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Board of Trustees Meeting November 21, 2020 Agenda

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Board of Trustees Meeting November 21, 2020 Agenda Board of Trustees Meeting November 21, 2020 Agenda Nanaimo River Room Vancouver Island Conference Centre Page 1. Call to Order – 9:30 am The Vancouver Island Regional Library Board of Trustees would like to acknowledge the traditional territories of the Indigenous peoples of each of the communities represented by the Trustees present to today’s virtual meeting. a) Opening Remarks b) Roll Call c) Declarations of Conflicts of Interest 2. Agenda a) Items to be removed from Consent Business b) Additions or Deletions c) Approval of Agenda 3. Minutes a) September 19, 2020 Board of Trustees Meeting Unapproved Minutes – 5 for approval b) October 23, 2020 Executive Committee Meeting Unapproved Minutes – 11 for receipt 4. Delegations See http://virl.bc.ca/about-us/library-board/meetings for delegation guidelines 5. Business Arising a) Procedural By-law Review 15 b) Recovery Update Report 21 c) Sooke Site Servicing Report 25 d) Revised VIRL Performance Q2 2020 27 e) VIRL Performance Q3 2020 30 6. Finance a) September 2020 Finance Report 33 b) September 2020 Reserves Report 40 c) Facility Projects Update 44 7. New Business a) 2021 Nominating Committee and Call for Nominations 47 b) 2021 Board of Trustees and Executive Committee Meeting Schedule 49 8. Consent Business a) VIRL in the Media 50 i. MAYOR’S REPORT: Sooke moves smoothly through B.C. Restart Plan, 51 Sooke News Mirror, September 15, 2020 Board of Trustees Meeting November 21, 2020 Agenda ii. Campbell River to get new $14-million library, Campbell River Mirror, 55 September 16, 2020 iii. New $14M library coming to Campbell River, My Campbell River Now, 58 September 16, 2020 iv. New library coming to downtown Campbell River, 97.3 The Eagle, 61 September 16, 2020 v. 76-unit affordable seniors rental complex, with youth and elder social 62 spaces, planned for Sooke's town centre, Citified.ca, September 17, 2020 vi. Lake Trail Students creating art and story walk honouring residential 64 school survivors, My Comox Valley Now, September 20, 2020 vii. Campbell River to get new $14 -million library, Vancouver Island Free 67 Daily, September 21, 2020 viii. Island West Coast To Build State Of The Art Library In ,Sooke70 Business Examiner, September 22, 2020 ix. New day for Sooke: library construction to begin, Island Social 73 Trends, September 22, 2020 x. New Sooke library project awarded to Nanaimo-based company, 76 Victoria News, September 23, 2020 xi. Shovels in the ground are once again promised for the new Sooke 79 Library, Sooke PocketNews, September 25, 2020 xii. Arts and Entertainment column, Art, film, books and music all on tap 81 in Cowichan, BC Local News, October 1, 2020 xiii. Takeout service applies to the Chemainus Library, Chemainus Valley 86 Courier, October 4, 2020 xiv. Vancouver Island Regional Library presents reading90 by Saskatchewan poet laureate, Nanaimo News Bulletin, October 7, 2020 xv. Libraries in Cowichan exoabd services after pandemic shutdown 93 Discourse. ca, October 7, 2020 xvi. Library tries to get read on users with online survey, Sooke News 96 Mirror, October 8, 2020 xvii. Business notes: Providence Farm’s pumpkin patch opened for98 business, Cowichan Valley Citizen, October 9, 2020 xviii. Construction set to begin on new Sooke library, Saanich News,103 October 14, 2020 xix. Construction to start next week on Sooke's new library, Times105 Colonist, October 14, 2020 xx. Exceptional Seniors Nominated for VERA Award 2020, INSPIRED107 Staff, October 20, 2020 xxi. Construction set to begin on new Sooke library, Vancouver Island122 Free Daily, October 20, 2020 xxii. Ground-breaking for the new Sookelibrary, Sooke News Mirror, 124 October 22, 2020 xxiii. Sooke Elementary plants native plant gardenwith help from 125 community, Goldstream News Gazette, October 22, 2020 xxiv. Mayor of Campbell River addresses concerns surrounding new library 127 funding – Campbell River Mirror, October 23, 2020 Board of Trustees Meeting November 21, 2020 Agenda xxv. Sooke starts construction on new library, constructconnect.com., 131 October 26, 2020 xxvi. Comox library is open for walkthrough service – Comox Valley 133 Record, October 27, 2020 xxvii. Chemainus library open again for walk-through service, Chemainus 135 Valley Courier, October 28, 2020 xxviii. ASK SEASIDE - Questions_ Queries_ Let Us Find the Answers for You, 138 Sea Side Magazine, October 29, 2020 xxix. Island libraries ramp back up after COVID shut down _ 140 NanaimoNewsNOW, October 28, 2020 xxx. CVAC ready to play next month in Duncan, Cowichan Valley Citizen, 141 October 30, 2020 xxxi. Sooke library set to reopen in November, Victoria News, October 30, 145 2020 xxxii. VIU Partners with Community to Remember Fallen Soldiers, October 147 30, 2020 xxxiii. City should consider fresh alternative to the library plan, BC Local149 News, November 5, 2020 o VIRL’S Campbell River New Branch FAQs, November 5, 2020 xxxiv. New chair chosen for SRD board – Campbell River Mirror, November 155 5, 2020 b) Correspondence 157 i. Email from Library Customer to R. Bonanno, Executive