MINUTES: GREATER VICTORIA PUBLIC LIBRARY BOARD - October 22, 2013

MINUTES GREATER VICTORIA PUBLIC LIBRARY BOARD

Central Library, 735 Broughton Street Board Room, 1st Floor October 22, 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 W. Bembridge
• Trustee R. Burris
• Trustee J. Goudy
• Trustee I. Henderson
• Trustee A. Kirkaldy
• Trustee P. Madoff
• Trustee P. McNair
• 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 Z. King, Trustee R. Martin

Guests: Ms. Kirsten Andersen, Teen Services Librarian

1. CALL TO ORDER

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

2. CHAIR'S REMARKS

2.1 Trustee Bunyan commented on the high number of media activities, collaborations and partnerships that the Library has been involved with over the past month. He extended his thanks to staff and trustees who have been actively engaged in representing the Library at these events.

3. APPROVAL OF AGENDA

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

4. APPROVAL OF MINUTES – September 24, 2013

MOTION Moved by Trustee Roessingh, seconded by Trustee Henderson, THAT the Minutes of the September 24, 2013 meeting be approved. CARRIED

5. BUSINESS ARISING FROM PREVIOUS MEETING

5.1 Board Retreat Day – September 28, 2013 Ms. Sawa reported that the facilitator is collating the notes from the Retreat and a report will be prepared for the Advisory Committee, and then will be presented to the full Board.

Trustee Burris indicated that BCLTA has produced a survey to obtain a sense of Trustees' needs and this survey will be circulated to the Board. The deadline for completion is October 29th, and Trustees are encouraged to respond. Trustee Burris would like feedback on the survey instrument, as well.

5.2 Emily Carr Branch Relocation update Ms. Jordon commented on her written report and advised that the new location's opening dates are not yet firm, but that a late December opening date is anticipated.

6. CEO REPORT TO THE BOARD

Ms. Sawa reported on a number of operational initiatives.

7. COMMITTEE REPORTS

7.1 Finance Committee Meeting Update - October 2, 2013 The Finance Committee has been focussed on reviewing the Provisional Operating Budget and Five Year Plan. The provisional budget is due to municipalities by October 31st.

8. FINANCIAL STATEMENT

One Trustee enquired whether a trust fund had been set up for bequest monies. Ms. Phillips confirmed that unrestricted donations received have been recorded as revenue and are currently held in a separate Reserve Fund on the financial statements. With respect to the use of bequest monies, the Development Committee will be meeting soon to identify priorities, and will provide a report.

With respect to declining fines, it was requested that staff provide a report on the decreasing revenue streams and strategies for mitigation by June, 2014.

MOTION Moved by Trustee Goudy, seconded by Trustee Milne, THAT the Statement of Financial Activity ending September 31, 2013 be approved. CARRIED

9. NEW BUSINESS

9.1 2014 Provisional Operating Budget Trustees discussed the nominal increase to the collections budget. Ms. Phillips confirmed that the budget includes a proposal to utilize $70,000 from the Reserve Fund for library materials to meet user demand. Trustees discussed the precedent of utilizing reserve funds to fund operating expenditures. Trustees also discussed the impact on the provisional budget if municipal contributions were increased.

MOTION Moved by Trustee Goudy, seconded by Trustee Seaton, THAT the 2014 Provisional Operating Budget be approved with one amendment: to increase library materials budget by $70,000 with an equivalent increase in municipal contributions and eliminate the proposal to fund this amount from the Reserve Fund. CARRIED

9.2 2014-2018 Five Year Plan MOTION Moved by Trustee Goudy, seconded by Trustee Seaton, THAT the 2014-2018 Five Year Plan be approved. CARRIED

9.3 Bill 14 – Bullying and Harassment Legislation Ms. Chyzowski advised that, as a result of changes in BC legislation around bullying and harassment in the workplace, the current Board Policy 4.5 will be revised to reflect legislative changes, and will then be forwarded to the Planning and Policy Committee for review. The revised policy will come forward to the November Board meeting for approval.

MOTION Moved by Trustee Madoff, seconded by Trustee Roessingh, THAT the Board briefing document regarding changes to WorkSafe BC OHS Policies be received. CARRIED

10. REPORTS/PRESENTATIONS (COMMUNITY & STAFF)

10.1 BCLTA Meeting Update Trustee Burris reported that BCLTA's Strategic Planning report is due in January, 2014, and will be brought forward to the Board for information.

10.2 Staff Presentation re Teen Partnerships Ms. Andersen provided Board Trustees with an overview of GVPL's programs and services for Teens, and presented examples of teen engagement opportunities.

11. NEXT MEETING:

November 26, 2013 at 12:00 pm.

12. ADJOURNMENT

The Chair declared the meeting adjourned at 1:24 pm.