Board Meeting March 2021

CHAIR TO CALL MEETING TO ORDER

ADMINISTRATION

a)  Items for Consent – Removal of Items & Approval of items in consent agenda
b)  Approval of the Agenda – Additions/Alterations
c)  Minutes – Receive/approve draft minutes of Board meeting held February 24, 2021: Download

REQUEST FOR INFORMATION

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

ITEMS FOR DECISION

a)  CRPD and SFHR Committee Terms of Reference: Download 

ITEMS FOR CONSENT

DIRECT TO BOARD

a)  Patron Usage Statistics Report February 2021: Download   
b)  Provincial Library Grant Report: Download

CRPD COMMITTEE

c)  Draft Minutes - March CRPD Committee Regular Meeting: Download 
d)  2019-2020 Actions to address the Truth and Reconciliation Commission Recommendations: Download   
e)  2020-2023 Operating Plan: Download 

SFHR COMMITTEE

f)  Draft Minutes - March SFHR Committee Regular Meeting: Download  
g)  2020-2023 Operating Plan (Pls see draft SFHR Minutes)    

DISCUSSION OF ITEMS PULLED FROM CONSENT

NEW BUSINESS

ADJOURN

 

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; Clr. Pete Fry, Vancouver City Councillor; Kurt Heinrich; Zahra Hussein; Kevin Lowe, Vice Chair; Barbara Parrott, Vancouver School Board Trustee; Harlan Pruden; Rhonda Sherwood; Karen Spears

Absent:  Rebecca Jules; Raji Mangat, Vice Chair; Stuart Mackinnon, Vancouver Park Board Commissioner; 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:  Nikta Bayanpour, Manager, Finance & Accounting; Megan Langley, Manager, Neighbourhood Services

Guests:  Kari Scott-Whyte, President, CUPE Local 391; Jenny Marsh, Executive Director, VPL Foundation; Donna Matheisan, Treasurer, Friends of VPL

Recording Secretary: Chrysalyn Tolentino, Executive Assistant

INTRODUCTORY REMARKS

Trustee Rhonda Sherwood acknowledged that our work takes place on the unceded homelands of the Musqueam, Squamish and Tsleil-Waututh Nations. Rhonda shared that she did research on her own ancestry, which reminded her that we walk as guests in this land and that we have a responsibility towards building relationships with the Indigenous communities who were taken advantage of by our ancestors. Board Chair Jennifer Chan thanked Trustee Sherwood for her land acknowledgement and credited the BC Library Trustees Association for highlighting the practice of sharing the land acknowledgement among Trustees. Board Chair Chan welcomed Clr. Pete Fry as the new City Council liaison to the Library Board. Clr. Fry shared that he was happy to join the Library Board and noted that he had a very good Library Board liaison with Trustee Kevin Lowe. He also added that Clr. Boyle gave helpful background information on the Library Board. Board Chair Chan noted that it was just over a year ago that the COVID-19 pandemic closed our in-person library service and she expressed gratitude for staff and the management team for their resilience and their service to patrons as the Library recovers and re-opens. She added that she heard Dawn Ibey’s CBC Radio interview on library service and was delighted to hear that VPL was the first Library to resume in-person computer service for patrons in all of Canada. She also thanked Trustees for stepping up this year and for their remarkable work. She thanked the communications team for sharing reading lists for children, youth and adults to counter anti-Asian racism. As a person who has experienced racism, having that allyship of the Library is very much appreciated. Trustee Harlan Pruden seconded the Board Chair’s comments and thanked leadership for stepping up and is grateful for staff’s proactive work during the pandemic.

ADMINISTRATION

1. Consent Agenda - Removal of Items and Approval

Trustees agreed to pull out the Patron Usage Statistics report – February 2021, Provincial Library Grant Report and 2019-2020 Actions to address the Truth and Reconciliation Commission Recommendations from the consent agenda.

Moved by Zahra Hussein and seconded by Harlan Pruden

THAT the following Board reports be approved on consent:

• Draft Minutes - March CRPD Committee Regular Meeting

THAT the Library Board receive the draft minutes for information.

• 2020-2023 Operating Plan

THAT the Library Board receive the report for information.

• Draft Minutes - March SFHR Committee Regular Meeting

THAT the Library Board receive the draft minutes for information.

CARRIED UNANIMOUSLY

2. Approval of the Agenda

Moved by Karen Spears and seconded by Kurt Heinrich

THAT the Board approve the regular meeting agenda as received.

CARRIED UNANIMOUSLY

3. Minutes

The draft minutes of the Regular Meeting held February 24, 2021 were presented to the Board for approval.

Moved by Harlan Pruden and seconded by Rhonda Sherwood

THAT the draft minutes of the Regular Meeting held February 24, 2021 be approved as received.

CARRIED UNANIMOUSLY

REQUEST FOR INFORMATION

CUPE Local 391

Kari Scott-Whyte, President of CUPE 391, noted that it has been a year since staff were laid off due to the pandemic. Every part of the world was impacted but we have many things we are grateful for. Kari reported that CUPE National is working on a provincial campaign related to libraries and will send a survey to gather information on the extent of precarious work in our workplaces. Kari also spoke about the current state of their members with the ongoing pandemic stressors resulting in mental health concerns, and noted that she is very pleased that the employer is taking steps in providing support to staff. Kari shared that the Union has met with the employer for bargaining on March 9 and will meet again on April 9 and 23. They are looking forward to continuing discussions with the employer on what is fair and equitable for their members. Trustee Karen Spears thanked Kari for sharing about the one year anniversary of the pandemic.

