Board Meeting October 2021

CHAIR TO CALL MEETING TO ORDER

INTRODUCTION

a) Land Acknowledgement and Opening Remarks

PRESENTATION

b) CoV Anti-Racism and Cultural Redress

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 September 22, 2021: Download

REQUEST FOR INFORMATION

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

ITEMS FOR DECISION

a) City of Vancouver Equity Framework: Download

ITEMS FOR CONSENT

CRPD COMMITTEE

a) Draft Minutes -- October CRPD Committee Regular Meeting: Download 
b) Equity and Anti-Racism Policy Considerations: Download

SFHR COMMITTEE

c) Draft Minutes -- October SFHR Committee Regular Meeting: Download
d) September 30, 2021 (Q3) Financial Operating Results: Download
e) Employee Benchmark Survey Report: Download

GOVERNANCE COMMITTEE

f) Draft Minutes -- October Governance Committee Regular Meeting: Download
g) VPL Implementation of UN Declaration on the Rights of Indigenous People: Download

REMOVED FROM IN CAMERA MINUTES

h) COVID-19 Staff and Board Vaccinations: Download

DISCUSSION OF ITEMS PULLED FROM CONSENT
NEW BUSINESS
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

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.

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 September 22, 2021
d) Minutes – Receive/approve draft minutes of the Board Special In Camera meeting held October 20, 2021    

ITEMS FOR DECISION

a) Philanthropic Naming Opportunities and Revised Minimum Thresholds    
b) VPL Foundation Naming Approval

ITEM FOR CONSENT

CRPD COMMITTEE

a) Draft Minutes -- October CRPD Committee In Camera Meeting

DISCUSSION OF ITEMS PULLED FROM CONSENT
NEW BUSINESS
CONSIDER IF ANY ITEM TO BE PULLED FROM IN CAMERA
ADJOURN

Present: Jennifer Chan, Chair; Clr. Pete Fry, Vancouver City Councillor; Kurt Heinrich; Zahra Hussein; Kevin Lowe, Vice Chair; Raji Mangat, Vice Chair; Barbara Parrott, Vancouver School Board Trustee; Harlan Pruden; Rhonda Sherwood; Karen Spears; Abeer Yusuf

Absent:  Stuart Mackinnon, Vancouver Park Board Commissioner

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:  Patricia Chong, Manager, Policy & Planning

Guests:  Liza Saayman, Acting President, CUPE Local 391; Jenny Marsh, Executive Director, VPL Foundation; Tristan Klassen, Director of Development, VPL Foundation; Lisa Culbert, Co-Chair, Friends of VPL

Recording Secretary: Chrysalyn Tolentino, Executive Assistant

INTRODUCTORY REMARKS

Trustee Kurt Heinrich acknowledged that we are privileged to be on the unceded territorial homelands of the Musqueam, Squamish and Tsleil-Waututh Nations. Trustee Heinrich shared what Truth and Reconciliation meant for him through a story that inspired him of an Indigenous person who went beyond his inter-generational traumatic experiences. Kurt also shared that he participated a few years ago in a tournament where hundreds of people participated in music and dance in a longhouse that showcased vibrant Indigenous culture. Trustee Heinrich is deeply grateful for his experiences.

Board Chair Chan thanked Trustee Heinrich and commented that she is glad to hear different land acknowledgements from different trustees. She noted her appreciation to Trustees Pruden and Sherwood as representatives of VPL to BCLTA and to five trustees who attended the BCLTA Annual General Meeting. She was surprised that she won the 2021 BCLTA Trustee Excellence Award and thanked her fellow trustees for nominating her. She reminded trustees to set up appointments with their Council liaisons to advocate on behalf of the Library.

PRESENTATION

1.    CoV Anti-Racism and Cultural Redress

Wilma Clarke, Assistant Director, Social Policy & Projects Division and Jennifer Reddy, Senior Planner, Social Policy & Projects Division, presented an overview of City Council motions to tackle anti-racism and cultural redress initiatives in the City of Vancouver. Their next steps include developing a draft terms of reference, presentations to all public partners, conducting an inventory of anti-racist work, and preparing to work with the community.

Trustee Yusuf thanked Wilma and Jennifer for their presentation and really appreciated their work in this area. She asked what will happen to the work they’ve undertaken if a new Council gets elected and has other priorities. Wilma and Jennifer responded that Council is committed to anti-racism and has provided funding for an equity officer and equity framework. This work is supported by community advisories and there is external accountability for this work. Board Chair Chan thanked Wilma and Jennifer for their excellent presentation.

