MINUTES: GREATER VICTORIA PUBLIC LIBRARY BOARD - September 24, 2013
Minutes from the September library board meeting discussing branch relocations and fundraising efforts.
MINUTES
GREATER VICTORIA PUBLIC LIBRARY BOARD
Central Library, 735 Broughton Street Board Room, 1st Floor September 24, 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 K. Murdoch (Acting Board Chair)
- Trustee W. Bembridge
- Trustee R. Burris
- Trustee J. Goudy
- Trustee I. Henderson
- Trustee Z. King
- Trustee A. Kirkaldy
- Trustee P. Madoff
- Trustee M. Milne
- Trustee K. Potts
- Trustee K. Roessingh
- Trustee L. Seaton
- Trustee D. Schinbein
- Trustee D. Screech
- Trustee N. Wade
Staff:
- Ms. M. Sawa, CEO
- Ms. T. Chyzowski, Director of Human Resources
- Ms. P. Eaton, Director of Public Services
- Ms. H. Hughes, CUPE representative
- Ms. L. Jordon, Deputy CEO / Director of Strategic Planning
- Ms. C. Munoz, Human Resources Advisor
- Ms. D.J. Phillips, Director of Finance / Treasurer
- Mr. D. Phillips, Director of Technology
- Ms. L. Robertson (Recorder)
Regrets:
- Trustee D. Alexander, Trustee G. Bunyan (Board Chair), Trustee R. Martin, Trustee P. McNair
Guests:
- Ms. Sandra Hudson, Good Relations representative
1. CALL TO ORDER
The Chair called the meeting to order at 12:04 pm.
2. CHAIR'S REMARKS
2.1 Introduction of Terri Chyzowski
Trustee Murdoch welcomed Terri Chyzowski to GVPL as the new Director of Human Resources. Ms. Chyzowski is a certified HR Professional and coach, and she is actively engaged as a Leadership Development instructor at Camosun College.
3. APPROVAL OF AGENDA
MOTION Moved by Trustee Seaton, seconded by Trustee Bembridge, THAT the Agenda be approved as circulated. CARRIED
4. APPROVAL OF MINUTES – June 25, 2013
MOTION Moved by Trustee Roessingh, seconded by Trustee Bembridge, THAT the Minutes of the June 25, 2013 meeting be approved. CARRIED
5. BUSINESS ARISING FROM PREVIOUS MEETING
5.1 Board Retreat Day – September 28, 2013
Trustee Murdoch reminded members of the Board Retreat scheduled for Saturday, September 28th. An external facilitator has been engaged to lead the discussions. Reading materials and an electronic survey will be distributed in advance.
5.2 Emily Carr Branch Relocation update
Trustee Murdoch indicated that the target date for the opening of the new Emily Carr branch is December 13th. Conceptual space plans and other images and colour schemes were available for viewing by Board members.
6. CEO REPORT TO THE BOARD
Ms. Sawa reported on a number of operational initiatives.
7. COMMITTEE REPORTS
7.1 Finance Committee Meeting Minutes - June 14, 2013
MOTION Moved by Trustee Milne, seconded by Trustee Schinbein, THAT the Finance Committee meeting minutes of June 14, 2013 be received. CARRIED
7.2 Finance Committee Meeting update – September 10, 2013
Trustee Murdoch reported that the final draft of the 2014 provisional budget is being reviewed at the October 2nd Finance Committee meeting, and noted that non-Committee members are welcome to attend.
7.3 Development Committee meeting update – May 21 & Aug 27, 2013
Trustee Wade reported that the Case for Support is being worked on, and some ideas will be followed up on at the Retreat.
7.4 Advisory Committee meeting update – July 5 & Sept 12, 2013
Trustee Murdoch reported that the Advisory Committee has been working on Board Retreat planning details.
8. FINANCIAL STATEMENT
MOTION Moved by Trustee Goudy, seconded by Trustee Wade, THAT the Statement of Financial Activity ending August 31, 2013 be approved. CARRIED
9. NEW BUSINESS
9.1 2014 CLA Conference, Victoria, BC
Ms. Sawa advised that the 2014 CLA conference will be held in Victoria, BC from May 28 – 31, 2014. She is meeting with the executive and conference planning staff, and a local arrangements committee will be struck. Board Trustees interested in serving on the local arrangements committee may contact Ms. Sawa directly.
9.2 Customer Appreciation Day – Saturday, October 26, 2013
Ms. Sawa advised that this year's Customer Appreciation Day will be held on Saturday, October 26th. The event will take place from 2:00 – 4:00 pm, and Board representation is welcomed. Ms. Robertson will send a reminder closer to the date.
9.3 Bella Bella Fundraiser
CUPE Local 410 and Administration are hosting a joint fundraising bake sale on October 22nd at the Central Library courtyard to support the Bella Bella Public Library's recovery from a fire last summer. There was a suggestion to canvas local bakeries for sale items, and to consider placing placards at each branch to solicit contributions from patrons.
10. REPORTS/PRESENTATIONS (COMMUNITY & STAFF)
10.1 Island Link Federation meeting
Trustee Potts reported that the Island Link Federation's Board meeting was held in Alert Bay this year. The Federation is exploring ways of further collaborations regarding inter-library loans, and other related matters.
11. IN-CAMERA BUSINESS
MOTION Moved by Trustee Seaton, seconded by Trustee Milne, THAT the Board move in-camera to discuss a legal issue. CARRIED
12. NEXT MEETING:
October 22, 2013 at 12:00 pm.
13. ADJOURNMENT
The Chair declared the meeting adjourned at 1:04 pm.
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