Board Meeting April 2019

CHAIR TO CALL MEETING TO ORDER

I)  DELEGATION

a)  Coalition Against Trans Antagonism
b)  Morgane Oger
c)  Vancouver Dyke March
d)  WAVAW Rape Crisis Center
e)  The Downtown Eastside Women’s Centre
f)  QMMUNITY
g)  Pivot Legal Society

II)  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 March 27, 2019 [PDF]
d)  Items Arising from March 2019 Board In Camera Meeting

III)  REQUEST FOR INFORMATION FROM:

• CUPE Local 391
• Friends of VPL
• VPL Foundation
• VPL Trustee Roundtable

IV)  ITEM FOR DECISION

a)  VPL Trust and InterLINK Alternate Appointments [PDF]
b)  City Sponsorship Policy [PDF]
c)  Provincial Grant for Public Libraries [PDF]
d)  2018 Statement of Financial Information [PDF]
e)  Quarterly Financial Reporting [PDF]

V) ITEM FOR DISCUSSION

a)  VPL Annual Statistics Report 2018

VI) ITEMS FOR CONSENT

DIRECT TO BOARD    

a)  Monthly Outcomes Report - March 2019
b)  BCLTA Liaison Report [PDF]
c)  InterLINK Liaison Report [PDF]
d)  Public Library InterLINK 2018 Audited Financial Statements [PDF]

GOVERNANCE COMMITTEE

e)  Draft Minutes - April Governance Committee Regular Meeting [PDF]

CRPD COMMITTEE

f)  Draft Minutes - April CRPD Committee Regular Meeting [PDF]
g)  Vancouver Public Library-Vancouver School Board Relationship [PDF]
h)  Branch Redevelopment Overview [PDF]
i)  Meeting Room Policy Communication (Please refer to the draft April CRPD Committee Regular Meeting Minutes)
j)  Strategic Plan Update (Please refer to the draft April CRPD Committee Regular Meeting Minutes)
k)  Messaging for Trustee Liaisons (Please refer to the draft April CRPD Committee Regular Meeting Minutes)

SFHR COMMITTEE

l)  Draft Minutes - April SFHR Committee Regular Meeting [PDF]
m) March 31, 2019 Operating Results [PDF]

VII) DISCUSSION OF ITEMS PULLED FROM CONSENT

VIII) 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:

Section 5(n)(4) To discuss the security of the property of the Library.
Section 5(n)(8) The receipt of advice that is subject to solicitor-client privilege, including communications necessary for that purpose.

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:  Jennifer Chan, Acting Chair; Kurt Heinrich; Zahra Hussein; Rebecca Jules; Kevin Lowe; Stuart Mackinnon, Vancouver Park Board Representative; Raji Mangat, Vice Chair; Barbara Parrott, Vancouver School Board Representative; Harlan Pruden; John Schaub, Chair (via conference call); Rhonda Sherwood; Abeer Yusuf

Absent:    Clr. Christine Boyle, Vancouver City Council Representative

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

Staff:    Jennifer Lee, Acting Manager, Circulation Services; Scott Fraser, Manager, Marketing & Communications

Guests:    Ann True, President, Friends of VPL Board; Jenny Marsh, Executive Director, VPL Foundation; Eugene Lee, Board Member, VPL Foundation; Kari Scott-Whyte, President, CUPE Local 391; Inder Pannu, Member, CUPE Local 391; Tami Starlight, Coalition Against Trans Antagonism; Morgane Oger, Morgane Oger Foundation;
Clarissa Wilson, Vancouver Dyke March; Felix Gilliland, WAVAW Rape Crisis Centre; Celine Chuang, The Downtown Eastside Women’s Centre; Osmel Guerra Maynes, QMUNITY; Meenakshi Mannoe, Pivot Legal Society

Recording Secretary: Chrysalyn Tolentino, Executive Assistant

DELEGATION

Jennifer Chan, Acting Board Chair, called for speakers regarding the VPL Meeting Room & Facilities Rental Policy.

1.  Tami Starlight

Tami Starlight, on behalf of the Coalition Against Trans Antagonism, identified requests/demands of VPL, provided in writing. In summary, that VPL:

• Release a public apology acknowledging the harms caused by VPL hosting an event by Meghan Murphy and re-post VPL’s November 2018 statement in this apology.
• Develop a robust space rental policy that prevents anti-trans, anti-sex worker ideology – and by extension, any and all fascist ideologies – from having access to a platform, and provide opportunities for trans and sex worker communities to review the VPL Board’s progress and offer input.
• Commit to a minimum of annual trans and sex worker sensitivity training for all VPL staff and Board members led by trans women and sex workers, preferably people of colour.
• Co-host trans and sex worker community dialogues with CATA for VPL staff and Board to hear directly from trans and sex worker community members in the spirit of transformative justice.
• Provide free rental space for trans and sex worker groups and individuals as a form of reparations and a commitment to ongoing relationship building.

