Board Meeting January 2020

CHAIR TO CALL MEETING TO ORDER

a)  Welcome and call to Order
b)  Election of Chair
c)  Election of Vice Chair
d)  Incoming Chair’s Remarks

PRESENTATION

a)  Vancouver Plan   

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 December 11, 2019: Download

REQUEST FOR INFORMATION

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

ITEMS FOR DISCUSSION

a)  Strategic Plan Measurement: Download
b)  Board Meeting Scheduling

ITEMS FOR CONSENT

a)  Monthly Outcomes Report – November & December 2019
b)  InterLINK 2020 Draft Provisional Budget: Download

CORRESPONDENCE

a)  Nov/19 – letter from Glendyne Gerrard, Defend Dignity, to Library Board re: public WiFi filtering: Download
+ Response letter from Library Board to Defend Dignity dated June 20, 2019: 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)(iii) Labour relations or other employee relations
Section 7(o)(iv) The security of the property of the Library

 

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:  Clr. Christine Boyle,    Vancouver City Councillor; Jennifer Chan, Chair; Zahra Hussein; Rebecca Jules; Kevin Lowe; Stuart Mackinnon, Park Board Commissioner; Raji Mangat, Vice Chair; Harlan Pruden; John Schaub; Rhonda Sherwood, Vice Chair; Abeer Yusuf

Absent:    Kurt Heinrich; Barbara Parrot, Vancouver School Board Trustee

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:    Nathan Kung, Manager, Facilities & Purchasing; Patricia Chong,    Manager, Policy & Planning

Guests:    Ann True, President, Friends of VPL; Jenny Marsh, Executive Director, VPL Foundation; Kari Scott-Whyte, President, CUPE Local 391; Julian Key, Member-at-Large, CUPE Local 391; Liza Saayman, Recording Secretary, CUPE Local 391; Marisa Espinosa, Director, Scenario Planning, Vancouver Plan; Susan Haid, Deputy Director, Long Range & Strategic Planning; Lara Honrado, Equity Advisor, Vancouver Plan

Recording Secretary: Chrysalyn Tolentino, Executive Assistant

INAUGURAL MEETING:

1. Election of Chair

Chief Librarian Christina de Castell, acting as Chair, called the 2020 Inaugural Meeting to order at 5:35 p.m. The Chief Librarian then called for nominations for the position of Chair of the Library Board.

Moved by John Schaub and seconded by Rhonda Sherwood

THAT Jennifer Chan be appointed Chair of the VPL Board for 2020.

CARRIED UNANIMOUSLY

2. Election of Vice Chairs

Trustee Jennifer Chan assumed the position of Chair and called for nominations for the two positions of Vice-Chair.  

Moved by Raji Mangat and Rebecca Jules

THAT Rhonda Sherwood be appointed as Vice-Chair of the VPL Board for 2020.

Moved by Rhonda Sherwood and seconded by Zahra Hussein

THAT Raji Mangat be appointed as Vice-Chair of the VPL Board for 2020.

CARRIED UNANIMOUSLY

3. Incoming Chair’s Remarks

Board Chair Jennifer Chan acknowledged that our work takes place on the unceded homelands of the Musqueam, Squamish, and Tseil-Waututh Nations and reflected on the teachings she has received that speak to the importance of careful stewardship of community resources, such as the Library. She expressed gratitude for the opportunity to serve on this Board, together with other trustees who bring a wealth of knowledge, commitment and joy in contributing to our community. She acknowledged that the Library’s success is possible only through the excellent work of its staff, and stated that her primary goal as Chair is to support staff in achieving the Library’s Strategic Plan. She further reflected on the importance of Trustees continuing to support each other, as each person brings different perspectives, skills and experiences that collectively strengthen the Board

PRESENTATION

4. Vancouver Plan

Marisa Espinosa, Director of Scenario Planning for the Vancouver Plan presented an overview of the Vancouver Plan that will articulate the common vision for what kind of City we want to be in the next 30-50 years. Elements of the Plan include an integrated policy framework, high level physical plan, public investment strategy, metrics and reporting and convening strategic partnerships. Marissa shared that this summer they will conduct workshops and develop scenarios for the future. The Chief Librarian noted that Julie Iannacone is VPL’s representative to the Vancouver Plan Steering Committee and other VPL staff from multiple locations are starting to be involved.

5. Re-Appointed Trustees

Board Chair Chan congratulated the three other Trustees who were re-appointed for a two-year term along with her own reappointment: Kurt Heinrich, Harlan Pruden and Rhonda Sherwood. Board Chair Chan thanked Trustee John Schaub for his contributions as Board Chair in 2019.

ADMINISTRATION

6. Removal of Items from Consent Agenda

There were no agenda items removed from the Consent Agenda.

7. Approval of the Agenda

Moved by Raji Mangat and seconded by Stuart Mackinnon

THAT the Board approve the regular meeting agenda as received.

