AGENDA OF THE FVRL BOARD REGULAR MEETING OF THE FRASER … Board Meeting... · 2019-10-18 · AGENDA OF THE FVRL BOARD Opening minds. Enabling dreams. REGULAR MEETING OF THE FRASER

AGENDA OF THE FVRL BOARD

Opening minds. Enabling dreams.

REGULAR MEETING OF THE FRASER VALLEY REGIONAL LIBRARY

Wednesday, October 23, 2019 – 9:00 am FVRL Administrative Centre

34589 DeLair Road, Abbotsford, BC V2S 5Y1

1.00 CALL TO ORDER Councillor Martin, Chair

2.00 APPROVAL OF CONSENT AGENDA Motion

THAT the Consent Agenda be approved as circulated.

p. 4

2.011 Minutes Enclosure: • Wednesday, September 18, 2019 Meeting Minutes

p. 9

2.012 Library Activities Enclosure: • Library Reports

p. 26 p. 28

2.013 Correspondence Enclosure: • Library Partners Letter • FVRL Response to Library Partners Letter

3.00 APPROVAL OF AGENDA Motion

THAT the Agenda be approved as circulated.

4.00 NEW BUSINESS

4.01 p. 29

2020 Budget Selection Motion

Nancy Gomerich, Director of Finance Enclosure: • 2020 Budget Selection THAT the Board selected preferred 2020 budget be recommended to FVRL member councils.

4.02 p. 48

Financial Management Policy Amendment: Member Capital Contributions Motion

Nancy Gomerich, Director of Finance Enclosure: • Financial Management Policy Amendment:

Member Capital Contributions THAT the Financial Management Policy amendment be received for information.

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REGULAR MEETING OF THE FVRL BOARD: AGENDA Wednesday, October 23, 2019 Page 2


4.03

p. 52

Canadian Urban LibraryAssociation ReportMotion

Scott Hargrove, Chief Executive Officer

Enclosure: • CBC News Article: Libraries push back against

publishing house decision to limit their access toe-books

THAT Canadian Urban Library Association report be received.

4.04

p. 55

UBCM Report Motion


Enclosure: • BC Public Libraries and the UBCM 2019

Convention and Trade Show Report

THAT the UBCM 2019 report be received.

4.05

p. 58

2020 Board Meeting Dates Motion


Enclosure: • 2020 Board Meeting Dates

THAT the board meeting dates be approved.

4.06

p. 60

Employee Recognition Dinner Report Motion


Enclosure: • Employee Recognition Dinner Report

THAT the Employee Recognition Dinner Report be received.

5.00 OTHER BUSINESS

6.00 AROUND THE TABLE

7.00 QUESTIONS

8.00 NEXT MEETING Information

FVRL BOARD MEETING *** Budget Vote Meeting***

Wednesday, November 20, 2019 – 9:00 am FVRL Administrative Centre


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https://www.cbc.ca/news/canada/british-columbia/libraries-push-back-against-publishing-house-decision-to-limit-their-access-to-e-books-1.5321163



REGULAR MEETING OF THE FVRL BOARD: AGENDA Wednesday, October 23, 2019 Page 3


9.00 ADJOURNMENT Motion

THAT the meeting of the FVRL Board be adjourned.

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MINUTES OF THE FVRL BOARD

DRAFT

REGULAR MEETING OF THE FRASER VALLEY REGIONAL LIBRARY

Wednesday, September 18, 2019 FVRL Administrative Centre


Opening Minds. Enabling Dreams.

Attendees from the Board Councillor Bruce Banman, City of Abbotsford Councillor Susan Attrill, City of Chilliwack Director Dennis Adamson, Fraser Valley Regional

District Councillor Gerry Palmer, Village of Harrison Hot

Springs Councillor Victor Smith, District of Hope Councillor Kerstin Schwichtenberg,

District of Kent Councillor Gayle Martin, City of Langley Councillor Petrina Arnason, Township of Langley Councillor Ryan Svendsen, City of Maple Ridge Councillor Mike Hayes, City of Pitt Meadows Councillor Nancy McCurrach, City of Port

Coquitlam Regrets Councillor Dylan Kruger, City of Delta Director Jen McCutcheon, Metro Vancouver Councillor Danny Plecas, District of Mission Councillor David Chesney, City of White Rock

Attendees from Staff Scott Hargrove, Chief Executive Officer Cathy Renshaw, Director of Organizational

Development Heather Scoular, Director of Customer Experience Jeff Narver, Director of Infrastructure & Resources Nancy Gomerich, Director of Finance Emily Duquette, Executive Office and Information

Manager Brad Fenrick, Manager of Information Technology Dean Kelly, Manager of Support Services Bryan Pezzi, Acting Communications Officer Nicole Glentworth, Library Manager—Chilliwack &

Upper Fraser Valley Deborah Kendze, Manager—Mission Library &

Outreach Services Hilary Russell, Library Manager—Abbotsford Kimberley Constable, Library Manager—City of

Langley and Port Coquitlam David Theissen, Library Manager—Township of

Langley & White Rock CUPE Local 1698 Laurie Dyck Balbir S. Gill

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REGULAR MEETING OF THE FVRL BOARD OF DIRECTORS Wednesday, September 18, 2019 Page 2


1.0 CALL TO ORDER Councillor Gayle Martin, Board Chair, called the regular meeting of the Fraser Valley Regional Library Board to order at 9:01 am.

2.0 APPROVAL OF CONSENT AGENDA It was MOVED Councillor Hayes, SECONDED Director Adamson, THAT the consent agenda be approved as circulated.

CARRIED 19.9.18/01

Consent Agenda Approved

3.0 APPROVAL OF AGENDA It was MOVED Councillor Knott, SECONDED Councillor Palmer, THAT the agenda be approved as circulated.

CARRIED 19.9.18/02

Agenda Approved

4.0 NEW BUSINESS

4.1 Reading Link Challenge It was MOVED Councillor Banman, SECONDED Councillor Hayes, THAT the Reading Link Challenge Report be received.

CARRIED 19.9.18/03

4.2 2020 Proposed Budget Nancy Gomerich, Director of Finance, presented the proposed 2020 budget. It was MOVED Councillor Hayes, SECONDED Councilor Palmer, THAT the 2020 proposed budget be received for information

CARRIED 19.9.18/04

4.3 Financial Management Policy Update It was MOVED Councillor Palmer, SECONDED Councillor Knott, THAT the proposed Financial Management Policy amendments

CARRIED 19.9.18/05

4.4 Information Technology – Long Term Capital Plan Update Nancy Gomerich, Director of Finance, provided an update for the IT Long Term Capital Plan. It was MOVED Councillor Palmer, SECONDED Councillor Banman, THAT the IT Long Term Capital Plan Update be received.

