MANAGEMENT REPORT Date: January 17, 2018

Authors: Diana Guinn

Phone No.: 604.331.4005

VanDocs#: DOC/2018/037187

Meeting Date: January 24, 2018

TO: Library Board of Trustees

FROM: Diana Guinn, Director, Neighbourhood & Youth Services

SUBJECT: VSB - Intention to terminate the Letter of Intent Re: Britannia Library

SUMMARY This report provides background on the Letter of Intent between the Britannia Community Centre Services Society (the Society), the Vancouver Public Library (VPL), and Vancouver School Board (VSB) and the implications of VSB’s recent correspondence to the Library regarding their decision, effective June 2018, to terminate the arrangement outlined in the Letter. PURPOSE This report is for information. RECOMMENDATION That the Board receive this report for information. POLICY There is no applicable policy. CHIEF LIBRARIAN COMMENTS On behalf of the staff who have worked at Britannia over the years, I would like to express my appreciation for the VSB for the decades of partnership in operating the Britannia Library. While each of our organizations have determined that a co-located school and public library DOC/2018/037187 Page 1 of 3

does not best serve our respective service communities, at VPL we have greatly appreciated the collegiality and collaborative approach of the VSB leadership team over the years. We look forward to a continuing partnership and liaison between the new Britannia school resource/learning centres and the Britannia Library. BACKGROUND A Letter of Intent (signed October 8, 1986) between the Britannia Community Services Centre Society, the VPL Board, and the Board of School Trustees sets out an agreement for an integrated program and administrative structure for the library facility at the Britannia community campus. The Letter of Intent (attached as Appendix A) is part of the overall Master Agreement (1981) between the City of Vancouver, the Vancouver School Board, and the Britannia Community Services Society. Within the auspices of these agreements, the VPL Britannia Branch Library – situated in the high school building – was originally envisioned to serve as a combined public, elementary school, and high school library. Some costs associated with running the branch are covered by the Society, such as utilities and maintenance, and VSB has provided the building and space. These contributions are covered by the Master Agreement. The tripartite Letter of Intent regarding the Library outlines specific partnership contributions, such as staffing contributions required by VSB and VPL to offer services to the school and public communities. Over the years, VSB made modifications to staffing levels and staff roles that diminished their contributions to the library operations, but the Letter of Intent was never changed to reflect those changes. For example, in September 2014, VSB stopped funding their VSB full time staff assistant position and while the teacher librarian absorbed some of the duties, most of that work has been absorbed by VPL staff. Additionally Teacher librarians have not served members of the general public for many years as was envisioned in the Letter of Intent. As early as 2015, the VSB High School Principal signalled an interest in relocating the High School library resources. In early 2017, the VPL Director, Neighbourhood & Youth Services met with the Associate Superintendent, VSB to discuss how the Letter of Intent could be modified to ensure it reflected the current operating model (such as staffing levels and roles). During the summer of 2017, VSB signalled their desire to move the high school collections and services to another area of the high school into their learning commons. That plan was completed in December 2017. VSB also advised they would be making a decision about the elementary school library in the coming months and if they were going to move it as well, the Associate Superintendent acknowledged VSB would provide sufficient notice to terminate the Letter of Intent.

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The high school moved their collections and resources into the high school in December 2017. In late December 2017, VPL received a letter from the VSB informing of their intention to move the elementary school collection and resources from the library at the end of June 2018 and therefore their intention to formally withdraw from the Letter of Intent. DISCUSSION The City, Society, School Board, Library, and Park Board are all involved in multi-year community process that has been planning and continues to plan for the redevelopment of the Britannia site. As early as 2014, VPL signalled our preference to redevelop the VPL branch as a public library, potentially co-located in a building with other public community services. The VSB’s notice to withdraw the elementary school library, thereby withdrawing from the Letter of Intent, is not unexpected given their historic challenges in contributing to the joint operations and VPL’s expressed interest in a dedicated public library. FINANCIAL IMPLICATIONS There are a number of financial implicates arising from the imminent termination of the Letter of Intent that VPL management must consider in partnership with the City, the Society, and the School Board. Discussions will occur over the next few months and management will bring a report back to the Board when there is clarity about the financial impacts.

FINAL REMARKS The withdrawal of the elementary and high school collections, services and supports was not unexpected. As noted in the presentation about the Britannia Renewal Project to the Board in December, VPL has publicly stated our desire to develop a standalone public library, separate from the school libraries.

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