Board Meeting July 2018

CHAIR TO CALL MEETING TO ORDER

A)  ADMINISTRATION

1.  Removal of Items from Consent
2.  Approval of the Agenda - Additions/Alterations
3.  Approval of Items for Consent
4.  Minutes - Receive/approve draft minutes of Board meeting held June 27, 2018: Download

B)  REQUEST FOR INFORMATION FROM:

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

C)  ITEMS FOR DECISION

1.  Alcohol, Controlled Drugs and Medications Policy: Download
2.  2018 Holiday Hours: Download
3.  VPL Election Candidate Engagement: Download
4.  Delegated Authorities and Policies for Procurement and Budgets: Download

D)  ITEMS FOR CONSENT

DIRECT TO BOARD

i)  Monthly Outcomes Report - June 2018

CRPD COMMITTEE            

ii)  Draft Minutes - July CRPD Committee Regular Meeting: Download

iii)  VPL Central Library Expansion Opening Plans: Download

SFHR COMMITTEE

iv)  Draft Minutes - July SFHR Committee Regular Meeting: Download
v)   June 30, 2018 Operating Results: Download
vi)  Sun Life Financial Musical Instrument Lending Library Year Two Update: Download

CORRESPONDENCE

vii)  July 6/18 - Letter from Library Board Chair to Mayor & Council re: Britannia Renewal Master Plan: Download
viii) CULC-CBUC Letter to Tor Books about eBoooks: Download

E)  DISCUSSION OF ITEMS PULLED FROM CONSENT

F)  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.

VISION, MISSION, AND VALUES

Vision Statement - An informed, engaged, and connected city.

Mission Statement - A free place for everyone to discover, create and share ideas and information.

Values

We value:

• diversity
• access for all
• intellectual freedom
• learning and curiosity
• patron-centred services
• community-led planning
• community partnerships
• innovation and creativity
• respectful spaces and communication
• staff development and collaboration
• effective use of resources
• sustainability

Present: Amanda Card; Jennifer Chan, Vice Chair; Kyla Epstein, Chair; Suki Grewal; Kurt Heinrich; Julia Lin; Raji Mangat; John Schaub,    Vice Chair; Rhonda Sherwood; Judy Zaichkowsky, VSB Representative arrived @ 6:28 pm

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

Management Present: Christina de Castell, Chief Librarian; Kay Cahill, Acting Director, Collections & Technology; Diana Guinn, Director, Neighbourhood & Youth Services; Dawn Ibey, Director, Library Experience; Julia Morrison, Acting Director, Corporate Services & Facilities; Carol Nelson, Director, Planning & Communications; Balwinder Rai, Director, Human Resources;

Staff: Daniela Esparo, Manager, Neighbourhood Services; Julie Iannacone, Assoc Director, Neighbourhood & Youth Services; Kira Hutchinson, Acting Manager, Marketing & Communications

Guests: Ann True, President, Friends of VPL; Jenny Marsh, Executive Director, VPL Foundation; Erfan Kazemi, Director, VPL Foundation;
Johnathan Dyer, 2nd Vice President, CUPE Local 391; Julian Key, Member-at-Large, CUPE Local 391; Erica Commons, Member of the Public

Recording Secretary: Chrysalyn Tolentino, Executive Assistant

RETIREMENT

1. Diana Guinn’s Retirement

On behalf of the Board, Chair Kyla Epstein congratulated Diana Guinn, Director of Neighbourhood & Youth Services, thanked her for her significant contributions, and presented her retirement certificate and flowers in recognition of her 11 years of service at VPL.

ADMINISTRATION

2. Removal of Items from Consent Agenda

No agenda items were pulled out of consent

3. Approval of the Agenda

Moved by John Schaub and seconded by Raji Mangat

THAT the Board approve the regular meeting agenda as amended.

CARRIED UNANIMOUSLY

4. Approval of the items for Consent

Moved by Rhonda Sherwood and seconded by Suki Grewal

THAT the following Board reports be approved on consent:

• Monthly Outcomes Report – June 2018

THAT the Library Board receive the report for information.

• Draft Minutes – July CRPD Committee Regular Meeting

THAT the Library Board receive the draft minutes for information.

• VPL Central Library Expansion Opening Plans

THAT the Library Board receive the report for information.