ADMINISTRATION

2.    Consent Agenda - Removal of Items and Approval

Trustees agreed to pull the Employee Benchmark Survey Report from the consent agenda.

Moved by Raji Mangat and seconded by Harlan Pruden

THAT the following Board reports be approved on consent:

Draft Minutes -- October 18, 2021 CRPD Committee Regular Meeting
THAT the Library Board receive the draft minutes for information.
Equity and Anti-Racism Policy Considerations Report
THAT the Library Board receive the report for information.
Draft Minutes – October 20, 2021 SFHR Committee Regular Meeting
THAT the Library Board receive the draft minutes for information.
September 30, 2021 (Q3) Financial Operating Results
THAT the Library Board receive the report for information.
Draft Minutes -- October 20, 2021 Governance Committee Regular Meeting
THAT the Library Board receive the draft minutes for information.
VPL Implementation of UN Declaration on the Rights of Indigenous Peoples
THAT the Library Board receive the report for information.
Removed from In Camera Minutes
THAT the Library Board receive the minutes of the October 20, 2021 decision on the COVID-19 Staff and Board Vaccination 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 September 22, 2021 were presented to the Board for approval.

Moved by Karen Spears and seconded by Zahra Hussein

THAT the draft minutes of the Regular Meeting held September 22, 2021 be approved as amended.

CARRIED UNANIMOUSLY

REQUEST FOR INFORMATION

CUPE Local 391

Liza Saayman, Acting President, CUPE 391 reported that Kari Scott-Whyte’s assignment at CUPE National was extended until November 26th. Their work remains focused on representing all of their members and the Union is dealing with staff stress and anxiety within the context of the vaccine policy that was announced last week. Their top priority right now is communication with members who are concerned about losing their income and employment and they are providing support and continuing conversation with labour organizations. They are looking forward to meeting with management when the policy is finalized and rolled-out. The Union is appreciative of the impactful and insightful presentations about equity and anti-racism. Board Chair Chan acknowledged Liza’s challenging role and appreciated that she stepped in as acting president. She also thanked Liza for sharing staff issues with the Board and is grateful receiving their thoughtful letter on the vaccine policy.

Friends of VPL

Lisa Cuthbert, Co-Chair of the Friends of VPL, reported that the Friends Board met last week and is focusing on governance process, standardizing policies and processes and planning for strategic plan education. The Friends of VPL is planning to roll out their winter campaign and will also be planning for a used book sale once they have access to the Level 6 space. She also shared the Friends Board’s appreciation to VPL for their new sorting room.

VPL Foundation

Jenny Marsh, Executive Director of the VPL Foundation, shared that they conducted a joint VPL and VPL Foundation workshop to train VPL staff on speaking to potential philanthropic supporters, stakeholders, or government entities about VPL. Jenny noted that she joined a panel at ABCPLD about capital campaign fundraising. The VPL Foundation Board met this week and approved the audited financial statements and these will be linked to their annual report. The Foundation has decided to keep their fiscal year and continue to operate from July 1 to June 30. The Foundation will be holding an author event tomorrow hosted by retired VPL manager Daniela Esparo. Direct mail appeals will begin to roll out to regular supporters in November, a separate acquisition campaign in mid to late November and VPL will email patrons also in November inviting them to support the library through the Foundation. Trustee Pruden noted that there are new opportunities for VPL and the Foundation related to programming around Truth and Reconciliation given very high interest in donating to Indigenous causes at present.

Trustee Roundtable

Board Chair Chan reported that she met with Mayor Stewart on October 18, with Clr. Pete Fry on October 26 and with Clr. Adriane Carr on October 27 to discuss Library activities, and budget priorities such as Fine Free library service.

Trustee Zahra Hussein reached out to Councilor Dominato via email regarding the budget material shared with us and offered to meet with her. Clr. Dominato responded and said that she would get in touch after reviewing in the information if she had any questions.

Trustee Rhonda Sherwood participated in the BCLTA AGM in October and was reelected to the board. She also contacted her council liaison councilor but had not heard back from her yet.

Trustee Abeer Yusuf met Councillor Michael Wiebe and had a fruitful discussion on the library, and he extended his kudos on the great work VPL staff have been doing in providing services and keeping the library open throughout the pandemic.

