MINUTES GREATER VICTORIA PUBLIC LIBRARY BOARD - May 27, 2014
Minutes discussing branch planning and audit findings.
MINUTES: GREATER VICTORIA PUBLIC LIBRARY BOARD
Central Library, 735 Broughton Street Board Room, 1st Floor May 27, 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 D. Alexander
- Trustee W. Bembridge
- Trustee R. Burris
- Trustee G. Goudy
- Trustee L. Hundleby
- Trustee A. Kirkaldy
- Trustee Z. King
- Trustee P. Madoff
- Trustee P. McNair
- 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. L. Jordon, Deputy CEO / Director of Strategic Development
- Ms. T. Chyzowski, Director of Human Resources
- Ms. P. Eaton, Director of Public Services
- Ms. H. Hughes, CUPE representative
- 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 R. Martin
1. CALL TO ORDER & WELCOME
The Chair called the meeting to order at 12:02 pm.
2. APPROVAL OF AGENDA
MOTION Moved by Trustee Roessingh, seconded by Trustee Alexander, THAT the Agenda be approved as circulated. CARRIED
3. CHAIR'S REMARKS
The Chair reminded members of the Canadian Library Conference being held in Victoria from May 28 – 31st.
Trustee Bunyan indicated that the scheduled tour of the new Fort Street location will be conducted at the conclusion of today's meeting.
Further to Trustee Bembridge's announcement at the April Board meeting, Trustee Bunyan thanked him for his contribution to the Board and recognized Trustee Bembridge's varied community contributions and valued perspective as a citizen representative for the District of Saanich.
4. APPROVAL OF MINUTES – April 22, 2014 & May 6, 2014
MOTION Moved by Trustee Roessingh, seconded by Trustee Rogers, THAT the Minutes of the April 22, 2014 meeting be approved. CARRIED
MOTION Moved by Trustee Roessingh, seconded by Trustee Madoff, THAT the Minutes of the May 6, 2014 meeting be approved. CARRIED
5. BUSINESS ARISING FROM PREVIOUS MEETING
5.1 Langford Branch Planning
Ms. Jordon provided a verbal update and showed architectural drawings of the Westhills YMCA-YWCA site, and the location of the library space within the complex.
5.2 CLA Conference 2014
Ms. Sawa reviewed details and updates relating to both the CLA Conference and the BCLTA mini-conference that is being held in tandem with the Canadian Library Conference. Questions may be directed to Ms. Sawa or Ms. Robertson.
Ms. Polinsky extended her thanks to Trustees who have offered to volunteer at the CLA conference.
6. CEO REPORT TO THE BOARD
Ms. Sawa reported on a number of operational initiatives.
7. COMMITTEE REPORTS
7.1 Finance Committee
7.1a) Finance Committee Meeting Minutes – April 29, 2014 MOTION Moved by Trustee Milne, seconded by Trustee Rogers, THAT the Minutes of the April 29, 2014 Finance Committee meeting be received. CARRIED
7.1b) Key findings from 2013 Audit Findings Report Trustee Milne provided highlights of the Audit Findings report. A clean audit was reported, and Trustee Kirkaldy thanked Ms. Phillips for her diligence.
7.1c) Finance Committee Meeting Update – May 13, 2014 Trustee Milne reported that the Finance Committee has reviewed recommendations for use of the remaining 2013 operating surplus. The total surplus of $361,335 minus $160,000 approved for use at the May 6, 2014 Board meeting was available for recommendation.
It was noted that there was an error in Attachment #7.1c). The corrected total for recommendation should be $201,335.
MOTION Moved by Trustee Murdock, seconded by Trustee Seaton, THAT annual surplus from the year ended December 31, 2013 Operating Fund in the amount of $201,335 be used to increase the 2014 library operating budgets for Administrative office move contingency costs $20,000, Collection $25,000, Strategic Planning and Public Consultation $10,000; and to make contributions to the following reserve funds: Personnel Contingency $100,000, Staff Leadership Training $15,000, and Replacement Reserve $31,335. CARRIED
7.2 Development Committee Update
Trustee Alexander reported that a half-day facilitated session with the Development Committee was held in May. Findings and recommendations will be reviewed at the next Development Committee meeting, and a report is forthcoming.
8. FINANCIAL STATEMENT
8.1 Statement of Financial Activity for the Four Month Period ending April 30, 2014
MOTION Moved by Trustee Milne, seconded by Trustee Kirkaldy, THAT the Statement of Financial Activity for the four month period ending April 30, 2014 be approved. CARRIED
9. NEW BUSINESS
There was no new business.
10. REPORTS/PRESENTATIONS – COMMUNITY AND STAFF
10.1 BCLTA Update
Trustee Burris provided additional information on BCLTA, and noted session highlights of interest to Board Trustees.
11. BOARD CORRESPONDENCE
MOTION Moved by Trustee Madoff, seconded by Trustee Roessingh, THAT Board correspondence be received. CARRIED
12. NEXT MEETING:
June 24, 2014 at 12:00 pm.
13. ADJOURNMENT
The Chair declared the meeting adjourned at 12:54 pm.
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