Board Meeting March 2022

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 February 23, 2022: Download
d) Welcome to New Trustees

REQUEST FOR INFORMATION

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

ITEM FOR DECISION    

a) Extension of VPL Strategic Plan 2020-2023: Download

ITEMS FOR CONSENT

DIRECT TO THE BOARD

a) Facilities Redevelopment Update: Download

SFHR COMMITTEE

b) Draft Minutes – March 16, 2022 SFHR Committee Regular Meeting: Download    
c) Upcoming Decision - Transfer from Reserves for Website Software Replacement (Please refer to the draft March SFHR Committee Meeting Minutes)
d) 2021 Annual Privacy Management Update: Download
e) Provincial Library Grant Report: Download

CORRESPONDENCE

f) Emails from Prime Ministers Office, MP Beech, MP Kwan and Min. Wilkinson to Library Board in response to letter re: Online Discrimination and Hate: Download   
g) Letter to Min. Nathan Cullen from Library Board: Download

DISCUSSION OF ITEMS PULLED FROM CONSENT

NEW BUSINESS

ADJOURN: ESTIMATED AT 6:30 PM

IN CAMERA MEETING RATIONALE

THAT the Library Board will meet in camera, 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)    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;

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

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)(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;

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 January 26, 2022

ITEMS FOR DECISION

a) 4-Year Capital Plan 2023-2026
b) COVID-19 Staff Vaccinations
c) Transfer from Reserves for Website Software Replacement

ITEMS FOR CONSENT

SFHR COMMITTEE

a) Draft Minutes - March SFHR Committee Meeting

DISCUSSION OF ITEMS PULLED FROM CONSENT

NEW BUSINESS

Adjourn: Estimated at 7:25 p.m.

Present: Tim Bottomer; Clr. Pete Fry, Vancouver City Councillor; Kurt Heinrich, Vice Chair; Zahra Hussein; Kevin Lowe, Chair; Melody Ma; Stuart Mackinnon, Vancouver Park Board Chair; Raji Mangat, Vice Chair; Harlan Pruden; Karen Spears; Abeer Yusuf

Absent:    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: Lucas Daoust, Manager, Human Resources; Maryn Ashdown, Assoc. Director, Neighbourhood & Youth Services

Guests: Liza Saayman, Vice President, CUPE Local 391; Darius Maze, Co-Chair, Friends of VPL

Recording Secretary: Chrysalyn Tolentino, Executive Assistant

INTRODUCTORY REMARKS

Vice Chair Mangat shared that she is grateful to be working in the unceded territories of Musqueam, Squamish and Tsleil-Waututh Nations. She shared thoughts about the language to use to honour the land, and reflected on the work of the Board and her gratitude for the work of building relationships with the Musqueam, Squamish and Tsleil-Waututh Nations.

Board Chair Lowe acknowledged and thanked Executive Assistant Chrysalyn Tolentino and Administrative Assistant Joan Brookes for helping organize the first in-person Board meeting in two years. He reminded trustees that the Digital Licensing workshop will be held tomorrow, March 24th and added that he had invited a prospective trustee to attend the workshop.

ADMINISTRATION

1. Consent Agenda - Removal of Items and Approval

No items were pulled from the consent agenda.

Moved by Zahra Hussein and seconded by Kurt Heinrich

THAT the following Board reports be approved on consent:

• Facilities Redevelopment Update

      THAT the Library Board receive the report for information.

• Draft Minutes – Feb. 16, 2022 SFHR Committee Regular Meeting

      THAT the Library Board receive the draft minutes for information.

• Upcoming Decision – Transfer from Reserves for Website Software Replacement

      THAT the Library Board receive the verbal update for information.

• 2021 Annual Privacy Management Update Report

      THAT the Library Board receive the report for information.

• Provincial Library Grant Report

      THAT the Library Board receive the report for information.

• Correspondence

      THAT the Library Board receive the correspondence for information.

CARRIED UNANIMOUSLY

2. Approval of the Agenda

Moved by Raji Mangat and seconded by Tim Bottomer

THAT the Board approve the regular meeting agenda as received.

CARRIED UNANIMOUSLY

3. Minutes

The draft minutes of the Regular Meeting held February 23, 2022 were presented to the Board for approval.

Moved by Kurt Heinrich and seconded by Tim Bottomer

THAT the draft minutes of the Regular Meeting held February 23, 2022 be approved as received.

