Board Minutes: September 2011

350 West Georgia Street
Vancouver, BC
Canada V6B 2B1

Date: Wednesday, September 7, 2011

Present: Catherine Evans, Chair; Mary Lynn Baum; Carellin Brooks, Vice Chair; Angie Chan; David Chariandy; Kyla Epstein; Erfan Kazemi, Vice Chair; Debbie Millward; John Swift; Alan Twigg; Loretta Woodcock, Vancouver Park Board Representative

Absent: Mike Lombardi,Vancouver School Board Representative; Tim Stevenson, City Council Representative

Management Present: Sandra Singh, Chief Librarian; Diana Guinn, Director, Neighbourhood and Youth Services; Shelagh Flaherty, Director, Central Library; Ingrid VanKemenade, Director, Human Resources; Eric Smith, Director, Corporate Services; Daphne Wood,Director, Planning & Development

Staff: Jean Kavanagh, Manager, Marketing & Communications; Chris Middlemass, Manager, ILL/Sc&Bus/FA&His/SpCol; Daniela Esparo, Manager, North Area

Guests: Alex Youngberg, President, CUPE Local 391; Jane Curry, Member-at-Large, CUPE Local 391; Anne O’Shea, Project Manager, RFID; Stefania Alexandru, Friends of VPL

Recording Secretary: Chrysalyn Tolentino, Executive Assistant

PRESENTATION

1. Unit Introduction: RFID – Anne O’Shea

RFID Project Manager Anne O’Shea provided an overview of the RFID project, which is a two-year project with an estimated completion date in October 2012. Anne noted that VPL will install automated materials handling at Central Library and at the Terry Salman branch. She also enumerated the benefits of RFID including fewer repetitive strain injuries for staff, ability to check multiple items, increased self service options for the public, better inventory control and automated materials handling. The RFID Team will tag approximately three million collections and have reached the one million mark in tagging items a few weeks ago. The Board commended and thanked Anne and the RFID team for their work.

DELEGATION

2. CUPE Local 391 Collection Management

CUPE Local 391 President Alex Youngberg spoke to Trustees about the concerns of some staff about the rate of weeding materials at Central Branch.

ADMINISTRATION

3. Minutes

The draft minutes of Regular Meeting held June 1, 2011 were presented to the Chair for approval.

Moved by David Chariandy and seconded by Carellin Brooks

THAT the draft minutes of Regular Meeting held July 6, 2011 be approved as amended.

CARRIED

4. Election of Vice Chair

Board Chair Catherine Evans called for nominations for the vacant position of Vice-Chair.

THAT Carellin Brooks be appointed as Vice Chair effective until December 31, 2011.

CARRIED

REQUEST FOR INFORMATION

CUPE Local 391

CUPE Local 391 President Alex Youngberg reported that the union will participate during the September 23rd Word on the Street event and invited Trustees to visit their tent. CUPE BC National convention will be held in Vancouver at the end of October.

Friends

Stefania Alexandru, member-at-Large of the Friends of VPL, reported on the various activities such conducting a membership drive during the September 23rd Word on the Street, holding a volunteer appreciation event on October 1st, as well as book sale on October 27th. Stefania is writing an article in VPL’s Check-it-Out magazine and Friends has started a Twitter account. The Friends Board will propose that the organization lower their fee to boost membership.

VPL Foundation

The VPL Foundation is planning to organize a fundraising event on October 29th, the evening of the grand opening of the new Terry Salman Branch. Library staff will prepare an audio visual montage showcasing VPL & will feature two patrons who will deliver impact stories on how the library touched their lives.

British Columbia Library Trustees Association

Trustee Carellin Brooks reported that the BCLTA Trustee Orientation Program will be held at the Burnaby Public Library on November 26th. Carellin also reported that Board Chair Catherine Evans will present at the upcoming Union of BC Municipalities (UBCM) Convention on September 27th. The session is sponsored by BCLA, BCLTA and ABCPLD.

InterLINK

The next InterLINK meeting will be held on September 27th.

VPL Trustees

Trustees Kyla Epstein, Debbie Millward, Mary Lynn Baum and Catherine Evans handed out medals to participants of the Summer Reading Program in their respective liaison branches.

Trustee Kyla Epstein attended the BC Federation Labour Day event and the Friends of VPL book sale event. She noted that Seattle Public Library is also experiencing significant cuts to its operating budget.

Trustee Carellin Brooks gave the final speech at the recently concluded VPL Writing and Book Camp. Carellin congratulated the organizers for this inspiring and great program.

Trustee Mary Lynn Baum had an opportunity to visit Copenhagen’s Black Diamond Library that is noted for their fabulous structure but lacking the vibrancy as compared to VPL’s Central Library.

Trustee Alan Twigg informed the Board that the September issue of the BC Bookworld featured Chief Librarian Sandra Singh on the cover as well as an interview with Sandra, former City Librarian Paul Whitney, and Debbie Schachter, former Director of Technology & Collection Management.

ITEMS FOR CONSENT

Moved by Erfan Kazemi and seconded by Debbie Millward

THAT the June 2011 Financial Statements be approved on consent.

CARRIED

ITEMS FOR DISCUSSION & DECISION

5. Staffing and Activity Levels at the Mount Pleasant Branch

Moved by Erfan Kazemi and seconded by Debbie Millward

THAT the Library Board request capital and operating funding from the City to allow the Mount Pleasant Branch to maintain its current hours by installing sorting equipment to provide automated materials handling and increase information staff effective January 1, 2012.

CARRIED

6. Draft Board Evaluation

The Ad-Hoc Board Governance Committee has drafted its own questionnaire to assist Trustees to evaluate the Board’s performance in carrying out their roles and responsibilities in the context of the Library’s values.

Moved by Erfan Kazemi and seconded by Mary Lynn Baum.

That the Library Board Evaluation Questionnaire be approved in principle subject to further modification.

CARRIED

The assessment of the Chair will be shared to the Board Executive Committee and the evaluation will be carried out via Survey Monkey.

7. Youth Board Member

Trustees agreed to pursue the possibility of adding a youth representative to the Board and have asked that staff further investigate this issue.

STRATEGIC PLAN, DISCUSSIONS, AND ISSUES

8. Facilities RFP

The Library has received 11 bids for the Request for Proposals for the development of the Library’s Master Facilities Plan. Three candidates for the short list will be selected, notified and interviewed. The plan is estimated to be completed at the end of the year.

9. Capital Plan Update

The draft 2012 Capital Budget report will be finalized by September 20th, with a public referendum in November and the final approval by City Council in December. Library staff are in discussion with the City to adjust our funding for Levels 8 & 9.

City Archives is currently undertaking an accommodation study to see if co-location with the Library is viable and has engaged RPG Consulting to conduct the study. Through discussions with RPG, it became clear that the Library need to develop a master plan with a view to the future to fully understand the library service trends and needs before making a decision on the co-location of Archives at Central Library. The Library is now considering how to arrange for this work so it fits in with the Archives study work. Staff will provide an update at the October Board meeting.