CARRIED 19.9.18/06

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4.5 Provincial Government Advocacy Update Scott Hargrove, Chief Executive Officer, provided an update on the Provincial Government advocacy campaign, “20 in 2020”, which was announced in May at the BC Library Association Conference. The campaign, supported by the Library Partners – BC Library Trustees Association, the BC Library Association, the BC Libraries Cooperative and the Association of BC Public Library Directors – progressed significantly over the summer. Multiple municipalities have filed resolutions in library funding at the Union of BC Municipalities Conference, as well as written letters of support for the campaign. The Library Partners booked a double booth at the UBCM Conference to bring a small version of the FVRL Playground to entertain and educate the delegates. In addition to the FVLR Playground, a video produced for the campaign will debut at the conference. It was MOVED Councillor Schwichtenberg, SECONDED Councillor Hayes, THAT the Provincial Government Advocacy Update be received.

CARRIED 19.9.18/07

4.6 Summer Report Scott Hargrove, Chief Executive Officer, provided an update of summer activities. Of particular note, FVRL had one of its most successful Summer Reading Clubs, noticeable by the many empty children’s shelves – 88% of the children’s books were out for loan! Also of note was the successful launch of the newest addition to the FVLR Playground, the Birdwatching Backpacks, which garnered attention from CTV, Global City TV, Breakfast Television, and CBC. It was MOVED Director Adamson, SECONDED Councillor Svendsen, THAT the Summer Reading Club Report be received.

CARRIED 19.9.18/08

4.7 Board Policies It was MOVED Councillor Palmer, SECONDED Councillor Adamson, THAT the Posting of Materials Board Policy be approved with the proposed amendment.

CARRIED 19.9.18/09

4.8 BoardDocs Scott Hargrove, Chief Executive Officer, advised on a change to the structure of and supporting software for Board agendas and minutes, to be implemented in early 2020.

5.0 OTHER BUSINESS There was no other business.

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6.0 AROUND THE TABLE Councillor Arnason hoped everyone had a wonderful and relaxing summer. She noted the Reading Buddies program will be expanding in the fall, that discussions continue on a new library in the Township, and that she attended the very inspiring Library Champions program. Councillor Svendsen took part in Canada Day with over 600 people, and shared the story of a boy who was attending the library a lot and was inspired to start a chess club because of a book he took out. He also note the huge success of Summer Reading Club, with lineups around the corner for participants to receive their medals. Councillor Hayes attended the SRC wrap up party at which participants were delighted to receive their medals from a Council member and library staff. Councillor McCurrach thanked staff for their presence that the opening of the new Terry Fox library, nothing that it is a perfect, grand structure with lots of good places to sit and lots of cubies. The opening was so packed you could hardly move. Councillor Smith noted the successful summer which included a chainsaw carving event attended by Library Live and on Tour (LiLi). Councillor Palmer shared the success of Agassiz Library’s Storytime in the Park. Director Adamson shared that both Yale and Boston Bar Libraries had transformative renovations, delighting customers. Coucillor Banman noted the library was extremely busy over the summer with SRC and a big community event at Mill Lake Park with book giveaways, ukuleles, and robots present. The library also acted as a “cool” refuge during the hotter days of summer. Councillor Martin was delighted to share that her monthly library reports to council are now presented with PowePoint.

7.0 QUESTIONS There were no questions.

8.0 NEXT MEETING FVRL EMPLOYEE RECOGNITION DINNER Wednesday, October 9, 2019 – 6:30 pm Quality Hotel and Conference Centre 36035 N Parallel Rd, Abbotsford, BC V3G 2C6 FVRL BOARD MEETING Wednesday, October 23, 2019 – 9:00 am FVRL Administrative Centre 34589 DeLair Road, Abbotsford, BC V2S 5Y1

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9.0 ADJOURNMENT It was MOVED Councillor Palmer, SECONDED Councillor Banman, THAT the meeting of the FVRL Board be adjourned.

CARRIED 19.9.18/10

Adjournment The meeting adjourned at 11:24 am.

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REPORT TO THE FVRL BOARD


Abbotsford Libraries By Hilary Russell, Library Manager

Meeting of Wednesday, October 23, 2019

Science rules at the Abbotsford Libraries Science literacy is about understanding basic science concepts. For kids and parents, where better than the library to get to know and experience the first glimmerings of robotics, programming, neuroscience, physics and chemistry! The Abbotsford Libraries enjoyed creating a variety of science-themed programs to celebrate Science Literacy Week in September. Chemistry was celebrated at Clearbrook Library with “Make Some Slime” which was a big hit with kids who love the sticky, gross result you get when combining borax, warm water and glue. A chemistry experiment for preschoolers was popular at the Abbotsford Community Library as kids and parents made exploding baggies! One mom commented on our Facebook page that her kids loved the experiment so much they did it at home as well. Library staff are able to introduce concepts like viscosity, elasticity and mixtures and introduce new science related vocabulary in a fun, relaxed atmosphere. Robotics and coding content was delivered at the Abbotsford Community Library through programs using our cute, friendly mini robots – Cubetto and Sphero SPRK. Preschoolers got a hands-on introduction to simple coding skills using colour-coded wooden blocks to help the little Cubetto cube-bot move through a storyboard. Older kids enjoyed using the ball-like Sphero SPRK robot, first creating an obstacle course then creating a program to roll the SPRK all the way through! Lots of trial and error and a fun atmosphere allows kids to figure out how coding and simple programming works. Neurons and the science of memory was the topic at Brain Candy, where kids could build a model of a neuron out of candy then eat it! Budding engineers were invited to devise a protective ‘shell’ out of a variety of materials around a raw egg and then drop it from high up at the Clearbrook Library Egg Drop program. Kids were able to test their theory about what shape and materials were most likely to protect their egg and have fun learning why experimentation is a staple concept in science. FVRL collections, including books and databases contain information about many scientific fields. Of course, nothing beats hands-on experience, so FVRL lending collections also include telescopes and the robotic Sphero SPRKs for our customers to borrow and take home. A recent addition is the new Birding Backpack with binoculars and birding information which introduces library customers to the world of birds and the excitement of citizen science. Understanding science is fundamental to our modern world and the Abbotsford Libraries support individuals and families to explore, grow and experience science inside and outside the library!

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Agassiz Library By Nicole Glentworth, Library Manager


Agassiz Library Has Game! We all have fond memories of playing Monopoly, Scrabble, Parchesi and even Risk. Somehow, the day came when they weren’t cool anymore, and people switched over to Angry Birds and Candy Crush. Everyone sat separately beeping and bopping on their devices. Thankfully though, board games have come back and human connection is on the rise again! Agassiz Library has embraced this chance and with the support of the Agassiz Library Society: Friends of the Library, they have purchased a big old stack of games. We have specific game days open to the public. As well, we have the meeting room and all our games available for anyone who wants to book some time to just have their own game session. Game companies are producing beautifully made games, and by having them at the library, the whole community can take advantage of a large variety. There are games for all ages, from The Hungry Little Caterpillar to those for the older crowd such as Terraforming Mars. The benefits of board game play are many as they include logical thought, numeracy, strategizing and storytelling. Best of all, people are talking and laughing together, and as always, the library and its volunteers have been there to make this happen. Game on!

