Board Meeting July 2021

CHAIR TO CALL MEETING TO ORDER

INTRODUCTION

a)  2021 Writer-in-Residence: Lindsay Wong

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 23, 2021: Download

REQUEST FOR INFORMATION

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

ITEMS FOR CONSENT

DIRECT TO BOARD

a)  Patron Usage Statistics Report: Download

CRPD COMMITTEE

b)  Draft Minutes - July CRPD Committee Regular Meeting: Download
c)  Fine Forgiveness Event (Refer to the draft July CRPD Committee Meeting Minutes)
d)  Naming Policy & Donor Recognition (Refer to the draft July CRPD Committee Meeting Minutes)

SFHR COMMITTEE

e)  Draft Minutes – July SFHR Committee Regular Meeting: Download
f)  Q2 2021 Financials: Download

REMOVED FROM IN CAMERA MINUTES

g)  2022 Operating Budget Scenarios & New Investment Requests – June 23, 2021: 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;

Section 7(o)(x)  Discussions respecting the development of a policy or 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 or the City of Vancouver 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

THAT the Library Board will go into meeting 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;
Section 7(o)(x)  Discussions respecting the development of a policy or 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 or the City of Vancouver if they were held in public;

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 In Camera meeting held June 23, 2021
d)  Minutes – Receive/approve draft minutes of Board Special In Camera Meeting held July 21, 2021

ITEMS FOR CONSENT

CRPD COMMITTEE

a)  Draft Minutes - July CRPD Committee In Camera Meeting
b)  Fine Free Next Steps
c)  Trustee Roles

SFHR COMMITTEE

d)  Draft Minutes - July SFHR Committee In Camera Meeting
e)  Security Incident Report
f)  Chief Librarian & CEO Potential Board Appointment

DISCUSSION OF ITEMS PULLED FROM CONSENT

ADJOURN

Present: Jennifer Chan, Chair; Clr. Pete Fry, Vancouver City Councillor; Kurt Heinrich; Zahra Hussein; Kevin Lowe, Vice Chair; Raji Mangat, Vice Chair; Rhonda Sherwood; Karen Spears

Absent: Rebecca Jules; Stuart Mackinnon, Vancouver Park Board Commissioner; Barbara Parrott, Vancouver School Board Trustee; Harlan Pruden; Abeer Yusuf

Management Present: Christina de Castell, Chief Librarian & CEO; Maryn Ashdown, Acting Director, Neighbourhood & Youth Services; Kay Cahill, Director, Collections & Technology; Julia Morrison, Director, Corporate Services & Facilities; Carol Nelson, Director, Planning & Communications

Staff: Stephanie Kripps, Acting Manager, Neighbourhood Services; Patricia Chong, Manager, Policy & Planning; Jon Downey, Manager, Security Services; Jennifer Lee, Manager, Circulation Services; Erin Watkins, Manager, Programming & Learning

Guests: Kari Scott-Whyte, President, CUPE Local 391; Jenny Marsh, Executive Director, VPL Foundation; Darius Maze, Co-Chair, Friends of VPL; Lindsay Wong, 2021 VPL Writer-in-Residence

Recording Secretary: Chrysalyn Tolentino, Executive Assistant

INTRODUCTORY REMARKS

Vice Chair Kevin Lowe acknowledged that we are privileged to be on the unceded and territorial homelands of the Musqueam, Squamish and Tsleil-Waututh Nations. He acknowledged that he had been reflecting on his role as a settler on these lands and thinking about Truth and Reconciliation in light of the recent discoveries of unmarked graves in residential schools, recognizing that Indigenous people have been telling us about this genocide for many years, and observing the current systems of oppression. He is humbled by this and admires the resiliency of the Indigenous peoples and the power and strength of their communities. We are fortunate to listen to Indigenous voices and to celebrate the vibrancy of Indigenous culture and voices. Board Chair Chan echoed Vice Chair Lowe’s references to Truth and Reconciliation and observed that this a good reminder that there is still more work that needs to be done and that libraries play a role in Truth and Reconciliation.

INTRODUCTION

1. Writer-in-Residence, Lindsay Wong

Erin Watkins, Manager of Programming & Learning, introduced Lindsay Wong as the first 2021 Writer-in-Residence. Ms. Wong is the author of the #1 bestselling debut memoir The Woo-Woo: How I Survived Ice Hockey, Drug Raids, Demons, and My Crazy Chinese Family, which won the 2019 Hubert Evans Nonfiction Prize and was named one of the Best Books of 2018 by Newsweek, CBC Books, the Globe and Mail, and the Quill and Quire. The Woo-Woo has also been optioned for TV by NBC/Escape Artists. Ms. Wong’s residency will finish in August. Ms. Wong thanked the Board, the Friends of VPL, and staff for this incredible opportunity and shared that she has had a fantastic time working with aspiring writers from Vancouver and more broadly, enabled by the virtual nature of sessions, and completing the writing of her short story collection. She highlighted her upcoming events and read an excerpt from her short story collection. Trustee Hussein thanked Ms. Wong and asked her to share a writing tip for people who have not written before. Board Chair Chan thanked Ms. Wong for her delightful reading and noted that she attended the June 2 inaugural event, which had an inspiring representation of Asian Canadian authors. She commented about positive feedback and that she appreciated that Ms. Wong even stayed extra hours after the event just to answer questions from attendees. Board Chair Chan also thanked the Friends of VPL for their generous support in funding the VPL Writers-in-Residence program.

