VPL BOARD Regular Meeting Minutes Wednesday, March 30, 2016

Transcription

1 VPL BOARD Regular Meeting Minutes Wednesday, March 30, 2016 Minutes of the VPL Board Regular Meeting held on Wednesday, March 30, 2016 at 6:00 p.m. in the Morris J. Wosk Boardroom at 350 West Georgia Street, Vancouver, B.C. Present: Mary Lynn Baum Chair Carellin Brooks Amanda Card Jennifer Chan Vice Chair Kyla Epstein Catherine Evans Vancouver Park Board Representative Suki Grewal Karen Hoffmann Gordon Ross John Schaub Vice Chair Rhonda Sherwood Allan Wong Vancouver School Board Representative Absent: Clr. Tim Stevenson City Council Representative Management Present: Sandra Singh Chief Librarian Kay Cahill Acting Director, Digital Services Shelagh Flaherty Director, Library Experience Diana Guinn Director, Neighbourhood & Youth Services Samantha Pillay Director, Human Resources Amanda Pitre-Hayes Director, Planning & Projects Eric Smith Director, Corporate Services & Facilities Staff: Julie Iannacone Senior Manager, Services to Children & Teens Alyssa Green Manager, Information Services Guests: Judith Neamtan President, Friends of VPL Jane Curry 1 st Vice President, CUPE Local 391 Gloria Hershorne Member at Large, CUPE Local 391 Jenny Marsh Director of Development, VPL Foundation Renae Morriseau 2016 Aboriginal Storyteller-in-Residence Anne O Shea Manager, Programming & Learning Recording Secretary: Chrysalyn Tolentino Executive Assistant Page 1 of 7

2 PRESENTATIONS 1. Levels 8 & 9 Floor Plan Shelagh Flaherty, Director, Library Experience presented the draft floor plan of the Levels 8 & 9 redevelopment. Shelagh noted that the detailed design will continue to be developed while the City is processing the development permit. 2. Introduction: 2016 Aboriginal Storyteller-in-Residence Anne O Shea, Manager, Programming & Learning, introduced Renae Morriseau actress, writer, producer, director and musician as the 2016 Aboriginal Storyteller-in-Residence. Ms. Morriseau provided some background information on her plans for her residency. The inaugural event will be held on Thursday, March 31. ADMINISTRATION 3. Minutes The draft minutes of the Regular Meeting held February 24, 2016 were presented to the Chair for approval. Moved by Rhonda Sherwood and seconded by Suki Grewal THAT the draft minutes of the Regular Meeting held February 24, 2016 be approved as amended. REQUEST FOR INFORMATION CUPE Local 391 Jane Curry, 1 st Vice President, CUPE 391, reported that some Union representatives attended the Migrante BC Gala event on March 18. The Union will send six members to the CUPE BC Convention in April. Friends Judith Neamtan, President, Friends of VPL, reported that Programming & Learning organized a special tour of Central Library for Friends volunteers from April 7-9, The Friends are in the process of preparing for their Annual General Meeting and noted an increase to their 2015 net income, mostly from the sale of used books. Donations from the annual Stay at Home campaign were lower compared to last year, but store revenues were up due to effective store merchandising and increased social media promotion. Judith added that due to the increased revenue, all staff funding requests will be Page 2 of 7

3 approved this year. Judith will be coordinating with the VPL Foundation regarding funding some capital projects. VPL Foundation Jenny Marsh, Director of Development, VPL Foundation reported that a consultant experienced in corporate funding will be working with the Foundation on the capital campaign project. The Foundation is planning a Foundation Cabinet and VPL Board event on April 21 st and this event will be a good opportunity for the VPL Board to meet members of the Capital Campaign Cabinet. The VPL Foundation and Friends Boards will also attend. Jenny added that the Foundation have received a $120,000 commitment from BMO for the Next Level campaign. British Columbia Library Trustees Association Commissioner Catherine Evans reported that the BCLTA Board will meet next week to finalize plans for the annual conference. A Board self-evaluation survey was sent out recently. InterLINK Vice Chair John Schaub reported that the InterLINK Board met last night and they finalized their strategic plan. The plan will be circulated to the Boards of member libraries for feedback. InterLINK will host an evening session for Board members on understanding metrics on June 15 and a full day workshop for member library staff on June 16. Both events will be held at VPL Central Library. VPL Trustees Vice Chair Jennifer Chan reported that she attended the enhanced citizenship ceremony on March 1. She introduced the Incite event for two authors: Yann Martel and Claudia Casper on March 16. She also visited her two liaison branches: Marpole and Joe Fortes. Trustee Kyla Epstein noted the excellent Going Home Star event w/ Royal Winnipeg Ballet. Kyla conducted a branch liaison visit to Strathcona and thanked branch head Els Kushner for a great overview of branch activities and the work they are doing to prepare patrons for the new branch. She visited the New Orleans Public Library including a tour from the Deputy City Librarian and Public Services Administrator who exhibited amazing hospitality. Trustee Suki Grewal toured Oakridge and Marpole branches last week. Suki attended the following events: Raise Your Hands Against Racism on March 19 th, the Governor General Awards, and Trustee Orientation Program held at the Surrey Public Library. Trustee Amanda Card noted her appreciation to all branch heads for reaching out and inviting their Trustee liaisons to their events. Amanda toured Fraserview, Hastings and Page 3 of 7

