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VPL BOARD Regular Meeting Minutes Wednesday, July 27, 2016

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VPL BOARD Regular Meeting Minutes Wednesday, July 27, 2016 VPL BOARD Regular Meeting Minutes Wednesday, July 27, 2016 Minutes of the VPL Board Regular Meeting held on Wednesday, July 27, 2016 at 5:30 p.m. in the Morris J. Wosk Boardroom at 350 West Georgia Street, Vancouver, B.C. Present: Mary Lynn Baum — Chair Amanda Card Kyla Epstein — via conference call Catherine Evans — Vancouver Park Board Representative Karen Hoffmann Gordon Ross John Schaub — Vice Chair Rhonda Sherwood Allan Wong — Vancouver School Board Representative Absent: Carellin Brooks Jennifer Chan — Vice Chair Suki Grewal Clr. Tim Stevenson — City Council Representative Management Present: Sandra Singh — Chief Librarian Diana Guinn — Director, Neighbourhood & Youth Services Samantha Pillay — Director, Human Resources Amanda Pitre-Hayes — Director, Planning & Projects Absent: Christina de Castell — Director, Collections & Technology Dawn Ibey — Acting Director, Library Experience Eric Smith — Director, Corporate Services & Facilities Staff: Stephen Barrington — Manager, Marketing & Communications Megan Langley — Manager, Neighbourhood Services Kirsty Elmslie — Manager, Neighbourhood Services Daniela Esparo — Manager, Neighbourhood Services Julie Iannacone — Senior Manager, Services to Children & Teens Guests: Zoe Beavis — Vice President, Friends of VPL Anne True — Vice President, Friends of VPL Aliza Nevarie — President, CUPE 391 Jane Curry — Vice President, CUPE 391 Gloria Hershorne — Member, CUPE 391 VPL Board Regular Meeting Minutes – July 27, 2016 Page 1 of 7 Tonya Ferry — Member, CUPE 391 Jenny Marsh — Director of Development, VPL Foundation Recording Secretary: Chrysalyn Tolentino — Executive Assistant DELEGATION 1. Union’s Response to the Branch Staffing Model Review – CUPE 391 Aliza Nevarie, President, CUPE 391 presented the Union’s response to the Branch Staffing Model Review and noted that the Union was pleased that the process is transparent allowing open communication with staff. Aliza reiterated that the Union is looking forward to a constructive conversation and to making this a success. ADMINISTRATION 2. Minutes The draft minutes of the Regular Meeting held June 22, 2016 were presented to the Chair for approval. Moved by Catherine Evans and seconded Allan Wong THAT the draft minutes of the Regular Meeting held June 22, 2016 be approved as amended. CARRIED UNANIMOUSLY REQUEST FOR INFORMATION CUPE Local 391 Aliza Nevarie, President, CUPE 391 reported that the Union held their strategic planning session earlier this month. The Union has also met with employer in bargaining and looking forward to another meeting in November. Friends Zoe Beavis and Anne True are currently the co-Vice Presidents of the Friends of VPL. Zoe noted that the Friends is funding the art at the new nə́ca̓ ʔmat ct Strathcona Branch. The Friends will hold their annual planning session in the fall. VPL Foundation Jenny Marsh, Director of Development for the VPL Foundation, reported that she is working one-on-one with Capital Campaign Cabinet as well as preparing the Foundation’s VPL Board Regular Meeting Minutes – July 27, 2016 Page 2 of 7 annual family solicitation. The Foundation will submit an application to Heritage Canada for a significant contribution for the redevelopment of Levels 8 & 9. British Columbia Library Trustees Association Trustee Kyla Epstein reported that BCLTA’s annual survey on governance has closed and a report will be issued in the fall. BCLTA is preparing for UBCM, participating in the Library Branch’s strategic plan development, and requested a meeting with the Minister of Education. Kyla joined BCLTA Board’s Communication Strategic Framework Advisory Committee and attended its first meeting. She asked that Trustees fill out the survey in the BCLTA July Bulletin focusing on Trustee Orientation Program training and webinars. InterLINK Vice Chair John Schaub reported that the InterLINK Board will send their submission for the Provincial strategic plan. VPL Trustees Trustee Karen Hoffmann attended the book launch for 'The Shoe Boy' by CBC’s Duncan McCue on June 28th. Karen noted that she was happy to see that works of local writers are getting published by BC publishers and VPL’s role in helping local publishers. Trustee Rhonda Sherwood attended the City Council briefing on the VPL Strategic Framework on June 27th. She met with her Council liaison Melissa DeGenova where she provided an update on the Library. VSB Trustee Allan Wong reported that the Education Minister has initiated a forensic audit of the School Board. A report will be provided by the Special Advisor to the Minister by the end of September. Everything is proceeding with the restructuring of schools as well as with the school closure consultation. The