GREATER VICTORIA PUBLIC LIBRARY Greater Victoria Public Library Board Regular Meeting April 23, 2019 12:00p.m. – 1:00p.m. Central Branch Community Meeting Room 735 Broughton Street Victoria BC Regular meeting of the Greater Victoria GREATER VICTORIA Public Library Board PUBLIC LIBRARY April 23, 2019 The GVPL Board recognizes and acknowledges the traditional territory of the Esquimalt and Songhees Nations on which the Central Branch is located and Board Meetings take place. Mission Statement We build community and support literacy and lifelong learning by providing free access to information, space, tools and expertise. Regular meeting of the Greater Victoria GREATER VICTORIA Public Library Board PUBLIC LIBRARY April 23, 2019 1. Call to Order 2. Indigenous Acknowledgement 3. Chair’s Remarks 4. Consent Agenda Motion to Approve 4.1 Approval of Agenda 4.2 Approval of Minutes – March 26, 2019 – Attachment 4.2 5. Officers' Reports 5.1 Chair Report For Information 5.2 CEO Report - Attachment 5.2 For Information 6. Business Arising from Previous Meeting 7. New Business 7.1 Public Libraries Provincial Grants Allocations 2019 – Attachment 7.1 8. Presentations 8.1 Staff Presentation: GVPL Resources and Services for Persons with Disabilities 9. Board Liaison Updates 9.1 Friends of the Library 9.2 GVLRA 9.3 BCLTA 10. In-Camera 11. Next Meeting Date May 28, 2019 12:00pm – 1:00pm 12. Adjournment Attachment 4.2 DRAF T M I N U T E S GREATER VICTORIA PUBLIC LIBRARY BOARD REGULAR MEETING Central Branch 735 Broughton Street Community Meeting Room March 26, 2019 12:00p.m. – 1:00p.m. The GVPL Board recognizes and acknowledges the traditional territory of the Esquimalt and Songhees Nations on which the central branch is located and board meetings take place. A meeting of the Greater Victoria Public Library Board was held on the above date at the above location. The following individuals were in attendance: Board Members: Trustee D. Begoray (Chair) Trustee A. Appleton Trustee B. Beckett Trustee T. Chung Trustee D. Curtis Trustee J. Davis Trustee. E. Glover Trustee K. Harper Trustee Z. King Trustee D. Kobayashi Trustee J. Loveday Trustee J. Rogers Trustee M. Sahlstrom Trustee K. Santini Staff: M. Sawa, CEO/Board Secretary P. McKinnon, Director Finance and Facilities D. Main, Director People and Culture J. Windecker, Director Library Services, Innovation and Delivery K. Marshall, Recording Secretary D. Joyce, President CUPE 410 Regrets: Trustee A. MacKinnon (Vice-Chair) Trustee M. Boyd Trustee S. Laidlaw Trustee K. Roessingh Trustee J. Vermeulen 1. CALL TO ORDER AND INDIGENOUS ACKNOWLEDGEMENT Meeting called to order at 12:00p.m. Greater Victoria Public Library March 26, 2019 Page 2 2. INDIGENOUS ACKNOWLEDGEMENT 3. CHAIR’S REMARKS The board agenda now includes a consent agenda which will be trialed until June 2019 and its effectiveness reviewed at that time. The consent agenda will allow more time for fulsome discussions. The 2019 budget presentations to municipal councils have concluded. All presentations were positively received. Trustee Begoray shared feedback from councils and noted in particular, comments made regarding the professionalism of staff and the effectiveness of the GVPL board. 4. CONSENT AGENDA Moved by Trustee Kobayashi, Seconded by Trustee Curtis THAT the March 26, 2019 consent agenda be approved with the removal of the CEO report. The CEO report will be agenda item 5. MOTION CARRIED 5. CEO REPORT TO THE BOARD In addition to the comments made by M. Sawa, CEO, library staff in attendance provided further details on specific programs and initiatives highlighted in the report. These included Stay and Play, which will be featured at the 2019 British Columbia Library Association (BCLA) Conference. Highlights from this year’s Spring Break programs were described and staff noted the significant role that free library programs play in encouraging children to become lifelong learners. The sxʷeŋxʷəŋ təŋəxʷ James Bay Branch art installation, “Drawing Branches”, created by the City of Victoria Artist in Residence, Luke Ramsey and local youth has been installed and a date for the public launch event with the City of Victoria will be forthcoming. Decoda Literacy Solutions’ has awarded First Place for Best Community Literacy Event in B.C., to The Westshore Family Learning Tour. GVPL participates in this annual event as part of Family Literacy Week programming. The Westshore Family Learning Tour provides free activities coordinated by GVPL, West Shore Parks and Recreation, YMCA/YWCA and the Victoria Conservatory of Music in Langford. 6. BUSINESS ARISING FROM PREVIOUS MEETING None 7. COMMITTEE REPORTS 7.1 Planning and Policy Committee Meeting March 19, 2019 Trustee Davis provided an update. Committee priorities for 2019 are: • refreshing the facilities plan • central branch planning • strategic planning • developing robust metrics • board retreat MINUTES - BOARD Greater Victoria Public Library March 26, 2019 Page 3 8. NEW BUSINESS 8.1 2018 Provincial Library Grant Report The provincial grant report reflects the range of services GVPL provides. This year GVPL highlighted its ID clinics as an area of success. M. Sawa expressed her appreciation for the work of staff who contributed to the creation of this year’s report. 