2.  Morgane Oger Foundation

Morgane Oger requested that the Library follow the example of Toronto Public Library’s policy, which states that the Library will deny a booking when it reasonably believes that a use will be for a purpose that is likely to promote or would have the effect of promoting, discrimination, contempt or hatred for any group or person on the basis of protected grounds, and provided comments on the Toronto Public Library policy outcomes. She objected to the publication of a livestream and recording of the rental event at VPL on January 10, 2019, that she had requested that the library not allow this recording to occur, stating that VPL could have prevented this additional harm.

3.  Vancouver Dyke March

Clarissa Wilson from the Vancouver Dyke March Organization noted that they are in solidarity with Coalition Against Trans Antagonism (CATA) and asked VPL to ensure that they commit to anti-oppression practices and ensure that trans rights are respected and protected.

4.  WAVAW Rape Crisis Centre

Felix Gilliland, Trans Inclusion Coordinator of WAVAW, together with their colleagues, related their first-hand experience of what happens when trans people experiences hate speech and violence. They also noted that his organization strongly agrees with CATA’s recommendations and supports their call for an apology.

5.  The Downtown Eastside Women’s Centre

Celine Chuang, a delegate from the Downtown Eastside Women's Centre, urged the VPL Board to prioritize safe spaces for trans and Two-Spirit people. She added that her organization stands with CATA and supports their recommendations to VPL.

6.  QMUNITY

Osmel Guerra Maynes represented QMUNITY and added his support to CATA’s recommendation and encouraged the Library to issue an apology.

7.  Pivot Legal Society

Meenakshi Mannoe, community educator at Pivot Legal Society, noted that trans women are disproportionately impacted by the harms of stigma, poverty, and criminalization. She added that the Library is an important public space and recognizes the power of libraries, and their potential to wholly uptake inclusion. She urged that the library engage in a meaningful consultation with impacted communities and listen to trans people and sex workers who are raising concerns about the current room policy. She also encouraged VPL to conduct a stigma audit on policies that impact patrons of any kind, including library cardholders or people who wish to rent space, and consider the demands of CATA as they review the rental policy.

<Trustees moved to Morris J. Wosk Boardroom at 6:37 pm; regular meeting restarted at 6:45 pm>

ADMINISTRATION

8. Removal of Items from Consent Agenda

The Board agreed to pull out the Vancouver Public Library-Vancouver School Board Relationship and Branch Redevelopment Overview reports from the Consent Agenda.

9.  Approval of the Agenda

Moved by Raji Mangat and seconded by Rhonda Sherwood

THAT the Board approve the regular meeting agenda as amended

CARRIED UNANIMOUSLY

10.  Approval of the items for Consent

Moved by Rebecca Jules and seconded by Raji Mangat

THAT the following Board reports be approved on consent:

• Monthly Outcomes Report – March 2019

THAT the Library Board receive the report for information.

• BCLTA Liaison Report

THAT the Library Board receive the report for information.

• InterLINK Liaison Report

THAT the Library Board receive the report for information.

• Public Library InterLINK 2018 Audited Financial Statements

THAT the Library Board receive the report for information.

• Draft Minutes – April Governance Committee Regular Meeting

THAT the Library Board receive the minutes for information.

• Draft Minutes – April CRPD Committee Regular Meeting

THAT the Library Board receive the minutes for information.

• Meeting Room Policy Communication

THAT the Library Board receive the report for information.

• Strategic Plan Update

THAT the Library Board receive the report for information.

• Messaging for Trustee Liaisons

THAT the Library Board receive the report for information.

• Draft Minutes – April SFHR Committee Regular Meeting

THAT the Library Board receive the minutes for information.

• March 31, 2019 Operating Results

THAT the Library Board receive the report for information.

CARRIED UNANIMOUSLY

11.  Minutes

The draft minutes of the Regular Meeting held March 27, 2019 were presented to the Board for approval.  

Moved by Zahra Hussein and seconded by Kurt Heinrich

THAT the draft minutes of the Regular Meeting held March 27, 2019 be approved as amended.

CARRIED UNANIMOUSLY

12.  Items Arising from In Camera Meetings

Holiday Hours

Moved by Rebecca Jules and seconded by Kevin Lowe

THAT all library locations that are open on Christmas Eve and New Year’s Eve close at 5:00 p.m. on December 24, and December 31, annually, with the exception of Carnegie Reading Room, unless something material arises necessitating the need for a review, or in three years, whichever is earlier.