CARRIED UNANIMOUSLY

8. Approval of the items for Consent

Moved by John Schaub and seconded by Rhonda Sherwood

THAT the following Board reports be approved on consent:

• Monthly Outcomes Report – November & December 2019

THAT the Library Board receive the report for information.

• InterLINK 2020 Draft Provisional Budget

THAT the Library Board receive the report for information.

• Correspondence

THAT the Library Board receive the correspondence for information.

CARRIED UNANIMOUSLY

9.  Minutes

The draft minutes of the Regular Meeting held December 11, 2019 were presented to the Board for approval.  

Moved by Zahra Hussein and seconded by Raji Mangat

THAT the draft minutes of the Regular Meeting held December 11, 2019 be approved as received.

CARRIED UNANIMOUSLY

REQUEST FOR INFORMATION

CUPE Local 391

Kari Scott-Whyte, President of CUPE 391, congratulated the new Chair and the reappointed of Trustees. She reported that the Union will hold a general meeting next week and noted they will hold a bi-election to fill one member-at-large position. The Union will send three members to the Canadian Labour Congress School. She noted that a Joint Technological Change Committee is being held bi-weekly and added that notice was served for bargaining.

Friends

Ann True, President of Friends of VPL shared that their book sale will take place from January 23-25, 2020 and then will hold a book drive at Fraserview and Renfrew in February. She added that their annual Stay at Home and Read a Book Ball fundraiser was successful and they are currently conducting an inventory of the Book’mark Bookstore.

VPL Foundation

Jenny Marsh, Executive Director of the VPL Foundation, noted they had the most successful direct fundraising campaign this fall and raised over $30,000 towards the Inspiration Lab. The VPL Foundation is planning their next campaign in the spring and they will roll out “Library Giving Day” events in some branches. They are also launching a staff 50/50 draw in February to raise staff awareness of the VPL Foundation.

ITEMS FOR DISCUSSION

10. Strategic Plan Measurement and Evaluation

Carol Nelson, Director of Planning & Communication, noted that we are reaching the culmination of the new Strategic Plan and thanked everyone for their contributions. Staff is now working on the public facing document. She proposed setting up a workshop to develop a common understanding of performance measurement and evaluation and to assist the Board in identifying the reporting that will be needed from staff to meet the Board’s obligation to monitor the success of the VPL Strategic Plan. Trustees provided some comment and suggestions such as including evaluation of our processes as well as the impact of our work.

Moved by Abeer Yusuf and seconded by Harlan Pruden

THAT the Board receive the report for information.

CARRIED UNANIMOUSLY

11. Board Meeting Scheduling

The Chief Librarian noted that Board has identified that some members had challenges in attendance in 2019 and staff conducted a survey to look for alternative regular meeting dates. Board Chair Chan noted there was no regular day that all Trustees are available, therefore Board meetings will continue on the 4th Wednesday of the month. The schedule for committee meetings will be adjusted if needed based on the availability of members after this is set.

ADJOURN

Moved by Zahra Hussein and seconded by Rhonda Sherwood

There being no further business, the Chair declared the meeting adjourned at 7:05 p.m. and moved to in-camera as per Board Procedure Policy 7(o) (iii) Labour Relations or other employee relations, Board Procedure Policy 7(o)(iv) The security of the property of the Library, and Board Procedure Policy 7(o)(viii) The receipt of advice that is subject to solicitor-client privilege, including communications necessary for that purpose.

Signed by: Jennifer Chan, Chair and Christina de Castell, Secretary

Present:  Clr. Christine Boyle, Vancouver City Councillor; Jennifer Chan, Chair; Zahra Hussein; Rebecca Jules (Left at 7:50 p.m.); Kevin Lowe; Stuart Mackinnon, Park Board Commissioner; Raji Mangat, Vice Chair; Harlan Pruden; John Schaub; Rhonda Sherwood, Vice Chair; Abeer Yusuf

Absent:    Kurt Heinrich; Barbara Parrot, Vancouver School Board Trustee

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:    Nathan Kung, Manager, Facilities & Purchasing; Scott Fraser, Manager, Marketing & Communications

Guest:    Valerie Dixon, Legal Counsel, City of Vancouver Legal Department

Recording Secretary: Chrysalyn Tolentino, Executive Assistant

ADMINISTRATION

1.  Removal of Items from Consent Agenda

No agenda items were removed from the Consent Agenda.

2.  Approval of the Items for Consent

Moved by Stuart Mackinnon and seconded by Rhonda Sherwood

THAT the following Board reports be approved on consent:

WorkSafe BC Summary

THAT the Library Board receive the report for information.

CARRIED UNANIMOUSLY

3.  Approval of the Agenda

Moved by Raji Mangat and seconded by Kevin Lowe

THAT the Board approve the in camera meeting agenda as amended.

CARRIED UNANIMOUSLY

4.  Minutes

The draft minutes of the In Camera Meeting held November 27, 2019 were presented to the Board for approval.

Moved by Rebecca Jules and seconded by Raji Mangat

THAT the draft minutes of the In Camera Meeting held November 27, 2019 be approved as received.

