Board Meeting April 2016

CHAIR TO CALL MEETING TO ORDER

A) PRESENTATION

a) Website Redesign – Kay Cahill, Manager, Digital Services

B) ADMINISTRATION

a) Minutes – Receive/approve draft minutes of Board meeting held March 30, 2016: Download

b) Item Arising from In Camera Meeting: Download

• Instrument Lending

C) ADDITIONS/ALTERATIONS TO THE AGENDA

D) REQUEST FOR INFORMATION FROM:

• CUPE Local 391
• Friends
• VPL Foundation
• BCLTA
• InterLINK
• VPL Trustees

E) ITEMS FOR DECISION

a) Statement of Financial Information (SOFI): Download

b) Access to Services without Fear Policy: Download

c) Public Website Redesign Award of Contract: Download

d) Instrument Lending Fines and Fees: Download

F) ITEMS FOR CONSENT

Information Items for Consent

DIRECT TO BOARD

a) Activity Reports: Central and Branches – March 2016

CRPD COMMITTEE

b) Draft Minutes – April CRPD Committee Regular Meeting: Download

c) Strategic Planning Progress Update (please refer to the draft CRPD Committee meeting minutes)

d) nə́c̓aʔmat ct Strathcona Branch (please refer to the draft CRPD Committee meeting minutes)

e) 2016-2019 InterLINK Strategic Plan (please refer to the draft CRPD Committee meeting minutes)

SFHR COMMITTEE

f) Draft Minutes – April SFHR Committee Regular Meeting: Download

g) March 31, 2016 Financial Reports: Download

GOVERNANCE COMMITTEE

h) Draft Minutes – April Governance Committee Regular Meeting: Download

i) Board Procedure Policy Revisions (please refer to the draft Governance Committee meeting minutes)

j) Board Recruitment (please refer to the draft Governance Committee meeting minutes)

k) Board Self Evaluation (please refer to the draft Governance Committee meeting minutes)

CORRESPONDENCE

l) Mar31/16 – Letter from Mari Martin, Director, Libraries Branch, Ministry of Education to Board Chair Mary Lynn Baum re: 2016 Library Operating Grant Allocations: Download

G) DISCUSSION OF ITEMS PULLED FROM CONSENT

H) NEW BUSINESS

IN CAMERA MEETING NOTICE

THAT the Library Board will go into meeting later tonight which is closed to the public, pursuant to Section 5 (n) of the Board Procedure Policy, to discuss matters related to paragraphs:

5(n)(10) Negotiations and related discussions respecting 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 if they were held in public;

5(n)(10) The security of the property of the Library.

Present: Mary Lynn Baum, Chair; Carellin Brooks; Amanda Card; Jennifer Chan, Vice Chair (via conference call); Kyla Epstein; Catherine Evans, Vancouver Park Board Representative; Suki Grewal; Karen Hoffmann; John Schaub, Vice Chair (via conference call); Allan Wong, Vancouver School Board Representative

Absent: Clr. Tim Stevenson, City Council Representative; Gordon Ross; Rhonda Sherwood

Management Present: Sandra Singh, Chief Librarian; Christina de Castell, Director, Collection & Technology; Shelagh Flaherty, Director, Library Experience; Diana Guinn, Director, Neighbourhood & Youth Services; Samantha Pillay, Director, Human Resources; Amanda Pitre-Hayes, Director, Planning & Projects; Eric Smith, Director, Corporate Services & Facilities

Staff: Stephen Barrington, Manager, Marketing & Communications; Beth Davies, Manager, Neighbourhood Services; Kay Cahill, Manager, Digital Services; Dawn Ibey, Manager, Circulation Services

Guests: Judith Neamtan, President, Friends of VPL

Recording Secretary: Chrysalyn Tolentino, Executive Assistant

PRESENTATIONS

1. Website Redesign

Kay Cahill, Manager, Digital Services presented the content strategy and information architecture of the new VPL website which will be launched in September. The new design will allow for a welcoming, dynamic, and engaging website that is easy to use for a wide range of audiences and across a broad range of devices. The information architecture and visual design was developed in house due to the staff expertise. The Board thanked Kay and the Digital Services Team for their remarkable work.

