MINUTES GREATER VICTORIA PUBLIC LIBRARY BOARD - April 22, 2014

MINUTES

GREATER VICTORIA PUBLIC LIBRARY BOARD

Central Library, 735 Broughton Street Board Room, 1st Floor April 22, 2014 at 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 (Chair)
Trustee K. Murdoch (Vice-Chair)
Trustee W. Bembridge
Trustee R. Burris
Trustee G. Goudy
Trustee L. Hundleby
Trustee A. Kirkaldy
Trustee P. Madoff
Trustee R. Martin
Trustee M. Milne
Trustee D. Murdock
Trustee K. Potts
Trustee K. Roessingh
Trustee J. Rogers
Trustee K. Santini
Trustee L. Seaton

Staff:

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

Regrets:

Trustee D. Alexander, Trustee Z. King, Trustee P. McNair

1. CALL TO ORDER & WELCOME

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

2. APPROVAL OF AGENDA

The agenda was revised to include Agenda item #10.6 - Freedom of Information request.

MOTION Moved by Trustee Roessingh, seconded by Trustee Bembridge, THAT the revised Agenda be approved. CARRIED

3. CHAIR'S REMARKS

The Chair reported that he attended GVPL's Volunteer Recognition Tea in honour of library volunteers who provide services to homebound library patrons. Thanks were extended to the organizers of the event.

The Chair noted the BCLTA AGM and CLA Conference highlights, noting that the all delegates social event is being hosted by GVPL on Friday, May 30th. Board Trustees are welcome to attend.

Trustee Bembridge indicated that he is moving from the District of Saanich, and will be tendering his resignation as Saanich citizen representative to the Board. The Chair extended his thanks to Trustee Bembridge for his service.

4. APPROVAL OF MINUTES – March 25, 2014

MOTION Moved by Trustee Roessingh, seconded by Trustee Milne, THAT the Minutes of the March 25, 2014 meeting be approved. CARRIED

5. BUSINESS ARISING FROM PREVIOUS MEETING

5.1 Langford Branch Planning update

Ms. Sawa confirmed that senior staff are working with City of Langford and YMCA/YWCA staff to move this initiative forward.

5.2 GVLRA Alternate Nominations

MOTION Moved by Trustee Milne, seconded by Trustee Roessingh THAT Trustee Rogers be nominated as GVLRA representative, subject to clarification by municipal staff re eligibility of nominee. CARRIED

6. CEO REPORT TO THE BOARD

Ms. Sawa reported on a number of operational initiatives.

7. COMMITTEE REPORTS

7.1 Finance Committee Meeting Minutes – January 28, 2014

The Minutes of the January 28, 2014 meeting were received for information.

7.2 Finance Committee Meeting Update – April 15, 2014 meeting

Trustee Milne reported that the 2014 Operating Budget has been approved.

The approval of the Audited Financial Statements is time-sensitive, and requires a special meeting of the Board on May 6th in order to meet the provincial SOFI deadline.

8. FINANCIAL STATEMENT

8.1 Ms. Phillips presented the Statement of Financial Activity for the three month period ending March 31, 2014.

MOTION Moved by Trustee Milne, seconded by Trustee Kirkaldy, THAT the Statement of Financial Activity for the three month period ending March 31, 2014 be approved. CARRIED

9. NEW BUSINESS

9.1 Board Orientation Policy

MOTION Moved by Trustee Roessingh, seconded by Trustee Rogers, THAT the Board Orientation Policy 5.1.5 be approved. CARRIED

9.2 Board Orientation Procedures

The Board Orientation procedures were reviewed.

9.3 2014 Provincial Library Grant

The Library’s allocation letter, which contains the province’s expectations for continued funding eligibility, was distributed for information.

9.4 New Board Extranet

Mr. Phillips demonstrated a new website-based extranet for members’ use.

10. REPORTS/PRESENTATIONS – BOARD AND STAFF

10.1 Staff Presentation on Technology – Mobile Catalogue

Mr. Phillips demonstrated a mobile catalogue developed by ITS staff to replace Bibliocommons.

11. BOARD CORRESPONDENCE

MOTION Moved by Trustee Rogers, seconded by Trustee Murdock, THAT Board correspondence be received. CARRIED

12. IN-CAMERA BUSINESS

MOTION Moved by Trustee Roessingh, seconded by Trustee Rogers, THAT the Board move in-camera to discuss a property issue. CARRIED

13. NEXT MEETING:

May 6, 2014 at 12:00 pm – Special Board meeting
May 27, 2014 at 12:00 pm – Regular Board meeting

14. ADJOURNMENT

The Chair declared the meeting adjourned at 12:25 pm.