Board Meeting May 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 March 23, 2022: Download

REQUEST FOR INFORMATION

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

ITEM FOR DECISION    

a) 2021 Statement of Financial Information: Download
b) Updated CRPD Terms of Reference: Download

ITEMS FOR CONSENT

CRPD COMMITTEE

a) Draft Minutes – May 11, 2022 CRPD Committee Regular Meeting: Download    
b) Council Advocacy (please refer to the draft May 11, 2022 CRPD Committee Meeting minutes)
c) Quarterly Report Q1 2022: Download

GOVERNANCE COMMITTEE

d) Draft Minutes – May 11, 2022 Governance Committee Regular Meeting: Download    
e) Board Development and Continuing Education: Download
f) Governance Terms of Reference (please refer to the draft May 11, 2022 Governance Committee Meeting Minutes)
g) Board Recruitment 2023 (please refer to the draft May 11, 2022 Governance Committee Meeting Minutes)

SFHR COMMITTEE

h) Draft Minutes – May 18, 2022 SFHR Committee Regular Meeting: Download    
i) March 31, 2022 (Q1) Financial Operating Results: Download  
j) Provincial Grant re: COVID-19 Relief and Recovery including Emergency Planning (please refer to the draft May 18, 2022 SFHR Committee Meeting Minutes)

CORRESPONDENCE

k) Letter to Library Board from Ministry of Municipal Affairs re: COVID-19 Relief and Recovery including Emergency Planning: Download   

       
DISCUSSION OF ITEMS PULLED FROM CONSENT

NEW BUSINESS

ADJOURN: ESTIMATED AT 6:20 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

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 in camera meeting held March 23, 2022

ITEMS FOR DECISION

a) VPL Fundraising Priorities
b) Reserve for Library Gifts and Grants
c) Holiday Hours
d) Chief Librarian & CEO Succession Plan

ITEMS FOR CONSENT

GOVERNANCE COMMITTEE

a) Draft Minutes - May 11, 2022 Governance Committee Meeting

CRPD COMMITTEE

b) Draft Minutes - May 11, 2022 CRPD Committee Meeting

SFHR COMMITTEE

c) Draft Minutes - May 18, 2022 SFHR Committee Meeting

DISCUSSION OF ITEMS PULLED FROM CONSENT

NEW BUSINESS

 

Present: Kurt Heinrich, Vice Chair; Victor Huang; Zahra Hussein; Kevin Lowe, Chair; Stuart Mackinnon, Vancouver Park Board Commissioner; Raji Mangat, Vice Chair; Karen Spears

Absent: Tim Bottomer; Clr. Pete Fry, Vancouver City Councillor; Melody Ma; Barbara Parrott, Vancouver School Board Trustee; Harlan Pruden; Abeer Yusuf

Management Present: Christina de Castell, Chief Librarian & CEO; Kay Cahill, Director, Information Technology & Collections; Julie Iannacone, Director, Neighbourhood & Youth Services; Dawn Ibey, Director, Central Library & Public Service; Julia Morrison, Director, Corporate Services & CFO; Carol Nelson, Director, Planning & Communications; Balwinder Rai, Director, Human Resources

Staff: Maryn Ashdown, Associate Director, Neighbourhood & Youth Services; Jade Reed, Manager, Information Services

Guest: Jenny Marsh, Executive Director, VPL Foundation

Recording Secretary: Chrysalyn Tolentino, Executive Assistant

INTRODUCTORY REMARKS

Board Chair Lowe acknowledged that this week marks one-year from the announcement of the unmarked graves at the Kamloops Residential School. It is sobering news as we grapple with our history as a colonial state; we honor the children and intergenerational survivors of the many atrocities that happened in Canadian residential schools. Reconciliation is important now more than ever, and these events continue to highlight the need for Truth and Reconciliation. We cannot be bystanders and we need to call for structural reforms and live Reconciliation in everything we do.

Trustee Mackinnon also asked that we take a moment to acknowledge the great tragedy that happened in Uvalde, Texas that targeted people of colour.

ADMINISTRATION

1. Consent Agenda - Removal of Items and Approval

Moved by Kurt Heinrich and seconded by Stuart Mackinnon

THAT the following Board reports be approved on consent:

• Draft Minutes – May 11, 2022 CRPD Committee Regular Meeting

       THAT the Library Board receive the draft minutes for information.

• Council Advocacy (Please refer to the draft CRPD Committee Minutes)

       THAT the Library Board receive the update for information.

• Quarterly Report Q1 2022

       THAT the Library Board receive the report for information.

• Draft Minutes – May 11, 2022 Governance Committee Regular Meeting

       THAT the Library Board receive the draft minutes for information.

• Board Development and Continuing Education

       THAT the Library Board receive the report for information.

• Governance Terms of Reference (Please refer to the draft May 11, 2022 Governance Committee Meeting Minutes)

       THAT the Library Board receive the report for information.

• Board Recruitment 2023 (Please refer to the draft May 11, 2022 Governance Committee Meeting Minutes)

       THAT the Library Board receive the report for information.

• Draft Minutes – May 18, 2022 SFHR Committee Regular Meeting

       THAT the Library Board receive the draft minutes for information.

• March 31, 2022 (Q1) Financial Operating Results

       THAT the Library Board receive the report for information.

• Provincial Grant re: COVID-19 Relief and Recovery including Emergency Planning (Please refer to the draft May 18, 2022 SFHR Committee Meeting Minutes)

       THAT the Library Board receive the update for information.

• Correspondence

       THAT the Library Board receive the correspondence for information.

CARRIED UNANIMOUSLY

2. Approval of the Agenda

Moved by Zahra Hussein 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 March 23, 2022 were presented to the Board for approval.

Moved by Kurt Heinrich and seconded by Stuart Mackinnon

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

CARRIED UNANIMOUSLY

REQUEST FOR INFORMATION

CUPE Local 391

CUPE 391 did not provide a report at this meeting.

Friends of VPL

The Friends of VPL did not provide a report at this meeting.

VPL Foundation

Jenny Marsh, Executive Director of the VPL Foundation, reported that they raised over $38K during the Library Giving Day campaign. The Foundation is preparing their annual report, which they plan to release in September. The also welcomed Flannery May as their new Manager of Operations and Reporting. VPL Foundation staff attended a fundraising conference and they are preparing for a new capital campaign.

ITEM FOR DECISION

4. 2021 Statement of Financial Information

Zahra Hussein introduced the report and noted that the SFHR Committee discussed the terminology and expectations for the report, including disclosure of the remuneration for staff earning over $75,000, and the Committee recommended that the Board approve the SOFI.  Trustee Spears noted that she attended the BCLTA financial oversight workshop and found that the training was helpful in understanding financial reporting including terms and budget. She appreciated staff’s work in pulling this together. Trustee Huang identified a terminology change and Director Morrison noted she would make the requested change.

Moved by Kurt Heinrich and seconded by Zahra Hussein

THAT the Board approve the financial statements and schedules included in the 2021 Statement of Financial Information, produced under the Financial Information Act, and that the Chair of the Library Board sign the approval on behalf of the Board.

CARRIED UNANIMOUSLY

5. Updated CRPD Terms of Reference

Kurt Heinrich, Chair of CPRD Committee, introduced the report, and noted that the Committee made some minor edits to the Terms of Reference.

Moved by Kurt Heinrich and seconded by Raji Mangat

THAT the Board approve the CRPD Committee Terms of Reference as amended.  

CARRIED UNANIMOUSLY

ADJOURN

Moved by Zahra Hussein and seconded by Karen Spears

There being no further business, the Chair declared the meeting adjourned at 5:55 p.m.

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