Director and 158 Trustee V. Craig re: Library closures and cost and use of staff, May 2, 2020 ii. Email from Library Customer to R. Bonanno, Executive Director159 re: Access to Gabriola Library, September 9, 2020 iii. Email from R. Bonanno, Executive Director to Library Customer160 re: Access to Gabriola Library, September 10, 2020 iv. Email from Library Customer to M. Patterson, Executive Assistant162 re: Opening of Quadra Island Library, September 18, 2020 v. Email from M. Legacy, Director of Library Services & Planning to165 Library Customer re: Opening of Quadra Island Library, October 2, 2020 vi. Email from Library Customer to Board of Trustees re: 166VIRL re-opening, September 22, 2020 vii. Email from Library Customer to Dr. Bonny Henry re: VIRL services, 167 and email from Library Customer to VIRL Information Desk re: VIRL services, September 22, 2020 viii. Email from R. Bonanno, Executive Director to Library Customer169 re: VIRL Re-opening, September 30, 2020 ix. Email from Library Customer to M. Patterson, Executive Assistant171 re: VIRL services, October 2, 2020 c) Media Releases 172 i. New Library Coming to Campbell River, September 16, 2020 173 Board of Trustees Meeting November 21, 2020 Agenda ii. Vancouver Island Regional Library is Stronger Than Ever with 2021 175 Budget, September 19, 2020 iii. Work to begin shortly on new Sooke library, September 22, 2020 176 iv. Cowichan library opens for Walkthrough service, September 29, 178 2020 v. VIRL’s Port Clements branch opens for Sit Down Service, October 2, 180 2020 vi. Construction begins on New Sooke Library, October 14, 2020 182 vii. Almost all VIRL branches set to offer expanded services this week, 184 October 27, 2020 9. In Camera 10. Adjournment Next Meetings: January 30, 2021 – Annual General Meeting February 26, 2021 – Executive Committee March 27, 2021 – Board of Trustees 4 Board of Trustees Meeting November 21, 2020 Item 3 (a) Minutes of the September 19, 2020 Board of Trustees Meeting For Approval 5 Board of Trustees Meeting September 19, 2020 UNAPPROVED Minutes Virtual: Zoom.us Present: Brenda Leigh, Strathcona RD (Chair) Adam Walker, Qualicum Beach Gaby Wickstrom, Port McNeill (Vice Chair) Jesse Embree, Queen Charlotte Colleen Evans, Campbell River Barbara Fallot, Sidney Nicole Minions, Comox Jeff Bateman, Sooke Manno Theos, Courtenay Lynda Llewellyn, Tahsis Vickey Brown, Cumberland Duncan McMaster, Tofino Brenda Patrick, Gold River Marilyn McEwen, Ucluelet Jeff Virtanen, Ladysmith Penny Cote, Alberni / Clayoquot RD Carolyne Austin, Lake Cowichan Mike Hicks, Capital RD Terry Carty, Masset Jayme Kennedy, Central Coast RD Erin Hemmens, Nanaimo Blaise Salmon, Cowichan Valley RD Jack McClintock, North Saanich Andrew Hory, Mount Waddington RD Teresa Patterson, Parksville Vanessa Craig, Nanaimo RD Bruce Lloyd, Port Alice Evan Putterill, North Coast RD Ian Gould, Port Clements Andrew Fall, qathet RD Fred Robertson, Port Hardy Regrets: Jenni Capps, Duncan Norm Kirschner, Sayward Ian Savage, Lantzville Barb Lewis (Alternate), Zeballos Debra Toporowski, North Cowichan Daniel Arbour, Comox Valley RD Sharie Minions, Port Alberni Staff: Rosemary Bonanno, Executive Director Anne O’Shea, Deputy Executive Director / COO Joel Adams, Director of Finance David Carson, Director of Corporate Communications & Strategic Initiatives Lisa House, Director of Human Resources Melissa Legacy, Director of Library Services & Planning Melanie Barnum, Parliamentarian / Divisional Manager, Facilities Jennifer Bond, Divisional Manager, Finance Mariah Patterson, Executive Assistant Saho Lindberg, Administrative Assistant (Recorder) 6 Board of Trustees Meeting September 19, 2020 UNAPPROVED Minutes 1. Call to Order – 9:30am The Vancouver Island Regional Library Board of Trustees would like to acknowledge the traditional territories of the Indigenous peoples of each of the communities represented by the Trustees present to today’s virtual meeting. a) Opening remarks The Chair presented Melanie Barnum with a plaque for the Indigenous Voices initiative winning of the 2020 American Library Association (ALA) Presidential Citation award for Innovative International Library Projects. b) Roll call As above. c) Declarations of Conflicts of Interest None. 2. Agenda a) Items to be removed from Consent Business None. b) Additions or deletions None. c) Approval of agenda Motion: Moved by Adam Walker / seconded by Barbara Fallot that the agenda be approved by the Board of Trustees. Carried. 3. Minutes a) May 30, 2020 Board of Trustees Meeting Unapproved Minutes Motion: Moved by Manno Theos / seconded by Erin Hemmens that the May 30, 2020 Board of Trustees Meeting Unapproved Minutes be approved by the Board of Trustees. Carried. b) July 3, 2020 Executive Committee Meeting Approved Minutes Motion: Moved by Nicole Minions / seconded by Adam Walker that the July 3, 2020 Executive Committee Meeting Approved Minutes be received by the Board of Trustees. Carried. c) August 28, 2020 Executive Committee Meeting Unapproved Minutes Motion: Moved by Vanessa Craig / seconded by Gaby Wickstrom that the August 28, 2020 Executive Committee Meeting Unapproved Minutes be received by the Board of Trustees.
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