Friends of VPL

Donna Matheisen, Friends of VPL Treasurer, reported that their Annual General Meeting will be held on May 15. The Friends Board is interviewing candidates for four vacant board positions. They have recently finished their fiscal year and will confirm the level of donations to the Library in April. They are planning for a major fundraising activity as we come out of COVID including bringing in an online Book’mark storefront.

VPL Foundation

Jenny Marsh, Executive Director of VPL Foundation, reported that they are gearing up for Library Giving Day on April 7 and will be sending out a direct mail campaign. The VPL Foundation has so far received over $5,000 in donations. On the Board front, they have recruited five new members, and are now preparing their budget as they approach the end of their fiscal year. They are also welcoming two staff members back from maternity leave.

ITEMS FOR DECISION

4.  CRPD and SFHR Committee Terms of Reference

The terms of reference by both committees were presented for Board approval. There were no changes recommended for CRPD. Changes to SFHR include clarifying the scope of library services and distinguishing those services from the responsibilities of CRPD. Board Chair Chan thanked the committees for their work on clarifying the terms of reference.

Moved by Kurt Heinrich and seconded by Rhonda Sherwood

THAT the Board approve the CRPD and SFHR Committee Terms of References as presented.

CARRIED UNANIMOUSLY

ITEMS PULLED OUT OF CONSENT

5.  Patron Usage Statistics Report

Trustee Sherwood sought clarification around the role of Trustees in advocating to the provincial government to address significant gaps in digital licensing and copyright. Christina de Castell, Chief Librarian & CEO, responded that the best time to advocate is when they are introducing changes to legislation. Trustee Lowe asked about the decrease in new card registrations. The Chief Librarian & CEO noted that effective January 2020, it is no longer necessary for patrons to have a library card in order for them to use the WiFi. While this was a huge improvement in accessibility of WiFi, it caused new card registrations to go down significantly, which was expected. She noted that we should see an increase as all branches expand hours and when pandemic restrictions end. Trustee Lowe asked about the number of visits in 2020, and the huge gaps between the normal and pandemic statistics. The Chief Librarian responded that we closed half way through March 2020 and we still have some branches that have not gone back to normal hours. We anticipate that patron visits will increase once we have in-person programming back, and pandemic restrictions end.

Moved by Zahra Hussein and seconded by Kevin Lowe

THAT the Board receive the report for information.

CARRIED UNANIMOUSLY

6. Provincial Library Grant Report

Trustee Rhonda Sherwood acknowledged the phenomenal work done by the Library and asked if the report could be turned into a letter that Trustees could send to their liaisons.  Trustee Harlan Pruden noted that there is richness and yumminess in this report and it should be utilized as a communication tool. Clr. Pete Fry noted the volume of content that Councilors need to read and their appreciation of shorter reports, and suggested that he would be happy to read out some highlights of the report during their regular Council meeting and circulate these as a public record. Chief Librarian & CEO Christina de Castell suggested that further discussion of how the content of the report can be used be referred to the Community Relations, Planning & Development Committee, and that she would provide some highlights about Library activities to Clr. Fry. Trustee Hussein asked if the report could have formatting and infographics like the Patron Usage Statistics Report. Chief Librarian de Castell noted that current format is what the Provincial Public Libraries Branch has asked for, and a visual format is used for material VPL produces for the public.

Moved by Harlan Pruden and seconded by Clr. Pete Fry

THAT the Board receive the report for information.

CARRIED UNANIMOUSLY

7. 2019-2020 Actions to address the Truth and Reconciliation Commission Recommendations

Trustee Rhonda Sherwood thanked staff for their work on Truth and Reconciliation, and also thanked Trustees Pruden and Jules for their guidance. She asked how VPL compares to other libraries in their TRC work. Neighbourhood Services Manager Megan Langley responded that libraries are focusing on different areas within the TRC Calls to Action, and VPL has led in the area of supporting Indigenous genealogy research, and the Indigenous Storyteller-in-Residence has been a part of our Library culture for many years. Chief Librarian de Castell noted that while we are likely leaders in this work, it is hard to say if we are ahead of others, and we also see the magnitude of work that still needs to be done. One area of success for VPL is that the Board has sought diversity, and we are not aware of any other library that has two Indigenous trustees. She added that we also the first to include Indigenous Considerations in our policy template and Board reports. Trustee Harlan Pruden observed he is deeply appreciative of VPL and it is such an honour to be part of this institution. Having Indigenous people in governance positions is Reconciliation action. Board Chair Chan shared that she is impressed with the TRC work of VPL staff, recognizes the value of their work, and appreciates the commitment to life-long learning.

Moved by Rhonda Sherwood and seconded by Karen Spears

THAT the Board receive the report for information.

CARRIED UNANIMOUSLY

ADJOURN

Moved by Rhonda Sherwood and seconded by Harlan Pruden

There being no further business, the Chair declared the meeting adjourned at 7:15 p.m.

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