Greater Victoria Public Library Board Meeting Minutes - May 23, 2017

REGULAR BOARD MEETING MINUTES

GREATER VICTORIA PUBLIC LIBRARY BOARD

Central Library, 735 Broughton Street

Community Meeting Room

May 23, 2017 12:00 p.m.

The GVPL Board recognizes and acknowledges the traditional territory of the Esquimalt and Songhees Nations on which the Central Branch is located and Board Meetings take place.

Board Members:

• Trustee R. Martin (Chair)
• Trustee M. Boyd
• Trustee K. Burns
• Trustee B. Burton-Krahn
• Trustee D. Curtis
• Trustee J. Davis
• Trustee A. MacKinnon
• Trustee K. Murdoch
• Trustee D. Murdock
• Trustee J. Rogers
• Trustee M. Sahlstrom
• Trustee G. Young

Staff:

• Ms. M. Sawa, CEO/Secretary
• Ms. L. Jordon, Deputy CEO, Director of Strategic Development
• Ms. D. Main, Director of Human Resources
• Mr. D. Phillips, Director of Technology and Risk Management
• Ms. J. Windecker, Director of Public Services
• Ms. D. Wood, Director of Communications and Development
• Ms. K. Marshall, Recording Secretary

Guest:

• Ms. D.J. Phillips

Regrets:

• Trustee D. Begoray (Vice-Chair)
• Trustee D. Alexander
• Trustee R. Burris
• Trustee G. Goudy
• Trustee Z. King
• Trustee S. Laidlaw
• Trustee K. Santini

CALL TO ORDER, TERRITORIAL ACKNOWLEDGEMENT AND WELCOME

Trustee Martin called the meeting to order at 12:00p.m.

Mission Statement We build community and support literacy and lifelong learning by providing free access to information, space, tools and expertise

1. APPROVAL OF AGENDA

Moved by Trustee Curtis, Seconded by Trustee Burton-Krahn

THAT the May 23, 2017 Board agenda be approved. MOTION CARRIED

2. CHAIR’S REMARKS

Trustee Martin acknowledged the hard work of staff in organizing the Emerging Local Authors event and congratulated GVPL on a successful evening.

The Truth and Reconciliation Speaker Series Part 2, Opening the Door to Conversations was well attended and well done.

Trustee Martin thanked staff for their work on the 2017 Budget, 2016 Audit Report and 2016 Financial Statements.

3. APPROVAL OF MINUTES

Moved by Trustee Rogers, Seconded by Trustee MacKinnon

THAT the minutes of the April 25, 2017 Regular Board Meeting be approved. MOTION CARRIED

4. BUSINESS ARISING FROM PREVIOUS MEETING

None

5. COMMITTEE REPORTS

5.1 Finance Committee Meeting May 2, 2017

Trustee Murdock provided a summary of the Finance Committee Meeting May 2, 2017.

5.1.1 Finance Committee Meeting Minutes March 7, 2017

Moved by Trustee Murdock, Seconded by Trustee Burton-Krahn

THAT the minutes of the March 7, 2017 Finance Committee meeting be received. MOTION CARRIED

5.1.2 Audited Financial Statement - Fiscal 2016

Trustee Murdock thanked Finance staff and expressed his gratitude for their hard work and effort in preparing the 2016 Financial Statements.

Moved by Trustee Murdock, Seconded by Trustee MacKinnon

THAT the Audited Financial Statement – Fiscal 2016 be approved. MOTION CARRIED

5.1.3 Statement of Financial Information (SOFI) – Fiscal 2016

Moved by Trustee Murdock, Seconded by Trustee Murdock

THAT the Statement of Financial Information (SOFI) – Fiscal 2016 be approved. MOTION CARRIED

5.1.4 Surplus Recommendation

An overview of the surplus recommendation was presented. Recommendations for the use of the surplus were brought forward.

Moved by Trustee Murdock, Seconded by Trustee Murdock

THAT the Surplus Recommendation be approved. MOTION CARRIED

5.1.5 Statement of Financial Activity, March 31, 2017

Moved by Trustee Murdock, Seconded by Trustee Curtis

THAT the Statement of Financial Activity, March 31, 2017 be approved. MOTION CARRIED

6. CEO REPORT TO THE BOARD

Ms. Sawa, CEO provided the May CEO Report to the Board. The Truth and Reconciliation Speaker Series Part 2 Opening the Door to Conversations was very good. Part 3, Building Bridges will be held on June 10 at the Mungo Martin House adjacent to the Royal BC Museum. Invitations have been sent to Board Trustees.

World Refugee Day activities will be held June 17 at the Central Branch with Mayor Lisa Helps providing the opening remarks.

The Downtown Victoria Business Association (DVBA), Fabulous Fort and GVPL have been working together to establish Library Lane, the lane between Fort Street and Broughton Street. Artwork designed by Susie Jones, Graphic Designer at GVPL will be installed and will enliven the lane and promote GVPL. A public launch will be held June 5 at 11:00am – 1:00pm.

Staff development day is June 21 the theme is Infinite Possibilities and board trustees are invited to attend the morning sessions.

7. NEW BUSINESS

None

8. REPORTS/PRESENTATIONS – BOARD AND STAFF

8.1 IslandLink Federation Update

IslandLink Federation is providing funding support for Staff Day and the Summer Reading Club.

8.2 Friends of the Library Update

The Friends of the Library AGM is June 8 at 7:00pm in the community meeting room. The next FOL book sale is June 24 and 25 and will be held at the Nellie McClung Branch.

8.3 Tour of Administrative Offices (to follow the Board Meeting)

9. BOARD CORRESPONDENCE

None

10. IN-CAMERA BUSINESS

Moved by Trustee Burton-Krahn, Seconded by Trustee Davis

THAT the Board move In-Camera. MOTION CARRIED

11. STAFF RECOGNITION

The Board recognized Ms. Donna Phillips for her years of service to GVPL as Director of Finance and Facilities and a presentation was made to wish her well in her new endeavours.

12. NEXT MEETING

June 27, 2017 12:00pm – 1:30pm

13. ADJOURNMENT

Moved by Trustee Rogers, Seconded by Trustee Murdoch

THAT the May 23, 2017 Regular Board Meeting Adjourn. MOTION CARRIED

Adjourned at 1:17p.m.

Board Chair Board Secretary