CARRIED UNANIMOUSLY

ITEMS FOR DECISION

5.  March 21 Room Rental Request

Following receipt and discussion of legal advice from external legal counsel and the City of Vancouver Legal Department, Trustees considered a request for a meeting room rental for March 21, 2020. Trustees discussed a number of considerations, including:

• the findings of a room rental pre-screening and risk assessment conducted by staff as reported by the Chief Librarian (which included the conclusion that the room rental would likely not involve any breach of the BC Human Rights Code or Criminal Code);
• the letters, presentations and other feedback received by the Board from individuals and community groups in response to a January 2019 booking made by the same room rental applicant, and during the process of developing the new Public Meeting Rooms and Facilities Use Policy;
• the potential impact that the room rental may have on the Library’s ability to achieve its new Strategic Plan, including the goals of equity and inclusion, noting that the Library depends on partnerships with communities and organizations to advance the goals in its Strategic Plan, including groups who may oppose the room rental;
• the Library’s values of diversity, and respectful places and communication;
• the Strategic Plan goals of being a place for civic dialogue and the sharing of ideas and information, and the Library’s values of access for all and intellectual freedom;
• the potential impact of the room rental on the Library’s business and operations, taking into consideration information received regarding the impact of the January 2019 booking by this room rental applicant, including security costs, loss of partnerships and the consequences for the Library’s reputation;
• the content of the Public Meeting Rooms and Facilities Use Policy, including whether or not the room rental may “unreasonably disrupt library operations” and how such disruption has been interpreted. The Chief Librarian provided clarification that this has been interpreted as room rentals that may impact core Library services, or that may prevent access to Library spaces and collections by the public, such as when the Library would need to close for a rental.  Trustees inquired about how core services are defined for the Library, and the Chief Librarian observed that there are five core service areas that the Library reports on to the City of Vancouver: information services, technology, collections, programming and public space;
• the Library’s commitment to its Trans Inclusion Strategy, our respect for the trans community (including persons who are transgender, gender non-conforming, gender non-binary and Two Spirit), the desire to stand with and support the trans community, and the impact that the room rental may have on the Library’s ability to meet its commitments to marginalized groups, including the trans community;
• the potential impact of the room rental on members of staff and the Library’s working environment, noting a need to consider the well-being and safety of staff;
• the impact on staff time for the Library Directors and Chief Librarian, and other resources associated with the potential repeated use of Library spaces for controversial room rentals, and whether it may be prudent to consider a moratorium on public facing room rentals for a period of time to allow the Board to consider whether public facing room rentals are having too much impact on our core services, Library values, and our ability to act on the new Strategic Plan;
• that public space rental is a secondary purpose for Library spaces, and that Library-organized programming is the primary purpose for Library spaces;
• that room rentals are a cost recovery service and do not support other services through revenue beyond cost (i.e. rentals do not make a profit);
• the historical role of intellectual freedom in libraries for creating space for equity-seeking groups to discuss and demonstrate for recognition of rights, and the concern that denying the room rental may set a precedent for future compositions of the Board, or for other boards, to deny access to equity-seeking groups;
• the Chief Librarian’s recommendation that the room rental request be granted;
• the legal advice received from external legal counsel and the City of Vancouver Legal Department;
• the need for elected members of government to provide leadership on clarifying and advancing legal protections for marginalized groups, including the trans community, and with regard to the laws defining hate speech and preventing discrimination, recognizing that unelected volunteer boards may not be the appropriate entities for reshaping the law; and
• the role and responsibilities of volunteer Library trustees in the governance of a public institution that is publicly funded.

Moved by Stuart Mackinnon and seconded by Kevin Lowe

THAT the Board issue a moratorium on any new public facing rentals for a period of not more than one year which would include the March 21 event.

DEFEATED

Moved by John Schaub and seconded by Rhonda Sherwood

THAT the Library proceed with issuing the license agreement for the March 21 event based on the findings of the room rental pre-screening and risk assessment, and legal advice received from legal counsel; and

CARRIED

Clr. Boyle, Trustee Mackinnon and Trustee Lowe requested that their negative votes be recorded

THAT the Board communicate with various government entities, including the Prime Minister, Premier, Attorney General, Human Rights Commissioner, Members of the Legislative Assembly and Members of Parliament, seeking clarification on legal protections for marginalized communities, including the trans community.

CARRIED

The Chief Librarian noted that staff will bring a report to the February Community Relations, Planning & Development Committee on the next steps and strategies for the letter to government agencies and further options about changes to room rentals. Trustee Lowe asked for an update report on the action plan for inclusion of the trans community, scheduled to come to the Board in May 2020, and Trustee Pruden requested communications support for trustees related to the decision.

ADJOURN

Moved by Stuart Mackinnon

There being no further business, the Chair declared the in camera meeting adjourned at 10:45 p.m.

Signe by: Jennifer Chan, Chair and Christina de Castell, Secretary