Minutes of the Greater Victoria Public Library Board

1. CALL TO ORDER & WELCOME

The Chair called the meeting to order at 12:05 pm.

2. APPROVAL OF AGENDA

MOTION Moved by Trustee Kirkaldy, seconded by Trustee Santini, THAT the Agenda be approved as circulated. CARRIED

3. CHAIR'S REMARKS

The Chair reported that former Trustee Wayne Bembridge's replacement to represent the District of Saanich has been announced. Ms. Donna Curtis will commence her appointment on July 1st.

4. PRESENTATION – CANADIAN FEDERATION OF THE BLIND

Trustee Bunyan thanked the delegation for making their concerns clear to the Board and indicated that a response will be forthcoming.

5. APPROVAL OF MINUTES – May 27, 2014

MOTION Moved by Trustee Milne, seconded by Trustee Burris, THAT the Minutes of the May 27, 2014 meeting be approved. CARRIED

6. BUSINESS ARISING FROM PREVIOUS MEETING

6.1 2014 CLA Conference Proceedings

Members shared feedback regarding highlights and key sessions they attended at the CLA Conference. Members were asked to submit written comments to Ms. Sawa or Mr. Bunyan to be shared with other members. Further information sharing opportunities will be scheduled.

Ms. Sawa requested that the contributions of Kate Pollock, Co-Chair of the Local Arrangements Committee, and Judy Moore and Alyssa Polinsky, who both chaired sub-committees of the Local Arrangements Committee be noted for the minutes.

Ms. Pollock thanked Board members who volunteered their time and energy for various duties in support of the conference.

7. CEO REPORT TO THE BOARD

Ms. Sawa reported on a number of operational initiatives. In addition, she reported that recruitment is underway for a new Director of Public Services to replace Ms. Eaton, who retires in September, 2014.

8. COMMITTEE REPORTS

8.1 Planning and Policy Committee meeting – June 10, 2014

Trustee McNair was elected Vice-Chair of the committee. He reported that the Langford branch planning is proceeding. The Committee will be working on policy reviews at their next meeting.

8.1a) Spring 2014 Facilities Plan Update

Members reviewed the Facilities Plan Spring 2014 Update, and discussions focused on the James Bay branch opportunity that could be part of the development of the south block of the Legislature precinct.

MOTION Moved by Trustee Madoff, seconded by Trustee Hundleby, THAT staff be directed to investigate and report back to the Board on the opportunities for a James Bay branch in Phase I development of the Legislative Precinct, including the financial implications of proceeding. CARRIED

9. FINANCIAL STATEMENT

9.1 Statement of Financial Activity for the Five Month Period ending May 31, 2014

MOTION Moved by Trustee Milne, seconded by Trustee Hundleby, THAT the Statement of Financial Activity for the five month period ending May 31, 2014 be approved. CARRIED

10. NEW BUSINESS

10.1 Anti-Spam Legislation

Further to his written report, Mr. Phillips responded to questions regarding impact of the CASL (Canadian Anti-Spam Legislation).

10.2 Friends of the Library AGM 2014

Ms. Polinsky reported on the Friends of the Library June 5th AGM and outlined the initiatives that will be possible this year as a result of the FOL's generous donation of $37,700.00. The FOL was recognized for their ongoing fundraising efforts.

A new initiative was also announced at the AGM. The Linda Vance Memorial Fund is a fundraising initiative to honour Linda Vance, a tireless Friends’ volunteer who passed away earlier this year. The goal is to raise $5K to support a docent program for GVPL.

Ms. Polinsky also noted that a new board representative will be recruited to replace former Trustee Wayne Bembridge as the Friends’ liaison. Interested board members may direct their questions to Trustee Alexander, Chair of the Development Committee.

10.3 2014 Staff Development Day

Ms. Sawa thanked the Board Chair and Vice-Chair for speaking for portions of the day, and acknowledged Trustees McNair, Goudy and Rogers, who attended in the morning. Thanks were also extended to Ms. Helen Hughes for CUPE's generous contribution to the luncheon.

11. REPORTS/PRESENTATIONS – BOARD AND STAFF

11.1 2014 Summer Reading Club & SRC Guest Program

Ms. Tracy Kendrick, Children's and Teen Services Coordinator, provided highlights of the 2014 Summer Reading Club program and described some of the achievements of last year's program, including the introduction of the Summer Reading Club ‘guest’ initiative. She also noted that 6,300 reading records were distributed in 2013.

11.2 BCLTA

Trustee Burris reported on highlights of the BCLTA AGM and conference proceedings that ran as part of the CLA Conference. She indicated that several Trustees attended the TOPS training program and noted that the new handbook for library board trustees contains excellent material. She has three copies of this resource that are available for trustees to borrow.

12. BOARD CORRESPONDENCE

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

13. NEXT MEETING:

September 16, 2014 at 12:00 pm.

14. ADJOURNMENT

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