Board of Trustees Meeting September 22, 2018 Agenda Nanaimo River Room Vancouver Island Convention Centre 1. Call to Order – 9:30 am The Vancouver Island Regional Library Board of Trustees would like to acknowledge that the land on which we gather is the traditional territory of the Coast Salish peoples, specifically the Snuneymuxw First Nation whose historical relationships with the land continue to this day. 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) May 26, 2018 Board of Trustees Meeting Minutes – for approval 5 b) July 6, 2018 Executive Committee Meeting Minutes – for receipt 13 c) August 17, 2018 Executive Committee Meeting Minutes – for receipt 17 4. Delegations See http://virl.bc.ca/about-us/library-board/meetings for delegation guidelines. 5. Business Arising a) Health & Safety: Locked Washroom Procedure 22 b) Performance Indicators and Branch Activities Highlights Report 25 6. Finance a) June 2018 Finance Report 38 b) June 2018 Reserves Report 44 c) Facility Projects Update 48 d) Construction Cost Report – Chemainus and Sooke 54 7. 2019 – 2023 Proposed Financial Plan: Separate Innovation & Inspiration Link 8. New Business a) New Board Policy: Social Media 57 9. Consent Business a) VIRL in the Media 63 i. Circular Design Unveiled for New Sooke Library, West Shore Voice News, 64 May 18/18 Board of Trustees Meeting September 22, 2018 Agenda ii. Mid Island’s Lego community creating, co-operating, Chemainus Valley 66 Courier, May 21/18 iii. VIU Library Takes Role in Preserving Regional History, Indigenous Lands 70 & Resources Today, May 23/18 iv. VIRL Summer Reading Club, Mayor A. Merilees, Masset @ Twitter, 71 May 24/18 v. New tools to dig digitally into Island papers’ past, Times Colonist, 72 May 25/18 vi. Building permit submitted for new Chemainus library, Chemainus 75 Valley Courier, May 30/18 vii. Sooke eyes community meeting on Lot A use, Sooke News Mirror, 76 May 30/18 viii. New & Noteworthy - Honour for Library Advocate, Seaside 78 Magazine, May 31/18 ix. Isfeld exchange student from Germany beats former U.S chess 80 champion, Comox Valley Record, June 7/18 x. New Exhibit Celebrates Authors, Reading in Qualicum Beach, 85 Qualicum Beach News, June 13/18 xi. A summer of reading adventures for everyone at VIRL, Sooke 89 PocketNews, June 16/18 xii. Murder mystery locale inspired by Qualicum Beach, Parksville 91 Qualicum Beach News, June 19/18 xiii. Nanaimo celebrates National Indigenous Peoples Day, Nanaimo 95 News Bulletin, June 22/18 xiv. Powell River metal sculptor’s artwork found in Nanaimo library, 98 Powell River Peak, June 30/18 xv. 'Rock Dragon' public art piece found in Nanaimo library parking lot 100 wrapped in blankets, Chek News, July 1/18 xvi. Return of the Rock Dragon, Nanaimo News Now, July 2/18 102 xvii. Open House Set for Next Week on New Woss Library, My Comox 105 Valley Now, July 9/18 xviii. BC Elders Gathering, VIRL@Twitter, July 10/18 106 xix. Nanaimo author Sally Hill Brouard releases debut crime novel 107 ‘Puzzle of Pieces', Nanaimo News Bulletin, July 17/18 xx. Librarians On the Radio: Leah & Kate Rooper, @Twitter, July 18/18 111 xxi. Woss to get a new library, North Island Gazette, July 18/18 112 xxii. Coming up in Cowichan: Medicine walk, Cowichan Valley Citizen, 117 July 19/18 xxiii. ‘What Were You Wearing’ exhibit to spend July at Cowichan VIRL, 120 Cowichan Valley Citizen, July 22/18 xxiv. Forbes deleted a deeply misinformed op-ed arguing Amazon should 122 replace libraries, Quartz, July 23/18 xxv. Public art piece reclaims roost in Maffeo Sutton Park, Nanaimo 125 News NOW, July 23/18 Board of Trustees Meeting September 22, 2018 Agenda xxvi. Read, Play and Win at Family Literacy Day in Duncan, Cowichan 126 Valley Citizen, July 23/18 xxvii. Sooke council envisions plan for Lot A, Sooke News Mirror, July 128 24/18 xxviii. Flag raising at NIC Comox Valley supports LGBTQ community, My 129 Comox Valley Now, July 25/18 xxix. Drag Queen Story Hour a hit at Courtenay Library, My Comox Valley 132 Now, July 27/18 xxx. Library and Campbell River Storm team up for Score With Reading 136 event, Campbell River Mirror, Aug 10/18 xxxi. Library system adds more music streaming to its services, Nanaimo 138 News Bulletin, Aug 13/18 xxxii. Stream blues to Bhangra with a library card, Comox Valley Record, 140 Aug 13/18 xxxiii. Captain Thunderpants celebrates Summer Reading Club, Comox 142 Valley Record, Aug 17/18 xxxiv. Salmon Days Go Swimmingly, The Eagle, Aug 17/18 144 xxxv. Letter: Consider revisioning Lot A and Mariner’s Village, Sooke 145 PocketNews, Aug 19/18 xxxvi. Lego Robotics at the Campbell River library, Campbell River Mirror, 154 Aug 23/18 xxxvii. New Chemainus library slow to get off the ground, Chemainus 155 Valley Courier, Aug 23/18 xxxviii. Campbell River