Board Meeting July 2017

CHAIR TO CALL MEETING TO ORDER

A) DELEGATION

a)  Branch Staffing Model - Implementation – Aliza Nevarie, President, CUPE 391

B) PRESENTATION

a)  Reading Presentation – Christina de Castell, Director, Collections & Technology

C) ADMINISTRATION

a)  Removal of Items from Consent Agenda
b)  Approval of the Agenda – Additions/Alterations
c)  Minutes – Receive/approve draft minutes of Board meeting held June 28, 2017: Download

D) REQUEST FOR INFORMATION FROM:

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

E) ITEMS FOR DECISION

a) Donor Recognition Policy: Download
b) CFLA/FCAB Truth & Reconciliation Committee Recommendations: Download

F) ITEMS FOR CONSENT

DIRECT TO BOARD  

a) Monthly Outcomes Report – June 2017
b) Musical Instrument Lending Annual Evaluation: Download
c) The Reading Tree Distribution: Download
d) June 30, 2017 Operating Results: Download
e) InterLINK Report and InterLINK 2016 Report to Members: Download
f) Vancouver Parks Board Liaison Report - July 2017: Download
g) BCLTA Report (Verbal)
h) Correspondence: Download

CRPD COMMITTEE            

h) Draft Minutes – July CRPD Committee Regular Meeting: Download

G) DISCUSSION OF ITEMS PULLED FROM CONSENT

H)  NEW BUSINESS

IN CAMERA MEETING RATIONALE

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.

Present: Mary Lynn Baum; Carellin Brooks; Amanda Card; Jennifer Chan, Vice Chair; Kyla Epstein, Board Chair (via conference call); Suki Grewal; Karen Hoffmann; Raji Mangat; John Schaub, Acting Chair; Rhonda Sherwood

Absent: Gordon Ross; Sarah Kirby-Yung, Vancouver Park Board Representative; Clr. Tim Stevenson, City Council Representative

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

Absent: Dawn Ibey, Director, Library Experience; Samantha Pillay, Director, Human Resources

Staff: Stephen Barrington, Manager, Marketing & Communications; Patricia Chong, Manager, Policy & Planning; Andrea Freeman, Manager, Circulation Services; Megan Langley, Manager, Neighbourhood Services; Julie Iannacone, Assoc. Director, Neighbourhood & Youth Services

Guests: Aliza Nevarie, President, CUPE 391; Kari Johnson-Whyte, Vice President, CUPE 391; Gloria Hershorn, Member at Large, CUPE Local 391; Ann True, President, Friends of VPL

Recording Secretary: Chrysalyn Tolentino, Executive Assistant

DELEGATION

1. Union’s Response to Branch Staffing Model Implementation

Aliza Nevarie, President, CUPE 391 spoke on the change from compressed day to Earned Days Off and the Union concerns with the Branch Staffing Model, including the Union’s position that the new positions are not being compensated fairly. She also spoke of the Union’s concern that changes to staffing levels were being made at the same time that the new service model would be rolled out.

PRESENTATION

2. Reading: State of the Art and Current Trends

Christina de Castell, Director, Collection & Technology presented current reading trends vis-à-vis with other interactive activities, shared data on the popular categories that patrons are reading, as well as reading analytics for Board information.

ADMINISTRATION

3. Removal of Items from Consent Agenda

Trustees agreed that the Monthly Outcomes Report, Sun Life Musical Instrument Lending Annual Evaluation, The Reading Tree Distribution, June 30, 2017 Operating Results, and the July CRPD Committee Meeting Minutes come out of consent.

4. Approval of the Agenda

Moved by Raji Mangat and seconded by Jennifer Chan

THAT the Board approve the regular meeting agenda as received.

CARRIED UNANIMOUSLY

5. Minutes

The draft minutes of the Regular Meeting held June 28, 2017 were presented to the Chair for approval.

Moved by Karen Hoffmann and seconded by Rhonda Sherwood

THAT the draft minutes of the Regular Meeting held June 28, 2017 be approved as amended.

CARRIED UNANIMOUSLY

REQUEST FOR INFORMATION

CUPE Local 391
Aliza Nevarie, President, CUPE 391 noted that they are one of the sponsors at the Sunshine Coast Writers Fest as well as a sponsor of the Word Vancouver 2017 Festival in September. They are also planning to attend the CUPE National Convention in November.

