Board Meeting October 2016

A) PRESENTATIONS

City’s Sharing Initiative - Angela Danyluk, Planning, Urban Design & Sustainability
Boston Public Library – Kyla Epstein

B) ADMINISTRATION

Minutes – Receive/approve draft minutes of Board meeting held September 28, 2016: Download

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) Branch Staffing Review Decisions (Decision: Transfer from Reserves): Download

F) ITEMS FOR CONSENT

Information Items for Consent

DIRECT TO BOARD

a) Activity Reports: Central and Branches – September 2016

b) Vancouver Foundation 2016 Vital Signs Report: Download

c) Quarterly Metrics – Q3 2016 (to be tabled)

SFHR Committee

d) Draft Minutes – October SFHR Committee Regular Meeting: Download

e) September 30, 2016 Operating Results: Download

f) Local Self Published Author Program: Download

CORRESPONDENCE

g) Provincial Budget 2017 Consultation Submission: Download

h) Ombudsperson Record of Complaints: Jul 1 – Sep 30, 2016: Download

G) DISCUSSION OF ITEMS PULLED FROM CONSENT

H) NEW BUSINESS

IN CAMERA MEETING RATIONALE

The Library Board will go into a meeting later tonight which is closed to the public, pursuant to Section 5(n) of the Board procedure Policy, to discuss matters related to: 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.

Present: Mary Lynn Baum, Chair; Carellin Brooks; Amanda Card; Jennifer Chan, Vice Chair; Kyla Epstein; Catherine Evans, Vancouver Park Board Representative; Karen Hoffmann;; Gordon Ross; John Schaub, Vice Chair; Rhonda Sherwood (left at 6:00 pm) Allan Wong, Vancouver School Board Representative

Absent: Suki Grewal; Clr. Tim Stevenson, City Council Representative

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

Staff: Julie Iannacone, Senior Manager, Services to Children & Teens; Sophie Middleton, Acting Manager, Information Services

Guests: Judith Neamtan, President, Friends of VPL; Jane Curry, Vice President, CUPE 391; Gloria Hershorn, Member, CUPE 391; Angela Danyluk, Sustainability Specialist, City of Vancouver

Recording Secretary: Chrysalyn Tolentino, Executive Assistant

PRESENTATION

1. City Sharing Initiative

Amanda Pitre-Hayes introduced Angela Danyluk, Sustainability Specialist from the City of Vancouver. Angela reported that the City launched the City Sharing Initiative framework which promotes access to goods instead of ownership. She detailed ways in which the Library could be a key partner for this initiative.

2. Trustee Presentation

Trustee Kyla Epstein shared some pictures of her visit to the Boston Public Library and Cambridge MA Public Library and discussed some of their approaches to public space arising from significant recent renovations.

ADMINISTRATION

3. Minutes

The draft minutes of the Regular Meeting held September 28, 2016 were presented to the Chair for approval.

Moved by John Schaub and seconded Carellin Brooks

THAT the draft minutes of the Regular Meeting held September 28, 2016 be approved as amended.

CARRIED UNANIMOUSLY

REQUEST FOR INFORMATION

CUPE Local 391

Jane Curry, 1st Vice President, CUPE 391 reported that CUPE 2nd Vice President Inder Pannu attended the CUPE National Sector Conference in Winnipeg last week. The Union also have a Young Worker in Ottawa this week at the National Young Workers’ Summit. Union and Management will be in bargaining next week and they are looking forward to a productive session. Jane also noted that the Union was pleased to learn that Samantha Pillay is now the permanent Human Resources Director and they hope to continue the positive and respectful relationship.

Friends

Judith Neamtan, President of Friends of the Library reported that the Friends conducted a survey of their members and received comments that members would like to hear more about library programs and library news. The Friends’ Board and Book’mark store will be meeting on October 28 for a planning session. The Friends’ are renewing the ‘Stay-at-Home and Read a Book’ campaign wherein four or five people associated with the library recommend a book to read during the Ball and speak to the impact of the Friends on their unit specifically and on the library generally. The campaign will be launched on November 29. Judith added that they will hold a book sale on December 1st.

VPL Foundation

No report.

