Board Meeting June 2021

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 April 28, 2021: Download

REQUEST FOR INFORMATION

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

PRESENTATION

a)  Facilities Master Plan

ITEM FOR DISCUSSION

a)  Capital Planning (Verbal)

ITEM FOR INFORMATION

a)  COVID Update (Verbal)

ITEMS FOR CONSENT

DIRECT TO BOARD

a) Patron Usage Statistics Report: Download

CRPD COMMITTEE

b)  Draft Minutes – June CRPD Committee Regular Meeting: Download
c)  Facilities Redevelopment Overview: Download

CORRESPONDENCE

d)  June 2/21 – Letter from VPL Board Chair Chan to Darius Maze, Co-Chair, Friends of VPL re: Friends Donation: Download
e)  June 11/21 – Letter from M. Martin, Public Libraries Branch re: 2021 Public Library Grants Award: Download
f)   June 15/21 – Letter from VPL Board Chair Chan to Public Libraries Branch re: 2021 Public Library Grants: 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 and other employee relations.

Section 7(o)(v)    Property matters where a divulgence of the discussion would likely result in prejudice to 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.

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 and other employee relations.

Section 7(o)(v)    Property matters where a divulgence of the discussion would likely result in prejudice to 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 April 28, 2021

ITEMS FOR DECISION

a)  2022 Operating Budget Scenarios & New Investment Requests

ITEMS FOR INFORMATION

a)  Branch Relocations (Verbal)

ITEMS FOR CONSENT

CRPD COMMITTEE

a)  Draft Minutes - June CRPD Committee In Camera Meeting

SFHR COMMITTEE

b)  Draft Minutes - June SFHR Committee In Camera Meeting

DISCUSSION OF ITEMS PULLED FROM CONSENT

NEW BUSINESS

Present:  Jennifer Chan, Chair; Kurt Heinrich; Zahra Hussein; Kevin Lowe, Vice Chair; Stuart Mackinnon, Vancouver Park Board Commissioner; Raji Mangat, Vice Chair; Harlan Pruden; Rhonda Sherwood; Karen Spears

Absent:  Clr. Pete Fry, Vancouver City Councillor; Rebecca Jules; Barbara Parrott, Vancouver School Board Trustee; Abeer Yusuf

Management Present: Christina de Castell, Chief Librarian & CEO; 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:  Janet Horne, Manager, Library Systems; Maryn Ashdown, Assoc. Director, Neighbourhood & Youth Services; Patricia Chong, Manager, Policy & Planning; Sophie Middleton, Manager, Neighbourhood Services

Guests: Kari Scott-Whyte, President, CUPE Local 391; Jenny Marsh, Executive Director, VPL Foundation; Darius Maze, Co-Chair, Friends of VPL; Lisa Culbert, Co-Chair, Friends of VPL; Michelle Schouls, Assoc. Director, Facilities Planning, CoV

Recording Secretary: Chrysalyn Tolentino, Executive Assistant

INTRODUCTORY REMARKS

Trustee Harlan Pruden acknowledged that our work takes place on the unceded, ancestral and traditional territories of the Musqueam, Squamish and Tsleil-Waututh Nations. Trustee Pruden shared his approach to connecting with the Nations when he arrived in Vancouver, and noted that being guest is carrying oneself as an ambassador for your people, carrying oneself in an honourable way, maintaining relationships and calls to love. Trustee Pruden also acknowledged that June is National Indigenous History Month.

ADMINISTRATION

1.  Consent Agenda - Removal of Items and Approval

Trustees agreed to pull out the Patron Usage Statistics report – May 2021 from the consent agenda.

Moved by Zahra Hussein and seconded by Raji Mangat

THAT the following Board reports be approved on consent:

• Draft Minutes -- June CRPD Committee Regular Meeting

THAT the Library Board receive the draft minutes for information.

• Facilities Redevelopment Overview

THAT the Library Board receive the report for information.

• Letter from VPL Board Chair Chan to Darius Maze, Co-Chair, Friends of VPL re: Friends Donation

THAT the Library Board receive the correspondence for information.

• Letter from M. Martin, Public Libraries Branch re: 2021 Public Library Grants Award

THAT the Library Board receive the correspondence for information.

• Letter from VPL Board Chair Chan to Public Libraries Branch re: 2021 Public Library Grants

THAT the Library Board receive the correspondence for information.

CARRIED UNANIMOUSLY

2. Approval of the Agenda

Moved by Harlan Pruden and seconded by Raji Mangat

THAT the Board approve the regular meeting agenda as amended.