ADMINISTRATION

2. Minutes

The draft minutes of the Regular Meeting held March 30, 2016 were presented to the Chair for approval.

Moved by Amanda Card and seconded by Suki Grewal

THAT the draft minutes of the Regular Meeting held March 30, 2016 be approved as amended.

CARRIED UNANIMOUSLY

ITEMS ARISING FROM IN CAMERA (September 23, 2015)

3. Instrument Lending

Staff sought approval from the Board to implement the proposed instrument lending collection as a new service at VPL as a two-year pilot program, funded by Sun Life Financial.

Moved by Amanda Card and seconded Carellin Brooks

THAT the Board approve the establishment of the two-year pilot Instrument Lending Service (exact name still to be confirmed) as described in this report, subject to confirmation of contribution by Sun Life Financial;

THAT the Board approve that the name of the instrument lending program include the donor’s name; and

THAT staff be directed to provide an evaluation of the service before the end of the second year of the pilot with recommendations regarding continuation.

CARRIED UNANIMOUSLY

REQUEST FOR INFORMATION

CUPE Local 391

No report.

Friends

Judith Neamtan, President, Friends of VPL reported that the Friends’ Annual General Meeting will be held on Saturday, April 30th. All eight current board members will be returning for another term and a tour of Level 8 will be held as part of the AGM. Judith added that the Friends will donate a total of $69,000 to the Library. Volunteers were asked to complete the VPL Strategic Plan survey.

VPL Foundation

No report.

British Columbia Library Trustees Association

Commissioner Catherine Evans reported that the BCLTA Board continues to prepare for their annual conference. BCLTA Board members have completed the Board self evaluation questionnaire.

InterLINK

Vice Chair John Schaub reported that Trustee Karen Hoffmann will attend the next InterLINK Board meeting scheduled on May 31st.

VPL Trustees

Vice Chair John Schaub introduced, with Trustee Kyla Epstein, the 2016 VPL Aboriginal Storyteller-in Residence in Carnegie Branch. He also attended the Chinatown Stories event on April 7th.

Vice Chair Jennifer Chan visited Firehall Branch on April 9th and introduced the Aboriginal Storyteller-in Residence event at Firehall Branch on April 19th. Jennifer attended the Unveiling of the Next Levels Plans at Central Library on April 21st.

Trustee Kyla Epstein co-introduced with Trustee Card the inaugural event for the Aboriginal Storyteller-in Residence at Central Library on March 31st. She thanked the Programming & Learning staff for an amazing space set up. Kyla also co-welcomed with Vice Chair Schaub the Aboriginal Storyteller-in Residence at Carnegie on April 9th and participated in meeting with candidates for the position of Library Experience Director. She attended the Board strategic plan workshop on April 17th and offered a welcome at the staff strategic plan session on April 18th. On April 19, Kyla toured the Inspiration Lab with MLA Melanie Mark. She also introduced Ms. Mark at the Carnegie Alley Health Fair. Ms. Mark spoke about the library when she delivered her speech at the Legislative Assembly on April 27th. Kyla also attended VPL Foundation’s Unveiling of the Next Levels Plans at Central Library on April 21st.

Trustee Suki Grewal attended the ESL Conversation Circle at Marpole on April 26th and introduced the Storyteller-in-Residence at South Hill Branch on April 23. Suki visited a library branch in Oxford, UK in early April and will meet with her Council liaison Clr. Kerry Jang on April 28.

Trustee Karen Hoffmann toured and met staff in Kitsilano and Champlain Branches, attended the Chinatown Stories event on April 7th, met with her Council liaison Clr. Geoff Meggs, welcomed participants during the Storyteller-in-Residence event in Dunbar on April 20th, and attended the VPL Foundation’s Unveiling of the Next Levels Plans at Central Library.