British Columbia Library Trustees Association

Trustee Kyla Epstein reported that BCLTA had a successful experience at the UBCM Convention. BCLTA organized a board retreat where they discussed draft strategic initiatives, goals, objectives for 2017 and BCLTA’s identity. The Plan will be finalized in November. Kyla requested Trustees to provide suggestions for the 2017 BCLTA Conference. BCLTA sent a letter to ABCPLD sharing information about the learning and development project, annual survey on governance and planning, advocacy with library partners, and highlights of what’s coming in 2017.

InterLINK

No report.

VPL Trustees

Vice Chair Jennifer Chan met with a VPL Foundation Board member where they discussed the VPL Foundation and, in particular, the capital campaign. Jennifer met with two members of the public who wished to apply to the Library Board.

Trustee Kyla Epstein introduced the ‘Experiencing Homelessness: Sex Work Storytellers’ event on October 11th, toured Boston Public Library and Cambridge Public Library and reviewed two applications for the Library Board. Natalie Patel, Children’s Librarian at Britannia, attended the Grandview/¿uuqinak'uuh Elementary School PAC meeting of which Kyla is a member.

Trustee Karen Hoffmann introduced ‘Credit History and Credit Bureau’ program by VanCity at the Dunbar Branch on October 19th. She visited Kitsilano Branch and attended the Canadian Federation of Library Associations Truth and Reconciliation Committee teleconference meeting with Neighbour Services Manager Megan Langley.

Trustee Amanda Card attended the Mayor Arts Awards & City Book Awards on October 3rd. The City Book Award went to the art book ‘Unceded Territories’. Amanda attended the Friends of VPL strategic planning session last week and reviewed applications to the Library Board.

Vancouver School Board representative Allan Wong reported that the Ministry of Education dismissed the School Board Trustees and was replaced with an appointed trustee. Allan noted he would formally resign from the Library Board.

Vancouver Park Board Commissioner Catherine Evans attended the ‘United Nations Women Connect’ event on October 14th. Catherine reported that the Park Board approved funding for the installation of a 27-foot Survivor’s Totem Pole in Pigeon Park on November 5th.

Trustee Gordon Ross attended the ‘Instruments of Change 2016 Benefit’ event on October 13th.

Trustee Carellin Brooks attended the Mayor’s Arts Awards with Trustees John Schaub, Amanda Card, and Park Board Commissioner Catherine Evans.

Vice Chair John Schaub attended the Mayor’s Arts Awards on October 3rd, introduced the ‘Storming the Digital Divide’ event on October 7th, and attended the October 22nd Special Collections event with Writer-in-Residence Sam Wiebe for a tour of some of the Library’s more sinister items and a presentation of rare materials pertaining to crime in Vancouver.

Board Chair Mary Lynn Baum attended the signing of the Memorandum of Understanding between the Vancouver Public Library and Library and Archives Canada on October 5th. Mary Lynn thanked Marketing & Communications for organizing the event. She also attended the opening of the Walter and Mary Lee Chan House in Strathcona and spoke with their daughter Shirley Chan who is excited about the opening of the n?´c?a?mat ct Strathcona Branch. Mary Lynn thanked all the Trustees for their wealth of experience and for attending events on behalf of the Library Board.

ITEMS FOR DECISION

4. Branch Staffing Review Decisions

The Branch Staffing Review report outlines the Directors Group’s decisions following Western Management Consulting (WMC)’s review of Vancouver Public Library (VPL)’s branch staffing model. The report seeks Board approval for a transfer from reserves to support a project coordinator for the implementation phase. The Services, Finance & Human Resources Committee extensively discussed the report and recommendations seeking clarification on a variety of items and recommended Board approval of the funding.

The following motions were raised:

Moved by Jennifer Chan and seconded by Gordon Ross

THAT the Vancouver Public Library Board receive the report of the decisions for information; and

THAT the Board approve a transfer from reserves, as needed, to second an internal project coordinator to assist with the implementation of the recommendations in the Branch Staffing Review.

