Public Participation at Board Meetings

Board meeting: any gathering of the Library Board for the purpose of conducting library business, in-person or by virtual means.

Board member: individual appointed by Vancouver City Council to the Library Board under s.5 of the British Columbia Library Act, including the member of City Council appointed by Council to serve on the Library Board.

Board Chair: Board Member elected by the Library Board to serve as Chair of the Library Board for the year, as required by s.7 of the Library Act, or Board Member acting in this role due to absence or vacancy of the Board Chair.

Chief Librarian & CEO: individual appointed by the Library Board as Chief Librarian under s.9 of the British Columbia Library Act.

Inaugural Board Meeting: first meeting of each calendar year, at which the Chair and Vice-Chair are elected as required by s.7(1) of the Library Act.

Library Board: the VPL Board, appointed by Vancouver City Council under s.5 of the British Columbia Library Act.

Library Staff: employees of the Library Board hired under the delegated authority of the Chief Librarian & CEO.

Regular Board Meeting: Board Meeting scheduled at the beginning of the calendar year and posted publicly as part of the regular meeting schedule.

Residents of Vancouver: people living in Vancouver or electors of Vancouver, as well as people living in areas covered by service agreements with VPL.

Special Board Meeting: Board Meeting called by the Board Chair under section 7(h) of the Board Procedure Policy.

VPL: The organization commonly known as Vancouver Public Library, as governed by Library Board.

The Library Board affirms the rights of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish) and səlilwətaɬ (Tsleil-Waututh) Nations in the UN Declaration on the Rights of Indigenous Peoples, including Article 5, that Indigenous peoples have the right to maintain and strengthen their distinct political, legal, economic, social and cultural institutions, while maintaining their right to participate fully, if they so choose, in political, social and cultural life. The Board will accommodate Indigenous ways of knowing, being and doing in public participation in Board governance to enable these rights.

1. Underlying Principles/Policy Goals
   The Library Board welcomes public participation in VPL governance through correspondence and presentations, in alignment with VPL’s vision, mission and values.
   
   VPL’s approach to public participation at Board Meetings is designed to:
   a) Ensure a range of perspectives are considered in Library Board decision making;
   b) Enhance the delivery of library services and reduce barriers to library access;
   c) Foster constructive and authentic engagement with stakeholders and partners who are critical to achieving VPL’s mission and strategic priorities; and
   d) Ensure efficient Board Meetings.
    
2. Correspondence
   a) Individuals are welcome to send correspondence, either on their own behalf or as a representative of an organization or group, to present information, a viewpoint, or a concern regarding matters that are the responsibility of the Library Board.
   b) Issues or concerns about operational matters, including those related to Library Staff performance (other than of the Chief Librarian & CEO), will be directed to the Chief Librarian & CEO for review or resolution. Should an issue or concern be raised about the Chief Librarian & CEO’s performance, the Library Board will review the matter.
    
3. Presentations
   a) Residents of Vancouver or members of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), or səlilwətaɬ (Tseil-Waututh) Nations, either on their own behalf or through a representative, or as a representative of an organization or group of which they are a member, are welcome to are welcome to apply to appear at a Regular or Special Board Meeting to present information, a viewpoint or a concern regarding matters that are the responsibility of the Library Board and are being considered on the Board Meeting agenda for that meeting.
   b) The Library Board, through the Board Chair, will approve or refuse an application, or request additional information before making a decision. The Board Chair will refer issues or concerns about operational matters to the Chief Librarian & CEO for review or resolution.
   c) Upon approval by the Board Chair, the name of the individual(s), organization being represented, and subject of the presentation will be included on the Board Meeting agenda. Any presentation and materials submitted will form part of the public record of the meeting.
   d) Each presentation will be limited to five (5) minutes, regardless of the number of items the presenter wishes to address, in order to ensure adequate time for all presenters and conducting other Library Board business. Any one organization can have no more than three speakers. The number of speakers does not affect the total time limit for an organization.
   e) The Board Chair may choose to vary presentation policy and procedures to accommodate individual and Board needs.
    
4. Policy Procedures
   4.1. Requests to make a presentation
   
   Individuals or organizations wishing to make a presentation to the Library Board should email board@vpl.ca by noon on Monday in the week of the scheduled Regular or Special Board Meeting.
   
   The request must include:
   a) The name, organization represented if any, telephone number, and email address of the presenter(s);
   
   b) The meeting date and agenda item the presentation relates to;
   
   c) A summary of the presentation and any relevant documentation;
   
   d) Whether the presenter(s) will attend in person or virtually; and
   
   e) Any accommodation required, such as needs to support a disability, translation, or cultural practices.
   
   4.2. Late Requests
   The Board Chair may grant late requests, in consultation with the Chief Librarian & CEO, if, in their opinion, there were reasonable extenuating circumstances. Submit late requests by email no later than noon the day before the Regular or Special Board meeting, providing the information noted above, and explaining why the Board Chair should consider the late request.
   Library Staff will notify the requestor if the Board Chair has approved the request to present and, if so, provide the meeting details and accommodations that will be provided.
   
   4.3. Guidelines for Presenters at Regular or Special Board Meetings
   a) Limit your remarks to the subject on which you have been approved to address the Board.
   
   b) Be respectful and direct your remarks to the Library Board as a whole, not to individual Library Staff or Board Members.
   
   c) Follow the directions and decisions of the Chair.
   
   d) Signs or placards shall not be displayed.
   
   e) Filming, audio recording or taking photographs during the meeting is not permitted.
   
   Board Members may only ask questions of presenters in order to seek clarification or ask for additional information. Board Members may also ask the Chief Librarian & CEO to provide clarification or to confirm information. Presentations to the Library Board provide an opportunity for the Library Board to receive information and are not intended as a forum for debate.

Presenters who do not comply may be asked to leave the Board Meeting. Library Staff who do not comply with this policy may face disciplinary action, up to and including termination of employment. The Library Board may request that Council remove a Board Member who fails to comply with this policy.

• Board Procedure