GREATER VICTORIA PUBLIC LIBRARY BOARD MINUTES - January 26, 2016

GREATER VICTORIA PUBLIC LIBRARY MINUTES

GREATER VICTORIA PUBLIC LIBRARY BOARD

Central Library, 735 Broughton Street Board Room, 1st Floor January 26, 2016 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 D. Alexander
Trustee D. Begoray
Trustee G. Bunyan
Trustee B. Burton-Krahn (12:15 pm)
Trustee R. Burris
Trustee D. Curtis
Trustee G. Goudy (12:04 pm)
Trustee Z. King
Trustee A. Kirkaldy
Trustee P. Madoff
Trustee R. Martin
Trustee M. Milne
Trustee K. Murdoch
Trustee D. Murdoch

Trustee K. Potts
Trustee J. Rogers
Trustee L. Seaton

Regrets: Trustee K. Roessingh, Trustee K. Santini

Staff: Ms. M. Sawa, CEO/Secretary Ms. T. Chyzowski, Director of Human Resources Ms. F. Ferreira, CUPE Representative Mr. D. Phillips, Director of Technology Ms. D.J. Phillips, Director of Finance / Treasurer Ms. D. Wood, Director of Communications & Development Ms. L. Robertson (Recorder)

1. CALL TO ORDER & WELCOME

The Secretary called the meeting to order at 12:02 pm, and welcomed members to the inaugural meeting of 2016.

Ms. Sawa welcomed the new Victoria citizen representative, Trustee Deborah Begoray, to the Library Board.

2. APPROVAL OF AGENDA

MOTION Moved by Trustee Seaton, seconded by Trustee Murdoch, THAT the Agenda be approved as circulated. CARRIED

3. ELECTION OF OFFICERS

3.1 Nomination of Chair Ms. Sawa called for nominations for the position of Chair of the Board.

MOTION Moved by Trustee Madoff, seconded by Trustee Bunyan, THAT Trustee Murdoch be nominated for the position of Board Chair for an additional one year term. CARRIED

Trustee Murdoch accepted the nomination. Ms. Sawa called for further nominations. As there were no further nominations, the Chair was re-elected by acclamation.

Ms. Sawa turned the meeting over to the newly re-elected Chair, Trustee Murdoch.

3.2 Nomination of Vice-Chair The Chair called for nominations for the position of Vice-Chair.

MOTION Moved by Trustee Madoff, seconded by Trustee Milne, THAT Trustee Martin be nominated to the Vice-Chair position. CARRIED

Election of Chair and Vice-Chair sections

Trustee Martin accepted the nomination. The Chair called for further nominations. As there were no further nominations, Trustee Martin was elected to the position of Vice-Chair by acclamation.

4. CHAIR'S REMARKS

Trustee Murdoch welcomed returning and new Trustees to the 2016 inaugural board meeting, and expressed his thanks to Board Trustees and staff for their excellent work on the library's Strategic Plan.

Trustee Murdoch also extended his thanks to the Chairs of the Board's Committees – Pamela Madoff, Chair of Planning and Policy Committee, and Chair of the Strategic Planning Working Group; David Alexander, Chair of the Development Committee; and Moralea Milne, Chair of the Finance Committee.

An Advisory Committee meeting will be scheduled in the near future to review a number of items that are scheduled for completion in 2016.

5. APPOINTMENT OF SIGNING OFFICERS

As a result of the election of the Board Chair and Vice-Chair, banking documents will be required to confirm Trustees Murdoch and Martin as signing authorities for GVPL. Ms. Phillips will follow up on the financial paperwork required.

MOTION Moved by Trustee Milne, seconded by Trustee King, THAT Trustees appointed as signing officers for GVPL for 2016. CARRIED

Chair's Remarks and Appointment of Signing Officers section

6. APPROVAL OF MINUTES – December 8, 2015

MOTION Moved by Trustee Rogers, seconded by Trustee Madoff, THAT the Minutes of the December 8, 2015 meeting be approved. CARRIED

7. BUSINESS ARISING FROM PREVIOUS MEETING

There was no business arising.

8. CEO REPORT TO THE BOARD

Ms. Sawa reported on a number of operational initiatives.

In addition to her report, Ms. Sawa advised that Ms. Terri Chyzowski, Director of Human Resources, will be retiring in June, 2016. Ms. Sawa commended Ms. Chyzowski on her accomplishments and significant contributions to GVPL. Recruitment efforts are underway.

9. COMMITTEE REPORTS

9.1 Planning & Policy Committee Minutes – October 5, 2015 MOTION Moved by Trustee Martin, seconded by Trustee Burris, THAT the Minutes of the Planning and Policy Committee meeting of October 5, 2015 be approved. CARRIED

9.2 Planning and Policy Committee Meeting Update – January 12, 2016 Trustee Madoff advised that Committee members finalized the recommendations for the strategic plan at the January 12th meeting, and discussed a policy review schedule.

9.2i) Strategic Plan Goals Trustees discussed the proposed strategic goals recommended by the Planning and Policy Committee.

MOTION Moved by Trustee Madoff, seconded by Trustee Milne, THAT the Planning and Policy Committee recommend to the Board that the Strategic Goals be approved. CARRIED UNANIMOUSLY

9.2ii) Strategic Plan 2016 – 2020 – Next Steps Ms. Wood advised that the official launch of the Strategic Plan will be held in February during Freedom to Read week. The official date will be announced soon, and a series of four, one minute videos highlighting the library's key strategic priorities are being produced in concert with the launch of the plan.

9.2iii) Facilities Update A number of facilities updates were included in the CEO Report to the Board.

Strategic Plan and Facilities Update section

9.2iv) Policy Reviews Trustees reviewed the policies within Section 1 (Introduction) that have been amended or updated.

MOTION Moved by Trustee Madoff, seconded by Trustee Alexander, THAT Board policies 1.1-1.9 as updated or renewed be approved by the Board. CARRIED

9.2v) New Video Surveillance Policy Mr. Phillips clarified that there is no legislation covering minimum retention periods of video footage. The retention period will be developed once the technology has been selected.

MOTION Moved by Trustee Burris, seconded by Trustee Begoray, THAT Policy 2.11 – Security Video – be approved. CARRIED

10. NEW BUSINESS

10.1 Revised 2016 Board Meeting Dates The February 23rd meeting date will change to February 16th.

MOTION Moved by Trustee Seaton, seconded by Trustee Bunyan, THAT the revised 2016 Board meeting dates be approved. CARRIED

10.2 Trustee Appointments by Municipality The document outlining Trustee appointments by municipality was reviewed.

MOTION Moved by Trustee Rogers, seconded by Trustee Milne, THAT the Trustee Appointments by Municipality document be received. CARRIED

11. REPORTS/PRESENTATIONS – BOARD AND STAFF

11.1 British Columbia Library Trustee Association Update Trustee Burris informed members that Ms. Barbara Kelly has been appointed as the new Executive Director of BCLTA. Trustees were encouraged to consider attending the BC library conference planned for May 22-23rd in Richmond.

11.2 IslandLink Federation Trustee Martin advised that IslandLink Federation will discuss the issue of Pender Island joining the Federation at its February 3rd meeting.

11.3 Friends of the Library Trustee Goudy reported that a Book Sale is being scheduled on April 2-3rd at the Nellie McClung branch.