CARRIED UNANIMOUSLY

REQUEST FOR INFORMATION

CUPE Local 391

Liza Saayman, Vice President of CUPE 391, reported that CUPE 391 President, Kari Scott-Whyte, will not be running for another term and Johnathan Dyer will act as President until the end of May. The CUPE 391 Annual General Meeting will be on April 24 and the new term for the Executive Committee starts on June 1st. CUPE 391 delegates will attend the April CUPE BC meeting in Victoria where the focus is equity and diversity. Board Chair Lowe expressed gratitude on behalf of the Board to Kari Scott-Whyte for her amazing work as Union President, including her attendance at Library Board meetings where she thoughtfully championed for VPL employees. Trustee Pruden noted Kari’s compassion, and her sharing of issues impacting staff and that he appreciates the relationship trustees cultivated with Kari. He wished Kari all the success in her next endeavours.

Friends of VPL

Darius Maze, Co-Chair of the Friends of VPL, shared that the Friends are preparing for the September book sale, that they are starting to see an increase in Bookmark’ sales, that they plan to donate to VPL $25,000 to $30,000 this year, and that they are in the midst of recruiting new board members. Trustee Mackinnon shared that he is excited to hear that the book sale will be happening again and asked if he can bring his books for donation. Trustee Pruden inquired if the “Stay at Home and Read a Book” event will be held this year, and Darius confirmed that they will continue with this tradition in the fall of 2022 and he will ensure that an invitation is sent to Library Board members.

VPL Foundation

The VPL Foundation did not provide a report at this meeting.

ITEM FOR DECISION

4. Extension of VPL Strategic Plan 2020-2023

Carol Nelson, Director of Planning & Communication, presented a staff recommendation that the timeframe of the Strategic Plan be extended by two years, to run through 2025, given the pandemic’s impact on progress on VPL’s goals. The impact of service reductions and focus on ensuring the health and wellbeing of staff and patrons has been significant, with many of the planned initiatives delayed. She noted that staff recommend a review of the strategic priorities and goals in 2023, and that staff do not anticipate that substantive changes will be necessary.  

Trustee Mackinnon shared that he appreciated the honesty and integrity of identifying this issue, and the recommendation to review the strategic goals and operating plan. Trustee Ma asked whether additional initiatives would be added in areas where the planned activities were complete, such as for early literacy. Director Iannacone responded that there is no plan to add new initiatives in this area, since the goal covers the core areas of our service, however, continuous improvement will remain important.  Trustee Pruden supported the recommendation and agreed with the rationale. He asked about the financial implications of the extension. Chief Librarian & CEO de Castell noted strategic goals guide our operations, and if additional funding is needed, we will address this through reallocation, fundraising or reserves. She noted that the Board is scheduled to discuss the operating budget at the June 2022 Board meeting. Vice Chair Heinrich asked how VPL would integrate the need for changes if they are identified as needed in the 2023 review. Director Nelson responded that it will help us plan for the future, and Chief Librarian & CEO de Castell added that in the last review, one goal needed adjustment, but the four priority areas remained the same, and we would be able to adjust through the operating plan.

Trustee Yusuf asked how we can prepare for success if we have a new Council in the fall. Director Nelson responded that we will discuss this at the next CRPD Committee meeting, including preparing for the election and conversations with candidates. During the last civic election, VPL held an information session for candidates, and we will plan for a similar session this year. Trustee Bottomer sought more information about the timing of the external landscape reassessment.  Chief Librarian & CEO de Castell responded that we find it useful to have a target in place, and if all goes well in the fall, we will conduct the reassessment of the external landscape in early 2023. Trustee Pruden asked if the environmental scan would include a review of BC DRIPA and the new Accessibility legislation. He noted that BC DRIPA was there in November 2019 but not identified in the plan. Chief Librarian & CEO de Castell responded that staff will ensure that legislative changes will be included, and that staff are hoping that the Provincial Government will provide more details on implementation for BC DRIPA. Trustee Ma asked why the budget review is in 2022 while the strategic plan review is in 2023. Chief Librarian & CEO de Castell shared that the Board discusses the budget every year, and normally the strategic plan is every four years. Board Chair Lowe asked if the environmental scan update will come to the Board, and Chief Librarian & CEO confirmed that it would. At the conclusion of the discussion, the following motion was raised:

Moved by Raji Mangat and seconded by Stuart Mackinnon

THAT the Board approve the extension of the VPL Strategic Plan by two years, to 2025.

CARRIED UNANIMOUSLY

ADJOURN

Moved by Tim Bottomer and seconded by Zahra Hussein

There being no further business, the Chair declared the meeting adjourned at 6:30 p.m.

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