Board Meeting September 2021

CHAIR TO CALL MEETING TO ORDER

INTRODUCTION

a)  Land Acknowledgement and Opening Remarks
b)  2021 Writer-in-Residence: Chris Humphreys    

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 July 28, 2021: Download

REQUEST FOR INFORMATION

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

ITEMS FOR DECISION

a)  2022 Provincial Budget Advocacy: Download

ITEMS FOR INFORMATION

a)  Chief Librarian & CEO COVID Update - Verbal    

ITEMS FOR CONSENT

CRPD COMMITTEE

a)  Draft Minutes - September CRPD Committee Regular Meeting: Download
        
SFHR COMMITTEE

b)  Draft Minutes - September SFHR Committee Regular Meeting: Download     
c)  Children’s & Teen Services Overview Report: Download
d)  Extreme Weather Response (Please refer to the draft SFHR Committee Regular Meeting Minutes)
        
GOVERNANCE COMMITTEE

e)  Draft Minutes - September Governance Committee Regular Meeting: Download    
f)  Board Recruitment 2022: Download
g)  Musqueam, Squamish and Tsleil-Waututh Nations participation in the VPL governance (Please refer to the draft Governance Committee Meeting Minutes)        
h)  Annual Board Planning Calendar: Download
        
CORRESPONDENCE

i)  Jul 23/21 – Letter from InterLINK Board Chair J. Chuback to VPL Board Chair Chan re: InterLINK grant: Download
j)  Aug 6/21 – Letter from VPL Board Chair Chan and Chief Librarian & CEO de Castell re: response to InterLINK’s July 23, 2021 letter: Download

REMOVED FROM IN CAMERA MINUTES

k)  Ratification of the 2020-2022 Collective Agreement between VPL and CUPE 391: 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)(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)(iii) Labour relations or other employee relations

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 July 28, 2021

ITEMS FOR DECISION

a)  Statutory holidays

ITEMS FOR CONSENT

SFHR COMMITTEE

a)  Draft Minutes -- September SFHR Committee In Camera Meeting        
b)  Update on Project to Move City Archives to Central Library        
c)  Budget Update

DISCUSSION OF ITEMS PULLED FROM CONSENT

NEW BUSINESS

CONSIDER IF ANY ITEM TO BE PULLED FROM IN CAMERA

ADJOURN

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; Abeer Yusuf

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

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:  Maryn Ashdown, Assoc Director, Neighbourhood & Youth Services; Leigh Anne Palmer, Manager, Digital Services

Guests:    Liza Saayman, Acting President, CUPE Local 391; Jenny Marsh, Executive Director, VPL Foundation

Recording Secretary: Chrysalyn Tolentino, Executive Assistant

INTRODUCTORY REMARKS

Trustee Karen Spears welcomed back Trustee Abeer Yusuf and acknowledged that we are privileged to be on the unceded and traditional homelands of the Musqueam, Squamish and Tsleil-Waututh Nations. Trustee Spears noted that all of us were thinking about Indigenous issues this summer because of the confirmation of the unmarked graves of hundreds of Indigenous children in residential institutions, as well as the wildfires that ravaged Indigenous lands. She shared a picture of a building at the corner of Gore and Hastings in Vancouver's downtown eastside with graffiti/street art with the words “Turtle Island” and reflected that for some Indigenous peoples, Turtle Island refers to the continent of North America. She also reflected that the artwork she shared represents many DTES peoples’ love of the land that we live on and is a reminder that we are settlers in this land. Trustee Pruden provided additional context about Turtle Island, noting that the name comes from Anishinaabe and Lenape peoples’ oral histories that tell stories of a turtle that holds the world on its back, and we all dwell in the back of the turtle. Board Chair Chan acknowledged Trustee Rebecca Jules’ resignation from the Board and expressed how much the Board valued her contributions, her gratitude for Trustee Jules’ work on the Board and her well-wishes for her future endeavours, especially on Trustee Jules’ focus on supporting her community members. Board Chair Chan also reminded trustees to sign up and attend the upcoming BCLTA Annual General Meeting scheduled on October 26.