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

THAT the Board release the decision from in-camera following the Board’s discussion.

CARRIED UNANIMOUSLY

Exempt Staff Compensation

Moved by Stuart Mackinnon and seconded by Abeer Yusuf

THAT the Board adopt the City of Vancouver’s Exempt compensation market adjustment (increase) of 2% for exempt salary ranges effective April 1, 2019, for Vancouver Public Library (VPL) Exempt employees; and

THAT the Board release the decision from in-camera following the Board’s decision and the release of the Council decision from in-camera.

CARRIED UNANIMOUSLY

REQUEST FOR INFORMATION

CUPE Local 391
Kari Scott-Whyte, President of CUPE 391 reported that she attended the United Way Spirit Awards on April 23rd with the Chief Librarian in support of the Union’s nomination for the Labour United Award. The event is a great reminder that the employer and Union’s joint activities benefit the community. Kari continues to meet staff as part of her branch visits. Kari also introduced Inder Pannu who works at Renfrew branch and serves a member of the joint OH&S Committee.

Friends
Ann True, President of Friends, reported that the Friends will hold their spring used book sale starting on May 2nd. Their Annual General Meeting will be held on May 4 and they have invited the Chief Librarian to deliver a presentation.

VPL Foundation
Jenny Marsh, Executive Director of VPL Foundation, introduced Eugene Lee, Director of the VPL Foundation, to the Board. Jenny noted that the Foundation will admit two new Board members in June and they are preparing for the gala to be held in September 2019. Jenny added that they completed the Library Giving Day on April 12 and have gathered over 100 stories from people to celebrate Library Giving Day. They have so far raised over $6,000 including support from new donors.

VPL Trustees
Trustee Rhonda Sherwood attended the Dog Man Book Character party at the Children’s Library on March 20, participated in the selection of the new VPL Writer-in-Residence and attended the Board Governance Committee meeting on April 8th.

Trustee Harlan Pruden attended the Public Library InterLINK Board meeting as well as the Board Governance Committee meeting.

Trustee Kevin Lowe visited nə́c̓aʔmat ct Strathcona Branch on April 2nd and attended the Board Governance Committee meeting on April 8th.

Trustee Rebecca Jules visited Oakridge Branch and learned about the upcoming renovations and the branch’s relocation to a smaller space. She also visited Fraserview Branch, attended the Indigenous Storyteller-in-Residence event, and met with her Council liaison Clr. Colleen Hardwick. She also met with MLA liaison Shane Simpson who asked about how VPL is tracking data. Rebecca is scheduling a visit to Champlain in the next few weeks.

Trustee Abeer Yusuf noted that as she has just joined the Board, she hasn’t had the opportunity as of yet to visit her branches or attend events, however, she has memorized her library card number.

Trustee Zahra Hussein visited the Oakridge Branch and will be meeting with her Council liaison next week and her MLA liaison the week after.

Park Board Commissioner Stuart Mackinnon was pleased to report that he did his first interlibrary loan and was impressed with staff who facilitated his request. He would like to give a shout out to Champlain Branch, his local library, as this branch is always full of patrons, provides dynamic programming and is a wonderful compliment to his neighbourhood.

Trustee Kurt Heinrich met with his Council liaison Sarah Kirby-Yung and his MLA liaison George Chow. Kurt attended the strategic plan shortlisting meetings and was pleased to read an op-ed by the Chief Librarian in the Vancouver Sun.

Acting Board Chair Jennifer Chan attended the Indigenous Storyteller-in-Residence finale. She also will be sending a letter to her Council liaison Clr. Adriane Carr.

ITEMS FOR DECISION

13.  VPL Trust and InterLINK Alternate Appointments

The Trustees received a report recommending that Abeer Yusuf be appointed as a representative to the VPL Trust for a term of two years and Zahra Hussein as VPL’s alternate representative to the InterLINK Board for one year.

Moved by Rhonda Sherwood and seconded by Raji Mangat

THAT the Board appoint Abeer Yusuf as representative to the VPL Trust for a term of two years.

THAT the Board appoint Zahra Hussein as VPL’s alternate representative to the Public Library InterLINK Board for one year.

