Board Meeting February 2022

CHAIR TO CALL MEETING TO ORDER

INTRODUCTION  

a) Land Acknowledgement and Opening Remarks    

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 January 26, 2022: Download

REQUEST FOR INFORMATION

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

ITEM FOR DECISION    

a) VPL Trustee Appointments: Download

ITEM FOR INFORMATION

a) Accessible BC Act - Verbal

ITEMS FOR CONSENT

CRPD COMMITTEE

a) Draft Minutes – February 14, 2022 CRPD Committee Regular Meeting: Download
b) UNDRIP Implementation: Download
c) Strategic Plan Report - Q4 2021: Download
        
SFHR COMMITTEE

d) Draft Minutes – February 16, 2022 SFHR Committee Regular Mtg: Download    
e) December 31, 2021 (Q4) Financial Operating Results: Download
f) SFHR Terms of Reference: Download

CORRESPONDENCE

g) Letter from VPL Board to BC Members of Parliament re: Online Discrimination and Hate: Download
h) Letter from B.C. Ministry of Social Development and Poverty Reduction to VPL re: Accessible B.C. Act: Download

DISCUSSION OF ITEMS PULLED FROM CONSENT

NEW BUSINESS

ADJOURN: ESTIMATED AT 6:45 PM

VPL 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: Tim Bottomer; Kurt Heinrich, Vice Chair; Zahra Hussein; Kevin Lowe, Chair; Melody Ma; Raji Mangat, Vice Chair;  Karen Spears;

Absent: Clr. Pete Fry, Vancouver City Councillor; Stuart Mackinnon, Vancouver Park Board Commissioner; Barbara Parrott, Vancouver School Board Trustee; Harlan Pruden; 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: Alyssa Green, Manager, Neighbourhood Services; Maryn Ashdown, Assoc. Director, Neighbourhood & Youth Services; Lindsay Grant, Indigenous Planner

Guests:    Johnathan Dyer, Acting President, CUPE Local 391; Jenny Marsh, Executive Director, VPL Foundation; Ann Byczko, Manager of Philanthropy, VPL Foundation; Darius Maze, Co-Chair, Friends of VPL; Lisa Culbert, Co-Chair, Friends of VPL

Recording Secretary: Chrysalyn Tolentino, Executive Assistant

INTRODUCTORY REMARKS

Board Chair Kevin Lowe acknowledged that our work takes place on the unceded and traditional homelands of the Musqueam, Squamish and Tsleil-Waututh Nations. He shared that he recently read about “Not Wordle – Gitksan” modelled after the popular online game Wordle, that features words in Gitxsanimx, the language of the Gitxsan Nation in Northwestern B.C. The article inspired him to think about how to contribute to the important work of decolonization and addressing intergenerational harm by doing little things individually and collectively to support Indigenous culture and bring Reconciliation to life. Board Chair Lowe also reminded trustees that land acknowledgement is an important part of our meeting and he has asked trustees to volunteer to deliver the land acknowledgement at the next six meetings.

Chief Librarian & CEO de Castell introduced staff members Maryn Ashdown and Alyssa Green who are both attending the CULC Public Library Leaders program for developing future senior leaders. She also introduced Lindsay Grant, VPL Indigenous Planner and noted that staff are excited to have Lindsay with us and she is already making a difference here at VPL.

ADMINISTRATION

1.    Consent Agenda - Removal of Items and Approval

Trustees agreed to pull out the UNDRIP Implementation Report and Strategic Plan Quarterly Report – Q4 2021 from the consent agenda.

Moved by Raji Mangat and seconded by Zahra Hussein

THAT the following Board reports be approved on consent:

Draft Minutes – February 14, 2022 CRPD Committee Regular Meeting
THAT the Library Board receive the draft minutes for information.
Draft Minutes – February 16, 2022 SFHR Committee Regular Meeting
THAT the Library Board receive the draft minutes for information.
Q4 Financial Report
THAT the Library Board receive the report for information.
SFHR Terms of Reference Report
THAT the Library Board receive the report for information.
Letter from VPL Board to BC Members of Parliament re: Online Discrimination and Hate
THAT the Library Board receive the correspondence for information.
Letter from B.C. Ministry of Social Development and Poverty Reduction to VPL re: Accessible B.C. Act
THAT the Library Board receive the correspondence for information.

CARRIED UNANIMOUSLY

2.    Approval of the Agenda

Moved by Melody Ma and seconded by Raji Mangat

THAT the Board approve the regular meeting agenda as received.

CARRIED UNANIMOUSLY

3.    Minutes

The draft minutes of the Regular Meeting held January 26, 2022 were presented to the Board for approval.

Moved by Tim Bottomer and seconded by Karen Spears

THAT the draft minutes of the Regular Meeting held January 26, 2022 be approved as amended.

CARRIED UNANIMOUSLY

REQUEST FOR INFORMATION

CUPE Local 391

Johnathan Dyer, Acting President of CUPE 391 reported that the Union is working on issues related to the vaccine mandate and meeting with the employer on a regular basis.

Friends of VPL

Darius Maze, Co-Chair, Friends of VPL, shared the Friends Board had a great strategic plan session in January where they discussed future steps including holding a book sale this year. The Friends will allocate $100K to upgrade the Book’mark office space, transfer to reserves, and fund library projects. He added that Lisa Culbert will be stepping down as Co-Chair and the board will be working on her replacement. Lisa added that she followed-up on section 3.3 of the Memorandum of Understanding between Friends and VPL and noted that Friends will be rectifying the gender language with an amendment. Darius shared that they are meeting with VPL Foundation next month to discuss partnership and that their Annual General Meeting will be held at the end of May or early June. Board Chair Lowe encouraged Library Board trustees to attend the AGM and become members of the Friends. He thanked Lisa Culbert for her contributions and wished her well on her future endeavour.