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Chilliwack Libraries By Nicole Glentworth, Library Manager


FOR THE LOVE OF READING Not long after wrapping up our Summer Reading Club staff at the Chilliwack Library eagerly began preparing for the return of our regular fall programs. This included our weekly Storytimes for infants, toddlers and children of all ages. Designed to introduce kids to the love of books and language, these weekly story times incorporate interactive stories, songs, rhymes, and more! In addition to these regular story times, this month we introduced a new Storytime specifically for children and their male caregivers. Man on the Moon Storytime is a drop-in Storytime for children of all ages featuring stories, songs and rhymes led by a male member of staff. Currently this Storytime is scheduled to run once a month as we test interest in this unique program. That being said, it is already garnering positive attention and was even featured in the local paper, the Chilliwack Progress. Our Reading Buddies program also began to collect applications from Little Buddies and Big Buddies alike. This program, which pairs Little Buddies who are struggling readers with a Big Buddy who helps them practice their reading, has proved popular in previous years with staff accepting applications from eager Buddies, Big and Little alike, throughout the year. All three of our staff-led book clubs resumed beginning the second week of September. These informal meetups are a great way for book lovers to get together and participate in lively discussions about old classics as well as notable new titles. One mother who regularly attends our BeTween Book Club with her two daughters recently wrote staff to say that the book club has enabled her to connect with her daughters in a unique way, as all three of them read and discuss the books together. She added, “It has given us a specific reading goal each month, which is a great target for non-readers like my younger daughter. We also loved meeting new kids and their families at book club.” Currently the Chilliwack Library offers book clubs for adults and tweens, and beginning in October we will also be hosting a book club for lovers of picture books in grades 1 through 3. SCIENCE LITERACY WEEK Science Literacy Week, a weeklong celebration of all things science, ran from September 16th to 22nd and kept staff busy with a variety of science-themed programs! Cubetto, the friendly wooden robot that teaches children the basics of computer programming, joined Family Story Time to share a story of his own on September 17th. Then, the library welcomed the Royals Kombucha Brewhouse who, after discussing the health benefits of kombucha, demonstrated the fermentation process involved in creating this fermented, sweet tea. This event also marked the beginning of our fall Urban Homesteading series, which will continue into October and

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REPORT TO THE FVRL BOARD: Chilliwack Libraries Wednesday, October 23, 2019 Page 2


November with workshops on vegan cheese making, winter vegetable gardening, and how to crochet. During our weekly Lego Club children were invited to explore new worlds with the help of our green screen technology. Together with their colorful brick creations children took turns posing in front of our green screen as staff took their photo and then let kids choose from a variety of fantastical backgrounds. Science Literacy week wrapped up with a program on slime! This popular program gave kids the opportunity to use common household ingredients to create their own slime. All while practicing skills such as reading recipes, A BUDDING FRIENDSHIP STARTED AT THE SARDIS LIBRARY Rosie is a frequent visitor to the Sardis Library. Over the years, staff have watched her blossom from a shy toddler into her new role of big sister to Phoebe. Rosie has attended many of our programs but has become an enthusiastic super fan of one performer in particular. Ginalina, musician, has become a favourite of Rosie’s. After many hours of listening to one CD, Rosie’s Mom decided to email Ginalina to see where she could purchase more. Ginalina responded by sending Rosie all of her recordings! Rosie’s Mom also noted that Ginalina was performing in Richmond and surprised Rosie with a trip in to see her. After the performance, they introduced themselves and thanked her for the CDs. Ginalina brought out a ukulele and proceeded to sing a song about a little girl named Rosie, spending about half hour entertaining her. And if that wasn’t exciting enough, she presented Rosie with a very special T-shirt as a memento! Sardis staff was very pleased to hear about this budding friendship that was sparked during a visit to the Library. Providing opportunities for children to develop new interests and make connections in the community and beyond is just one of the many benefits of an FVRL membership!

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City of Langley Library By Kimberley Constable, Library Manager Meeting of Wednesday, October 23, 2019

Inspiring the Future Everyday, library programs and services are inspiring people of all ages, especially children, with their big dreams and wonderful imaginations. September saw a very successful Science Literacy Week, which packed the library with budding scientists at four popular programs for the young

and young at heart, including an opportunity to experience Playground technologies like the telescope and Cubetto.

Staff also presented an extended science themed storytime that included a craft session. One mother confessed that she and her young daughter were late as they had come in from a distant municipality especially for this program. The young girl wants to be a scientist when she grows up, and she was very excited to craft some experiments of her own at the library! Staff recently spoke to a mother whose young son wants to be a firefighter. He

has two firefighter uniforms, and he loves to come to the library dressed up to play in the fire truck. Culture Days Once again, the library participated in Culture Days, with a well-received musical showcase featuring Ranj Singh and Rosemary Wallace, along with a rock painting program that drew a full crowd, including many preteens. Staff have noticed that craft programs like this one, and even the recent playdough session have attracted many preteens (and people of all ages!) in our community who are looking for a creative and social outlet that the library is happy to provide.

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REPORT TO THE FVRL BOARD: City of Langley LibraryWednesday, October 23, 2019 Page 2


Extending our Reach Storytimes have always included rhymes and songs, but recently staff have found success in making lyrics available for parents and caregivers to capture on their smart pho nes for use with their children at home later. It is wonderful to see so many families taking home the fun and important early literacy tools and skills that they learn at the library.

Many people in the community are thrilled with the addition of Acorn TV and Kanopy streaming video services to FVRL’s digital resources. The promotional flyers for these resources have proven to be a hot ticket in the library and at outreach events, including the Langley Community Farmers’ Market, which the library visits once per month, with kind support from the Friends of the Library.

Mango Languages, which is optimized for home use, is another wonderful digital resource, which provides tools to our customers who are learning languages, including English. Staff always mention it as part of interactions with customers who are learning or improving their English skills, such as a recent tutor looking for resources to help her teach English to a ten year old Spanish speaker, and at the tours we regularly offer to classes of English language learners.

Wednesday Wonders, with its songs, stories and activities geared towards teens and adults with developmental disabilities, continues to be a popular and valuable program. Many attendees are regulars, and some come in with their support workers from neighbouring municipalities for this monthly program that offers a much needed sense of belonging that is not always readily available to everyone in our communities.

