MINUTES GREATER VICTORIA PUBLIC LIBRARY BOARD - November 25, 2014

MINUTES GREATER VICTORIA PUBLIC LIBRARY BOARD

Central Library, 735 Broughton Street Board Room, 1st Floor November 25, 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 K. Murdoch (Acting Chair; Board Vice-Chair) Trustee R. Burris Trustee D. Curtis Trustee L. Hundleby Trustee Z. King Trustee A. Kirkaldy Trustee P. Madoff Trustee R. Martin Trustee D. Murdoch (12:11 pm) Trustee K. Roessingh Trustee J. Rogers

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. J. Windecker, Director of Public Services Ms. L. Robertson (Recorder)

Regrets: Trustee G. Bunyan (Chair), Trustee D. Alexander, Trustee G. Goudy, Trustee M. Milne, Trustee P. McNair, Trustee K. Potts, Trustee K. Santini, Trustee L. Seaton

1. CALL TO ORDER & WELCOME

The Board Vice-Chair called the meeting to order at 12:07 pm in the absence of the Chair.

2. APPROVAL OF AGENDA

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

3. CHAIR'S REMARKS

Trustee Murdoch congratulated Council representatives on their re-election. Trustees not returning to the Board in January, 2015 were requested to invite their replacement to the December 9th festive luncheon.

Congratulations were also extended to Ms. Helen Hughes, who was re-elected as President of CUPE 410 on November 24th.

Trustee Murdoch and Ms. Sawa will be serving breakfast at Our Place on Thursday, November 27th. This United Way event is co-sponsored with CUPE 410. Trustees interested in attending may contact Ms. Sawa directly.

4. APPROVAL OF MINUTES – October 28, 2014 meeting

MOTION Moved by Trustee Roessingh, seconded by Trustee Hundleby, THAT the Minutes of the October 28, 2014 meeting be approved. CARRIED

5. BUSINESS ARISING FROM PREVIOUS MEETING

5.1 Board Self-Evaluation document Trustees completed the Board Self-Evaluation document. Trustee Burris will compile a report.

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 4, 2014 Trustee Roessingh reported that the CEO annual review procedures were revised based on feedback received at the Committee meeting.

The Planning and Policy Committee also received the request for a $1.44M capital cost estimate for the Westhills Project. Consulting funds for an assessment of the Central branch have been included in the 2015 operating budget.

A Board Retreat will be scheduled early in the new year, and a working group will be struck to facilitate the planning of this event.

7.1a) James Bay Neighbourhood Branch Proposal Trustees reviewed the James Bay Neighbourhood Branch summary report, which included three order of magnitude estimates. City of Victoria requests for capital funding must be made via the budget process.

MOTION Moved by Trustee Madoff, seconded by Trustee Roessingh, THAT the Greater Victoria Public Library Board endorse the City of Victoria Branch Development Case for Support for a James Bay branch, submit to the City of Victoria a capital request for funds for this branch by early December, and include branch operating costs in GVPL's Five Year Financial Plan. CARRIED

It was noted that the request for capital funds will lead to a wider discussion of all the options and budget implications as the branch planning process unfolds.

7.2 Development Committee meeting – November 18, 2014 Trustee Burris advised that the new Development Assistant commences work on December 2nd. This appointment will improve our capacity to move forward on Development's work plan.

Members were encouraged to contribute to the 2014 Board Ask. Last year, contributions funded Children’s Activity Panels. This year, donations will be designated to the area of greatest need.

8. FINANCIAL STATEMENT

8.1 Statement of Financial Activity for the Ten Month Period ending October 31, 2014 MOTION Moved by Trustee Burris, seconded by Trustee Kirkaldy, THAT the Statement of Financial Activity for the ten month period ending October 31, 2014 be approved. CARRIED

9. NEW BUSINESS

There was no new business.

10. REPORTS/PRESENTATIONS – COMMUNITY AND STAFF

10.1 IslandLink Federation Update Trustee King reported on meeting activities, and advised that GVPL is providing leadership in recruiting a new Manager for the IslandLink Federation.

10.2 BCLTA Update Trustee Burris noted that BCLTA is recruiting for new members. A conference will be held in May, 2015 in conjunction with BCLA, and TOPS training will be available at that time.

Trustee Burris is eligible for re-election at the May, 2015 AGM; however, she indicated her support of other Trustees who may wish to take on this role.

10.3 Tour of Central Library Renovations Members were invited to tour the Central Library to view the recent changes and renovations that have taken place this fall.

11. NEXT MEETING: December 9, 2014 at 12:00 pm – Board meeting

Festive Luncheon commences at 12:30 pm.

12. ADJOURNMENT

The Chair declared the meeting adjourned at 12:58 pm.