Vancouver School Board Trustee Allan Wong reported that VSB will deliberate and vote on the budget shortfall which could see funding cuts to band and strings programs and non-teaching staff including teacher librarians. Around 150 delegations came out during the public sessions. The VSB Strategic Plan will be adopted in June and the Long Term Facilities Plan will be brought to the Board on May 18 which will potentially result in school closures.

Commissioner Catherine Evans reported that the Vancouver Park Board will meet directors of all community associations to address communication challenges. The Board will also vote on the motion to adopt the “Access to City Services Without Fear for Residents with Uncertain or No Immigration Status (ACSWF)”.

Trustee Amanda Card welcomed Renae Morriseau, 2016 VPL Storyteller-in-Residence in Kensington Branch on April 23rd and attended the following events: Unveiling of the Next Levels Plans, VPL 2020 staff engagement, and Chinatown Stories event.

Trustee Carellin Brooks, together with Trustee Rhonda Sherwood, introduced the VPL Storyteller-in-Residence at West Point Grey Branch on April 9th. Carellin also participated in the interviews for the position of Library Experience Director, attended the Unveiling of the Next Level Plans, and visited Kerrisdale Branch. Carellin noted her appreciation of the branch heads for inviting Trustees to their events.

Board Chair Mary Lynn Baum toured Kitsilano and Dunbar branches with Trustee Karen Hoffmann, and visited Mt. Pleasant Branch with Vice Chair Jennifer Chan. Mary Lynn participated in the following events: introduced Renae Morriseau in Dunbar, attended the VPL 2020 Strategic Planning Workshop, interviewed candidates for the position of Library Experience Director, welcomed teens during the International Day of Pink at Central, introduced Nick Bantock at Central on April 21st, and attended the Unveiling of the Next Level Plans event. She attended a dinner hosted by the chair of the Capital Campaign which included a reading by author Joseph Boyden.

ITEMS FOR DECISION

4. Statement of Financial Information (SOFI)

The Services, Finance & Human Resources Committee reviewed the report and recommended that the Board approve the 2015 SOFI statements for year ending December 31, 2015. There were some minor corrections as noted by the Committee including changes to the Trustee expenses.

Moved by Karen Hoffmann and seconded Carellin Brooks

THAT the VPL Board approve the financial statements and schedules included in the 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. Access to Services Without Fear Policy

City Council passed the “Access to City Services Without Fear for Residents with Uncertain or No Immigration Status (ACSWF)” Policy on April 6, 2016 with a recommendation that the Park Board, Vancouver Police, and VPL adopt a policy. The SFHR Committee reviewed and recommended that the Board adopt the VPL policy ensuring that the Library is inclusive and welcoming to all. The Chief Librarian thanked Library Experience Director Shelagh Flaherty and Circulations Manager Dawn Ibey for their work on this policy. Board Chair Mary Lynn Baum acknowledged Trustee Kyla Epstein for being a conduit for these discussions and thanked the SFHR Committee and staff for their work on this important issue.

Moved by Kyla Epstein and seconded Carellin Brooks

THAT the Board approve the proposed draft Access to Vancouver Public Library Services Without Fear Policy.

CARRIED UNANIMOUSLY

The Board Chair also thanked Library Experience Director Shelagh Flaherty for her extraordinary and exemplary service at VPL. Shelagh will be retiring in June 2016.

6. Public Website Redesign Award of Contract

Board Chair Mary Lynn Baum welcomed back Christina de Castell, Director, Collection & Technology, and thanked Kay Cahill, Janet Horne, and Chris Middlemass for their work during Christina’s absence.

Christina noted that the Services, Finance & Human Resources Committee reviewed the report and recommended that the Board approve the recommendation. She added that the selected vendor will create public templates based on the VPL design, assist with the selection of Drupal modules to support the design, and to configure the staff interface for content creation and management.

Moved by Catherine Evans and seconded Amanda Card

THAT the VPL Board approve the award of a consulting contract to Opin Software Inc. to assist with the development of the redesigned public website; source of funds to be IT Capital funds allocated for this purpose by the City of Vancouver.

