GREATER VICTORIA PUBLIC LIBRARY BOARD MINUTES

GREATER VICTORIA PUBLIC LIBRARY BOARD

MINUTES

Central Library, 735 Broughton Street Board Room, 1st Floor June 23, 2015 - 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 (Board Chair)
• Trustee A. Kirkaldy (Board Vice-Chair)
• Trustee G. Bunyan
• Trustee B. Burton-Krahn
• Trustee R. Burris
• Trustee D. Curtis
• Trustee G. Goudy
• Trustee Z. King
• Trustee P. Madoff
• Trustee R. Martin
• Trustee M. Milne
• Trustee K. Roessingh
• Trustee J. Rogers

Staff:

• Ms. M. Sawa, CEO/Secretary
• Ms. L. Jordon, Deputy CEO / Director of Strategic Development
• Ms. T. Chyzowski, Director of Human Resources
• Ms. H. Hughes, CUPE representative
• Mr. D. Phillips, Director of Technology
• Ms. D.J. Phillips, Director of Finance / Treasurer
• Ms. L. Robertson (Recorder)

Regrets: Trustee D. Alexander, Trustee M. Graf, Trustee D. Murdock, Trustee K. Potts, Trustee K. Santini, Trustee L. Seaton

1. CALL TO ORDER & WELCOME

The Chair called the meeting to order at 12:00 pm.

2. APPROVAL OF AGENDA

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

3. CHAIR'S REMARKS

Trustee Murdoch informed members that a document regarding potential library space in James Bay is currently being considered by the City of Victoria. It is hoped that the document will be included in the City's capital budget this October.

The Chair also reported that he and Lynne Jordon attended a workshop on Best Practices in Board Governance. Governance and process issues will be revisited by the GVPL Board in 2016.

4. APPROVAL OF MINUTES – May 12, 2015

MOTION Moved by Trustee Roessingh, seconded by Trustee Rogers, THAT the Minutes of the May 12, 2015 meeting be approved. CARRIED

5. BUSINESS ARISING FROM PREVIOUS MEETING

5.1 Strategic Planning Working Group

Members reviewed Trustee Madoff's memo regarding the activities of the Strategic Planning Working Group. After interviewing a short list of candidates, Delaney and Associates was chosen to assist the Strategic Planning Working Group with next steps.

MOTION Moved by Trustee Burton-Krahn, seconded by Trustee King, THAT the 2015 Strategic Planning Working Group Update be received. CARRIED

6. COMMITTEE REPORTS

6.1 Development Committee Minutes - March 10, 2015

MOTION Moved by Trustee Milne, seconded by Trustee Burton-Krahn, THAT the Minutes of the Development Committee meeting of March 10, 2015 be received. CARRIED

6.1.1 Development Committee meeting - May 26, 2015

In the absence of Committee Chair David Alexander and Vice-Chair Kathy Santini, Ms. Sawa reported on several development initiatives including the newly produced donations brochure, which was distributed to all board members. She noted that the campaign to raise funds for the Royal BC Museum passes has surpassed the halfway mark and will run into July.

She also gave board members an overview of the Stay Home & Read a Book campaign that will take place on October 2nd. The campaign encourages people to stay at home and read a book and donate the funds they would normally spend on a night out to the library.

Finally, she noted that the Friends of the Library approved a donation to the library of $36,000 at their AGM in June.

7. FINANCIAL STATEMENT

7.1 Statement of Financial Activity for the Five months ending May 31, 2015

Members reviewed the Statement of Financial Activity for the five months ending May 31, 2015.

MOTION Moved by Trustee Milne, seconded by Trustee Burton-Krahn, THAT the Statement of Financial Activity for the five months ending May 31, 2015 be approved. CARRIED

8. CEO REPORT TO THE BOARD

Ms. Sawa reported on a number of operational matters.

9. NEW BUSINESS

There was no new business.

10. REPORTS / PRESENTATIONS (COMMUNITY AND STAFF)

10.1 BCLTA

Trustee Burris attended the BCLTA conference, and will provide a report on the sessions she attended.

Trustee Burris reported that Ms. Donna McDonald has been appointed President of the BCLTA Board of Directors for 2015/16, and Nancy Boyce is the new Executive Director.

10.2 IslandLink Federation

Trustee King reported that IslandLink Federation's Strategic Planning session and Board Retreat will be held on September 18 & 19, 2015. One of the Gulf Islands has expressed an interest in joining IslandLink Federation.

11. BOARD CORRESPONDENCE

MOTION Moved by Trustee Roessingh, seconded by Trustee Bunyan, THAT Board correspondence be received. CARRIED

12. NEXT MEETING:

September 29, 2015 at 12:00 pm.

13. ADJOURNMENT

The Chair declared the meeting adjourned at 12:25 pm.