CARRIED UNANIMOUSLY

ITEMS FOR CONSENT

Moved by Kyla Epstein and seconded by John Schaub

THAT the following Board reports be approved on consent:

• Vancouver Foundation 2016 Vital Signs Report

THAT the Library Board receive the report for information

• Quarterly Metrics – Q3 2016

THAT the Library Board receive the report for information

• September 30, 2016 Operating Results

THAT the Library Board receive the report for information

• Correspondence

THAT the Library Board receive the correspondence for information

CARRIED UNANIMOUSLY

ITEMS PULLED OUT OF CONSENT

5. Activity Reports: Central & Branches – September 2016

Trustee Kyla Epstein sought more details on the Reconciliation-in-Action Day (RIA) as well as the survey on the Aboriginal Collection conducted by the VPL TRC Working Group. She also noted the education sector is starting to change terminology from ESL (English as a Second Language) to EAL (English as an Additional Language) and encouraged staff to start using the term EAL in the library. Kyla also sought clarification if the increased hours of operation in South Hill Branch have been widely promoted in the community.

VSB Trustee Allan Wong was glad to read that there were celebrations across the branches of the Summer Reading Club.

Trustee Carellin Brooks noted that the picture of a child’s writing and drawing awarding the “Jow Force Branch as the best library” was quite touching and heartwarming.

Moved by Carellin Brooks and seconded by Karen Hoffmann

THAT the Board receive the report for information.

CARRIED UNANIMOUSLY

6. Quarterly Metrics – Q3 2016

Collections & Resources Director Christina de Castell presented the third quarter metrics report for Board information.

Moved by Gordon Ross and seconded by Karen Hoffmann

THAT the Board receive the report for information.

CARRIED UNANIMOUSLY

7. Local Self Published Author Program

Collections & Technology Director Christina de Castell presented the report that outlines a new initiative to collect and profile works by local self-published authors. Trustee Karen Hoffmann noted that she was glad to see broader selection criteria for local self-published books. Christina de Castell responded that staff spoke with local authors who provided feedback and adjusted the VPL model to one in which the library pays for the books, in comparison with Greater Victoria Public Library which requires the books be donated.

Moved by Catherine Evans and seconded by John Schaub

THAT the Board receive the report for information.

CARRIED UNANIMOUSLY

8. Draft Minutes – October SFHR Committee Regular Meeting

Trustees sought clarification on an item in the draft minutes.

Moved by John Schaub and seconded by Carellin Brooks

THAT the Board receive the report for information.

CARRIED UNANIMOUSLY

NEW BUSINESS

9. nə́c̓aʔmat ct Strathcona Branch Update

Corporate Services & Facilities Director Eric Smith provided some updates on construction progress and noted that the new branch is tentatively scheduled to open in mid February 2017.

<VSB Trustee Allan Wong left the meeting>

10. VBE Representation

Vancouver School Board Trustee Allan Wong will not continue to participate with the VPL Board as the VSB representative since VSB cancelled all committee appointments. The Chief Librarian noted that Allan was appointed by City Council for a two-year term in the VPL Board. Sandra will contact the VSB appointed Trustee to determine how to move forward, with some options including: recommending someone else to City Council to fill out the remainder of the current term; confirming Allan’s appointment and having him continue to serve in this capacity for the rest of his term; or choosing not to appoint someone for the remainder of the term. The Board requested that the Chief Librarian confirm from the Appointed Trustee the importance of the VSB appointee to the VPL Board.

Moved by Carellin Brooks and seconded by Catherine Evans

THAT the Board direct the Chief Librarian to contact the Vancouver School District Official Trustee Dianne Turner clarifying the importance of the VSB appointment and seeking a new liaison.

CARRIED UNANIMOUSLY

11. International Federation of Library Associations (IFLA) United Nations Sustainable Development Goals

Collections & Technology Director Christina de Castell, who took a leave of absence to work at the International Federation of Library Association (IFLA) in 2015/2016, updated the Board on international work regarding the United Nations (UN) 2030 Development Goals. The 2030 Agenda is a framework of 17 Sustainable Development Goals (SDGs) with a total of 179 targets including the role of the library in furthering access to information, universal literacy, safeguarding of cultural and natural heritage. Member countries of the United Nations agreed to a final version of the 2030 agenda. The next steps include engagement of National Libraries.

ADJOURN

There being no further business, the Chair declared the meeting adjourned at 7:50 p.m. and moved to in-camera.

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