Trustee Karen Spears met with Councilor Hardwick to discuss library activities and budget priorities.

Vice Chair Kevin Lowe met with Councilor Boyle to advocate on behalf of the Library.

Vice Chair Raji Mangat met with Councilor Bligh and discussed the Library budget and activities. She also participated in an advocacy workshop organized by InterLINK.

ITEM FOR DECISION

5.    City of Vancouver Equity Framework

CRPD Committee Chair Heinrich introduced the report and that the Community Relations, Planning & Development Committee recommends that VPL adopt the framework and that staff develop plans. Julie Iannacone, Director of Neighbourhood & Youth Services commented that staff are very engaged in this work and we have compelling language in our strategic plan to support it, and the equity framework provides the tools to advance these goals.

Trustee Pruden noted that there are some references to examples of work in this area since 2004 and he would like to hear how different it is from thirteen years ago and how the Board can be assured that we will realize the equity goals. Chief Librarian & CEO de Castell commented that the Library’s efforts describe work towards equity of access, and gave the example of the Working Together initiative that transformed how VPL and other libraries that were part of the project approached service planning. Prior to this, many libraries approached programming and collections with the idea that professionals knew best. It is has been quite a huge transformation since the community now influences what the library does. What we began is foundational, and it supported recognizing the need to shift from a focus on equality to equity. This led to a better understanding of social inclusion and our efforts for fine forgiveness and Access cards are transformative changes that resulted from the Working Together project. The purpose of this section in the report is to convey that we are not at the beginning of the journey, and that we need to move from policy to action plans, informed by the Equity Framework. Board Chair Chan commented that she really appreciates the Library’s focus on action. Vice Chair Mangat shared her enthusiasm for the work and the distinction made between equality and equity. This is the starting point and VPL will use it to grow and build. There is a lot of value in this kind of framework and being at the table for these important conversations. This is also an opportunity for other City departments to learn from the Library. She approves of staff embarking on doing more work on drafting action plans. Trustee Yusuf expressed her appreciation to staff for their work and agreed that this is a good starting point and that Library staff have a learning mindset. She commends staff at all levels as we see this as a massive journey that they are undertaking. Trustee Parrott noted that the framework should clearly differentiate between equality and equity, and she is not sure the Equity Framework makes that differentiation clear. After discussion, the following motions were raised:

Moved by Abeer Yusuf and seconded by Raji Mangat

THAT the Board provisionally approve the City of Vancouver’s Equity Framework for use at VPL;

THAT the Board direct staff to make adjustments to the framework which increase relevance to VPL; and

THAT the Board direct staff to conduct a goal setting exercise in the Focus Areas identified in the Equity Framework, identify actions and provide updates to the Board on an annual basis.

CARRIED UNANIMOUSLY

ITEM PULLED OUT OF CONSENT

6.    Employee Benchmark Survey Report

Vice Chair Mangat noted that this survey is a significant piece of work and addresses equity. She asked if trustees could get more information on the next steps now that we have collected the information. Patricia Chong, Manager of Policy & Planning responded that this report is the initial step and will be followed by information gathering. For next steps, we will dive further into the data and cross tabulations looking at groups of staff who responded, and also will begin conducting qualitative analysis. We will then work on action plans for equity and diversity in the workplace. Chief Librarian & CEO de Castell added that we really want to learn from staff about the priorities. Through the next steps, we want to understand diversity and inclusion at VPL, and whether staff answers differ based on gender, race, etc. and what areas we specifically need to work on. One area revealed by the survey is reporting on discrimination. Trustee Pruden thanked staff for the report. He sought clarification on demographics and the use of sex and gender in the report, as both are used. Chief Librarian & CEO de Castell noted that the question asked of staff was about gender. Manager Chong noted that the summary table is from the administrative system, not the survey itself. Staff ensure there is clarity on labels and sources going forward. Trustee Yusuf sought clarification about exempt staffing response, and asked if black employees could be separated from people of color. Staff noted that due to small numbers and the need to protect privacy, some detailed analysis that we would like to have will not be possible.

Moved by Harlan Pruden and seconded by Raji Mangat

THAT the Board receive the report for information.

CARRIED UNANIMOUSLY

ADJOURN

Moved by Zahra Hussein and seconded by Kevin Lowe

There being no further business, the Chair declared the meeting adjourned at 7:30 p.m.

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