Minutes of the Greater Victoria Public Library Board meeting - November 24, 2015

GREATER VICTORIA PUBLIC LIBRARY MINUTES

GREATER VICTORIA PUBLIC LIBRARY BOARD

Central Library, 735 Broughton Street Board Room, 1st Floor November 24, 2015 - 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 (Board Chair)
Trustee D. Alexander
Trustee R. Burris
Trustee B. Burton-Krahn
Trustee G. Goudy
Trustee Z. King
Trustee A. Kirkaldy
Trustee P. Madoff
Trustee D. Murdock
Trustee K. Potts
Trustee J. Rogers
Trustee K. Santini
Trustee L. Seaton

Staff:

Ms. M. Sawa, CEO/Secretary
Ms. L. Jordon, Deputy CEO / Director of Strategic Development
Ms. T. Chyzowski, Director of Human Resources
Ms. H. Hughes, CUPE representative
Ms. D.J. Phillips, Director of Finance / Treasurer
Mr. D. Phillips, Director of Technology
Ms. J. Windecker, Director of Public Services
Ms. D. Wood, Director of Communications & Development
Ms. L. Robertson (Recorder)

Regrets:

Trustee G. Bunyan, Trustee D. Curtis, Trustee R. Martin, Trustee M. Milne, Trustee K. Roessingh

1. CALL TO ORDER & WELCOME

The Chair called the meeting to order at 12:04 pm.

2. APPROVAL OF AGENDA

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

3. CHAIR'S REMARKS

Trustee Murdoch welcomed Ms. Daphne Wood, GVPL’s new Director of Communications and Development, to the Board meeting.

Trustee Murdoch extended his congratulations to Ms. Helen Hughes on her re-election as President of CUPE 410 in 2016.

The Chair advised that Ms. Marie Graf has resigned from the Library Board. The City of Victoria will appoint a replacement.

4. APPROVAL OF MINUTES – October 28, 2015

MOTION Moved by Trustee Kirkaldy, seconded by Trustee Burton-Krahn, THAT the Minutes of the October 28, 2015 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, and invited Board Trustees to attend GVPL’s Open House on Saturday, December 12th. Ms. Robertson will follow up with a formal invitation.

7. COMMITTEE REPORTS

7.1. Strategic Planning Working Group Update

Trustees were directed to the Delaney and Associates report which summarizes the engagement findings.

7.1a) Mission, Vision, Values Trustee Madoff presented the recommendations of the Strategic Planning Working Group. Mission and vision statements, along with values and definitions of the values were provided for input.

Trustees provided feedback on the recommendations and drafts presented. The Working Group will reconvene to consolidate information.

7.1b) Strategic Priorities – 2016-2020 Draft strategic priorities were considered and the Working Group will further develop these priorities.

7.1c) Next Steps The Strategic Planning Working Group will meet on December 1st to consolidate the feedback received. All Trustees are welcome to attend this meeting at noon in the Central Library Community Room.

7.2 Development Committee Meeting Update – November 10, 2015

Trustee Alexander reported that, to date, the Stay Home and Read a Book Campaign has resulted in 48 donors raising $2,000.00 for Collections. Trustee Alexander thanked Board Trustees for their support of this new campaign.

A Legacy-giving community workshop was held at GVPL in November, with legal and accounting representatives in attendance. Thanks were extended to Trustee Curtis for hosting this event.

8. FINANCIAL STATEMENT

8.1 Statement of Financial Activity for the ten months ending October 31, 2015

Members reviewed the Statement of Financial Activity for the ten months ending October 31, 2015.

MOTION Moved by Trustee Rogers, seconded by Trustee Santini, THAT the Statement of Financial Activity for the ten months ending October 31, 2015 be approved. CARRIED

9. NEW BUSINESS

9.1 2016 Proposed Board Meeting Dates

Members reviewed the proposed meeting dates, and agreed that the Board meeting in January, 2016 will be held on January 26, 2016.

MOTION Moved by Trustee Seaton, seconded by Trustee Rogers, THAT the 2016 proposed Board meeting dates, as amended, be approved. CARRIED

10. REPORTS / PRESENTATIONS (COMMUNITY AND STAFF)

10.1 IslandLink Federation Update

There were no new updates.

10.2 BCLTA Update

Trustee Burris advised that BCLTA Executive Director interviews are underway.

Ms. Robertson will forward the BCLTA website password to Board Trustees.

10.3 Friends of the Library Update

Trustee Goudy advised that the Friends’ Booksale on November 21 & 22 raised $8604.00 for the Library. The Chair asked Trustee Goudy to extend the Board’s thanks to the group.

Members of the Friends of the Library Executive were pleased to attend a reception hosted by the Association of Fundraising Professionals on November 17th in recognition of the Friends of the Library’s nomination for the Outstanding Service Club Award.