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Delta Libraries By Courtney Robinson, Library Manager


HIGHLIGHTING THE “A FOR ART” IN STEAM Art activities were in full force in Delta in September to promote the A for Art in STEAM, as well as support Canada’s Culture Days, which is an annual national celebration of all things art and culture. Make Bad Art at the Ladner Library The Ladner Library broke down stereotypes and misconceptions about art and offered a program celebrating “Bad Art”. The library provided a range of wacky art materials and participants let their creativity run free to create masterpieces to take home (pictured below). Studio Stomp in North Delta George Mackie Library participated in the community Studio Stomp for the first time this September. Artists throughout North Delta opened their studios to the public to visit, view their art and talk all things art. George Mackie Library has a successful community art space, which is fully booked by local artists for months in advance and for the first time was on the list of studios to visit. The library saw many visitors pop by to view the art during the event and it was a great way for the library to connect with the arts community. Everyday Art There is some kind of art going on in each Delta Library every day. From children’s and adult colouring sheets and bookmarks, to creative library displays, to our collection of poetry and children’s picture books, we invite all customers to visit and discover how art can fit into their lives in a big or small way.

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Hope Library By Nicole Glentworth, Library Manager


HOPE LIBRARY HAS BEST LADIES IN COSTUME AGAIN Hope Library staff, accompanied by Library Live and on Tour (LiLi), once again participated in the Brigade Days Parade in early September. This was the 10th year the library has participated in the parade, making it a library tradition. This year, the “Best Ladies Costume” award was again captured by Hope Library!

Hope Library was pleased to partner with Brigade Days to bring Russ Peak, a dynamic motivational speaker/mentalist/magician/comedian to the Conference Centre to entertain an audience of nearly 100 fair-goers. Despite all the activities that were being held outdoors, the room was full of attendees who were mesmerized by his talent. CULTURE DAYS – FRED JACKSON A partnership program with Hope & District Arts Council and the University of the Fraser Valley. Fred Jackson of Tzeachten First Nation spoke about his art and the influences that have inspired him and driven his exploration of a variety of methods and mediums for native design, mural and landscape painting, carving, portrait and graphic design. The event was picked up by BC Culture Days and was promoted on their social media and through their press releases, resulting in a two page spread in the Hope Standard “Fred Jackson chosen to present during BC Culture Days: Artist holding event at Hope Library during three day cultural extravaganza.”

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Library Live and On Tour By Deborah Kendze, Acting Manager


OUT AND ABOUT WITH LILI Suicide Prevention Day Sardis Library staff joined Library Live and on Tour (LiLi) and Janeen at Suicide Prevention Day at the Sto:lo Longhouse in Chilliwack. There Janeen connected with an Indigenous Women’s Healer, a Nutritionist from Fraser Health as well as a staff member from the Mobile Detox program. Several people signed up for library cards and checked their library accounts. Events such as this are a great way to connect with other service providers in the community.

Armchair Travel to Egypt Janeen got in a visit to Egypt, via an Armchair Travel program at a mental health group in Maple Ridge. This popular program taught Egyptian Arabic via Mango Languages, toured the Nile River courtesy of a library DVD, and wrote their names in hieroglyphics. Ancient Egyptian fact books from the library were also very popular. One of the members even dressed up as Cleopatra!

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Maple Ridge Public Library By Shawna Kristin, Library Manager


CULTURE DAYS Culture Days is a national celebration of arts and culture. The annual event takes place at the end of each September. Across the country, millions of people attend thousands of free, participatory arts and culture events. This year was the tenth anniversary of the national initiative and the theme was Creativity, the Arts, and Well-being. To mark the occasion, Maple Ridge Public Library put together a variety of events that highlight the importance of arts and culture in our communities. The public was invited to join the library and our remarkable artistic community to celebrate Culture Days 2019. Attendees had the opportunity to watch local artists – from painters and weavers to carvers and potters – demonstrate their skills and discuss their work in the library foyer. Some attendees were even able to join in and get their hands involved with the art projects. Artists in the Library As part of the Culture Days celebration, Artists in the Library hosted members of two local arts organizations: Art Studio Tour and Whonnock Weavers and Spinners Guild. Spinners, potters, painters and illustrators set up in the foyer to work on their art. Customers stopped by to watch them work, ask questions and some even got hands on and tried out the activities. The artists spoke with over 100 people, some who had come to see them intentionally and others who were at the library and happened upon them. This was the fourth year of this event. The artists all love attending and look forward to returning in future years. Culture Days Passport A new addition to the 2019 Culture Days celebration in Maple Ridge was the addition of a Culture Days passport. Library staff collaborated with community partners to encourage those attending Culture Days activities to visit other venues in the community. Events happening at the ACT Arts Centre, the Haney House Museum and the Maple Ridge Public Library were highlighted. Attendees collected stamps at each venue. If they collected all of the stamps, they became eligible to win a grand prize.

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REPORT TO THE FVRL BOARD: Maple Ridge Public LibraryWednesday, October 23, 2019 Page 2


Cubetto Art Project In celebration of Culture Days, staff invited everyone to join in a special community art project made with help from Cubetto. Cubetto is a friendly wooden robot that teaches children the basics of computer programming through stories and activities and is screen free. Volunteers from our Teen Advisory Group set up a long piece of bulletin board paper and attached felts to Cubettos. Library staff then taught kids the basics of how to code the Cubettos to run over the paper and create a fun piece of community art for our display case on the first floor. It was amazing to see kids working together to code Cubettos to create fun designs and artwork.

Culture Days Storytime and Crafts Staff presented a special Culture Days storytime and craft that incorporated sign language, non-English languages, and arts and multicultural-themed books. One family seemed particularly thrilled to speak Mandarin during the hello song and all the children tried their best to do sign language while singing This Little Light of Mine. The favourite book for both children and parents seemed to be a simple book with a message of celebrating difference. For the craft, the children made collages from scrap paper, pom poms and magazine pictures of people and places from around the world.

Staff and customers are already looking forward to the next installment of Culture Days when we can work together with community partners to highlight the vast and rich artistic resources in Maple Ridge.

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Mission Library By Deborah Kendze, Acting Library Manager


CULTURE IN MISSION Pixel Art Mosaic

The Mission Library collaborated with the local Archives to present the Pixel Art Mosaic for Mission residents. Local artist Mike Lauze designed a community art project for the 2019 BC Culture Days that involves the community, to help bring it to life. The piece consists of 4,125 pieces of paint chips, which are attached to the plywood canvas. Library customers were asked to match paint strip colors to the colors on the mural to complete this project.

Many people spent a considerable amount of time adding to this project. Play-doh Sculpt Challenge Customers of all ages were invited to come to the library and show off their sculpting skills using Play-doh. Families had fun exploring art and making different things out of play-doh. 7 Word Stories Library customers were invited to create a story using just 7 words. The stories were then displayed on the library windows during Culture Days. Some examples from our very clever customers:

• Found warm cinnamon bun, ate it, delicious. • Dog licked me – loved it – bought it. • Reading is fun and libraries are cool!

