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

expertise

AGENDA

GREATER VICTORIA PUBLIC LIBRARY BOARD Central Library, 735 Broughton Street

Community Meeting Room September 19, 2017 12:00 p.m.

Acknowledgement of the traditional territory of the Esquimalt and Songhees Nations

1. APPROVAL OF AGENDA Motion to Approve

2. CHAIR’S REMARKS For Information

3. APPROVAL OF MINUTES3.1 Minutes of the Board Meeting of June 27, 2017–Attachment #3.1 Motion to Approve

4. BUSINESS ARISING FROM PREVIOUS MEETINGNone

5. CEO REPORT TO THE BOARD – Attachment #5 For Information

6. COMMITTEE REPORTS6.1 Finance Committee Meeting September 12, 2017 Report – Oral Report For Information

6.1.1 Finance Committee Meeting Minutes – August 22, 2017 – Attachment #6.1.1 Motion to Approve 6.2 Planning and Policy Committee –Oral Report For Information

For Discussion For Discussion

For Information

7. NEW BUSINESS7.1 Board Trustee Orientation Survey Results – Oral Report 7.2 Board Engagement Opportunities – Oral Report

8. REPORTS / PRESENTATIONS BOARD & STAFF8.1 Staff presentations

• GVPL Website• Lynda.com• 2017 Summer Reading Club

8.2 BCLTA Update For Information 8.3 Friends of the Library Update For Information 8.4 IslandLink Federation Update For Information

9. BOARD CORRESPONDENCENone

10. NEXT MEETING For Information Tuesday, October 24, 2017 12:00pm-1:30pm

11. ADJOURNMENT Motion to Adjourn

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

tools and expertise

DRAFT REGULAR BOARD MEETING MINUTES GREATER VICTORIA PUBLIC LIBRARY BOARD

Central Library, 735 Broughton Street Community Meeting Room June 27, 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 D. Begoray (Vice-Chair) Trustee D. Alexander Trustee M. Boyd Trustee R. Burris Trustee K. Burns Trustee B. Burton-Krahn Trustee D. Curtis Trustee J. Davis Trustee G. Goudy Trustee Z. King Trustee S. Laidlaw Trustee A. MacKinnon Trustee K. Murdoch Trustee D. Murdock Trustee J. Rogers Trustee M. Sahlstrom Trustee K. Santini 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

Regrets: Trustee J. Rogers

CALL TO ORDER, TERRITORIAL ACKNOWLEDGEMENT AND WELCOME

Trustee Martin called the meeting to order at 12:01p.m.

Attachment #3.1

Greater Victoria Public Library June 27, 2017 Page 2

BOARD MINUTES PAGE 2

1. APPROVAL OF AGENDA

Moved by Trustee Mackinnon, Seconded by Trustee Laidlaw

THAT the June 27, 2017 Regular Board Meeting agenda be approved. MOTION CARRIED

2. CHAIR’S REMARKS

Trustee Martin thanked the Friends of the Library for their continued financial support throughbook sale revenues.

Trustee Martin thanked the staff for their dedication to staff learning and their work in organizingStaff Development Day. The day was engaging and informative.

Trustee Martin provided a thank you from a colleague whose book is included in the EmergingLocal Author Collection. The author expressed gratitudefor this invaluable GVPL initiative.

A reminder to Board Trustees – the next Finance Meeting is August 22.

3. APPROVAL OF MINUTES3.1 Minutes of the Board Meeting of May 23, 2017

Moved by Trustee Burton-Krahn, Seconded by Trustee Murdoch

THAT the minutes of the May 23, 2017 Regular Board Meeting be approved. MOTION CARRIED

4. BUSINESS ARISING FROM PREVIOUS MEETINGNone

5. CEO REPORT TO THE BOARD

Ms. Sawa, CEO provided the June CEO report to the Board.

OLiVE has made a significant difference in GVPL’s ability to extend outreach services to thecommunity.

Staff Development Day was held on June 21 and was an opportunity for staff to collaborate andlearn. A formal presentation to the Board will be made in the Fall with feedback andrecommendations for Staff Day 2018.

Lynda.com was launched on June 22 with over 1,000 visits in the first three days.

6. COMMITTEE REPORTS6.1 Planning and Policy Committee Meeting June 20, 2017

Trustee Burton-Krahn presented the Planning and Policy Committee report and spoke on the workthat has been done on updating Board Governance policies.