CARRIED UNANIMOUSLY

3. Minutes

The draft minutes of the Regular Meeting held April 28, 2021 were presented to the Board for approval.

Moved by Karen Spears and seconded by Rhonda Sherwood

THAT the draft minutes of the Regular Meeting held April 28, 2021 be approved as received.

CARRIED UNANIMOUSLY

REQUEST FOR INFORMATION

CUPE Local 391

Kari Scott-Whyte, President of CUPE 391, reported that members continue to adapt to changing COVID-related guidelines. She noted that the Union is in support of the pilot floating PPT staffing initiative that trials moving away from an auxiliary approach as it could reduce precarity. The Union is pleased with the settlement of the 2018 status-based grievance. Both sides of the Bargaining committee are working very hard and have had productive meetings; reaching agreement remains a priority. The Executive Committee welcomed two new members-at-large and a by-election will be held in July to fill other vacant positions. A full CUPE 391 delegation attended the CUPE BC Convention where Kari was elected to the position of Regional Vice-President Metro area. She was also elected to the CUPE Metro Alliance as Member-at-Large.

Friends of VPL

Darius Maze, Chair of Friends, introduced Lisa Culbert as the new Co-Chair replacing Monika Brar. Darius reported that the Friends launched their online store and thanked their operational manager for making this possible. The Friends are planning for their first book sale in early 2022 and looking forward to raising more donations and support for VPL.  Lisa Culbert noted that she is excited to step into the role of Co-Chair and shared that it is great to see the transition of the Friends board into a governance board. Board Chair Chan shared that she recently renewed her membership and suggested other Board Trustees also renew their membership to the Friends. She also thanked the Friends for the $45,000 donation to VPL.

VPL Foundation

Jenny Marsh, Executive Director, VPL Foundation, reported that the Foundation board approved the 2022 budget and the Library Board’s funding priorities, which included expanding the Central Children’s Library renovation and supporting the fine free campaign. They also approved their operating plan, and the shift of their fiscal year to a calendar year effective January 2022. The VPL Foundation is beginning to plan fundraising events for the fall. Board Chair Chan shared she was pleased that the Foundation expanded the funding for the Children’s Library renovation. Trustee Pruden asked if the VPL Cardholder Campaign will continue and if there is a national library appreciation day. Chief Librarian & CEO de Castell reported that staff supports it being annual based on the experience. Jenny noted that Library Giving Day is held in April, and National Library Month is in October.

Trustee Roundtable

Board Chair Jennifer Chan attended a BCLTA Discussion Group on Reconciliation on May 22, attended the Friends VPL Board meeting, provided opening remarks at the Lindsay Wong Writer-in-Residence event this month, and communicated with Mayor Kennedy Stewart about the Fine Forgiveness Event.

PRESENTATION

4. Facilities Master Plan

Patricia Chong, Manager, Policy & Planning and Sophie Middleton, Manager, Neighbourhood Services, presented information about the Facilities Master Plan, assessments of branches, and population growth estimates to support discussion about capital planning for library branches.

ITEM FOR DISCUSSION

5.  Capital Planning

Chief Librarian & CEO de Castell sought feedback from Trustees about prioritization of branches for the 10 year Capital Outlook. Park Board Commissioner Mackinnon noted currently under-served locations: Jericho Lands, Senakw, and East Fraser Lands and that these developments offer excellent opportunities to partner with Vancouver Park Board in developing new library locations. Trustee Sherwood noted that Collingwood is a small branch but very busy and essential to the neighbourhood. She sought background information on the Carnegie Branch, which Chief Librarian & CEO de Castell provided. Trustee Hussein noted that the Beach District is also an under-served neighbourhood and could benefit from an alternate service delivery, particularly for those with limited mobility. Trustees Spears and Heinrich commented on the population projections for the Cambie Corridor and Mt. Pleasant and inquired how this affects library planning. Chief Librarian & CEO de Castell noted that the Library is planning for Oakridge as a regional hub outside of downtown, and it has been sized with the knowledge of population projections. She noted that the future Marpole location will also help support the Cambie Corridor neighbourhood. Mt. Pleasant is a generously sized branch relative to other existing branches and will be able to support the growth along Broadway when considered in conjunction with potential redevelopment along the corridor, such as at Firehall.  