CARRIED UNANIMOUSLY

7. Instrument Lending Fines and Fees

Shelagh Flaherty, Director, Library Experience presented for Board approval the report outlining the fines, fees, and charges for the Instrument Lending collection. Shelagh added that VPL’s launch date is scheduled on June 7th and the initial collection of 100 instruments will include a variety of string and light percussion instruments, including some world instruments. The SFHR Committee recommended that aside from staff, loans are also not available to Board Trustees until a six month review is conducted. The Chief Librarian thanked Shelagh Flaherty and Dawn Ibey for their work on this project.

Moved by Suki Grewal and seconded Amanda Card

THAT the Board approve the following fines and fees approaches for the imminent instrument lending collection:

1) Fines for instruments are $1.00/day, maximum $12.00 for adults and for 14-18yrs - $.50/day, maximum $6.00. No fines on children’s cards.

2) Instrument loans not available to Access VPL card, subscriptions card or visitor card holders.

3) Loans not available to staff and Trustees pending a six month review.

4) Replacement charges for the instruments are set at one rate per instrument type and one rate per instrument bag/case type based on an average cost or replacement cost of the item(s).

5) Peripherals will only be charged for if deemed essential to playing the instrument. An average cost for a specific peripheral will be based on an average actual cost of the item(s).

CARRIED UNANIMOUSLY

ITEMS FOR CONSENT

Moved by Kyla Epstein and seconded by Catherine Evans

THAT the following Board reports be approved on consent:

• Draft Minutes – April CRPD Committee Regular Meeting

THAT the Library Board receive the draft minutes for information.

• Strategic Planning Progress Update

THAT the Library Board receive the update.

• nə́c̓aʔmat ct Strathcona Branch

THAT the Library Board receive the update.

• 2016-2019 InterLINK Strategic Plan

THAT the Library Board receive the update.

• Draft Minutes – April SFHR Committee Regular Meeting

THAT the Library Board receive the draft minutes for information.

• March 31, 2016 Financial Report

THAT the Library Board receive the report for information.

• Draft Minutes – April Governance Committee Regular Meeting

THAT the Library Board receive the draft minutes for information.

• Board Procedure Policy Revisions

THAT the Library Board receive the update.

• Board Recruitment

THAT the Library Board receive the update.

• Board Self Evaluation

THAT the Library Board receive the update.

CARRIED UNANIMOUSLY

ITEMS PULLED OUT OF CONSENT

8. Activity Reports: Central and Branches - March

Trustee Karen Hoffmann related that during her visits to her liaison branches, staff have shown with pride the furniture and materials donated by Friends of VPL. Trustee Hoffmann complimented the Friends of VPL for their support. She also sought clarification on the process of receiving and responding to patron complaints and accolades.

Trustee Kyla Epstein noted her appreciation of community-led librarians as well as the Library’s partnerships with the City.

Trustee Carellin Brooks congratulated Amber Ritchie and Chris Kevlahan, who were recently promoted.

Board Chair Mary Lynn Baum was heartened to see a number of references regarding involvement with new refugees from Syria.

VSB Trustee Allan Wong noted that it was good to see several children’s programs were offered during the spring break, as well as branches offering ESL programs.

Moved by Karen Hoffmann and seconded by Allan Wong

THAT the Board receive the report for information.

CARRIED UNANIMOUSLY

9. Correspondence

Trustee Karen Hoffmann sought clarification on the provincial funding. Staff responded that the allocated funds have remained the same for several years.

Moved by Karen Hoffmann and seconded by Amanda Card

THAT the Board receive the report for information.

CARRIED UNANIMOUSLY

NEW BUSINESS

10. Reduction in Public Libraries in Newfoundland and Labrador

The Chief Librarian expressed concern about the library closures in Newfoundland and Labrador over the next two years. The Chief Librarian noted that the Canadian Library Association will issue a statement urging the Government of Newfoundland and Labrador to reconsider the closure of 54 libraries. Commissioner Catherine Evans will bring this issue to the attention of BCLTA.

ADJOURN

There being no further business, the Chair declared the meeting adjourned at 7:15 p.m. and moved to in-camera.

Signed by: Mary Lynn Baum, Chair and Sandra Singh, Secretary