Friends
Anne True, President of Friends of VPL reported that the Friends will also have a table at the Word Vancouver 2017 Festival. The Friends Board will hold its planning meeting in September and has completed their communication plan and working on its implementation.

VPL Foundation
No report.

VPL Trustees
Vice Chair Jennifer Chan attended the Central Library Public Art Selection Committee and shortlisted candidates.

Trustee Karen Hoffmann visited Kitsilano Branch.

Trustee Suki Grewal introduced the event "A Gathering of Poets: Fresh Local Poetry" as well as the World Refugee Day celebration in June. She also visited South Hill, Oakridge and Terry Salman Branches.

Trustee Rhonda Sherwood attended the George Woodcock Lifetime Achievement Award event and the VPL Foundation’s Revenue Generation Plan Meeting.

Trustee Raji Mangat introduced the program "LGBTQ: A History of Activism" on July 18; the event was well attended. She also introduced the event "Thunderbird Dance Performance" as part of the Canada 150 celebration; she noted that the promenade was packed. Raji will also attend the Friends of VPL summer potluck meeting.

Trustee Carellin Brooks attended three events: George Ryga Award & George Woodcock Lifetime Achievement Awards, VPL Foundation Revenue Generation Workshop and Joe Fortes July Programs. She also met with one potential trustee.

Trustee Mary Lynn Baum attended the George Ryga Award & George Woodcock Lifetime Achievement Award reception and attended the "Gathering of Canoes" with Sandra Singh, Christina de Castell and Park Board Commissioner Catherine Evans; she noted it was a phenomenal event. Mary Lynn also attended the nə́c̓aʔmat ct Strathcona Branch’s "Our Voices: Not Yours" event. It was a well attended event with more than two dozen community members from Downtown Eastside and Carnegie Community Coalition. Mary Lynn is also looking forward to attend Dunbar Branch’s Mandarin classes.

Board Chair Kyla Epstein attended the VPL Foundation Revenue Generation Workshop as well as the "LGBTQ: A History of Activism" event.

Acting Board Chair John Schaub also attended the VPL Foundation Revenue Generation Workshop.

ITEMS FOR DECISION

6. Donor Recognition Policy

The Chief Librarian reported that the changes to the policy arose from a discussion with Community Relations Planning & Development Committee and noted that the current version of the Donor Recognition Policy does not reflect intention of the Board on major gifts, in particular, branch naming.

Moved by Jennifer Chan and seconded Mary Lynn Baum

That the Board approve the revised Donor Recognition Policy.

CARRIED UNANIMOUSLY

7. CFLA/FCAB Truth & Reconciliation Committee Recommendations

Community Relations Planning & Development Committee Chair Carellin Brooks noted that the recommendations were discussed at the July 17th meeting and the Committee recommends that the Board endorse the CFLA-FCAB Truth and Reconciliation Committee recommendations. Trustee Card noted her appreciation of the work staff has done on the Truth and Reconciliation.

Moved by Carellin Brooks and seconded Amanda Card

That the Board endorse the recommendations from the CFLA/FCAB Truth and Reconciliation Committee.

CARRIED UNANIMOUSLY

ITEMS FOR CONSENT

Moved by Mary Lynn Baum and seconded by Amanda Card

THAT the following Board reports be approved on consent:

• InterLINK, July 2017 Report

THAT the Library Board receive the report for information.

• Vancouver Park Board Liaison Report, July 2017

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

8. Monthly Outcome Report - June 2017

Trustee Amanda Card noted that almost every branch held an event to commemorate National Aboriginal Day.

Trustee Raji Mangat was glad to read that many branches participated in community events and thanked staff for their outreach work.

Trustee Rhonda Sherwood thanked staff for their work to highlight the National Aboriginal Day and for Christie Menzo who met staff from the Neonatal Intensive Care Unit (NICU) at the BC Children’s Hospital to discuss offering early literacy support training to NICU volunteer staff. She also thanked Programming & Learning staff for hosting the Read Dating event.

