19 and to inform Council's upcoming budget discussions.

Vice Chair Rhonda Sherwood emailed her council liaison, Clr. De Genova, about the budget reduction report.

Trustee Kevin Lowe contacted his council liaison, Clr. Pete Fry.

Trustee Kurt Heinrich also sent an email to his council liaison Clr. Sarah Kirby-Yung.

Vice Chair Raji Mangat reported that she reached out to Clr. Bligh about the budget.

ITEM FOR DECISION

4.  2019 Statement of Financial Information

Julia Morrison, Director of Corporate Services & Facilities, reported that the Board is required to approve the SOFI financial statements and schedules and is required to file these with the Province on May 15, 2020.  It was noted that the City’s Internal Audit group conducted tests and examinations of the financial statements and found that these materials were prepared consistently with the City’s corporate accounting policies and general ledger. Trustees congratulated Julia on the audit report.

Moved by Harlan Pruden and seconded by Abeer Yusuf

THAT the Board approve the financial statements and schedules included in the 2019 Statement of Financial Information, produced under the Financial Information Act, and that the Chair of the Library Board sign the approval on behalf of the Board.

CARRIED UNANIMOUSLY

ADJOURN

Moved by Harlan Pruden and seconded by Abeer Yusuf

There being no further business, the Chair declared the meeting adjourned at 6:00 p.m. and moved to in-camera as per Board Procedure Policy 7(o)(x) 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: Jennifer Chan, Chair and Christina de Castell, Secretary