Meeting Minutes - Greater Victoria Public Library Board March 22, 2016

GREATER VICTORIA PUBLIC LIBRARY BOARD

Central Library, 735 Broughton Street Board Room, 1st Floor March 22, 2016, 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 K. Murdoch (Board Chair) Trustee R. Martin (Board Vice-Chair) Trustee D. Alexander Trustee D. Begoray Trustee G. Bunyan Trustee B. Burton-Krahn Trustee R. Burris Trustee D. Curtis Trustee G. Goudy Trustee A. Kirkaldy Trustee M. Milne Trustee D. Murdock Trustee K. Potts Trustee K. Roessingh Trustee J. Rogers Trustee K. Santini

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 Mr. D. Phillips, Director of Technology Ms. D.J. Phillips, Director of Finance / Treasurer Ms. D. Wood, Director, Communications and Development Ms. L. Robertson (Recorder)

Regrets: Trustee Z. King, Trustee P. Madoff, Trustee L. Seaton

1. CALL TO ORDER & WELCOME

The Chair called the meeting to order at 12:03 pm.

2. APPROVAL OF AGENDA

The Agenda was amended to include Agenda item #7.3 – Esquimalt Branch relocation; and Agenda item #8.4 – Receipt of letter from the Mayor of the Township of Esquimalt regarding library branch relocation.

MOTION Moved by Trustee Roessingh, seconded by Trustee Kirkaldy, THAT the Agenda be approved as revised. CARRIED

3. CHAIR'S REMARKS

The Chair thanked Council representatives for their support of recent budget presentations to municipalities.

GVPL's Strategic Plan was officially launched at Our Place on Feb 25th, along with the new outreach vehicle, OLIVE. Thanks were extended to Ms. Sawa, Ms. Wood and staff for their excellent work on the launch.

Trustee Murdoch extended his thanks to Trustee Anne Kirkaldy, who is stepping down from the Board. Trustee Kirkaldy served as a member of the Finance Committee and the Advisory Committee, and also served as Vice-Chair of the Board during her term with GVPL.

4. APPROVAL OF MINUTES – February 16, 2016

MOTION Moved by Trustee Bunyan, seconded by Trustee Roessingh, THAT the Minutes of the February 16, 2016 meeting be approved. CARRIED

5. BUSINESS ARISING FROM PREVIOUS MEETING

5.1 Strategic Plan Update Ms. Sawa thanked Board Trustees and staff for their work in producing the 2016-2020 Strategic Plan.

5.2 2016 Board Contact Information The revised 2016 Board Contact Information sheet was distributed at the meeting. Omissions or errors may be directed to Ms. Robertson.

5.3 Staff Report Trustees reviewed a staff report on FTE's. It was requested that staff continue to update this document annually.

6. COMMITTEE REPORTS

6.1 Planning and Policy Committee Meeting Update – March 15, 2016 Trustee Burton-Krahn reported that senior staff are developing 2016 business plan priorities to align with the Strategic Plan.

6.1.1. Facilities Planning Update Library staff are working with the City of Victoria staff on budget and other background material for Council decision-making in May on the proposed James Bay branch in the Capital Park development.

The District of Oak Bay has completed its facilities assessment, which included the branch library space in the Monterey Centre.

A meeting of District of Saanich and GVPL staff regarding the Nellie McClung branch was arranged by Trustee Murdoch.

6.1.2. Policies Update Trustee Burton-Krahn advised that the Planning and Policy Committee recommends the approval of housekeeping changes to Policies 2.1, 2.2, 2.5, 2.7 and 2.8; the remaining policies within Section 2 require more significant revisions.

MOTION Moved by Trustee Burton-Krahn, seconded by Trustee Roessingh, THAT Policies 2.1, 2.2, 2.5, 2.7 and 2.8 be approved as revised. CARRIED

7. CEO REPORT TO THE BOARD

Ms. Sawa reported on a number of operational matters.

8. NEW BUSINESS

8.1.1 2016 Board Activities The Planning and Policy Committee recommends that three working groups be struck to advance work on the Library Operating Agreement, Policy Structure and Review, and Board Trustee Orientation activities.

MOTION Moved by Trustee Rogers, seconded by Trustee Burton-Krahn, THAT three working groups be struck as follows: Library Operating Agreement, Policy Structure and Review, and Board Trustee Orientation. CARRIED

8.1.2. Board Committees The Planning and Policy Committee further recommended to the Board that the Development Committee be dissolved.

Trustee Alexander indicated that the work of the Development Committee has now been operationalized. Trustees discussed how Trustees might continue to be involved in increasing library funding. After some discussion, it was agreed that the Development Committee will meet in May to review its terms of reference, and provide a recommendation at the June Board meeting.

8.2 2015 Provincial Libraries Grant Report The 2015 Provincial Libraries Grant Report was provided to Trustees for their information.

MOTION Moved by Trustee Milne, seconded by Trustee Rogers, THAT the 2015 Provincial Libraries Grant Report be received. CARRIED

8.3 Esquimalt Branch Relocation Trustee Burton-Krahn provided background information on the letter from the Mayor to the Library Board regarding the Esquimalt Village Project, which involves relocation of the Esquimalt branch. Conceptual drawings of the Esquimalt Village Project were made available to Trustees.

Trustees discussed whether to provide approval, in principle, for this project, or whether to request further information prior to approval. The Township of Esquimalt is responsible for all costs and fit-ups. Trustees agreed to support the proposed relocation.

MOTION Moved by Trustee Bunyan, seconded by Trustee Martin, THAT the Board support the relocation of the Esquimalt branch to a 10,000 sf facility in the Esquimalt Village Project development as proposed by the Municipality's conceptual plan, with the understanding that operating costs are considered and the relocation will meet the existing and future needs of the community. CARRIED

9. BOARD CORRESPONDENCE

MOTION Moved by Trustee Rogers, seconded by Trustee Roessingh, THAT Board correspondence be received. CARRIED

10. REPORTS/PRESENTATIONS – BOARD AND STAFF

10.1 Services and Resources for Newcomers Ms. Jennifer Rowan, Coordinator of Adult Programs, provided information on services and resources available to refugees and newcomers to Greater Victoria.

10.2 British Columbia Library Trustee Association Update Trustee Burris encouraged members to attend the BCLA conference in order to strengthen connections with other Trustees.

10.3 IslandLink Federation Update Ms. Sawa indicated that IslandLink Federation is a continuing sponsor of the 2nd annual Vancouver Island staff day on April 29th.

10.4 Friends of the Library Trustee Goudy confirmed that the Friends Book Sale will be held on April 2 & 3, 2016 at the Nellie McClung branch.

The position of Friends' Treasurer will be vacant commencing in June, 2016. Interested candidates may contact the Friends directly.