Drum Circle with Boris Sichon Drumming as a group is a relaxing, healthy, fun and educational activity. Library customers were able to take a trip around the world exploring different rhythms and cultures with musical artist Boris Sichon. Feet were tapping and heads were bobbing as customers socialized and learned about the many different percussion instruments that Boris showcased.

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Pitt Meadows Public Library By Shawna Kristin, Library Manager


CANADIAN LIBRARY MONTH October is Canadian Library Month! All month long, libraries across Canada have worked to raise awareness of the valuable role libraries play in Canadians’ lives. “More than just a place to find books, libraries promote cultural awareness, engage in the community, provide educational programs, support freedom of expression, and so much more.”1. The Pitt Meadows Public Library serves a critical and multifaceted role in our community. It is a vital community destination and resource for literacy, recreation, informed decision-making and social interaction. The library offers a diverse and wide array of programs and events. The Library recently held a Tai Chi program in Spirit Square. Participants increased their physical literacy, and learned about the many health benefits of Tai Chi. They also connected with others in the community on the beautiful autumn day. The library also maintains its more traditional role as a place for information gathering, exchanging ideas, and learning. People come to the library for information and referral, advice on what book to read next or what movie to watch and to conduct research. Literacy continues to be central to our efforts. Programs such as Babytime and Storytime are designed to help children develop literacy skills and a love of reading that will serve them into adulthood. The positive impact of these programs has been repeatedly confirmed through the feedback of parents, teachers, and the children themselves. Pitt Meadows is a community wonderfully rich in experiences, interests and traditions. Pitt Meadows Public Library is fortunate to be the destination where these diverse community members come together to read, learn, and play. 1http://cfla-fcab.ca

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http://cfla-fcab.ca/



Terry Fox Library By Kimberley Constable, Library Manager Meeting of Wednesday, October 23, 2019

LITERACY OF ALL KINDS IN THE NEW LIBRARY AND BEYOND 1000 Stories Before Kindergarten Library staff and customers alike hit the ground running after the new library opened on August 27. The very next day, the first child to complete her 1000 Stories Before Kindergarten in the new library came in to receive her prize book. She was very proud to have her photo taken in front of the lovely display case that staff had created. Science Literacy Week Science Literacy Week was a great success with a variety of programs. Staff brought a Cubetto to a Storytime, and families lingered after the program to play with the adorable robot. Virtual Reality was as popular as ever, and a Robot Playground event saw Ozobots and Sphero SPRK+s zipping around the Solarium upstairs. Families waiting their turn with a robot enjoyed building with Magformers. Book a Librarian Technology Training Book a Librarian is FVRL’s name for one-on-one technology and research training sessions, and interest in these sessions has increased now that the new library is up and running. Seniors accessing the Wilson Lounge and City services across the hall from the library were excited to learn about this offering, which works well to teach specific technology and computer skills to customers at their individual skill level. Library staff are working with City staff on a partnership to capitalize on this interest. Parks & Recreation Partnerships Library staff have also worked with City staff on a variety of other partnerships, including activities to support parents with children visiting an open house regarding childcare options in Port Coquitlam, and offering stories to groups of children after their ice skating lessons. Staff are exploring other ideas too in order to maximize the opportunities that come with being co-located with recreation services. More informally, staff have noticed customers in the library who may not otherwise have been there, including preteen boys reading upstairs in the evening with their hockey bags tucked beside them.

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REPORT TO THE FVRL BOARD: Terry Fox LibraryWednesday, October 23, 2019 Page 2


Cedar Drive Elementary Literacy Day Staff visited Cedar Drive Elementary’s annual Literacy Day. The school sets up different stations throughout the building, and classes move around to visit each station over the course of the day. At the library’s station, staff read an age appropriate story to the various classes, then talked about the new Terry Fox Library before introducing the Ozobots. Staff led a discussion about being kind on a team in which the students had great ideas about taking turns, listening to all ideas and supporting each other. Then the

students worked in teams to move their Ozobot on a paper from a picture of a home to a picture of a school. They loved coding the Ozobots to travel around, and several teams went beyond the assigned exercise and created multipage courses for their Ozobots to travel. Later that day, one of the students came to the library with his mother. She said that her son had never before expressed interest in the library, but as soon as she picked him up from school, he begged her to take him to the library. He signed up for a library card and was thrilled to take home a Sphero SPRK+ robot.

Teen SRC Local Winner! The final loose end to tie up of Summer Reading Club is always making sure any local winners receive their system wide prizes! This year, local teen Marta was thrilled to receive a Cineplex gift card via the FVRL Teen Summer Reading Club.

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Township of Langley Libraries By David Thiessen, Library Manager


TOWNSHIP LIBRARIES SUMMER READING CLUB SETS RECORD HIGHS Our annual Summer Reading Club (SRC) program is the largest event we have each year – a summer reading program designed to prevent “summer brain-drain”, increase reading levels, support BC’s new curriculum, and grow imagination and literacy skills. There are levels for all ages including those not yet reading (Read-to-Me,) school aged, teens, and even adults. The idea is that reading together is a family affair – something families can do together. Reading together as a family can open children up to new experiences. Reading together creates a unique bonding experience that strengthens families. Reading together fosters a level of exploration that reading silently alone simply doesn’t. Family members pick up a reading record at any local library and throughout the summer record every day they read for fifteen minutes or more. Once they have recorded seven days of reading, they can come back to the library for stickers and prizes. In addition, we provide performances for families to attend to help keep children and teens connected to the library and enthused. At the Township Libraries this summer we held a total of 121 programs through the summer – a record number since we started keeping SRC statistics. Over 3,300 attended these Township Library programs, up 45% from last years, also a record number.

The record-setting pace didn’t stop there. Pres-school aged children participation was up 16.5% from last year, school age up 11.7%, teens up 28.7%, and adults up an amazing 84% (all record highs). It was a marvelous SRC this summer and we already looking forward to seeing what 2020 will bring. Performer Tiffany Stone at Brookswood Library

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City of White Rock Library By David Thiessen, Library Manager


WHITE ROCK LIBRARY CELEBRATES SCIENCE LITERACY WEEK White Rock Library celebrated Science Literacy Week in September with a week-long slate of 6 after-school STEAM programs and a variety of contests for children to participate in. Families with younger children were invited to learn to code with Cubetto, a Montessori approved friendly wooden robotic toy that teaches children the basics of computer programming through hands on play. We also offered families Magformer and Keva Planks building programs – programs where young building enthusiasts could stretch their budding engineering minds and we concluded the week with a program Dog Day with the SPCA where children learn interest facts about animal behaviour. Over 200 children joined in throughout the week. We also had the Under the Sea edition of Virtual Reality running for customers to explore. Many people, who were delighted and surprised, asked questions such as, “Do you do this every week?” and “Do you have virtual reality every Wednesday?” It was wonderful to hear how keen people were. For adults we held a seminar on harvesting medicinal plants by guest speaker Anastasiia Dushyna. Participants learned about the power of plants and their medicinal properties – which to choose and how to prepare them for therapeutic and culinary use.