• Draft Minutes – July SFHR Committee Regular Meeting

THAT the Library Board receive the draft minutes for information.

• June 30, 2018 Operating Results

THAT the Library Board receive the report for information.

• Sun Life Financial Musical Instrument Lending Library Year Two

THAT the Library Board receive the report for information.

• Correspondence

THAT the Library Board receive the correspondence for information.

CARRIED UNANIMOUSLY

5. Minutes

The draft minutes of the Regular Meeting held June 27, 2018 were presented to the Board for approval.  

Moved by Julia Lin and seconded by Rhonda Sherwood

THAT the draft minutes of the Regular Meeting held June 27, 2018 be approved as amended.

CARRIED UNANIMOUSLY

REQUEST FOR INFORMATION

CUPE Local 391

Johnathan Dyer, Vice President of CUPE 391 reported that the Union conducted their general meeting at nə́c̓aʔmat ct Strathcona Branch on July 19. He thanked branch staff for accommodating their meeting.

Friends

Friends of VPL President Ann True noted that the summer book sale concluded today.

VPL Foundation

Board Chair Kyla Epstein welcomed and introduced VPL Foundation Board member Erfan Kazemi who is a former Library Board Trustee.

Jenny Marsh, Executive Director of VPL Foundation made a presentation to the Board of the North Vancouver City Library on fundraising for public libraries. The Foundation is working on drafting conceptual renderings of the Children’s Library for fundraising purposes. They are also preparing for the gala on September 27 to raise more funds for the Children’s Library. She added that the Foundation is also implementing a new version of the Raiser’s Edge database that can auto-generate tax receipts.  

VPL Trustees

Trustee Rhonda Sherwood attended Eric Smith’s retirement party.

Trustee Amanda Card participated in the tour of Levels 8 & 9.

Vice Chair Jennifer Chan toured Levels 8 & 9, attended Eric Smith’s retirement party and worked with Julia Morrison on the draft Policies for Procurement and Budgets.

Vice Chair John Schaub also toured Levels 8 & 9 and attended Eric Smith’s retirement party.
Trustee Kurt Heinrich visited Seattle Public Library.

Trustee Suki Grewal had an opportunity to speak with her MLA liaison Michael Lee, who noted that he is fully supportive of libraries.  Suki also visited the VPL booth at the Science and Maker Jamboree event on Granville Island on June 17.

Trustee Julia Lin toured Levels 8 & 9, and attended Eric Smith’s retirement party as well as the George Woodcock and George Ryga event on June 28.

Board Chair Kyla Epstein attended Eric Smith’s retirement party, and the George Woodcock and George Ryga event, as well as attended the book launch of former Library Trustee David Chariandy. She met her MLA liaison Minister Adrian Dix where they talked about intersections between libraries and health as well as the need for a Collingwood branch that is better suited in size and geography to the neighbourhood. Kyla also visited GVPL sxʷeŋxʷəŋ təŋəxʷ James Bay branch. She thanked Dawn Ibey for leading the tour of Levels 8 & 9 and congratulated all project staff on the great progress. Kyla presented at City Council today on the proposed capital plan as well as answered questions regarding use per capita, Inspiration Lab usage, Levels 8 & 9 and orienting new council.  

ITEMS FOR DECISION

6. Delegated Authorities and Policies for Procurement and Budgets

Julia Morrison, Acting Director of Corporate Services & Facilities, summarized the report and provided an overview of some key items in the report. Staff recommends that the Board approve the revisions to the Library Board policy and delegated authorities for the procurement of goods, services, and construction as well as management of operating and capital budgets which was modelled on the City’s financial policies. Julia noted that the Library’s budget is 4% of the overall City budget and that there are several smaller departments with this spending authority. Vice Chair Schaub noted that the distribution of surplus goods and disposition of assets does not belong with the Procurement Policy and the overall language used in the policies is unclear. Chief Librarian Christina de Castell responded that the agreement between City Council and the Library Board is to follow the City’s financial practices and the language set in the policies is parallel with the City’s policies. There was extensive discussion on the three policies including delegated authority limits and editorial changes. The Board also asked to remove any references to animal and plant life from the policies. Trustees also agreed to have a discussion at the Governance Committee on policy development.

Moved by Raji Mangat and seconded by Amanda Card

THAT current limits on Library Board delegated authority (also referred to as “Standing Authorities”) with respect to procurement be updated to reflect best practice, industry standards and the needs of the organization as described in this report and that the Library Board concurrently approve the Procurement Policy attached as Appendix A.