1.    Introduction: VPL Writer-in-Residence

Erin Watkins, Manager of Programming & Learning, introduced fantasy fiction writer, actor, self-publisher, and swordsman Chris Humphreys as the 17th Writer-in-Residence. Mr. Humphreys’ fantasy books Immortals' Blood Trilogy have sold tens of thousands of copies worldwide. In addition to fantasy, Mr. Humphreys has authored numerous historical fiction books including The French Executioner, the Jack Absolute Trilogy, and Shakespeare’s Rebel. The 2015 Arthur Ellis Award for Best Crime Novel in Canada was awarded to Plague and his latest contemporary thriller is One London Day. Mr. Humphreys noted that he is thrilled to be the latest Writer-in-Residence and it is a great honour to be in this position. He provided an overview of his upcoming activities and shared an excerpt of his book. Mr. Humphreys has developed “From the Writer’s Desk”, a VPL lecture series where he will invite Canadian fantasy authors to talk about their creative process and the state of the genre and he will be teaching a masters class for emerging writers. He invited Trustees to his inaugural event on October 7. Board Chair Chan noted that the Board is looking forward to Mr. Humphrey’s programs and wished him success. She also thanked the Friends of VPL for supporting the Writer-in-Residence program.

ADMINISTRATION

2.    Consent Agenda - Removal of Items and Approval

Trustees agreed to pull out the Board Recruitment 2022 report from the consent agenda.

Moved by Raji Mangat and seconded by Rhonda Sherwood

THAT the following Board reports be approved on consent:

Draft Minutes September CRPD Committee Regular Meeting
THAT the Library Board receive the draft minutes for information.
Draft Minutes – September SFHR Committee Regular Meeting
THAT the Library Board receive the draft minutes for information.
Children’s & Teen Services Overview
THAT the Library Board receive the report in the minutes for information.
Extreme Weather Response
THAT the Library Board receive the verbal report for information.
Draft Minutes September Governance Committee Regular Meeting
THAT the Library Board receive the draft minutes for information.
Musqueam, Squamish and Tsleil-Waututh Nations participation in VPL Governance
THAT the Library Board receive the report in the minutes for information.
Annual Board Planning Calendar
THAT the Library Board receive the report for information.
Correspondence
THAT the Library Board receive the letters for information.
Removed from In Camera Minutes: Ratification of the 2020-2022 Collective Agreement between VPL and CUPE 391
THAT the Library Board receive the minutes for information.

CARRIED UNANIMOUSLY

3.    Approval of the Agenda

Moved by Zahra Hussein and seconded by Rhonda Sherwood

THAT the Board approve the regular meeting agenda as received.

CARRIED UNANIMOUSLY

4.    Minutes

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

Moved by Raji Mangat and seconded by Harlan Pruden

THAT the draft minutes of the Regular Meeting held July 28, 2021 be approved as amended.

CARRIED UNANIMOUSLY

REQUEST FOR INFORMATION

CUPE Local 391

Liza Saayman, Acting President of CUPE 391, shared that Kari Scott-Whyte is on a temporary leave as she takes on an acting role in CUPE National. She expressed the Union’s appreciation for VPL’s quick facilitation of replacing her. Members have been following the mask mandate and have been fielding questions from the public about proof of vaccination. Liza added that CUPE BC released a statement calling for September 30 be declared as a public holiday and specifically mentioned the City of Vancouver. The members are hoping that there will be steps taken to formally recognize September 30 as a statutory holiday especially due to VPL’s priority on Truth and Reconciliation and the Union is looking forward to the Board’s decision. Board Chair Chan acknowledged her appreciation for Liza stepping into the president’s role and that there are a number of changes staff are undergoing right now, and thanked Liza for her comment about the September 30 holiday. Trustee Pruden asked Liza for the number of Indigenous staff at VPL. Liza replied that VPL conducted a survey and one of the questions is the makeup of the workforce, and at this time, we have a minority of members who are Indigenous. The Union’s Vice President is Indigenous and has offered suggestions and feedback. Chief Librarian & CEO de Castell added that based on the preliminary results of the survey, 2% of staff are Indigenous, which is similar to the population in Vancouver.

Friends of VPL

No update.

VPL Foundation

Jenny Marsh, Executive Director of VPL Foundation shared that their annual report will soon be released electronically and encouraged trustees to provide their email addresses so she can send electronic copies. The Foundation is getting ready for three campaigns in the fall: a campaign for VPL card holders, a fall appeal to regular supporters and an acquisition appeal, which will be a new approach.

