Board Meeting December 2016

CHAIR TO CALL MEETING TO ORDER

A) PRESENTATIONS

VPL Website Preview – Adrienne Lai, Assistant Manager, Websites & Online Engagement

B) ADMINISTRATION

Minutes – Receive/approve draft minutes of Board meeting held November 23, 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 CONSENT

DIRECT TO BOARD

a) November 30, 2016 Operating Results: Download

b) Levels 8 & 9 Update: Download

c) 2017 InterLINK Provisional Budget: Download

d) Trans* Inclusion Action Plan Verbal Update

F) DISCUSSION OF ITEMS PULLED FROM CONSENT

G) 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; Suki Grewal; Karen Hoffmann; Gordon Ross; John Schaub, Vice Chair; Rhonda Sherwood

Absent: Clr. Tim Stevenson, City Council Representative; Allan Wong

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

Absent: Diana Guinn, Director, Neighbourhood & Youth Services

Staff: Katherine Chan, Manager, Accounting Services; Julie Iannacone, Senior Manager, Children & Teen Services

Guests: Aliza Nevarie, Interim President, CUPE Local 391; Jane Curry, 1st Vice President, CUPE Local 391; Jenny Marsh, Director of Development, VPL Foundation; Judith Neamtan, President, Friends of VPL; Adrienne Lai, Assistant Manager, Digital Services

Recording Secretary: Chrysalyn Tolentino,Executive Assistant

PRESENTATION

1. Recognition of Departing Trustees

Board Chair Mary Lynn Baum thanked departing Trustees Park Board Commissioner Catherine Evans and VSB Trustee Liaison Allan Wong for their dedicated service to the Board. Mary Lynn presented Catherine a flower arrangement as a token of appreciation.

2. VPL Website Preview

Adrienne Lai, Assistant Manager, Websites & Online Engagement, presented an overview of the redesigned VPL website based on the following principles: user first, best practices, simplify, apply readability guidelines, prioritize and promote all the different content in the library. The Web team conducted focus groups and surveys consulting patrons on the usability and design of the new website, as well as consulted extensively with staff. The launch date of the new website is scheduled on the first quarter of 2017.

ADMINISTRATION

3. Minutes

The draft minutes of the Regular Meeting held November 23, 2016 were presented to the Chair for approval.

Moved by John Schaub and seconded by Catherine Evans

THAT the draft minutes of the Regular Meeting held November 23, 2016 be approved as amended.

CARRIED UNANIMOUSLY

REQUEST FOR INFORMATION

CUPE Local 391

Aliza Nevarie, President, CUPE 391 reported that four members attended the BC Federation of Labour Convention. Aliza added that she spoke at the City Council hearing in support of the proposed budget.

Friends

Judith Neamtan, President, Friends of VPL also spoke at the City Council public hearing on the 2017 budget. Copies of the four recommended books for the ‘Stay-at-Home and Read a Book’ campaign are now on sale at Book’mark. Judith provided more information on the April 29th event.

VPL Foundation

No report.

British Columbia Library Trustees Association

Trustee Kyla Epstein reported that the BCLTA Board recently renewed the Executive Director’s contract. She added that Mari Martin, Director of the Ministry of Education Libraries Branch, was a guest speaker at the recently held Board meeting and the Board approved their Terms of Reference. The Board also appointed Prince George Public Library Trustee Mike Gaggle as a new member of the BCLTA Board.

InterLINK

Vice Chair John Schaub reported that the InterLINK Board approved the interim 2017 budget at the November 29th meeting.

VPL Trustees

Vice Chair Jennifer Chan attended the ICD session on “Effective Leadership & Governance for Not-for-Profit Boards” on December 6th. Jennifer thanked Joe Fortes, Marpole and Firehall Branch Heads for inviting her to their many events.

Trustee Kyla Epstein congratulated Board Chair Mary Lynn Baum, Judith Neamtan and Aliza Nevarie for their great presentation at City Council. Kyla spoke with Clr. Heather Deal after the Council budget presentation.