Science Literacy Week was highlighted by the Meet the Playground table, which was on display all week to introduce customers to FVRL’s loanable collection of STEAM-related items. Families and individuals alike were introduced to lending telescopes, Sphero robots, ukuleles and the new birdwatching backpacks. With a combination of six different programs, plus contests and displays, the library offered something for everyone.

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October 9th, 2019 Cllr. Gayle Martin Board Chair Fraser Valley Regional Library

Dear Cllr. Gayle Martin,

We would like to thank the Fraser Valley Regional Library Board for supporting the work of CEO Scott Hargrove and his staff and their contributions to the Union of BC Municipalities (UBCM) conference and to the BC Public Library Partners*.

The Fraser Valley Regional Library’s contribution, through Scott and his staff at the UBCM conference, was critical in achieving unprecedented recognition and success for all BC’s public libraries. Scott’s participation on the Trade Show floor was an excellent example of municipal diplomacy and library leadership. He was an exemplary representative of both the FVRL and public library CEOs across the province. Staff members Diana Marshal and Afton Schindel, led by Heather Scoular, provided essential guidance and promotion to conference delegates interacting with the “Tech Playground.” If this was the first time a delegate had interacted with library staff they would leave feeling welcomed, listened to, and having had an enjoyable experience. FVRL staff spent long days on concrete floors and were as cheerful and engaged at the end of the day as they were at the beginning of the day.

The BC Public Library Partners know, from Scott, how important and supportive the FVRL Board has been in both UBCM and in the work of the BC Public Library Partners. We would like to take this opportunity to thank you for being a force behind the work that the BC Public Library Partners do for public libraries across the province.

Best regards,

Annette DeFaveri for:

Mike Gagel, President, BCLTA Elizabeth Tracy, Incoming Chair, Association of BC Public Library Directors Shirley Lew, Past President, BCLA Dana Mc Farland, President, BC Libraries Cooperative Babs Kelly, Executive Director, BCLTA Kevin Millsip, Executive Director, BC Libraries Cooperative Sharon Herbert, BC Libraries Cooperative Andrea Freeman, Executive Director, Association of BC Public Library Directors

Cc: Scott Hargrove

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*BC Public Library Partners:

BC Library Trustees Association Association of BC Public Library Directors BC Libraries Cooperative BC Library Association

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October 17, 2019 Annette DeFaveri Executive Director of BCLA 150-900 Howe Street Vancouver, BC V6Z 2M4 Dear Ms. DeFaveri, Thank you very much for your lovely letter of October 9th! We greatly appreciate the strong support of the BC library community, and especially the support of the BC Public Library Partners. The BC Library Association, BC Library Trustees Association, Association of BC Public Library Directors and the BC Libraries Cooperative have all been instrumental in developing and launching the “$20 million in 2020” campaign, and FVRL’s Board is proud to be a part of such an important initiative. The work the Partners are doing is critical to ensuring the Province of British Columbia remains well served by a strong, well-funded, and sustainable system of public libraries. A number of FVRL’s Board members visited the booth at the Union of BC Municipalities 2019 Conference, and all were very happy to see public libraries represented so effectively to the provincial, regional and municipal delegates. We heard many comments on how impressive and eye-catching the booth looked and how professional the library Board and staff representatives were. Many said how great it was that the libraries were so visible, that the new and innovative services libraries offer were front and center, and that the community was clearly so unified. Thank you to all the Partners for the great work you do, and for representing BC’s Public Libraries so effectively. FVRL’s Board and staff are proud to work with the Partners, and of our membership in all four of these vital organizations. Best regards,

Cllr. Gayle Martin Board Chair, Fraser Valley Regional Library

Scott Hargrove Chief Executive Officer, Fraser Valley Regional Library

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Proposed 2020 Budget By Nancy Gomerich, Director of Finance


PURPOSE OF THIS REPORT To support the Board selection of the Board 2020 Budget option at the October Board Meeting. The weighted vote on the budget, as required under the Library Act, will take place at the November Board Meeting. The remainder of this Report is the SAME as the 2020 Proposed Budget Report that was submitted to the Board at the September Board Meeting. The ONLY change contemplated for the November Board Meeting is to add a Voluntary Assessment of $25,000 for the District of Mission to Attachment B: 2020 Proposed Budget, Impacts by Member (see the separate Report “Financial Management Policy – Amendment”, for details). EXECUTIVE SUMMARY The Proposed 2020 Budget, recommended by the Executive Management Team, is for an increase in Member Assessment of $679,912 or 2.59%.* The recommended proposal INcludes five, independent, service proposals:

P1: Increased Transfer to the Materials Reserve - $19,954 or 0.08% P2: Increased Materials Spending (brings to a total increase of 4% over 2019) - $89,150 or 0.34% P3: Increased Transfer to the Administration Centre Building & Equipment Reserve - $26,500 or 0.10% P4: NEW Staff Position – Central Support – CX/Program Staff (3 day/wk) - $25,700 or 0.10% P5: NEW Staff Position – Central Support – Materials Purchasing Staff (3 day/wk) - $19,500 or 0.07%

*Excluding individual Member service level change proposals (Port Coquitlam, City of Langley, and Township of Langley), unfunded employee future benefit liability payment (Harrison), and voluntary contributions (Maple Ridge).

The proposed budget results in a member assessment impact that is less than the June 2019 Board Report forecasted rate increase of 2.84%. The actual percentage increase for individual Members, due to the impact of the Funding Formula Policy, vary from the stated, FVRL as a whole, 2.59% increase. Attachment B provides a break-down, by Member, of the proposed 2020 Budget, separately detailing the financial impacts of the five (5) service proposals, as well as, providing an explanation for why a particular Member’s increase materially differs from the 2.59% average.

