GREATER VICTORIA PUBLIC LIBRARY BOARD REGULAR MEETING MINUTES - November 22, 2016
Library Board minutes regarding the 2017 budget, operating agreements, and governance policy frameworks.
MINUTES
GREATER VICTORIA PUBLIC LIBRARY BOARD REGULAR MEETING
Central Library, 735 Broughton Street Community Meeting Room November 22, 2016 at 12:00 p.m.
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 (Chair)
- Trustee R. Martin
- Trustee D. Begoray
- Trustee M. Boyd
- Trustee G. Bunyan (12:08p.m.)
- Trustee B. Burton-Krahn
- Trustee D. Curtis
- Trustee G. Goudy
- Trustee Z. King
- Trustee P. Madoff
- Trustee M. Milne
- Trustee D. Murdock (12:03p.m.)
- Trustee K. Potts (12:10p.m.)
- Trustee K. Roessingh
- Trustee K. Santini
- Trustee L. Seaton (12:22p.m.)
Staff:
- Ms. M. Sawa, CEO/Secretary
- Ms. L. Jordon, Deputy CEO, Director of Strategic Development
- Ms. D.J. Phillips, Director of Finance and Facilities/ Treasurer
- Ms. D. Main, Director of Human Resources
- Mr. D. Phillips, Director of Technology and Risk Management
- Ms. J. Windecker, Director of Public Services
- Ms. H. Hughes, CUPE 410
- Ms. K. Marshall, Recording Secretary
Regrets:
- Trustee D. Alexander
- Trustee R. Burris
- Trustee J. Rogers
CALL TO ORDER & WELCOME
Trustee Murdoch called the meeting to order at 12:01p.m.
1. APPROVAL OF AGENDA
Moved by Trustee Roessingh, Seconded by Trustee Milne
THAT the November 22, 2016 agenda be approved as amended (item 5 will be discussed before item 4) MOTION CARRIED
2. CHAIR’S REMARKS
In Remembrance: Fondly remembered, Val Ethier a previous Board Chair, Friends of the Library member and long time supporter of GVPL passed away November 17, 2016.
The 2017 Provisional Budget will be presented to City of Victoria Council on Thursday, November 24, 2016
Trustee Murdoch attended the very informative and well received “An Evening with David Mao” event and expressed appreciation for the University of Victoria Library’s co-sponsorship of the program with GVPL. Kudos to staff for the 2016 United Way Campaign that raised $22,646.90. This amount is an increase from last year.
Trustee Rogers and Trustee Santini volunteered their time on November 1st to serve lunch at the Rainbow Kitchen as part of GVPL’s 2016 United Way Campaign activities
GVPL’s 2015 Annual Report is now available both in print and online.
The Trustee Position Description has been sent to Municipal Councils for information.
3. APPROVAL OF MINUTES
3.1 Minutes of the Board Meeting of October 25, 2016
Moved by Trustee Milne, Seconded by Trustee Begoray
THAT the minutes of the October 25, 2016 Regular Board Meeting be approved MOTION CARRIED
4. BUSINESS ARISING FROM PREVIOUS MEETING
4.1 Library Operating Agreement 2017-2020
Trustee Murdoch summarized the amendments to the Library Operating Agreement.
Planning and Policy Committee will consider the recommendations regarding building design and night sky lighting and other considerations identified through the Board feedback process.
Moved by Trustee Milne, Seconded by Trustee Roessingh
THAT the Board approve the Library Operating Agreement 2017-2020 as amended MOTION CARRIED
4.2 Board Governance Policies New Framework and Schedule
Trustee Madoff presented the Board Governance Policies Framework and Schedule for Board consideration.
Moved by Trustee Madoff, Seconded by Trustee Bunyan
THAT the Board approve the Board Governance Policies Framework and Schedule MOTION CARRIED
5. CEO REPORT TO THE BOARD
Ms. Sawa provided information on events and news of interest in addition to those covered in her monthly CEO report:
Annual Choirs in the Courtyard – choirs from around the region will be singing in the courtyard December 1 – 12, 2016. On December 12th GVPL staff will be carolling in the courtyard with accompaniment from Trustee Roessingh. All Trustees are invited to participate
Canada 150 Mosaic– The Victoria Foundation’s Canada 150 Mural Mosaic will be unveiled at it’s location next to the Central Library entrance on Broughton Street on December 1st from 10:30 a.m. to 11:30a.m. Minister Fassbender will be attending.
Central Library; A number of changes to improve public service points have been implemented Trustees are invited to check out the changes.
Annual Holiday Open House is December 10, 2016 at all branches from 2:00p.m. to 4:00p.m. Trustees are encouraged to stop by their local branch to greet library users and enjoy treats and refreshments.
GVPL has a booth at the Esquimalt Newcomer Welcoming Event on November 26, 2016 at the Songhees Nation Health and Wellness Centre from 11:00a.m. to 4:00p.m.
Christmas Parades: GVPL will be participating in Island Farms Santa’s Light Parade Saturday November 26, 2016 and the IEOA’s truck parade on Saturday December 3, 2016
6. COMMITTEE REPORTS
6.1 November 9, 2016 Planning and Policy Committee Meeting
Trustee Madoff reported on the November 9, 2016 Planning and Policy Committee and the many tasks accomplished in 2016. The Committee will consider the Advisory Committee Terms of Reference and an evaluation philosophy and framework in the new year.
7. Financial Statement
7.1 Statement of Financial Activity ending October 31, 2016
Moved by Trustee Milne, Seconded by Trustee Santini
THAT the Board approve the Statement of Financial Activity ending October 31, 2016 MOTION CARRIED
8. NEW BUSINESS
2017 Board Meeting dates
Moved by Trustee King, Seconded by Trustee Burton-Krahn
THAT the Board approve the 2017 Board Meeting Dates MOTION CARRIED
9. REPORTS / PRESENTATIONS (COMMUNITY & STAFF)
9.1 BCLTA Update - None
9.2 Friends of the Library Update
The Friends of the Library Book Sale is Saturday November 26 and Sunday November 27 at Pearkes Recreation Centre.
9.3 IslandLink Federation Update
Laura Beswick is the new manager of the IslandLink Federation. IslandLink Federation Board and CEO staff met on Saltspring Island October 28 and 29. The meeting included a tour of the new Saltspring Library.
9.4 Family Day Pop-up Library
GVPL will provide programming on Family Day in 2017 using a pop-up library model and OLiVE. The pop-up library will be at locations where families gather i.e.: recreation centres, Uptown, etc. OLiVE and the pop-up library model enables GVPL to make the library accessible outside its walls.
10. BOARD CORRESPONDENCE
- 10.1 Letter City of Langford: GVPL Library Operating Agreement (LOA) Renewal
- 10.2 Letter City of Langford: GVPL 2017 Budget and 5 Year (2017 — 2021) Financial Plan
- 10.3 Email Select Standing Committee on Finance and Government Services Report Release
Moved by Trustee Roessingh, Seconded by Trustee King
THAT the Board receive the Correspondence MOTION CARRIED
11. IN CAMERA BUSINESS
Moved by Trustee Murdoch, Seconded by Trustee Boyd
THAT the Board move In-Camera MOTION CARRIED
12. NEXT MEETING
December 13, 2016 at 12:00 p.m. This meeting includes a festive lunch.
13. ADJOURNMENT
Moved by Trustee Bunyan, Seconded by Trustee Burton-Krahn
THAT the November 22, 2016 Regular Board Meeting adjourn MOTION CARRIED
Meeting adjourned at 12:47 p.m.
Board Chair
Board Secretary