Trustee Karen Hoffmann echoed her thanks to Champlain and Kitsilano Branch Heads for keeping her informed on what is happening in their branches.

Trustee Suki Grewal also attended the ICD session on “Effective Leadership & Governance for Not-for-Profit Boards” on December 6th. Marpole, Oakridge and Fraserview Branch Heads were excellent in keeping her apprised on events at branches.

Trustee Amanda Card attended the Lisa Freeman event entitled “Re-defining the Public in Public Libraries” at SFU on November 24th with Chief Librarian Sandra Singh. She also attended the Fresh Voices Forum, a refugee youth-led program wherein the library came up during discussion.

Trustee Rhonda Sherwood also attended the ICD session together with Trustees Chan, Ross and Grewal as well as attended the City Council budget presentation, for which she commended the Board Chair on her presentation to Council.

Commissioner Catherine Evans reported that the Vancouver Park Board elected a new Chair and Vice Chairs. Park Board budget was passed and was pleased to see funding for five new park ranger positions. Catherine also noted that the City released a high-level design concept for the future plaza at 800 Robson Street.

Trustee Gordon Ross echoed his sentiments that his liaison branches keep him well informed. He attended the ICD event on “Effective Leadership & Governance for Not-for-Profit Boards” with other Trustees and gave kudos to staff for keeping libraries open to patrons even during the snow.

Trustee Carellin Brooks attended the City Council presentation to hear the Board Chair, Friends President and CUPE 391 President speak on behalf of the library. She praised Security Coordinator Jon Downey’s superb interaction with a patron at Central Library as well as commended staff for the service they provide every day.

Vice Chair John Schaub has been attending multiple community events and continues to seek out potential Library Board candidates.

Board Chair Mary Lynn Baum had the pleasure of representing the Library at City Council and noted that it was a very positive experience this year. She received some questions from Clr. Carr regarding our circulation statistics and received positive comments from Clr. Stevenson who had lovely things to say about staff and the collaborative way that we anticipate potential pressures. Clr. Stevenson also noted that he enjoys being a part of the Library Board. Mary Lynn was also pleased to attend the final presentation of the Writer-in-Residence. She commended the Terry Salman Branch Head Desiree Baron and Dunbar Branch Head Janet Tomkins for always keeping her in the loop on branch events.

ITEMS FOR CONSENT

Moved by Gordon Ross and seconded by Suki Grewal

THAT the following Board reports be approved on consent:

• Levels 8 & 9 Update

THAT the Library Board receive the report for information.

• 2017 InterLINK Provisional Budget

THAT the Library Board receive the report for information.

CARRIED UNANIMOUSLY

ITEMS PULLED OUT OF CONSENT

4. November 30 Operating Results

Trustees sought clarification on expenditures due to delay in the opening of the n?´c?a?mat ct Strathcona Branch and public relation budget as well as book sale cost.

Corporate Services & Facilities Director Eric Smith also provided an update on the Central flood restoration work and noted that the restoration company is ahead of schedule and will probably complete restoration in mid January 2017.

Moved by Catherine Evans and seconded by Carellin Brooks

THAT the Board receive the report for information.

CARRIED UNANIMOUSLY

NEW BUSINESS

5. 2017 Budget Update

The Chief Librarian reported that City Council approved the 2017 net operating budget of $45,040,115 including over $1.7 million additional funding for n?´c?a?mat ct Strathcona Branch, additional staffing at Inspiration Lab, security staffing, Carnegie staffing, increase funding for collections, Living Wage for internal staffing, and maintenance for Central library Levels 8 and 9. Sandra thanked Trustees for keeping their Council liaisons up-to-date and for the Board Chair’s delegation during City Council public hearing.

Moved by Kyla Epstein and seconded by Carellin Brooks

THAT the Board direct the Chair to write a letter of appreciation to City Council.

CARRIED UNANIMOUSLY

ADJOURN

There being no further business, the Chair declared the meeting adjourned at 7:51 p.m. and moved to in-camera.

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