CARRIED UNANIMOUSLY

14. City Sponsorship Policy

Kurt Heinrich, Chair of Community Relations, Planning & Development Committee reported that City Council referred the City Sponsorship Policy to City staff seeking feedback. The Committee discussed the potential implications for VPL should the policy pass the way it is written, and recommended that the Board send a letter to City Council referring to VPL sponsorship, donor recognition policies, what VPL has learned from past experience, and the Library’s approach to fundraising. The Chief Librarian clarified that the Library has discretion to adopt City policies, and it is ultimately the Library Board that decides on what policies we pass. The Board discussed the pros and cons of the recommendation and concerns about not having a draft letter to review. At the conclusion of the discussion, the following motion was raised:

Moved by Kurt Heinrich and seconded by Harlan Pruden

THAT the Library Board Chair send a letter to City Council providing feedback on the City’s draft Sponsorship Policy.

CARRIED

15.  Provincial Grant for Public Libraries

Kurt Heinrich, Chair of the Community Relations, Planning & Development Committee noted that the Committee discussed the reduction in the Provincial grant to VPL in 2019, and recommended that the VPL Board take steps to seek increased funding for libraries, by suggesting a proposed resolution for the Union of BC Municipalities, to Council and discussing the issue with MLAs. Trustee Parrott noted that she will take this issue to Vancouver School Board to help support increased funding to libraries. Commissioner Mackinnon suggested that staff or the Board write an op-ed.

Moved by Kurt Heinrich and seconded by Harlan Pruden

THAT the Board direct the Chief Librarian to draft a proposed resolution intended for the Union of BC Municipalities, for Council consideration, requesting that the Province of British Columbia increase funding to public libraries, and discuss this with InterLINK federation members.

CARRIED UNANIMOUSLY

16.  2018 Statement of Financial Information

Rhonda Sherwood, Chair of the Services, Finance & Human Resources Committee reported that the Board is required to approve the SOFI financial statements and schedules under the Financial Reporting Act since the library operates under the Library Act and we receive Provincial grants.

Moved by Raji Mangat and seconded by Zahra Hussein

THAT the Vancouver Public Library Board approve the financial statements and schedules included in the 2018 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

17.  Quarterly Financial Reporting

Rhonda Sherwood, Chair of the Services, Finance & Human Resources Committee noted that the Committee recommended moving the monthly financial reporting to quarterly. Vice Chair Mangat added that the Committee also discussed oversight and noted that staff will bring to the Board any unexpected financial issues as they arise.

Moved by Rhonda Sherwood and seconded by Raji Mangat

THAT the Board approve the move to quarterly financial reporting beginning with Q2 2019.

CARRIED UNANIMOUSLY

ITEM FOR DISCUSSION

18.  VPL Annual Statistics Report 2018

Carol Nelson, Director of Planning & Communication, provided some highlights taken from the 2018 annual statistics report which provides an overview of the library’s key areas of operation for 2018, with comparison to 2017. Information from the Annual Statistics Summary will be combined with highlights of public opinion surveys and key performance indicator tracking to create an infographic document which communicates the value VPL provides to the community. The Chief Librarian noted that Trustees should ask staff for copies of this handout and other materials prior to their meetings with their liaisons.

Moved by Abeer Yusuf and seconded by Stuart Mackinnon

THAT the Board receive the report for information.

CARRIED UNANIMOUSLY

ITEMS PULLED OUT OF CONSENT

19.  Vancouver Public Library-Vancouver School Board Relationship

Park Board Commissioner Mackinnon sought clarification on the opportunities between VPL and Vancouver School Board to have shared resources. The Chief Librarian noted that provincial funding for shared resources was cut in 2009 and existing licenses do not allow use by schools. Vancouver School Board Trustee Parrott noted that VSB is discussing funding to reinstitute the Teacher-Librarian Mentor.

Moved by Stuart Mackinnon and seconded Kevin Lowe

THAT the Board receive the report for information.

CARRIED UNANIMOUSLY

20.  Branch Redevelopment Overview

Trustee Kevin Lowe inquired on the activities in Oakridge branch when staff moves to its temporary location in October 2019. Director Iannacone responded that some staff will be transferred to other locations and Community librarians will be conducting programming in nearby community spaces. Commissioner Mackinnon asked if developers for the East Fraser and Jericho lands have an obligation to build libraries in these locations. The Chief Librarian responded that staff are working with the City staff on planning for these locations, and asked Trustees to advocate for library interests to their Council and MLA liaisons.

Moved by Harlan Pruden and seconded Abeer Yusuf

THAT the Board receive the report for information.

CARRIED UNANIMOUSLY

ADJOURN

There being no further business, the Chair declared the meeting adjourned at 9:00 p.m. and moved to in-camera as per Board Procedure Policy 5(n)(4) to discuss the security of the property of the Library; and 5(n)(8) the receipt of advice that is subject to solicitor-client privilege, including communications necessary for that purpose.

Signed by: Jennifer Chan, Acting Chair and Christina de Castell, Secretary