Trustee Pruden asked about community engagement and Chief Librarian & CEO de Castell responded that engagement for City-wide planning happens through neighbourhood plans and Master Plans undertaken by the City (such as Britannia and the West End), and the Vancouver Plan is currently engaging with the community around amenity needs for neighbourhoods. VPL is involved with the Vancouver Plan and community engagement. Vice Chair Lowe shared that he is interested to learn more about alternative service models and how these could be used for Northeast False Creek, Cambie Corridor and Fraser Flats. Board Chair Chan also expressed interest in learning about alternative service models and the role of kiosks in relation to the VPL strategic plan, as they do not meet the Library’s goals around shared spaces. Chief Librarian & CEO de Castell responded that staff are working on a functional plan template and will be considering alternative services within the plan. This work will come to the Board for feedback and discussion, to consider options such as mini branches and kiosks further. She noted that there are many competing needs, and it is the Board’s role to assist in setting priorities for branch redevelopment, recognizing the limited funding available.

Board Chair Chan asked about branches that serve Indigenous communities and if we have heard back from the Musqueam, Squamish and Tseil-Waututh Nations following our request for collaboration. Chief Librarian & CEO de Castell responded that staff had their first meeting with Tseil-Waututh Nation staff and they will be providing priorities. They expressed interest in seeing greater recognition in library locations. She noted that the capital planning process focused on prioritization for branch redevelopment, while functional programs address design and this is the where the opportunity arises to reflect Indigenous culture and history. Vice Chair Mangat commented that there are ways to address community needs beyond traditional library spaces, with staff working outside of library buildings. Chief Librarian & CEO de Castell noted that VPL has a long history of working in this way, through community librarians and the work branch staff undertake in their neighbourhoods. Board Chair Chan thanked Patricia Chong and Sophie Middleton for the presentation.

ITEM FOR INFORMATION

6. COVID-19 Update

Chief Librarian & CEO de Castell provided updates including:

• Managers have been talking with staff about the BC Restart Plan with topics ranging from masks, physical distancing, cleaning, vaccinations and return to work plans.
• VPL is piloting 8 temporary part time positions in four neighbourhoods, across a group of branch locations, with guaranteed 20 hrs per week. This is to trial an alternative to the current auxiliary approach, and is intended to reduce precarity.
• BC Summer Reading Club launched on June 15 in a virtual formal with more than 1,400 participants at the first event. The focus this year is Indigenous authors and diverse voices. Staff are planning for outdoor early years and middle years programs at branches and at Central, Teen Summer Challenge launched on June 15 and Book Camp will run virtually in August. 80+ early childhood educators attended VPL’s pilot virtual Early Years Storytime Conference on May 15.
• We are looking at restarting in-person programming in October, and staff are talking with programming partners to gauge interest. VPL was successful in a grant for almost $20K to fund an Anti-Racism Cultural Awareness and Celebration series for the fall, with a community advisory panel. The Provincial Government extended the Skilled Immigrant InfoCentre funding until March 2023.
• The Inspiration Lab will be receiving a number of enhancements in the areas of filmmaking, tools to support digital music, and software to support digital creation.
• Technical Services staff are balancing the increased demand for electronic material with the ongoing need for physical items.
• We have recently restarted rentals for micro weddings and will begin offering spaces for private rentals in the fall.
• We have been increasing seating in some branches and expanding hours, and installed air purifiers at Kerrisdale branch to address their ventilation needs. We will be opening Special Collections 4 days per week starting on July 6, with limited hours, and we have added more seating on levels 8 and 9.
• The Community Librarian team restarted in-person visits to community partner sites, which were paused during the circuit breaker, and are beginning a community mapping process.

NEW BUSINESS

7.  Fine Free Update

Dawn Ibey, Director, Library Experience, noted that the campaign has so far given 13,000 patrons a fresh start and the Library has cleared over $300,000 in fines and fees. The campaign ends on June 25 and a report will be provided at the July Library Board meeting.

ITEM FOR PULLED OUT OF CONSENT AGENDA

8. Patron Usage Statistics

Trustee Karen Spears sought clarification on the reference questions, in person visits, and programming statistics, and whether the reduced levels were a concern. The Chief Librarian & CEO responded that the decreased levels are due to COVID-19, and people are slowly coming back to the Library. She noted that staff expect usage will start to increase once in person programming is restored. Trustee Sherwood suggested that more information be included to explain the discrepancies. Chief Librarian & CEO de Castell responded that this brief reporting format was introduced due to COVID and lack of resources, and staff are now planning the return normal quarterly reporting with robust analysis and more stories.

Moved by Karen Spears and seconded by Raji Mangat

THAT the Board receive the report for information.

CARRIED UNANIMOUSLY

ADJOURN

Moved by Zahra Hussein and seconded by Rhonda Sherwood

There being no further business, the Chair declared the meeting adjourned at 7:35 p.m.

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