MINUTES: GREATER VICTORIA PUBLIC LIBRARY BOARD

GREATER VICTORIA PUBLIC LIBRARY BOARD

Juan de Fuca Branch, 1759 Island Highway December 10, 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 J. Goudy
• Trustee I. Henderson
• Trustee A. Kirkaldy
• Trustee P. Madoff
• Trustee M. Milne
• Trustee K. Potts
• Trustee D. Screech
• Trustee L. Seaton
• Trustee N. Wade

Staff:

• Ms. M. Sawa, CEO
• Ms. T. Chyzowski, Director of Human Resources
• Ms. P. Eaton, Director of Public Services
• Ms. L. Jordon, Deputy CEO / Director of Strategic Planning
• Ms. D.J. Phillips, Director of Finance / Treasurer
• Mr. D. Phillips, Director of Technology
• Ms. A. Polinsky, Director of Communications & Community Development
• Ms. L. Robertson (Recorder)

Regrets:

• Trustee D. Alexander, Trustee W. Bembridge, Trustee R. Burris, Trustee Z. King, Trustee R. Martin, Trustee P. McNair, Trustee K. Roessingh, Trustee D. Schinbein

Guests:

• Ms. Andrea Brimmell, Westshore District Coordinator
• Ms. Rina Hadziev, Collection and Technical Services Coordinator

1. CALL TO ORDER

The Chair called the meeting to order at 12:42 pm.

2. CHAIR’S REMARKS

The Chair expressed his thanks to Trustees Seaton and Goudy for arranging a trolley tour of the Langford area for Board members. The tour was fun and informative.

Trustee Bunyan presented gifts to the four departing Board Trustees, Mr. John Goudy, Mr. Irwin Henderson, Councillor David Screech and Councillor Nichola Wade. The Chair provided comments on each member’s contributions to the Board of Directors, and thanked them for their exemplary service to GVPL.

3. APPROVAL OF AGENDA

MOTION Moved by Trustee Madoff, seconded by Trustee Screech, THAT the Agenda be approved as circulated. CARRIED

4. APPROVAL OF MINUTES – November 26, 2013

MOTION Moved by Trustee Madoff, seconded by Trustee Seaton, THAT the Minutes of the November 26, 2013 meeting be approved. CARRIED

5. BUSINESS ARISING FROM PREVIOUS MEETING

5.1 Emily Carr Branch Relocation Update

Ms. Jordon reported that the relocation is progressing well. The new branch will open to the public on Monday, January 6, 2014, and the official opening is scheduled for January 17, 2014. A community celebration is planned for January 18th, and the media will tour the facility in January.

6. CEO REPORT TO THE BOARD

Ms. Sawa invited members to participate in the GVPL Sings Choir in the Courtyard on Friday, December 20th at noon. Trustee Roessingh will be directing the group again this year.

7. COMMITTEE REPORTS

7.1 Advisory Committee meeting update – December 3, 2013

The Chair reported that the new Library Operating Agreement has been forwarded to municipalities. Some municipalities have approved the agreement, while others remain in progress.

With respect to transition and succession planning, Trustee Bunyan and the CEO will conduct exit interviews with the four departing Board members, and Committee assignments will be confirmed early in the new year. Trustees Burris and Potts will assist with New Trustee Orientations in the new year, as well.

With respect to the annual CEO performance review, Trustees will be canvassed for feedback, and the Advisory Committee will meet in January to finalize the review.

7.2 Finance Committee meeting update – December 3, 2013

Trustee Goudy reported that the Finance Committee is currently conducting a review of GVPL’s financial policies. The next regularly scheduled meeting is January 28, 2014 at 1:30 pm.

8. BOARD MEETING SCHEDULE

Ms. Sawa suggested that the inaugural Board meeting of 2014 be held on January 28, 2014 to allow for the orientation of new Trustees in advance of the first meeting.

9. REPORTS/PRESENTATIONS (COMMUNITY & STAFF)

9.1 Juan de Fuca Branch Tour

Trustees were invited to tour the Collections and Technical Services Department at the conclusion of the Board meeting.

10. BOARD CORRESPONDENCE

MOTION Moved by Trustee Milne, seconded by Trustee Henderson, THAT the board corresponence be received. CARRIED

11. NEXT MEETING

Tuesday, January 28, 2014 at 12:00 pm.

12. ADJOURNMENT

The Chair declared the meeting adjourned at 1:32 pm.