Greater Victoria Public Library June 27, 2017 Page 3

BOARD MINUTES PAGE 3

6.1.1 Planning and Policy Committee Meeting Minutes – April 18, 2017

Moved by Trustee Begoray, Seconded by Trustee Burton-Krahn

THAT the April 18, 2017 Planning and Policy Committee minutes be approved MOTION CARRIED

6.1.2 Policy - The Board

Moved by Trustee Murdoch, Seconded by Trustee Santini

THAT the Policy The Board be approved. MOTION CARRIED

6.1.3 Policy - Chief Executive Officer/Chief Librarian

Moved by Trustee Curtis, Seconded by Trustee Burris

THAT the Policy Chief Executive Officer/Chief Librarian be approved. MOTION CARRIED

6.1.4 Policy - Board Roles and Structure

Moved by Trustee Curtis, Seconded by Trustee Davis

THAT the Policy Board Roles and Structure be approved. MOTION DEFEATED

Moved by Trustee Murdock, Seconded by Trustee Laidlaw

THAT the Policy Board Roles and Structure be referred to the Planning and Policy Committee for further review of the transparency statement.

MOTION CARRIED

6.1.5 Policy V.1 Intellectual Freedom

Moved by Trustee MacKinnon, Seconded by Trustee Burns

THAT the Policy V.1 Intellectual Freedom be approved. MOTION CARRIED

6.1.6 Facilities Planning Updates

Ms. Sawa provided a facilities planning update.

Greater Victoria Public Library June 27, 2017 Page 4

BOARD MINUTES PAGE 4

James Bay branch: A process for establishing a name for the new branch in James Bay is in progress. The City of Victoria has awarded the construction tender. Opening of the branch is scheduled for early 2018.

Esquimalt branch: the design phase is in progress. The relocated branch is projected to open in Summer 2019.

7. FINANCIAL STATEMENT7.1 Statement of Financial Activity ending April 30, 2017

Moved by Trustee Murdock, Seconded by Trustee MacKinnon

THAT the April 30, 2017 Statement of Financial Activity be approved. MOTION CARRIED

8. NEW BUSINESS

None

9. REPORTS / PRESENTATIONS BOARD & STAFF9.1 Staff presentation

• New GVPL website preview

Ms. Daphne Wood, Director of Communications and Development and Mr. Dan Phillips, Director of Technology and Risk Management provided a previewof the new GVPL website. The new website will be easier to navigate and mobile friendly. The website will go live on August 8.

9.2 BCLTA Update

The BCLTA strategic planning meeting takes place in September.

9.3 Friends of the Library Update

The June book sale at Nellie McClung was successful and the possibility of a genre specific pop up library sale is being explored.

9.4 IslandLink Federation Update

Trustee King left at 1:10p.m.

Ms. Sawa provided an IslandLink Federation update. Funding support for GVPL’s Staff Development Day and the travelling puppet show for this summer’s children’s programming schedule was provided by the IslandLink Federation. The Fall meeting of the Fedetation will be held in Alert Bay in September.

10. BOARD CORRESPONDENCE10.1 Conveyance of Public Library Operating Grants 2017, Ministry of Education, Libraries Branch

Greater Victoria Public Library June 27, 2017 Page 5

BOARD MINUTES PAGE 5

Moved by Trustee Boyd, Seconded by Trustee Murdoch

THAT the Board receive the correspondence. MOTION CARRIED

11. NEXT MEETINGTuesday, September 19, 2017 12:00pm-1:30pm

12. ADJOURNMENT

Moved by Trustee Murdoch, Seconded by Trustee Santini

THAT the June 27, 2017 Regular Board Meeting Adjourn. MOTION CARRIED

Adjourned at 1:17p.m.

Board Chair Board Secretary

CEO Report to the Board September 2017

Launches New GVPL.ca Virtual Branch On August 22, GVPL launched a new mobile-friendly website, a true virtual branch, that showcases the myriad ways residents of Greater Victoria can read, watch, listen, play, learn, discover and connect through the library. The new website makes it easier than ever for patrons – whether on a smartphone, tablet or desktop computer – to learn about collections and e-resources and sign up for hundreds of free programs.

The GVPL website team invited members of the public to three user feedback sessions prior to the launch. All three sessions were full with a range of ages represented, from age 12 to 60+. Some user feedback was incorporated before the launch; other feedback will be incorporated going forward. Patron feedback received after the launch will continue to inform updates to the website.

One of the key goals of the new website was to be mobile friendly in order to reach patrons who use the Internet on mobile devices. In the first two weeks, the statistics show a 20 percent increase in patrons accessing gvpl.ca by mobile phone or tablet. On the new site, the average amount of time spent on gvpl.ca increased to 2 minutes and 20 seconds, compared with 46 seconds on the former site.

Lynda.com – Bridging the Digital Divide More than 3,250 library patrons have signed up to use Lynda.com since GVPL began offering access to the online learning platform on June 22. Those patrons have logged in more than 9,430 times. Lynda.com offers thousands of video tutorials and courses helping people learn skills to achieve their personal and professional goals. Library staff will give a demonstration at the September Board meeting.