ADMINISTRATION

2. Consent Agenda - Removal of Items and Approval

Trustees agreed to pull the patron usage statistics report from the consent agenda.

Moved by Raji Mangat and seconded by Zahra Hussein

THAT the following Board reports be approved on consent:

• Draft Minutes - July CRPD Committee Regular Meeting
  THAT the Library Board receive the draft minutes for information.
• Draft Minutes – July SFHR Committee Regular Meeting
  THAT the Library Board receive the draft minutes for information.
• Q2 2021 Financial Report
  THAT the Library Board receive the report for information.
• 2022 Operating Budget Scenarios & New Investment Requests
  THAT the Library Board receive the minutes for information.

CARRIED UNANIMOUSLY

3. Approval of the Agenda

Moved by Rhonda Sherwood and seconded by Raji Mangat

THAT the Board approve the regular meeting agenda as received.

CARRIED UNANIMOUSLY

4. Minutes

The draft minutes of the Regular Meeting held June 23, 2021 were presented to the Board for approval.

Moved by Kevin Lowe and seconded by Zahra Hussein

THAT the draft minutes of the Regular Meeting held June 23, 2021 be approved as received.

CARRIED UNANIMOUSLY

REQUEST FOR INFORMATION

CUPE Local 391

Kari Scott-Whyte, President of CUPE 391, shared that public-facing members are adapting to the new situation since the removal of the mandatory mask mandate, and shared that South Hill Branch was able to open as a cooling centre on July 1 due to members’ response to patron needs. Kari shared the Union’s concerns around increasing reports of the COVID-19 Delta variant and appreciates management’s cautious approach and their messaging to staff on the continual assessment of restart steps. The Union is helping preparing budget submissions to the Provincial Government through CUPE BC and expecting to see a ramped up campaign for $10 per day childcare. They wholeheartedly support this initiative as it will directly benefit their members as well as patrons. They held a by-election on July 15 and members re-elected Johnathan Dyer as Vice President. Members also ratified the new Collective Agreement and all parties are pleased to have arrived at the conclusion of the process and new provisions that provide important building blocks in the areas of equity and security. The Union will hold a member update meeting on August 18 and a general meeting on September 15 and Kari invited Board members to attend. Board Chair Chan thanked Kari and thanked the Union for their advocacy work on behalf of the library and for their continued support. She also thanked the bargaining team for ratifying the Collective Agreement and noted that the Board is delighted that we are continuing with an uninterrupted relationship.

Friends of VPL

Darius Maze, Co-Chair of the Friends of VPL, reported that they are onboarding new board members and continuing their transition to a governance board. The online Book’mark Store is up and is continuing to grow and being used by patrons. The Friends will launch a donation campaign next week “Take a Book Outside!”. He thanked VPL for providing the Friends a new space to sort their books and is looking forward to the next book sale.

VPL Foundation

Jenny Marsh, Executive Director of the VPL Foundation, shared that staff have been busy updating the VPL Foundation policies and the VPL Foundation Board will conduct strategic planning in the fall. The Foundation is planning four campaigns in the fall/winter including another cardholder campaign, regular solicitation and a print direct mail campaign. They intend to begin launching a small fundraising campaign for major gifts, which will be small dinners with a curated guest list. Vice Chair Lowe inquired about the implications of the gala not happening.

Trustee Roundtable

Board Chair Chan met with Mayor Kennedy Stewart to discuss Library activities and initiatives, and received a gift of books from the Consulate General of India.

ITEM PULLED OUT OF CONSENT

5. Patrons Usage Statistics Report

Vice Chair Lowe noted that in person visits are still significantly low and sought clarification on the trajectory anticipated in the next few months as more patrons are now allowed in spaces. Chief Librarian & CEO de Castell responded that staff expect the lifting of occupancy restrictions on July 1st means staff can restore seating and computers to normal levels. She noted that the media announcements about libraries being open during the heat wave brought many people back, and commented on the value of libraries as cooling spaces. She noted that staff anticipate an increase in visits in the July and August statistics, and this will increase again when in-person programming indoors starts again in Q4. Board Chair Chan asked about the impact of $500,000 vacancy savings in the 2021 budget. Chief Librarian & CEO de Castell noted the long term consequences VPL is experiencing as a result of layoffs and that it will take a long time to recover from this impact, which means VPL is not yet able to maintain full hours. She noted that the significant difference from 2019 hours, with 2021 still 8% lower, is due to the prolonged closure of Oakridge Branch, which is a normally a large branch with long hours. We are pleased to have a new mini location that will open this year, and this will help increase the total hours offered. We are also piloting a new staffing approach of guaranteeing 20 hour for floating positions in each neighbourhood. This is intended to reduce precarity of work for staff, and allow branches to better manage short term absences.

Moved by Kevin Lowe and seconded by Raji Mangat

THAT the Board receive the report for information.

CARRIED UNANIMOUSLY

ADJOURN

There being no further business, the Chair declared the meeting adjourned at 7:00 p.m.

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