Board Meeting October 2020

CHAIR TO CALL MEETING TO ORDER

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 September 23, 2020: Download

REQUEST FOR INFORMATION

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

ITEMS FOR DECISION

a)  2020-2023 VPL Strategic Plan Update: Download

DIRECT TO BOARD

a)  Monthly Statistics: Download

CRPD COMMITTEE

b)  Draft Minutes - October CRPD Committee Regular Meeting: Download
c)  Supports for Children, Teens, Caregivers & Educators during the COVID-19 Pandemic: Download
d)  Restart Update (Please refer to the draft October CRPD Committee Meeting Minutes)

SFHR COMMITTEE

e)  Draft Minutes - October SFHR Committee Regular Meeting: Download
f)  Q3 Financial Operating Results: Download

CORRESPONDENCE

g)  Oct 7/20 – Letter from VSB Chair J. Fraser to VPL Board Chair J. Chan re: Thank you for summer programs: 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; 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; Kurt Heinrich

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, Assoc. Director, Neighbourhood & Youth Services; Erin Watkins, Manager, Programming & Learning

Guests:  Monika Brar, Co-Chair, Friends of VPL; Tristan Klassen, Director of Development, VPL Foundation; Kari Scott-Whyte, President, CUPE Local 391

Recording Secretary: Chrysalyn Tolentino, Executive Assistant

INTRODUCTORY REMARKS

Board Chair Chan acknowledged that our work takes place on the unceded homelands of the Musqueam, Squamish and Tsleil-Waututh Nations and noted the Board’s commitment to Truth and Reconciliation. She congratulated Trustees Pruden and Sherwood for being elected to the BC Library Trustees Association (BCLTA) Board and shared that five Trustees attended the BCLTA Annual General Meeting. Board Chair Chan thanked the Vancouver School Board for their letter dated October 7, 2020 acknowledging VPL for its services supporting students and keeping them engaged and supported over the summer. She noted that the Library Board Trustee application process is now up on the City and VPL websites and asked Trustees to consider reaching out to their contacts to encourage applications, and that the deadline for application is November 1st.

ADMINISTRATION

1. Consent Agenda - Removal of Items and Approval

Moved by Raji Mangat and seconded by Rhonda Sherwood

THAT the Board approve the consent agenda as received.

CARRIED UNANIMOUSLY

2. Approval of the Agenda

Moved by Rhonda Sherwood and seconded by Zahra Hussein

THAT the Board approve the regular meeting agenda as received.

CARRIED UNANIMOUSLY

3.  Minutes

The draft minutes of the Regular Meeting held September 23, 2020 were presented to the Board for approval.

Moved by Harlan Pruden and seconded by Raji Mangat

THAT the draft minutes of the Regular Meeting held September 23, 2020 be approved as received.

CARRIED UNANIMOUSLY

REQUEST FOR INFORMATION

CUPE Local 391

Kari Scott-Whyte, President of CUPE 391, shared that they will be hosting a meeting next week with the CUPE BC Treasurer to discuss proposed changes to the Municipal Pension Plan which could potentially impact members. CUPE 391 executive members are all back to work in their respective units and they continue to assist members with ongoing challenges. Kari, together with Wendy Fletcher and Tanya Ferry, attended a CUPE meeting where they discussed how members were affected by the pandemic as well as discussed priorities, especially violence in the workplace and funding. Kari was happy to see regular part time and auxiliary members recalled and assigned shifts, and recognized that challenges continue with the staffing model that existed pre-COVID. She noted that mental health and advocating for support for members remains a priority. Vice Chair Sherwood and Board Chair Chan expressed appreciation for the Union’s work and thanked Kari for bringing staff information and concerns to the Board.

Friends of VPL

Monika Brar, Co-Chair of the Friends of VPL, reported that the Friends are working on their strategic plan and are planning to share their goals with the VPL Board.  They are also planning for a fall fundraising event, and noted that they will not hold a book sale this year due to the pandemic. They have identified that the lease of the Book’mark Store needs to be renewed; they are coordinating with the Chief Librarian to enable communication with VPL staff; and they recently appointed a new treasurer. Monika and Darius Maze are looking forward to supporting VPL and advocating for the fine free proposal at the December City Council meeting.

VPL Foundation

Tristan Klassen, VPL Foundation’s Director of Development reported that the Foundation is starting to shift their focus to community level fundraising for their general fund which will enable them to respond quickly to the library’s needs. They are also preparing for their annual winter appeal and recently held a virtual stewardship event featuring local authors which was well received by attendees.

InterLINK

Trustee Harlan Pruden shared information about a session he co-facilitated for the InterLINK Board around reconciliation that he and a colleague adapted from the BC Center for Disease Control’s curriculum. The InterLINK Board members from 16 member libraries participated in a three-hour workshop that encouraged interpersonal reflections and meaningful conversations around Reconciliation. Harlan thanked Chief Librarian de Castell and the Information Services staff for providing historical background documents.

Trustee Round Table

Board Chair Jennifer Chan attended the BCLTA AGM, participated on a panel providing information to prospective trustees, and spoke with a prospective trustee to answer questions regarding their application.

ITEM FOR DECISION

4.  2020-2023 Strategic Plan Update

Board Chair Jennifer Chan thanked Policy & Planning staff for the wonderful update of the environmental scan and reassessment of the Strategic Plan goals in light of the significant changes that have taken place due to the COVID-19 pandemic.  Vice Chair Sherwood also thanked staff for their phenomenal work in capturing what many industries have been going through.

Moved by Kevin Lowe and seconded by Raji Mangat

THAT the Library Board approve revision to one Strategic Plan goal in the VPL 2020 to 2023 Strategic Plan.  

CARRIED UNANIMOUSLY

ITEM FOR INFORMATION

5. Mask Update

Chief Librarian de Castell shared that Council passed a motion last week strongly encouraging mask use in public facilities. The provincial health authority then announced on October 27 the new expectation that masks are to be worn in all indoor public spaces and the direction for organizations to review work site safety plans. VPL will update public messaging and inform staff of the new expectation for masks in public spaces and areas where 2 meter distancing is not possible e.g. hallways, stairs, and elevators.

ADJOURN

Moved by Harlan Pruden and Raji Mangat

There being no further business, the Chair declared the meeting adjourned at 7:25p.m.

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