Board will make their final decision on which schools to close in mid December. Allan added that the School Board also supported the Trans*, Gender Variant and Two-Spirited Inclusion initiative. Park Board Commissioner Catherine Evans reported that the Park Board is working on a partnership with the Vancouver Symphony as well as the Doors Open Vancouver. Catherine encouraged Trustees to complete the VanSplash Aquatic Strategy survey on the future of Vancouver’s pools and beaches over the next decade. Catherine noted that there were three poets who conducted poetry reading at the Kitsilano Vancouver Farmers Market last weekend. Trustee Gordon Ross shared that his children are benefitting from the programming at Britannia Branch. Gordon attended the Council briefing on the Strategic Framework and met with his Council liaison Raymond Louie. VPL Board Regular Meeting Minutes – July 27, 2016 Page 3 of 7 Trustee Amanda Card also met with her Council liaison Adrienne Carr before she left for her vacation. Vice Chair John Schaub also attended the Council briefing on the Strategic Framework on June 27. Trustee Kyla Epstein accompanied Clr. Heather Deal on a tour of the Inspiration Lab. Kyla welcomed participants at the Strathcona Branch closing celebration and thanked staff for their wonderful work in the branch. She also attended the Strategic Plan Retreat #3, Council briefing on the Strategic Framework on June 27th, and spoke at the Canada Day celebration for Britannia Community Services Centre. Kyla also participated in the BCLTA Learning & Development project interview. Board Chair Mary Lynn Baum attended the briefing at City Council as well as the briefing at the VPL Foundation. Mary Lynn welcomed participants to the George Woodcock and Ryga Lifetime Achievement Award event. Mary Lynn also met with Mayor Gregor Robertson and discussed budget pressures. ITEMS FOR DECISION 3. Trans*, Gender Variant and Two-Spirited Inclusion Chief Librarian Sandra Singh noted that the Services, Finance & Human Resources Committee recommended that the Board approve the four recommendations. The Library has an established diversity inclusion statement that is aligned with the City’s inclusion statement. School Board Trustee Allan Wong requested that staff include the Vancouver School Board on its correspondence to City Council. Trustee Kyla Epstein also requested that a copy of the Council letter to sent to the Ministry of Education Libraries Branch. Moved by John Schaub and seconded by Amanda Card THAT the Board receive the attached report entitled “Trans*, Gender Variant and Two-Spirited Inclusion at the City of Vancouver” for information; THAT the Board direct staff to develop an action plan based on the recommendations specific to the Library and to participate in the City’s work as appropriate; THAT the Board direct staff to report back annually on progress to date; and THAT the Board direct the Chair to send a letter to City Council notifying them of the Board’s decisions on this matter. CARRIED UNANIMOUSLY VPL Board Regular Meeting Minutes – July 27, 2016 Page 4 of 7 4. VPL 2020 Strategic Framework Amanda Pitre-Hayes, Director, Projects & Planning, detailed the synthesis of the strategic framework and noted that over 200 stakeholders provided their thoughts and provided feedback. Trustees noted that we need further work to find the right financial metric. The Chief Librarian replied that staff will look at the VPL valuation study and ROI studies from other libraries to calculate the value of the library that can be easily replicated on an annual basis. At the conclusion of the discussion, the Board amended one goal and removed two 2020 goals. Moved by Karen Hoffmann and seconded by Kyla Epstein THAT the Board approve the Outcomes, Goals, and Key Performance Indicators in the attached draft VPL 2020 Strategic Framework as amended. CARRIED UNANIMOUSLY 5. Board Policy Revisions: Executive Recruitment and Board Procedure Policies The Board Governance Committee slightly amended the policy to give an opportunity for the Board to meet with potential director candidates and provide feedback to the Chief Librarian. Moved by Karen Hoffmann and seconded by Gordon Ross THAT the Board approve the proposed revisions to the Executive Recruitment Policy. CARRIED UNANIMOUSLY The Chief Librarian detailed the housekeeping changes made to the Board Procedure Policy including automating the handling of in-camera material that is able to come out of in-camera, clarify the handling of telephone and/or email polls/meetings, and update the order of business at Board meetings to reflect practice. Moved by Karen Hoffmann and seconded by Rhonda Sherwood THAT the Board approve the proposed revisions to the Board Procedure Policy. CARRIED UNANIMOUSLY ITEMS FOR CONSENT Moved by Gordon Ross and seconded by John Schaub THAT the following
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