MINUTES: GREATER VICTORIA PUBLIC LIBRARY BOARD - November 26, 2013

GREATER VICTORIA PUBLIC LIBRARY BOARD

MINUTES

Central Library, 735 Broughton Street Board Room, 1st Floor November 26, 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 D. Alexander
Trustee W. Bembridge (12:15 pm)
Trustee I. Henderson
Trustee Z. King
Trustee A. Kirkaldy
Trustee P. Madoff
Trustee R. Martin
Trustee M. Milne
Trustee K. Potts
Trustee K. Roessingh
Trustee L. Seaton
Trustee D. Schinbeln
Trustee N. Wade (12:18 pm)

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. A. Polinsky, Director of Communications & Community Development
Ms. L. Robertson (Recorder)

Regrets:

Trustee R. Burris, Trustee J. Goudy, Trustee P. McNair, Trustee D. Screech

Guests:

Ms. Linda Allen, City Spaces Consulting

1. CALL TO ORDER

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

2. CHAIR’S REMARKS

Trustee Bunyan extended his congratulations to Ms. Helen Hughes on her recent re-election to the CUPE 410 presidency.

The Chair reminded members that the next Board meeting will be held at the Juan de Fuca library branch on December 10th. Trustees are invited to participate in a trolley tour of the Langford area commencing at 9:30 am, to be followed by a festive luncheon.

Trustee Henderson informed members that he is stepping down from the Board effective December 31, 2013 due to personal circumstances. He will continue to advocate on the library's behalf, and extended his thanks to colleagues and staff for their continuing dedication to library service.

3. APPROVAL OF AGENDA

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

4. APPROVAL OF MINUTES – September 24, 2013

MOTION Moved by Trustee Roessingh, seconded by Trustee Milne, THAT the Minutes of the October 22, 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. On Saturday, December 7th, Board Trustees are invited to a post-construction and pre-set up tour of the facility along with Friends of the Library executive, the Teen Advisory Council, and staff. On Saturday, December 13th, an informal gathering will be held at the Emily Carr branch from 1-4 pm to celebrate 40 years of branch memories. Ms. Robertson will confirm these dates to members. Opening day at the new location is Monday, January 6, 2014.

6. CEO REPORT TO THE BOARD

Ms. Sawa reported on a number of operational initiatives.

7. COMMITTEE REPORTS

7.1 Planning and Policy Committee Meeting Update - November 5, 2013

The Chair reported that the Facilities Plan update, the Emily Carr relocation update, and various policy revisions were reviewed at the November 5th meeting.

7.2 Development Committee Meeting Update – November 19, 2013

The Chair reported that timelines for implementation of the Development Plan were reviewed at the November 19th meeting. In addition, members will receive a letter from Trustee Wade regarding making a donation to the library. Staff will be identifying a project worthy of support.

Ms. Wade extended her thanks to Trustee Henderson for his extensive contributions to the Development Committee's work.

8. FINANCIAL STATEMENT

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

9. NEW BUSINESS

9.1 Facilities Plan Update

Ms. Allen presented an update to the Facilities Plan and reviewed a powerpoint presentation with Board Trustees and staff.

It was noted that all libraries are experiencing pressures for more space - space needs are not diminishing, however, there are new ways of delivering library services. Further information will be presented in a report at the January meeting.

Ms. Allen noted the next steps are to inform municipal councils regarding the Facilities Plan update and progress report. She also noted the recommendation that the Board request a Library Facilities Reserve be established by municipal councils.

MOTION Moved by Trustee Kirkaldy, seconded by Trustee Roessingh, THAT the 2014 Facilities Plan update be approved. CARRIED

9.2 Library Operating Agreement Renewal

Ms. Sawa reported that staff have followed up with Local Area Administrators on the revisions to the Library Operating Agreement, and Board requested adjustments have been made. Ms. Sawa thanked Ms. Jordon and Ms. Phillips for their exhaustive work in reviewing this complex document.

MOTION Moved by Trustee Martin, seconded by Trustee Milne, THAT the Library Operating Agreement renewal from January 1, 2014 – December 31, 2016 be approved. CARRIED

9.3 BOARD POLICY REVIEWS

9.3a) Computer & Internet Access Policy 2.1 MOTION Moved by Trustee Roessingh, seconded by Trustee Seaton, THAT the Computer & Internet Access Policy 2.1 be approved. CARRIED

9.3b) Tangible Capital Asset Policy 3.1 MOTION Moved by Trustee Roessingh, seconded by Trustee Milne, THAT the Tangible Capital Asset Policy 2.1 be approved. CARRIED

9.3c) Respect in the Workplace Policy 4.5 MOTION Moved by Trustee Roessingh, seconded by Trustee Seaton, THAT the Respect in the Workplace Policy 4.5 be approved. CARRIED

10. REPORTS/PRESENTATIONS (COMMUNITY & STAFF)

10.1 BCLTA Meeting Update

The BCLTA membership survey is still open for completion, and Trustees are encouraged to provide feedback. In addition, some educational materials are available to Trustees on the BCLTA site.

11. IN-CAMERA BUSINESS

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

12. NEXT MEETING

December 10, 2013 at 12:00 pm, at the Juan de Fuca Library Branch preceded by the Langford Trolley Tour which will commence at 9:30 am, departing from the JDF Branch.

13. ADJOURNMENT

The Chair declared the meeting adjourned at 1:18 pm.