4 Britannia Branches, and had the opportunity to attend the Britannia Board planning meeting. She also attended the Expressions of Reconciliation event on March 9 and participated in the homeless count on March 9. Trustee Rhonda Sherwood connected with her MLA and City Council liaisons and started coordinating visits to all her liaison branches. Rhonda thanked Neighbourhood & Youth Services Director Diana Guinn for conducting a tour of branches, as well as Library Experience Director Shelagh Flaherty for conducting the orientation of Central Library. She attended the Governor General Awards event and the Expressions of Reconciliation event with Trustees Card and Hoffmann. Rhonda will attend the Storyteller-in-Residence launch on March 31. VSB Trustee Allan Wong reported that he also volunteered during the special citizenship ceremony at Central on March 1 st. He added that the Vancouver School Board will hold a strategic plan workshop for the public at the Prince of Wales School as well as hosting another public consultation session in April. The final plan will be presented to the Board in June. The VSB budget will be released to the public at 5 pm on March 31 and final deliberations on the budget will be held on April 28. Trustee Carellin Brooks attended the special citizenship event on March 1 st and the International Women s Day celebration at City Hall on March 9. Carellin will introduce the Aboriginal Storyteller-in-Residence at West Point Grey on April 9 and will attend the BCLA Conference in May. Trustee Gordon Ross attended the Governor General Award event and will meet with his Council liaison in April. Trustee Karen Hoffmann toured branches with Diana Guinn as well as toured Central Library with Shelagh Flaherty. She also attended the Expressions of Reconciliation event. Commissioner Catherine Evans attended the citizenship ceremony and commended Chief Librarian Sandra Singh and Trustee Jennifer Chan for sharing their stories. She also participated in the City s homeless count on March 9. Vice Chair John Schaub met with his City Council liaison and is in the process of arranging a tour of Central Library for his MLA liaison. Board Chair Mary Lynn Baum attended the International Women s day celebration at City Hall and attended the SLAIS research day event at UBC. Mary Lynn also participated as a member of the Strategic Plan Steering Committee and is looking forward to visiting her liaison branches. She thanked the efforts made by branch heads in reaching out to their Trustee liaisons. Page 4 of 7

5 ITEMS FOR DECISION Strategic Plan Budget Amanda Pitre-Hayes, Director, Planning & Projects reported that staff seeks Board approval of the budget for the development of the Strategic Plan. The project includes the consultant budget as well as project team and staff ambassador backfill costs, City engagement coordinator, engagement materials, event speaker for the launch, printing costs and contingency funds. Board Chair Mary Lynn Baum added that the Strategic Plan Steering Committee endorsed that the Board adopt the recommendation. ITEMS FOR CONSENT Moved by Kyla Epstein and seconded Suki Grewal THAT the Board approve the estimated budget of $151,300 for the Strategic Planning project, with the source of funds to be a transfer from reserves or 2016 operating surpluses. Moved by John Schaub and seconded by Karen Hoffmann THAT the following Board reports be approved on consent: Activity Reports: Central and Branches - February THAT the Library Board receive the report for information. February 29, 2016 Financial Report THAT the Library Board receive the report for information. Device Lending Program THAT the Library Board receive the report for information. ITEMS PULLED OUT OF CONSENT 5. Correspondence Trustee Chan noted that we are fortunate that there are people who cared passionately about the library. Moved by Jennifer Chan and seconded by Catherine Evans THAT the Board receive the correspondence for information. Page 5 of 7

6 ITEMS ARISING FROM IN CAMERA (September 23, 2015) 6. nəć aʔmat ct Strathcona Branch Room Naming The Board discussed the opportunity to name the interior rooms based on the original community engagement undertaken in 2014 for the naming of the branch. Trustees were heartened to see the process taken in approaching the families. Moved by Carellin Brooks and seconded Naveen Girn THAT the Board name the following rooms in the nəć aʔmat ct Strathcona Branch as follows: NEW BUSINESS Large meeting room (first floor) Mary Lee Chan 2 nd floor meeting room Nellie Yip Quong Digital Creation Space Bud Osborn 7. Strategic Planning Update Amanda Pitre-Hayes presented the draft Project Charter, draft Engagement Plan and Project Calendar that lists all the engagement plans and activities from April to end of September. She added that staff ambassadors have been recruited in assisting during engagement activities in Central and in branches. Amanda also noted that the engagement sessions will start on April 17. Trustees thanked Amanda and the Project Team for developing a detailed engagement plan. 8. nəć aʔmat ct Schedule Update Eric Smith, Director, Corporate Services & Facilities reported that the completion date of the new branch is tentatively slated for mid September. The contractor is working on a new schedule and will finalize the completion date in late April or early May. Eric added that the Steering Committee comprised of representatives from VPL, YWCA and City of Vancouver conducted a visit of the construction site in February. Trustee Epstein asked about the plans to move the Strathcona staff to the new branch. Diana Guinn, Director, Neighbourhood & Youth Services responded that staff will wrap up the school library in June and will use current staff for the planned pop-up library during the summer months. Diana added that we hired Stephanie Kripps as the new branch head of the nə c aʔmat ct Branch. Page 6 of 7

7 9. Trustee Presentation Trustee Kyla Epstein presented some pictures taken during her visit to the New Orleans Public Library ADJOURN There being no further business, the Chair declared the meeting adjourned at 8:10 p.m. and moved to in-camera. Mary Lynn Baum, Chair Sandra Singh, Secretary Page 7 of 7