workshop brings stories off page for kids, Campbell 157 River Mirror, Aug 24/18 xxxix. Orcafest Goes Around the World, The Eagle, Aug 24/18 161 xl. Local businesses support Sooke youth in a number of ways, Sooke 163 PocketNews, Aug 26/18 xli. Calling all Poets for “Poetry in Transit” Program, City of Nanaimo, 165 Aug 27/18 xlii. 133 homes proposed for 10-acre property in Sooke, Times Colonist, 168 Aug 29/18 xliii. Score with Reading, Campbell River Mirror, Aug 30/18 170 xliv. New & Noteworthy: VIRL Keeping up with the Times, Seaside 172 Magazine, Aug 31/18 b) Correspondence 175 i. Email from Library Customer to R. Bonanno, Executive Director, 176 VIRL re: Lack of service to Gold River Branch, May 26/18 ii. Email from R. Bonanno, Executive Director, VIRL to Library 177 Customer re: Lack of Service to Gold River Branch, June 8/18 iii. Letter from G. Swan, President, BCSTA to B. Avis, Chair, VIRL Board 178 re: Election to BCLTA Board, May 30/18 iv. Email from B. Avis, Chair, VIRL Board to G. Swan, President, BCSTA 179 re: Election to BCLTA Board, June 4/18 Board of Trustees Meeting September 22, 2018 Agenda v. Email from Library Customer to VIRL Board of Trustees re: Dog 180 Policy, June 1/18 vi. Email from R. Bonanno, Executive Director, VIRL to Library 181 Customer re: Dog Policy, June 4/18 vii. Letter from Library Customer to VIRL re: Staff Campbell River 182 Branch Appreciation, June 29/18 viii. Email from R. Bonanno, Executive Director, VIRL to Library 184 Customer re: Staff Campbell River Branch Appreciation, July 5/18 ix. Letter from Library Customer to R. Bonanno, Executive Director, 185 VIRL re: Ladysmith Public Library, July 18/18 x. Email from R. Bonanno, Executive Director, VIRL to Library 186 Customer re: Ladysmith Public Library, Aug 17/18 xi. Letter from Greg Fletcher, CAO, Regional District of Mount 187 Waddington to R. Bonanno, Executive Director, VIRL re: VIRL Woss Facility Upgrade Proposal, July 23/18 xii. Email from Library Customer to VIRL Board of Trustees re: Non- 188 repair of lending materials, Aug 5/18 xiii. Email from R. Bonanno, Executive Director, VIRL to Library 189 Customer re: Non-repair of lending materials, Aug 13/18 c) Media Releases 191 i. A Summer of Reading adventures for everyone at VIRL, Jun e 14/18 192 ii. VIRL leverages digital storytelling with 2017 Annual Report, June 195 18/18 iii. A New Woss Library Open House, July 5/18 196 iv. Cowichan Elder Della Rice Sylvester to lead a Medicine Walk, July 197 12/18 v. Score with Reading and the Campbell River Storm, Aug 10/18 199 vi. Stream Blues to Bhangra with your library card, Aug 13/18 200 vii. Renovated library for Sidney/North Saanich, Aug 20/18 201 viii. Experience Thailand at the Nanaimo Harbourfront Library, Sept 204 10/18 10. In Camera 11. Adjournment 4 Board of Trustees Meeting September 22, 2018 Item 3 (a) Regular Minutes of the May 26, 2018 Board of Trustees Meeting For Approval 5 Board of Trustees Meeting May 26, 2018 Minutes - UNAPPROVED Nanaimo River Room Vancouver Island Convention Centre, Nanaimo BC Present: Barry Avis, Qualicum Beach (Chair) Janett Hoare, Sayward Hugh MacKinnon, Comox Peter Wainwright, Sidney Gwyn Sproule, Cumberland (Alternate) Randy Taylor, Tahsis Tom Duncan, Duncan Allen Anderson, Tofino (Alternate) Gordon Waterman, Gold River Marilyn McEwen, Ucluelet Lorna Vomacka, Lake Cowichan Lucas Banton, Alberni / Clayoquot RD John Coulson, Lantzville Mike Hicks, Capital RD Diane Brennan, Nanaimo Edwin Grieve, Comox Valley RD (Alternate) Tom Walker, North Cowichan Mary Marcotte, Cowichan Valley RD Mary Beil, Parksville Heidi Soltau, Mount Waddington RD Charleen O’Brien Anderson, Port Clements Howard Houle, Nanaimo RD Fred Robertson, Port Hardy Bill Beldessi, North Coast RD Jay Dixon, Port McNeill Merrick Anderson, Powell River RD Sabrina Frazier, Queen Charlotte Brenda Leigh, Strathcona RD Regrets: Steve Arnett, Ladysmith (Vice-Chair) Jack Thornburgh, North Saanich Ron Kerr, Campbell River Sharie Minions, Port Alberni Manno Theos, Courtenay Jan Allen, Port Alice Jason Thompson, Masset Candace Faulkner, Zeballos Kerrie Reay, Sooke Frank Johnson, Central Coast RD Staff: Rosemary Bonanno, Executive Director Joel Adams, Director of Finance David Carson, Director of Corporate Communications and Strategic Initiatives Melanie Barnum, Divisional Manager, Office of the Executive Director Natasha Bartlett, Divisional Manager, Marketing and Communications / Privacy Officer Jennifer Bond, Divisional Manager, Finance Lisa House, Divisional Manager, Human Resources Jonathon Bigelow, Customer Services Librarian, Adult Services , Nanaimo Harbourfront Branch Mariah Patterson, Acting Executive Assistant (Recorder) Guest: Cory Vanderhorst, MNP Page 1 of 7 6 Board of Trustees Meeting May 26, 2018 Minutes - UNAPPROVED 1.