Trustee Carellin Brooks noted West Point Grey Branch’s heartwarming story of a grandfather who developed his English language literacy skills by bringing his two grandchildren to storytimes over the course of four years. Carellin sought clarification on the 27% negative response on the new VPL website. Staff responded that most common comment is "don’t change anything".

Trustee Amanda Card noted that our new Attorney General is interested in VPL staff coming by to speak on the importance of the library.

Board Chair Kyla Epstein noted that the profile provided to former Britannia Branch Head Yukiko Tosa on her retirement shows how much we appreciate our staff. Kyla also appreciated ISV’s support of Museum of Vancouver’s current exhibition of historical photos and materials from Special Collection.

Moved by Raji Mangat and seconded by Amanda Card

THAT the Board receive the report for information.

CARRIED UNANIMOUSLY

9. Sun Life Financial Musical Instrument Library Update

Vice Chair Chan sought clarification on the service gaps. Circulation Manager Andrea Freeman noted that patrons overwhelmingly love the service and the service gaps refer to other types of instruments that they would like to see in our collection as well as the longer lag time due to issues with third party providers. Trustee Brooks asked if we have expressed our appreciation to Sun Life for their support to the program; Chief Librarian Sandra Singh responded that a report will be presented to the Board expressing our appreciation in light of the one year stewardship report.

Moved by Karen Hoffmann and seconded by Rhonda Sherwood

THAT the Board receive the report for information.

CARRIED UNANIMOUSLY

Moved by Carellin Brooks and seconded by Mary Lynn Baum

THAT the Board will send a letter of appreciation to Sun Life.

An amendment to the motion was raised:

Moved By Kyla Epstein

THAT the Board send a letter of appreciation through a stewardship report format.

CARRIED UNANIMOUSLY

10. Reading Tree Distribution

Vice Chair Chan posed a question on the progress of the book’s distribution. Julie Iannacone, Associate Director of Neighbourhood & Youth Services noted that distribution is on track and will ramp up due to conversation with physicians that are interested. Children & Teen Services is looking at creating another book.

Moved by Jennifer Chan and seconded by Karen Hoffmann

THAT the Board receive the report for information.

CARRIED UNANIMOUSLY

11. June 30, 2017 Operating Results

Services, Finance & Human Resources Committee Chair Karen Hoffmann noted that this report was not reviewed by the Committee but thanked Corporate Services & Facilities Director Eric Smith for including forecasts and variances as requested by the Committee at its previous meeting. Trustee Rhonda Sherwood sought clarification on the living wage surplus; Eric replied that the Living Wage was implemented as planned in April 2017 but the budget was for January 1. Trustee Mary Lynn Baum asked if nə́c̓aʔmat ct Strathcona Branch is anticipating more people using the Bud Osborne Lab due to the construction noise at Central. Acting Library Experience Director Janet Horne replied that some Inspiration Lab staff will support nə́c̓aʔmat ct Strathcona Branch staff by helping in the Bud Osborne Lab.

Moved by Rhonda Sherwood and seconded by Raji Mangat

THAT the Board receive the report for information.

CARRIED UNANIMOUSLY

12. BCLTA Report

Board Chair Kyla Epstein reported that the BCLTA TOP Rethink / Refresh Advisory Committee sent out a survey to all member libraries to help improve the Trustee Orientation Program (TOP). Some BCLTA staff and Board members are attending the Beyond Hope Conference hosted by Prince George Public Library. Internal records management review has started and BCLTA/ABCPLD’s draft Letter of Understanding is being reviewed and the next iteration will be presented at the September meeting. BCLTA also sent out congratulatory letters to new Provincial Government Ministers.

Moved by Rhonda Sherwood and seconded by Raji Mangat

THAT the Board receive the report for information.

CARRIED UNANIMOUSLY

13.  July CRPD Committee Meeting Minutes

Trustees provided some correction to the minutes.

Moved by Karen Hoffmann and seconded by Jennifer Chan

THAT the Board receive the draft minutes for information.

CARRIED UNANIMOUSLY

ADJOURN

There being no further business, the Chair declared the meeting adjourned at 8:30 p.m. and moved to in-camera.

Signed by: John Schaub, Acting Chair and Sandra Singh, Secretary