A friendly amendment was introduced to remove any references to animal and plant life.

Moved by John Schaub and seconded by Kurt Heinrich

THAT Section 9.1(a)(i) of the Procurement Policy be amended to remove references to animal and plant life.

CARRIED UNANIMOUSLY

Moved by Rhonda Sherwood and seconded by Julia Lin

THAT current limits on Library Board delegated authority with respect to capital budgets be updated to reflect best practice, industry standards and the needs of the organization as described in this report and that the Library Board concurrently approve the Capital Budget Policy attached as Appendix B.

THAT current limits on Library Board delegated authority with respect to operating budgets be updated to reflect best practice, industry standards and the needs of the organization as described in this report and that the Library Board concurrently approve the Operating Budget Policy attached as Appendix C.

CARRIED UNANIMOUSLY

Moved by Amanda Card and seconded by Rhonda Sherwood

THAT, if the Library Board approves the new policies referred to in Recommendations A through C (the “Policies”)

i. they become effective on July 26, 2018; and
ii. the Chief Librarian be authorized to make all such administrative amendments and modifications as are considered appropriate from time to time to the Policies to reflect changes in organizational structure or staff titles, and any other elements of the Policies other than the elements which legally delegate authority reserved to Library Board/Council from Library Board/Council to Library/City staff.

CARRIED UNANIMOUSLY

Moved by Rhonda Sherwood and seconded by Julia Lin

THAT, upon the Procurement Policy taking effect, the Procurement Policy will supersede and replace those delegated authorities related to procurement that are contained within the Library Board’s resolution of February 24, 2010 entitled “Changes to Administrative Authorities / Board Authority to Contract ("Standing Authorities")”; and

THAT, upon the Capital Budget Policy and Operating Budget Policy taking effect, the Capital Budget Policy and Operating Budget Policy will supersede and replace those delegated authorities related to capital and operating budgets that are contained within the Library Board’s resolution of May 22, 1996 entitled “Changes to Administrative Authorities”.

CARRIED UNANIMOUSLY

<Vice Chair Schaub left the meeting at 7:00 p.m.>

7. Alcohol, Controlled Drugs and Medications Policy

Services, Finance & Human Resources Committee Chair Jennifer Chan noted that the changes to the policy are partly to keep abreast of the new marijuana legislation. The policy was discussed at SFHR and Trustees noted that there is a need to shorten the review from five years to three years. The Committee recommends that the Board endorse the Alcohol, Controlled Drugs and Medications policy modelled on the City of Vancouver’s updated policy. The Board discussed the merits of the recommendations and, at the conclusion of the discussion, the following motion was raised:

Moved by Raji Mangat and seconded by Kurt Heinrich

THAT the Board adopt the Alcohol, Controlled Drugs and Medications policy.

CARRIED UNANIMOUSLY

8. 2018 Holiday Hours

Services, Finance & Human Resources Committee Chair Jennifer Chan reported that the Committee discussed the proposed altered hours on December 24 and December 31, and noted that this is a yearly consideration and the impact changes depending on what day the statutory holiday falls on. The Committee recommends that the Board approve the adjusted hours.

Moved by Amanda Card and seconded by Julia Lin

THAT the nine library locations normally open on Mondays close at 5:00 p.m. on Monday, December 24, and Monday December 31, 2018, with the exception of Carnegie Reading Room; and

THAT Carnegie Reading Room remain open during the public holidays according to Carnegie Centre practice, subject to the availability of staff.

CARRIED UNANIMOUSLY

9. VPL Election Candidate Engagement

Community Relations, Planning & Development Committee Chair Amanda Card noted that the Committee discussed the proposal to host a reception for all civic council and mayoral candidates in mid/late September. The Board discussed the materials and resources needed for this event as well clarified the invitation list. Vice Chair Chan asked staff to provide a brief bio for each candidate.

Moved by Julia Lin and seconded by Raji Mangat

THAT the Board approve the recommendation to host a reception for civic election candidates in September 2018

CARRIED UNANIMOUSLY

ADJOURN

Moved by Amanda Card and seconded by Jennifer Chan.

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

Signed by: Kyla Epstein, Chair and Christina de Castell, Secretary