MINUTES: GREATER VICTORIA PUBLIC LIBRARY BOARD Central Library, April 23, 2013

GREATER VICTORIA PUBLIC LIBRARY BOARD

Central Library, 735 Broughton Street Board Room, 1st Floor April 23, 2013 12:00 pm

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 G. Bunyan (Board Chair)
• Trustee K. Murdoch (Board Vice-Chair)
• Trustee D. Alexander
• Trustee W. Bembridge
• Trustee R. Burris
• Trustee J. Goudy
• Trustee I. Henderson
• Trustee P. Madoff
• Trustee R. Martin
• Trustee P. McNair
• Trustee M. Milne
• Trustee K. Potts
• Trustee K. Roessingh
• Trustee D. Schinbein
• Trustee D. Screech
• Trustee L. Seaton
• Trustee N. Wade

Staff:

• Ms. M. Sawa, CEO
• Ms. R. Bauert, Human Resources Manager
• Ms. P. Eaton, Manager of Public Services
• Ms. H. Hughes, CUPE representative
• Ms. L. Jordon, Deputy CEO / Director of Strategic Development
• Ms. D.J. Phillips, Manager of Finance / Treasurer
• Ms. L. Robertson (Recorder)

Regrets:

• Trustee Z. King, Trustee A. Kirkaldy.

Guests:

• Ms. Tracy Kendrick, Coordinator of Children's and Teen Services

1. CALL TO ORDER

The Chair called the meeting to order at 12:04 pm.

2. APPROVAL OF AGENDA

MOTION Moved by Trustee Seaton, seconded by Trustee Roessingh, THAT the Agenda be approved as circulated. CARRIED

3. APPROVAL OF MINUTES - March 26, 2013

MOTION Moved by Trustee Screech, seconded by Trustee Wade, THAT the Minutes of the March 26, 2013 meeting be approved. CARRIED

4. BUSINESS ARISING FROM PREVIOUS MEETING

There was no business arising.

5. CEO REPORT TO THE BOARD

Ms. Sawa reported on a number of operational initiatives. Ms. Sawa also expressed her appreciation to the Board for their work in recognition of Volunteer Appreciation Week.

6. COMMITTEE REPORTS

6.1 Finance Committee Meeting, April 16, 2013

The results of the corporate card audit, completed by KPMG LLP, were reported on, and there were no significant findings of concern.

KPMG also provided their report of the year-end audit to the Finance Committee.

MOTION Moved by Trustee Roessingh, seconded by Trustee Seaton, THAT the draft financial statement of the GVPL Board for the year ended December 31, 2012, as audited by KPMG LLP, be approved and recommended to the Board for approval. CARRIED

6.2 Planning & Policy Committee Update - April 16, 2013

Trustee Bembridge provided an overview of the Planning & Policy Committee's discussions regarding the proposed relocation of the Emily Carr Branch.

6.2a) Emily Carr Branch Relocation Background Report from Planning & Policy Committee

Trustee Bembridge informed Trustees that an electronic motion was crafted and voted on by Committee members regarding the Emily Carr proposed relocation. This motion is now being brought forward to the Board for approval.

Trustee Wade requested consideration of revised wording of the motion to indicate that the Corporation of the District of Saanich and the Greater Victoria Library Board would work together on identified relocation issues. This revision was circulated to Board members for discussion.

Following discussion, the original motion proposed by the Planning & Policy Committee was considered.

MOTION Moved by Trustee Roessingh, seconded by Trustee Seaton, THAT the Library Board, notwithstanding their concern regarding site accessibility, approve the relocation of the Emily Carr Branch to the proposed Uptown site, following the terms of the Library Operating Agreement, section 9*. (*9 Branches 9.1 Each Municipality will either alone or jointly with one or more of the other Municipalities: (b) ...Provide a well-appointed library building that meets all standards and building codes with adequate parking and truck access and furnish and equip the premises with an initial inventory: telecommunication system, computers and other electronic equipment including self-check units, millwork, shelving, tables and chairs, floor and window coverings, signage, library collection, book-return chutes and bins, bicycle racks, outdoor benches, and security alarm systems including gates, all of which are to a standard or to specifications acceptable to the Board...). CARRIED

A second motion was put forward, as follows:

MOTION Moved by Trustee Henderson, seconded by Trustee Roessingh, THAT the Library Board and staff continue to work closely with the Corporation of the District of Saanich and Uptown to ensure maximum accessibility (including for those with mobility challenges), ease of way finding, and open communication to the public, and that staff report back to the Library Board on progress. CARRIED

6.3 Social Media Policy

The Planning and Policy Committee also reported on a discussion regarding the need for a Social Media Policy.

MOTION Moved by Trustee Schinbein, seconded by Trustee Bembridge, THAT the Social Media Policy be approved. CARRIED

6.4 Board Self-Evaluation Process

Staff are working with members of the Planning and Policy Committee on a Board self-evaluation tool, and will present a document to the Board at a future meeting.

7. FINANCIAL STATEMENT

MOTION Moved by Trustee Goudy, seconded by Trustee Screech, THAT the Statement of Financial activity ending March 31, 2013 be approved. CARRIED

8. NEW BUSINESS

There was no new business.

9. REPORTS/PRESENTATIONS (COMMUNITY & STAFF)

9.1 Staff Presentation - Books for Babies Program

Ms. Tracy Kendrick, Coordinator of Children's and Teen Services, provided information on GVPL's Books for Babies program, including the results of a recent user survey, as well as demonstrating the contents of the kit. It was suggested that the pamphlet entitled GVPL's 100 Picture Books to Read Before Kindergarten be added to the kit.

10. BOARD CORRESPONDENCE

MOTION Moved by Trustee Roessingh, seconded by Trustee Seaton, THAT Board correspondence be received. CARRIED

11. IN-CAMERA BUSINESS

There was no in-camera business.

12. NEXT MEETING:

May 28, 2013 at 12:00 pm.

13. ADJOURNMENT

The Chair declared the meeting adjourned at 1:12 pm.