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REPORT TO THE FVRL BOARD: Proposed 2020 Budget Wednesday, October 23, 2019 Page 2


The five service proposals, are generally described, as follows: P1. Increased Transfer to the Materials Reserve – This proposals would direct funds to the Materials Reserve in order to provide a reliable, and needed funded source for the Reserve. P2. Increased Materials Spending – Increases the materials budget to 4% (from 2% included in the “Base” budget), being the increase felt to be required to maintain the same per capita purchasing power in fiscal 2020, as in fiscal 2019. P3. Increased Transfer to the Administration Centre (“AC”) Building & Equipment Reserve – To increase funding for the longer-term capital needs to effectively maintain the AC building and equipment. P4. NEW Staff Position – Central Support – CX/Program Staff (3day/week) – To provide needed support to sustain: Playground offerings, and support front-line staff in continuing to deliver high-quality 21st Century Literacy and STEAM programming and general technology support to the public. P5. NEW Staff Position – Central Support – Materials Purchasing Staff (3day/wk) – To augment purchasing staff, to allow the Manager (who does ~70% of purchasing) to: evaluate and implement new offerings/services faster, to direct the "best" use of available purchasing dollars through greater analysis, and increase division staff efficiency and effectiveness through greater support/direction. See Attachment A for more in-depth summary of these five service proposals, as well as, a more detailed break-down of the reasons/drivers for the 2020 budget “base” increase. The proposed budget also:

• Includes Union and Exempt salary contract increases (2%), and estimates for all benefit rate changes (average of ~2%), together composing about 70% of total operating expenditures.

• Includes a reallocation of consulting and staffing budgets to fund the restoration of the Finance

Manager and IT Manager to fulltime positions. In 2015 these positions were reduced to 0.5FTE positions, following changes in the two senior finance positions (from 2FTE to 1.3FTE). The respective budgets (for the 0.8FTE) were maintained, either within the respective departments staffing budget or as consulting expenses. Over the past, almost five (5) years, these budgets have remained substantially unused, contributing to FVRL’s annual surplus. This change will supply now needed additional resources, and addresses key succession planning goals, in both departments.

• Includes two significant cost estimates, fortunately offsetting ones, that changed materially following

presentation to the Board of the 2020 Budget Overview in June 2019:

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o Employee Health Tax (“EHT”) – Was estimated at $300,000. The current estimate is now $100,000 – a net savings of $200,000. The change in estimate is based on all FVRL locations being “qualifying” locations under the EHT legislation. While this interpretation is subject to dispute by Revenue Canada, the opinion of FVRL’s auditors (tax division), and my personal opinion, is that FVRL has a very strong position.

o IT & HR (software) Licensing – Increased licensing costs of about $205,000 are included in the budget, based on both known increases (~$100,000) and expected increases. The known increases are for a variety of licensing costs incurred initially in late 2017, which did not get included in either the 2018 or 2019 budget, due to the dates these budgets were completed.

• Includes a 4/10 transfer of fine revenue (3/10 in 2019) to Reserves, in accordance with the Financial

Management Policy.

• Includes anticipated one-time or contingency use of unappropriated surplus (total $145,700) to fund: o Potential additional legal expenditures ($70,000); o Potential library risk assessments or other health & safety related support ($15,000); o Phase-in of P4 NEW Staff Position – CX/Program Staff expenses ($25,700); and o Fund the bi-annual staff training day expenses ($35,000).

• Includes capital expenditures for Information Technology (“IT”) systems of $713,240, and for the

Administration Centre (“AC”) Building and Equipment of $253,000, primarily for capital maintenance and/or replacement of the existing assets. The IT capital expense is fully funded from the IT Investment Reserve. The AC capital expense, with the approval of service proposal P3, will be fully funded from the AC Building & Equipment Reserve, otherwise it may have a short-fall in the range of $20,000, which will be funded from accumulated surplus.

• Does not restore materials purchasing levels, in real terms, to pre-2015 levels. The estimated short-fall

is in the range of $330,000, based on comparison to fiscal 2014/2015 spending levels.

2020 BUDGET IMPROVEMENTS At the start of the 2020 budget process (see the June Board Report - 2020 Budget Overview), four goals were set targeting various improvements:

1. A long term capital plan for FVRL’s Administrative Centre and equipment. Status: High-level Plan completed; anticipate a more detailed plan to be presented in conjunction with the 2021 budget process.

2. Continuation and expansion of the annual meetings (“Library Services Meetings”) with individual

members started in 2018.

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Status: Annual meetings completed over the summer; some smaller Members have opted for bi-annual meetings.

3. Development of appropriate Financial Polic(ies) (in the Financial Management Policy) regarding the budget process to consider the financial impacts of new or renovated libraries, and continuation and expansion of related financial analysis/forecasts and longer-term planning with the goal of identifying financial impacts as early in the process as possible.

Status: • Proposed amendments to the Financial Management Policy completed. • High-level new/renovated library plan, for the next five (5) years, detailing potential new

materials needs and related potential impacts on FVRL’s Materials Reserve completed. • Various, detailed, new/renovated library financial forecasts provided to respective members, as

requested.

4. Evaluation, and implementation as appropriate, of a simplified method to allocate out employee benefits for staff at Member libraries, supporting more stable year-over-year Member salary and benefit budgets.

Status: Deferred to the fiscal 2021 budget process. BUDGET DEVELOPMENT PROCESS Overview The budget development process for fiscal 2020 was similar to 2018 and prior years:

• All department budgets were prepared by the department managers, following guidelines and targets set by the executive management team with support from the finance department.

• Upon completion, the manager-prepared budgets were reviewed by their respective director and the finance team to ensure that they met the set guidelines and targets.

• The submitted budgets were then finalized by the executive management team. Guidelines and Targets Guidelines and targets set by the executive management team included:

1. continue to focus on increasing efficiencies and improving customer value/services within existing fiscal constraints;

2. consider and support the NEW FVRL strategic plan directions and initiatives; 3. maintain existing service levels; 4. department budget net expense submissions—before salary and benefit increases—to be no greater

than the 2019 budget net expense submissions plus 2%; and 5. all new services and/or enhanced funding requirements to be identified separately (referred to as

service decision packages).

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BOARD, FINANCE OFFICER AND PARKS & RECREATION CONTACTS, COMMUNICATION Communications, outside of FVRL staff included:

• June Board Report, 2020 Budget Overview, including a review of FVRL’s financial position and a high-level 2020 financial forecast, presented to both the Board and the member contacts (finance officers & Parks, Recreation and Culture contacts).

• September 6, 2019, Proposed 2020 Budget, included detailed review of the 2020 Budget proposal, primarily with member Finance Officers, although Parks, Recreation and Culture contacts were also invited to attend.

• Individual Library Services Meetings with almost all Members to discuss the specific (financial related) needs and plans for their respective library(ies).

CAPITAL EXPENDITURES Included in 2020 Proposed Budget are the following capital expenditures:

The IT capital expenditures are fully funded from the IT Reserve.

The AC capital expenditures, will be substantially funded from the AC Building & Equipment Reserve, and likely in full, if the 2020 budget proposal to increase the annual funding to this reserve (proposal P2), is approved. In any case, as the end of fiscal 2020 the AC Building & Equipment Reserve will be very close to nil. This means that accumulated surplus funding may need to be accessed, in the shorter-term, to fund needed building and/or equipment works.