9. BOARD LIAISON UPDATES 9.1 BC Library Trustees Association (BCLTA) Update Trustees were encouraged to attend the BCLTA Summit on May 11. It was noted that the Dawson Creek Library system has had a funding shortfall. All services in the municipality have been cut by 10%. 9.2 Friends of the Library Update Trustee Santini provided an update. The Friends of the Library book sale raised $5,341.00. The next book sale will take place in June. 9.3 IslandLink Federation Update GVPL will be hosting the fall meeting of the IslandLink Library Federation this October at the sxʷeŋxʷəŋ təŋəxʷ James Bay Branch. A social event for visiting delegates will be planned and GVPL trustees will be invited to attend.Details will be forthcoming. 9.4 Greater Victoria Labour Relations Association (GVLRA) The GVLRA AGM is April 3. 10. NEXT MEETING DATE April 23, 2019 12:00p.m.-1:00p.m. 11. ADJOURNMENT Moved by Trustee Santini, Seconded by Trustee Sahlstrom THAT the March 26, 2019 Regular Board Meeting adjourn MOTION CARRIED Meeting adjourned at 12:52pm Board Chair Board Secretary MINUTES – BOARD Attachment 5.2 CEO Report April 2019 Public Libraries Provincial Grants Allocations GVPL has received its annual provincial grant funding allocation for 2019. Grants are distributed to support library operations and provincial programs. Details regarding GVPL’s allocations are included in the April 23 board meeting package. National Volunteer Week National Volunteer Week was April 7-13. GVPL joined other community agencies in recognizing the time and energy of our volunteers. We are grateful to our Library Board, Friends of the Library, Visiting Library Services volunteers and teen and tween volunteers who dedicate their time to help make the library a place to create, discover and imagine. Emerging Local Authors Collection The launch of GVPL’s fifth Emerging Local Authors Collection will be taking place on Saturday, May 4 at 2:00 p.m. in the central branch courtyard. Everyone is welcome to join our local authors for the unveiling of the collection and refreshments. Intermunicipal Advisory Committee on Disability Issues (IACDI) GVPL was invited to make a presentation at the April 18 meeting of the IACDI. Jennifer Windecker, Director of Library Services, Innovation and Delivery and Paul McKinnon, Director of Finance and Facilities, joined me in providing an update to the committee members. Deborah Begoray, Board Chair, also attended the meeting. A condensed version of the presentation will be made at the April 23 board meeting. South Island Prosperity Partnership (SIPP) I attended the Greater Victoria Chamber of Commerce presentation for SIPP’s release of the South Island Prosperity Index 2019 http://www.southislandprosperity.ca/prosperity-index/ on April 18. This is the second edition of SIPP’s flagship economic publication which is intended to provide a consistent methodology for tracking progress from year to year. Vancouver Island Library Staff Conference The fifth annual Vancouver Island Library Staff Conference will be presented on Friday, April 26. Co- sponsored by the University of Victoria Library, Camosun College and GVPL, this staff learning day attracts library workers from across the island and features sessions designed and presented by staff for staff. Immigration, Refugees and Citizenship Canada (IRCC) I will be participating in an IRRC Minister’s Roundtable in Victoria on raising awareness of the importance of immigration to Canada’s communities. This is an invitation only event and I am very pleased that GVPL will be at the table for this important discussion in Victoria on April 25. BC Book Day The 6th annual BC Book Day is Tuesday, April 30. Once again, GVPL will be representing the BC public library community as part of the BC Book Day exhibits that will be taking place at the legislature from 1:00 p.m.- 2:00 p.m. This year’s BC Book Day is part of BC Creative Industries Week (April 29-May6) and GVPL has been invited to participate in additional Creative Industries Week events taking place on Wednesday, May 1. British Columbia Library Association (BCLA) Conference The annual BCLA conference is taking place in Surrey on May 15-17. A number of GVPL staff will be contributing to a variety of conference sessions as well as special events related to the conference. sxʷeŋxʷəŋ təŋəxʷ James Bay Branch Art Installation A public event to celebrate the art installation designed and created by City of Victoria Artist-in-Resident Luke Ramsey has been scheduled for Friday, May 31. Details regarding the specific time will be forthcoming. Canadian Urban Library Council (CULC) I will be attending the Spring meeting of CULC on May 14 & 15 in Montreal as well as the 3rd annual GLAM (Galleries Libraries Archives and Museums) Summit in Montreal which precedes the CULC event.