Facilities James Bay Project Tenant fit up of the new library space in the Capital Park Development began in August. Story Construction is holding site meetings with representatives from the City of Victoria, library, trades, developer and base building contractor. Timelines are still on track for an early 2018 branch opening. A communications plan in conjunction with the City of Victoria got underway this month and a library web page will be forthcoming.

Esquimalt Branch Relocation Over the summer, a series of meetings were held with the base building consultants, the architects and the library to consider design and tenant fit up requirements. The relocated branch is planned to be the final tenant in the complex with a projected opening in the summer of 2019.

Programs and Events Summer Reading Club (SRC) This flagship literacy program reached 8,150 children in Greater Victoria in 2017. The library’s collaboration with local schools contributed to the success of this program, as librarians and library

Attachment #5

assistants made 340 class visits and spoke with thousands of children. SRC provides an important bridge for children during the summer months to support reading and to provide literacy-themed programs that engage young minds. Library staff will give a short presentation on SRC at the September Board meeting. Thank you to local SRC partners including Panago Pizza, Crumsby’s Cupcake Café, Greater Victoria Active Communities and GVPL Friends of the Library. Provincial partners include the British Columbia Library Association, Province of British Columbia through the Libraries Branch, Ministry of Education, the RBC Foundation and IslandLink Library Federation. All That and a Bag of Chips The summer book review club for youth aged 10 to 18 generated 686 book reviews, an increase of nearly 15 percent from 2016. One tween submitted 200 book reviews. Throughout the summer, GVPL distributed 800 bags of chips — one to each youth who signed up — and 900 Advanced Reading Copies of young adult books. Select teen book reviews are posted on the GVPL Tumblr page, gvpl-all-that.tumblr.com. Summer Challenge For the fifth year, GVPL challenged individuals and families to make the library part of their summer story. Participants chose from 18 library-related social media activities including posting a selfie with their library card and sharing their favourite Canadian novel. More than 270 people participated, earning an entry into weekly prize draws for gift certificates from local book stores. There were 190 submissions this year, up almost 15 percent from 2016. Reading Buddies Teen volunteers supported younger readers at the summer session of Reading Buddies. There were 118 teen volunteers to assist 170 Little Buddies over six weeks. The program included literacy-based games such as Pictionary, Hangman and Scrabble. Teen Big Buddies receive a letter acknowledging their hours of volunteering, which can be used toward their high school volunteer requirements. Staff Opportunities IFLA Global Vision Discussion Leaders in Canadian libraries met via webinar to identify opportunities, core values and a common vision as part of International Federation of Library Association (IFLA)’s Global Vision Discussion. Members of GVPL’s leadership team contributed to Canada’s input coordinated through the Partnership and the Canadian Federation of Library Associations ICFLA). IFLA’s initiative brings together thousands of representatives of the library field from 140 nations worldwide to explore how a connected library field can meet the challenges of the future. All of GVPL’s librarians will be able to contribute to this global brainstorm through an online voting platform. IFLA will publish a Global Visions Report in 2018 that will inform concrete work plans to put the collective vision into practice. Partnerships and Outreach Raven Baroque An audience of more than 80 people enjoyed the music of Raven Baroque, a classical music group that plays hits from the 17th and 18th centuries in period costumes. The concert was held in the Central Branch courtyard on July 7.

Integrate Arts Festival GVPL hosted a lively afternoon of art for the whole family on August 26 in the Central Branch courtyard. Approximately 150 people attended, participating in Lifecycles Project Society’s seed art project and trying out DigiLab’s tech tools and craft supplies. BC Association of Aboriginal Friendship Centres On August 12, GVPL attended the Government House Back to School Picnic for indigenous children. The event was funded by the BC Association of Aboriginal Friendship Centres, and GVPL was invited to attend by the Victoria Native Friendship Centre. Indigenous children were served lunch, then chose backpacks and school supplies provided by Monks Office Supply. Nearly 200 people visited the GVPL table to make buttons, check out books and sign up for a library card. GVPL On the Road OLiVe and the GVPL Bikemobile took part in the Oaklands Sunset Market /Sunset Market Bike Fest on July 26 in Victoria. OLiVe also brought the library to the community at the Saanich Peninsula Market (July 8 and August 19), the Pride Festival in downtown Victoria (July 9), Canada Day celebrations at the Provincial Legislature, and the Colwood Eats and Beats (July 15). September Events

• Highlands Family Fling, September 9, Caleb Pike Heritage Fairground • Ribfest, September 9, Esquimalt • Metchosin Days, September 10, Metchosin Fairgrounds • Vining Street Party on the Plaza, September 10, Fernwood • Oak Bay Night Market, September 13, Oak Bay Avenue • 13th Annual Chili Cookoff Westshore Showcase, September 30, Eagle Ridge Recreation Centre

What People Are Saying About the Library

• A new Canadian from Iran attended the Cupcake Mania program with her four-year-old grandchild and commented afterward that the program marked the first time she understood English for a concerted period of time. She was glad to have shared the experience with her grandchild and encouraged her daughter to sign the child up for everything possible in the summer, so grandma and grandchild could enjoy more programs together.