VPL Foundation

Jenny Marsh introduced Ann Byczko as the new Manager of Philanthropy for the VPL Foundation and noted that the Foundation has two new board members: Beth Ann Locke and Jason McDaniel. The Foundation is preparing to invest their endowment funds more strategically with a local investment firm. They recently completed their successful winter and fall appeals and next is Library Giving Day on April 6. Board Chair Lowe asked if there any plans for in-person gala. Jenny replied that the Foundation does not have current plans for a gala.

ITEM FOR DECISION

4.    VPL Trustee Appointments

Board Chair Lowe thanked trustees for responding to his email and indicating which committee they would like to serve. He presented a report recommending appointments for the BCLTA, Public Library InterLINK, Friends of VPL and VPL Foundation for 2022.

Moved by Zahra Hussein and seconded by Tim Bottomer

THAT the Board appoint Tim Bottomer as backup representative to the Public Library InterLINK Board for a term of one year;

THAT the Board appoint Melody Ma as backup representative to the BCLTA Board for a term of one year;

THAT the Board appoint Abeer Yusuf as representative to the Friends of VPL Board for a term of one year;

THAT the Board appoint Karen Spears as backup representative to the Friends of VPL Board for a term of one year;

THAT the Board appoint Kurt Heinrich as representative to the VPL Foundation Board for a term of one year; and

THAT the Board appoint Kevin Lowe as backup representative to the VPL Foundation Board for a term of one year.

CARRIED UNANIMOUSLY

ITEM FOR INFORMATION

5.    Accessible BC Act

Dawn Ibey, Director of Library Experience, provided background information about the Accessible BC Act which has the intent of identifying, removing and preventing barriers to accessibility and inclusion. The Provincial Government plans to include public libraries as part of the initial implementation of the Act and anticipates that the initial regulation will apply to organizations in September 2022, and organizations will have at least one year to comply with the requirements of forming an accessibility committee, developing an accessibility plan, and establishing a process for receiving public feedback on its accessibility plan. Dawn added that VPL will form a working group of managers and will bring a formal report to a future Board meeting, after the regulation is issued.

Vice Chair Mangat inquired about support from the City. Director Ibey responded that the City took a report to Council in 2018 on an Accessibility Strategy. City staff have a citizen advisory committee and VPL expects to be able to partner with the City. Chief Librarian & CEO de Castell added that the head of VPL Accessible Services attends the citizen advisory committee. Trustee Ma shared that accessibility is important to her and it was great to hear that VPL is well positioned to adhere to the new requirements. She asked if there any gaps that will have financial impact. Director Ibey shared that this is an area where we have been doing work for many years, and one of our values is access to all. In terms of significant gaps, we will assess after we have more information about the requirements. We are also anticipating that we will be receiving support from the Province. Board Chair Lowe asked if the government has set aside funding to meet the obligations and if public libraries have access to the funds, and whether there are any penalties if organizations do not meet the new requirements. Director Ibey noted that VPL often exceeds our legislative obligations, as being inclusive is part of our values. She noted that she does not feel that we will be at risk. Chief Librarian & CEO de Castell added that the BC budget was announced yesterday and provides $3M funding over three years for establishing the BC Accessibility Act. Vice Chair Mangat noted that the legislation was built on similar legislation in Ontario, and staff could draw on the expertise of libraries in Ontario.

ITEM PULLED OUT OF CONSENT

6.    UNDRIP Implementation

Trustee Ma asked what action applied to the Board in the UNDRIP implementation and cited an example of City advisory committees that lacked representation from people under 40 years old, and held an open house to support recruitment. Chief Librarian & CEO de Castell responded that the main item that the Board initiated is to seek legislative change so that Squamish and Tsleil-Waututh Nation members living on reserve are legally entitled to be members of the Library Board. She noted that Musqueam reserve residents are electors of Vancouver and are eligible now. She also shared that we have promoted expressions of interest through local Nations during trustee recruitment in the past several months, and will promote this again during the fall 2022 recruitment. She noted that we have not received interest in this so far, and shared current priorities of the local Nations.

Moved by Karen Spears and seconded by Raji Mangat

THAT the Board receive the report for information.

CARRIED UNANIMOUSLY

7.    Strategic Plan Q4 2021 Progress

Trustee Ma sought clarification on several areas of the report including early literacy programs, timelines, and the goal related to targeted communications. Board Chair Lowe noted that he and the Chief Librarian & CEO will discuss providing a strategic plan orientation for the new trustees and those who would like a refresher. Chief Librarian & CEO noted that the Operating Plan, which the Board received earlier in 2021, contains more details, and we will share this with trustees. She asked trustees to let her know if they have any follow-up questions.

Moved by Kurt Heinrich and seconded by Karen Spears

THAT the Board receive the report for information.

CARRIED UNANIMOUSLY

ADJOURN

Moved by Kurt Heinrich and seconded by Melody Ma

There being no further business, the Chair declared the meeting adjourned at 7:05 p.m.

Signed by: Kevin Lowe, Chair and Christina de Castell, Secretary