Board Meeting June 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 May 27, 2020: Download

REQUEST FOR INFORMATION

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

ITEM FOR DECISION

a)  Annual Report Format: Download

ITEMS FOR CONSENT

DIRECT TO BOARD            

a)  Monthly Statistics: Download

GOVERNANCE COMMITTEE    

b)  Draft Minutes – June Governance Committee meeting: Download
c)  Policy Management Framework: Download

CRPD COMMITTEE
 
d)  Draft Minutes - June CRPD Committee regular meeting: Download
e)  VPL Reopening Public Survey Results: Download
f)  Restart Update Phase 2: Download
g)  2019 Annual Statistics: Download
h)  Holds (please refer to the draft CRPD Committee meeting minutes)

SFHR COMMITTEE

i)    Draft Minutes - June SFHR Committee regular meeting: Download
j)    Recovery Planning Staff Survey: Download

DISCUSSION OF ITEMS PULLED FROM CONSENT

NEW BUSINESS

ADJOURN

Present:  Jennifer Chan, Chair; Kurt Heinrich; Zahra Hussein; Rebecca Jules; Kevin Lowe; Raji Mangat, Vice Chair; Harlan Pruden; John Schaub; Rhonda Sherwood, Vice Chair; Abeer Yusuf (joined at 5:30 pm)

Absent:  Clr. Christine Boyle, Vancouver City Councillor; Stuart Mackinnon, Vancouver Park Board Commissioner; Barbara Parrott, 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:  Maryn Ashdown, Manager, Children & Teen Services

Guests:  Kari Scott-Whyte, President, CUPE Local 391; Julian Key, Recording Secretary, CUPE Local 391; Tristan Klassen, Philanthropy Manager, 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 that she is grateful that VPL organized the highly successful Gathering of Storytellers on June 18 in celebration of the National Indigenous History Month, with more than 500 participants. She thanked Trustees for accommodating an earlier start time so that the Chief Librarian could attend the BC Library Association Annual General Meeting, and thanked Committee chairs for running very efficient meetings this month.

ADMINISTRATION

1.  Consent Agenda - Removal of Items and Approval

There were no agenda items removed from consent.

Moved by Zahra Hussein and seconded by Harlan Pruden

THAT the Board approve the regular meeting agenda as received.

CARRIED UNANIMOUSLY

2.  Approval of the Agenda

Moved by Raji Mangat and seconded by Rhonda Sherwood

THAT the Board approve the regular meeting agenda as received.

CARRIED UNANIMOUSLY

3.  Minutes

The draft minutes of the Regular Meeting held May 27, 2020 were presented to the Board for approval.

Moved by Raji Mangat and seconded by Rebecca Jules

THAT the draft minutes of the Regular Meeting held May 27, 2020 be approved as amended.

CARRIED UNANIMOUSLY

REQUEST FOR INFORMATION

CUPE Local 391

Kari Scott-Whyte, President of CUPE 391, reported that the Union held a successful Annual General Meeting via Zoom. They held an electronic election and elected two new executive members, and said farewell to departing executive. Kari spoke about the recovery plan and was pleased that a substantial number of members are being recalled to work. They are working with the employer on the interpretation of the LOU with respect to seniority and challenges that arise along the way. She noted that the increased level of communication and responsiveness is working well to serve the needs of the membership. Kari recognized the co-chair and member representatives of the OH&S Committee for their incredible work. Kari spoke also about the launch of the CUPE BC campaign “BetterLibraries.ca”, a letter writing campaign directed to City Council and funding bodies to reopen and increase funding to BC libraries. The Union has also engaged in public discourse and released statements on systemic discrimination and re-prioritization of budget for marginalized communities, Black people and People of Colour. Board Chair Chan thanked Kari for advocating for the library.

Friends of VPL

Darius Maze, new President of the Friends of VPL, reported that the Friends held their Annual General Meeting on June 20th. The members elected brand new directors that will champion the work and help raise funds for VPL. He noted that the 2020 VPL grant requests have all been approved. Darius had an opportunity to attend a conference on anti-racism organized by the Vancouver Foundation and thanked Trustee Yusuf for her role in organizing this event.

VPL Foundation

Tristan Klassen, Manager of Philanthropy, reported that the VPL Foundation is excited to launch two initiatives this summer: a direct mail campaign and a video which will be sent to donors asking them to help expand digital collections. Tristan added that all VPL Foundation staff attended the online International Fundraising for Libraries conference where he and Jenny Marsh co-presented.

ITEM FOR DECISION

4.  Annual Report Format

CRPD Committee Chair Heinrich noted that the Committee discussed a simplified format for the 2019 VPL annual report and recommend that the Board approve using a simple letter format with links to the Annual Statistics, At a Glance and financial statements. The Annual Report will also include remarks from John Schaub, 2019 Board Chair. Board Chair Chan sought an update on conversation with the VPL Foundation and Carol Nelson responded that the list of donors will be included in the Annual Report. Vice Chair Sherwood suggested that statistics be posted on the VPL website on a quarterly basis, and Trustee Hussein asked if additional resources would be needed. Carol responded that this is fairly simple to compile. Trustee Yusuf asked if the statistics featured in the Georgia Straight article are public, and the Chief Librarian responded that the statistics were part of a public Board report.

Moved by John Schaub and seconded by Zahra Hussein

THAT the Board approve publishing the 2019 VPL annual report in a ‘letter format’, including an acknowledgement of donations received in 2019.

CARRIED UNANIMOUSLY

ADJOURN

Moved by Rhonda Sherwood and seconded by Kurt Heinrich

There being no further business, the Chair declared the meeting adjourned at 5:47 p.m.

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