Board Meeting July 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 June 24, 2020: Download

REQUEST FOR INFORMATION

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

ITEMS FOR DECISION

a)  Board Policy Review: Download

ITEM FOR INFORMATION

a)  Update on Brand Refresh (Verbal)

ITEMS FOR CONSENT

DIRECT TO BOARD

a)  Monthly Statistics: Download
b)  Correspondence: Select Standing Committee on Finance and Government Services re: 2021 BC Government Budget Priorities: Download
c)  Correspondence: Ministry of Education re: 2020 Public Library Operating Grant and One-Time Digital Initiatives Grant: Download
d)  Correspondence: VPL Board Chair re: Letter to Library Staff: Download

CRPD COMMITTEE

e)  Draft Minutes - July CRPD Committee Regular Meeting: Download
f)  Policy Management Framework: Download
g)  Reopening Update (Please refer to the draft July CRPD Regular Meeting Minutes)
h)  Capital Projects Update (Please refer to the draft July CRPD Regular Meeting Minutes)

SFHR COMMITTEE

i)  Draft Minutes - July SFHR Committee Regular Meeting: Download
j)  Q2 2020 Financials: Download
k)  Reopening Update (Please refer to the draft July SFHR Regular Meeting Minutes)

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; 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; Stuart Mackinnon,Vancouver Park Board Commissioner

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

Staff: Nikta Bayanpou, Manager, Finance & Accounting

Guests:  Kari Scott-Whyte, President, CUPE Local 391; Julian Key, Recording Secretary, CUPE Local 391; Jenny Marsh, Executive Director, VPL Foundation; Darius Maze, President, Friends of VPL

Recording Secretary:  Chrysalyn Tolentino, Executive Assistant

Board Chair Chan acknowledged that our work takes place on the unceded homelands of the Musqueam, Squamish and Tsleil-Waututh Nations, and noted her appreciation for all the work done by staff in reopening five locations and expanding takeout services in branches. She thanked the Friends of VPL for reopening Book’mark and for their continued support of VPL. She thanked staff for supporting anti-racism efforts through book recommendations, noted the popularity of the recommendations, and commented on the impact she has seen in changing individual reading habits, showing that VPL recommendations and resources can play an important role in expanding people’s minds and supporting equity. Board Chair Chan also commended the VPL Foundation’s campaign to support the need for more eBooks and recommended that Trustees visit the VPL Foundation website to read the great stories there on the work of the Library.

ADMINISTRATION

1. Consent Agenda - Removal of Items and Approval

Trustees agreed to pull out the Monthly Statistics report.

Moved by John Schaub and seconded by Rhonda Sherwood

THAT the Board approve the regular meeting agenda as amended.

CARRIED UNANIMOUSLY

2. Approval of the Agenda

Moved by Abeer Yusuf and seconded by Zahra Hussein

THAT the Board approve the regular meeting agenda as amended.

CARRIED UNANIMOUSLY

3. Minutes

The draft minutes of the Regular Meeting held June 24, 2020 were presented to the Board for approval.

Moved by Rhonda Sherwood and seconded by Kurt Heinrich

THAT the draft minutes of the Regular Meeting held June 24, 2020 be approved as received.

CARRIED UNANIMOUSLY

REQUEST FOR INFORMATION

CUPE Local 391

Kari Scott-Whyte, President of CUPE 391, noted that it is great to be welcoming back patrons in our spaces and seeing staff delivering services, as well as how everyone is participating in adjusting to new ways of working. She thanked Board Chair Chan for her letter to staff and shared that staff appreciated her words. Kari noted that bargaining has started and the Union has exchanged proposals with the employer and is looking forward to negotiations. She added that the Union and Employer have reached a resolution related to sick leave that she has previously referred to. Kari attended a City Council meeting on the 2021 operating budget outlook, and spoke about the need for stable funding for libraries and public organizations. She noted that the BetterLibraries.ca campaign to increase municipal and provincial funding is underway and has increased CUPE 391’s profile.

Friends of VPL

Darius Maze, President of the Friends of VPL, shared that the Friends held their Annual General Meeting and that half of their Board is now new members, so they are undergoing orientation. Their focus right now is increasing the professionalization of their organization to increase capacity and increase giving back to VPL. Book’mark is now open and staff and volunteers are glad to see people back in the store.

VPL Foundation

Jenny Marsh, Executive Director of the VPL Foundation, reported that they will be launching a new website, and that the VPL Foundation’s campaign to expand the VPL digital library has so far raised $80,000. They are now planning to expand their campaign to the broader community due to the positive response. Trustee Lowe asked Jenny about plans for a gala, and Jenny responded that they will not be holding a gala this year, and the focus for the year is community engagement.

ITEM FOR DECISION

4. Board Policy Review

Trustee Heinrich noted that this report was reviewed and discussed at both the Community Relations, Planning & Development and the Services, Finance & Human Relations Committees, and record of this is provided in the minutes. The CPRD Committee recommended that the Board approve two motions.

Moved by Kurt Heinrich and seconded by Harlan Pruden

THAT the Board direct staff to develop a policy around diversity hiring, promotion, and mentorship with a view to increasing representation among VPL staff of Indigenous and other People of Colour.

CARRIED UNANIMOUSLY

Moved by Rhonda Sherwood and seconded by Abeer Yusuf

THAT the Board receive the report for information.

CARRIED UNANIMOUSLY

ITEM FOR INFORMATION

5.  Update on Brand Refresh

Carol Nelson, Director of Planning & Communication, noted that we are actively using the new graphic and language standards and will now begin using the refreshed logo on digital channels such as on the new homepage and social media, as planned. She added that physical materials will be gradually updated as they are replaced, such as new library cards once the existing library card inventory is used, anticipated in the fall. Trustee Yusuf noted she appreciated the great signage during her visit and asked about plans for a formal launch. Carol noted that this is a refresh, and as such is being gradually phased in.

NEW BUSINESS

6.  Council Briefing

Chief Librarian Christina de Castell provided a verbal update on the City Council Q3 briefing on restart plans. She noted that Councilors asked questions about the level of funding required to re-open all libraries and the process, and about the public’s use of re-started services, as well as about the supports the library provides related to social services. Christina noted that the Library has conditional approval for phase 3 reopening and commented that more information about federal funding is expected soon.

7.  Monthly Statistics

Board Chair Chan noted that the new presentation of the statistics will be a great advocacy tool for the Library and asked how it is presented on the website. Staff will identify more ways to share the information. Trustee Sherwood asked if we will continue with the very successful digital programming, and Chief Librarian Christina de Castell noted that we will continue it during the health restrictions, and will be monitoring use going forward and planning how to bring more digital programs into our mix, as it clearly fills a need for people who cannot attend physical locations. Trustee Yusuf commended library staff on the program offering the eBook “Me and White Supremacy” and Christina acknowledged Leigh Anne Palmer, Manager of Digital Services, for her work creating this program. Director Kay Cahill shared that patrons borrowed this eBook 2,500 times during the promotion. Trustee Pruden observed the high attendance at the Gathering of Storytellers event, and the participation from across the country, and asked if the increase in online program attendance and use at VPL has been seen at other BC libraries, and Christina noted that this varies depending on the level of new digital services that each library system offered, but that at large urban systems, many noted similar increases.

ADJOURN

There being no further business, the Chair declared the meeting adjourned at 6:20 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