MINUTES GREATER VICTORIA PUBLIC LIBRARY BOARD - October 28, 2014

MINUTES: GREATER VICTORIA PUBLIC LIBRARY BOARD

Central Library, 735 Broughton Street Board Room, 1st Floor October 28, 2014 at 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 (Chair)
• Trustee K. Murdoch (Board Vice-Chair)
• Trustee D. Curtis
• Trustee L. Hundleby
• Trustee A. Kirkaldy
• Trustee P. Madoff
• Trustee R. Martin
• Trustee M. Milne
• Trustee D. Murdock
• Trustee K. Potts
• Trustee K. Roessingh
• Trustee J. Rogers
• Trustee K. Santini
• Trustee L. Seaton

Staff:

• Ms. M. Sawa, CEO
• 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. A. Polinsky, Director of Communications & Community Development
• Ms. J. Windecker, Director of Public Services
• Ms. L. Robertson (Recorder)

Regrets:

• Trustee D. Alexander, Trustee R. Burris, Trustee G. Goudy, Trustee Z. King, Trustee P. McNair

1. CALL TO ORDER & WELCOME

The Chair called the meeting to order at 12:07 pm.

2. APPROVAL OF AGENDA

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

3. CHAIR'S REMARKS

The Chair welcomed Ms. Donna Curtis to the Board as the new Saanich citizen representative, and Ms. Jennifer Windecker, Director of Public Services.

Trustee Bunyan advised members that the new Emily Carr Branch completed by Story Construction has won the 2014 Gold Award for the Best Interior - Commercial over 2500 sf from the Construction Achievements and Renovations of Excellence (CARE), Vancouver Island.

4. APPROVAL OF MINUTES – September 16, 2014 meeting

MOTION Moved by Trustee Seaton, seconded by Trustee Martin, THAT the Minutes of the September 16, 2014 meeting be approved. CARRIED

5. BUSINESS ARISING FROM PREVIOUS MEETING

There was no business arising.

6. CEO REPORT TO THE BOARD

Ms. Sawa reported on a number of operational initiatives. In addition, Ms. Sawa noted that a summary of monthly KPI’s are attached to the CEO Report, and feedback was requested on this format.

7. COMMITTEE REPORTS

7.1 Planning and Policy Committee Meeting Update – September 30, 2014

7.1a) Purchasing and Signing Authority Policy MOTION Moved by Trustee Roessingh, seconded by Trustee Madoff, THAT the revised Purchasing and Signing Authority Policy be approved. CARRIED

7.1b) Board Evaluation Policy & Procedures It was recommended that small group discussions on Board Self-Evaluation be held at the November Board meeting, and that a Board self-evaluation questionnaire be conducted in April, 2015.

7.1c) Fall 2014 Facilities Plan Update Members received the Fall 2014 Facilities Plan Update.

7.2 Finance Committee Meeting Update – October 14, 2014

Trustee Milne provided an update on the Finance Committee meeting of October 14th. The Provisional Five Year Financial Plan is due to Municipal Councils by October 31, 2014, and feedback will be requested by December 15, 2014. The Provisional Operating Budget increase for 2015 is projected to be 4.58%, which will require a municipal contribution increase of 4.35%.

8. FINANCIAL STATEMENT

8.1 Statement of Financial Activity for the Nine Month Period ending September 30, 2014

MOTION Moved by Trustee Kirkaldy, seconded by Trustee Hundleby, THAT the Statement of Financial Activity for the nine month period ending September 30, 2014 be approved. CARRIED

9. NEW BUSINESS

9.1 2015 Provisional Budget and Five Year Financial Plan

9.1a) Memorandum re 2015 Provisional Budget/Five Year Financial Plan MOTION Moved by Trustee Milne, seconded by Trustee Santini, THAT the Memorandum re 2015 Provisional Budget/Five Year Financial Plan be received. CARRIED

9.1b) 2015 Provisional Operating Budget MOTION Moved by Trustee Martin, seconded by Trustee Kirkaldy, THAT the 2015 Provisional Operating Budget be approved. CARRIED

9.1c) 2015 – 2019 Provisional Five Year Financial Plan MOTION Moved by Trustee Milne, seconded by Trustee Martin, THAT the 2015 – 2019 Provisional Five Year Financial Plan be approved. CARRIED

9.1d) 2015 Provisional Municipal Contributions MOTION Moved by Trustee Milne, seconded by Trustee Santini, THAT the 2015 Provisional Municipal Contributions be approved. CARRIED

9.1e) 2015 Budget at a Glance A draft of the 2015 Budget at a Glance was presented. Staff will continue to refine this document.

10. REPORTS/PRESENTATIONS – COMMUNITY AND STAFF

10.1 IslandLink Federation Update

Ms. Sawa reported that Trustee King was elected Chair of the IslandLink Federation at its October meeting. In addition, a recruitment process is underway to replace the retiring Manager.

10.2 BCLTA Update

Ms. Sawa advised that a meeting with Minister Fassbender and representatives of BCLTA, BCLTA, ABCPLD, and the BC Library Co-operative was held during the UBCM conference. Discussions focussed on continuing interest in shared service opportunities.

10.3 ABCPLD and CULC Update

Ms. Sawa indicated that CULC has concerns regarding the cost of e-book licensing by the Big Six publishers. Many libraries are having difficulty meeting collection demands within their budgets.

11. BOARD CORRESPONDENCE

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

12. NEXT MEETING: November 25, 2014 at 12:00 pm

13. ADJOURNMENT

The Chair declared the meeting adjourned at 1:14 pm.