• "Mom, I'm so glad we stopped here." (When a child registered for Summer Reading Club at the Oak Bay Night Market)

What People Are Saying About the new Virtual Branch gvpl.ca

• “LOVE the new website, so clean and easy to read.” — Facebook comment • “It looks amazing. I’m stoked. The only thing I’ve had trouble finding in the past is the ‘suggest a

purchase’ link… not only did I find it in seconds on the new site, but the page looks great on my phone. Good job.” – Facebook comment

GVPL Media Tracking – Supplement to Meltwater Report

Outlet Date About Reporter Link

CHEK News June 25, 2017 Friends of the Library Book Sale N/A CBC Radio June 26, 2017 Launch of Lynda.com. Interview

with Daphne Wood, Director Communications and Development.

Jason D’Souza

Zone 91.3 Radio Station

June 28, 2017 Launch of Lynda.com. Interview with Daphne Wood.

Jon Williams

CBC Radio July 4, 2017 Summer reading club. Interview with Daphne Wood.

Liz McArthur

CHEK July 18, 2017 Great acoustics in Central Branch’s courtyard attract musicians and buskers.

Steve Grebanier

CTV August 22, 2017

Local libraries thriving with technology and new website. Interviews with Daphne Wood and Jennifer Windecker, Direct of Public Services.

Yvonne Raymond https://t.co/2BZi1R6KCB?amp=1

CBC Radio September 7, 2017

Overflow of books returned after long weekend shows popularity of library. Interview with Daphne Wood.

Sterling Eyford

M I N U T E S GREATER VICTORIA PUBLIC LIBRARY BOARD

FINANCE COMMITTEE Central Library, 735 Broughton Street

Community Meeting Room August 22, 2017 at 12:00p.m.

A meeting of the Greater Victoria Public Library Board Finance Committee was held on the above date at the above location. The following individuals were in attendance:

Board Members: Trustee D. Murdock (Committee Chair) Trustee M. Boyd (Committee Vice-Chair) Trustee G. Goudy Trustee A. MacKinnon Trustee R. Martin Trustee K. Murdoch

Staff: Ms. M. Sawa, CEO/Secretary Ms. D. Main, Director of Human Resources Ms. J. Windecker, Director of Public Services Ms. K. Marshall, Executive Assistant/Recording Secretary

Regrets: Trustee D. Alexander Trustee D. Begoray Trustee S. Laidlaw Trustee J. Rogers

1. CALL TO ORDER & WELCOME

Trustee Murdock called the meeting to order at 12:07p.m.

2. APPROVAL OF AGENDA

Moved by Trustee Murdoch, Seconded by Trustee MacKinnon.

THAT the amended August 22, 2017 Finance Committee meeting agenda be approved. MOTION CARRIED

3. APPROVAL OF MINUTES

Moved by Trustee Murdoch, Seconded by Trustee Goudy

THAT the minutes of the May 2, 2017 Finance Committee be approved MOTION CARRIED

4. BUSINESS ARISING FROM PREVIOUS MINUTES

None

Attachment #6.1.1

Greater Victoria Public Library - Finance Committee August 22, 2017 Page 2

MINUTES - FINANCE COMMITTEE

5. NEW BUSINESS

5.1 Budget Fiscal 2018 and Five Year Financial Plan – First Draft

Ms. Sawa, CEO presented the Draft Budget Fiscal 2018 and Five-Year Financial Plan. Moved by Trustee Boyd, Seconded by Trustee MacKinnon.

THAT the Finance Committee direct management to provide budget reduction options for the Fiscal 2018 budget.

MOTION CARRIED

5.2 Director of Finance and Facilities Recruitment Update

Ms. Sawa notified the Committee that a new Director of Finance and Facilities has been hired. Mr. Paul McKinnon will be starting September 25.

6. FUTURE BUSINESS

None 7. NEXT MEETING

September 12, 2017 12:00pm – 1:30pm

8. ADJOURNMENT

Adjourned 1:15

Moved by Trustee Murdoch, Seconded by Trustee MacKinnon THAT the August 22, 2017 meeting of the Finance Committee adjourn.

MOTION CARRIED

Committee Chair Board Secretary