Trustee Roundtable

Vice Chair Mangat reported that she introduced a summer reading club wrap-up event on August 25. On September 17, she and Vice Chair Lowe, along with Kay Cahill took MLA Josie Osborne, Minister of Municipal Affairs and Roari Richardson, Minister Osborne's Ministerial Advisor for a tour of Central.

ITEM FOR DECISION

5.    2022 Provincial Budget Advocacy

CRPD Committee Chair Heinrich provided an overview of the Committee discussion. Trustees reviewed the draft letter and provided further suggestions including an additional reference to library services for Indigenous peoples and weaving in how the library is assisting in COVID-19 recovery efforts.

Vice Chair Lowe shared that Min. Josie Osborne, Minister of Municipal Affairs, toured Central Library on September 17. He thanked VPL staff Kay Cahill and Erin Watkins who led the tour and Vice Chair Mangat who also joined the tour. Staff highlighted all the great work VPL has done including work in support of the community during the COVID-19 pandemic. They also highlighted the challenges that libraries are facing. Board Chair Chan thanked Vice Chairs Lowe and Mangat, Kay and Erin for making this tour happen.

Moved by Kurt Heinrich and seconded by Raji Mangat

THAT the Board approve sending a letter to the Select Standing Committee on Finance and Government Services: Annual Budget Consultation, incorporating feedback from the CRPD Committee, with final review by the VPL Board Chair; and

THAT trustees contact MLAs to discuss provincial funding by sending the letter or setting up appointments as they see fit; and

THAT trustees and staff consider a broader strategic approach for future advocacy and engagement.

CARRIED UNANIMOUSLY

ITEM FOR DISCUSSION/INFORMATION

6.    Chief Librarian & CEO COVID Update

Christina de Castell outlined updates related to COVID-19 and Library activities:

• Public Health restored the mask mandate in early September, and VPL has reinstated that masks are required when entering library premises. Staff will be wearing masks while moving around in workspaces and in public areas but they can remove them when seated at their desk or in a meeting.
• We have confirmed from public health that proof of vaccination is not required for the public to enter libraries.
• Proof of vaccination is only required for programs and events with attendance over 50. All of our programs will be limited to fewer than 50 attendees for the remainder of 2021, therefore proof of vaccination will not be required at any library programs this year. Virtual programs will continue for those who prefer that format, and for programs with large anticipated audiences.
• We will be requiring patrons 12 years old and above attending in-person programs to wear masks.
• We will be gradually restarting in-person children’s programs in early October, and we will require those 12 years older and above to wear masks. Virtual programs will be offered as an alternative.
• We will also gradually restart teen and adult programs in person in October.
• Libraries are also playing an important role in supporting the public to get their proof of vaccination, especially for those who don't have computers or smartphones. The Library is helping the public with accessing, downloading, and printing their Proof of Vaccine card, and are offering lamination for those who need it.
• Staff are still working on the steps needed to restore using the recording studios in the Inspiration lab.

Trustee Pruden noted his kudos to VPL staff for the clear messaging around proof of vaccination on the VPL website. Trustee Mackinnon noted the environmental impact of plastic lamination and cautioned that this option should only be offered to those who really need it. Director Ibey responded that the majority of support given is helping with downloading the proof of vaccination into patrons’ phones and very limited lamination is happening. Board Chair Chan asked if VPL has returned to its full staffing complement. Chief Librarian & CEO de Castell responded that hiring continues and we are making progress on going back to full funded hours. Director Iannacone noted that hiring staff is an ongoing process and we are getting close to returning to full staffing. Our supervisory teams are working hard at onboarding new staff.

ITEM PULLED OUT OF CONSENT

7.    Board Recruitment

Vice Chair Lowe flagged that recruitment for trustees is happening much earlier this year and that an information session for prospective trustees will be held on either October 4 or October 5, and the deadline to submit applications is October 11. He asked that trustees reach out to their networks and promote the joy in volunteering for the Library Board.

Moved by Kevin Lowe and seconded by Karen Spears

THAT the Board receive the report for information.

CARRIED UNANIMOUSLY

ADJOURN

There being no further business, the Chair declared the meeting adjourned at 6:55 p.m.

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