Staff & Public - PC and support systems cycle upgrades/ replacement* 282,700Central Support Systems (network) 315,000Intranet System (NEW purchase) 50,700Contingency (10%) 64,840Total 713,240*portion only

2020 Information Systems Capital

Roof replacement 175,000Various interior upgrades 40,000Various furniture, fixtures, equipment 15,000Contingency (10%) 23,000Total 253,000*AC = Administration Building

2020 AC* Building & Equipment Capital

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HIGH-LEVEL FIVE YEAR FINANCIAL BUDGET FORECAST For perspective, a 1% increase in Member Assessment raises an additional $262,000 per year.

1. “Base” estimate - 2% per year based on current and forecast inflation/cost escalation rates.

Assume grants and other revenues, which compose about 8% of revenue remain unchanged. 2. Estimate of additional longer-term Administration Building & Equipment needs. Does not include funds

for building expansion or new building purchase. 3. To address/maintain materials per capita purchasing power. 4. Service level increases in a variety of areas are possible. Provides additional annual funding of about

$50,000 in each year.

High Level Five Year Financial Forecast - Average Member Assessment Increase2021 2022 2023 2024 2025

Maintain Operations (1) 2.17% 2.17% 2.17% 2.17% 2.17%AC Building & Equip. Capital (2) 0.10% 0.10% 0.10% 0.10%Materials Purchasing (3) 0.35% 0.35% 0.35% 0.35% 0.35%Service Level Increases (4) 0.20% 0.20% 0.20% 0.20%

2.82% 2.82% 2.82% 2.82% 2.52%

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ATTACHMENTS Attachment A: 2020 Proposed Budget, Financial Overview - Details Attachment B: 2020 Proposed Budget, Impacts by Member Attachment C: 2020 Proposed Budget, Member Assessment Worksheet Attachment D: 2020 Proposed Budget, Financial Statements-Statement of Operations Attachment E: 2020 Proposed Budget, Balanced Budget Reconciliation Attachments C and D provide different perspectives on the proposed Budget. Both documents provide useful information, but are organized differently because they seek to fulfill different purposes.

• Attachment C, Member Assessment Worksheet: The Member Assessment Worksheet identifies the key categories of revenues, expenses and other sources and uses of funds, breaking out direct and shared services, primarily by major service area, and totaling to total member assessment. This format:

o Allows Members to gain a better understanding of how their respective assessments are calculated, and the key components thereof.

o Details, at a high-level, the main shared service areas. A much more detailed worksheet is prepared and provided to Member Staff contacts.

• Attachment D, Statement of Operations: The Statement of Operations summarizes the revenues,

expenses and other sources and uses of funds, in the manner required under the accounting standards for the audited annual financial statements.

o This statement identifies the extent to which revenues of the period are sufficient to cover the costs of goods and services consumed in the period to deliver FVRL services.

Direct line-by-line comparison (agreement) between Attachment C and D is only possible for some line items due to the difference in how the items are summarized in order to meet the different requirements of these two documents. Attachment E: Attachment E is a reconciliation from the Statement of Operations budgeted surplus to a “balanced budget” where total budgeted use of funds (i.e. expenses, transfers to reserves or surplus, or debt principle repayments) are fully offset by total budgeted source of funds (i.e. revenues, transfers from reserves and surplus, or debt). This reconciliation demonstrates that the budget is balanced.

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ATTACHMENT A: 2020 BUDGET FINANCIAL OVERVIEW - DETAILS

2020 PROPOSED BUDGET Recommended by the Executive Management Team

“BASE” BUDGET

Change From 2019 Budget

Dollar Impact on Member

Assessment

2019 MEMBER ASSESSMENT BUDGET* $26,225,632 n/a

PLUS: On-going revenue and expense requirements:

$454,309

1.73%

• 2020 provincial grants set at 2019 amounts. • FVRL fine revenues (down) and fees (up), reflecting estimated actuals

based on historical trends. • 2019’s public service levels are maintained or increased. • Includes impact of inflation/cost escalations (but excluding the full

impact on material purchases), of ~2% increase over the prior year. • Staffing full time equivalents maintained. • Salaries increase per applicable contracts (2%), and benefits increases

set at known or estimated rates (averaging ~2%). In total salary and benefits compose about 70% of total costs.

PLUS PHASED INCREASE (BY BOARD POLICY): Fine Revenue Transfer to Reserves - Year 4 of 10 • The Financial Management Policy identifies fine revenues as a funding

source for the Materials Reserve (75%) and the i(dea)Centre & Innovation Reserve (25%), with funding to be phased in over a 10 year period.

• Brings the total budgeted transfer of fine revenue to these reserves to 4/10 (about $120,000 per year).

• Reduces reliance on a decreasing, volatile funding source for on-going operations.

$44,800

0.17%

SUBTOTAL – CHANGE OVER 2019 BUDGET $499,109 1.90%

SUBTOTAL – 2020 MEMBER ASSESSMENT $26,724,741 1.90%

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ATTACHMENT A: 2020 BUDGET FINANCIAL OVERVIEW – DETAILS (CONTINUED)


SERVICE INCREASE PROPOSALS



Assessment

SUBTOTAL – 2020 MEMBER ASSESSMENT (from previous page) $26,724,741 1.90%

PLUS: P1. Increased Transfer to the Materials Reserve • This proposals would direct funds to the Materials Reserve in order to

provide a reliable, and needed funded source for the Reserve. • The Material Reserve, with Board approval, is used to fund a portion

of new/renovated library materials purchases (typically 1/3), and periodic materials purchases as required/desired.

• Without this funding, the balance in the Materials Reserve may not be sufficient to meet just the currently anticipated requests for new/renovated library materials purchases (assuming the Board would elect to fund the purchases at 1/3 thereof).

$19,954

0.08%

P2. Increased Materials Spending • To increase the materials budget to 4% (from 2% included in the

“Base” budget). • A 4% increase is felt to be the minimum required in order to maintain

the same per capita purchasing power in fiscal 2020, as in fiscal 2019.

$89,150 0.34%

P3. Increased Transfer to the Administration Centre (“AC”) Building & Equipment Reserve • To increase funding for the longer-term capital needs of the AC

building and equipment. • Based on a high-level long-term capital plan, the current reserve

contribution is not sufficient to support the maintenance of the existing building and equipment. Notably, even with approval of this proposal, it is expected that the Reserve will be nominal by the end of 2020.

• It is expected that this reserve contribution will need to be increased, by a similar amount, for the next three to five years, in order to meet the longer-term, capital needs.

$26,500

0.10%

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ATTACHMENT A: 2020 BUDGET FINANCIAL OVERVIEW – DETAILS (CONTINUED)


SERVICE INCREASE PROPOSALS (continued)



Assessment

P4. NEW Staff Position – Central Support – CX/Program Staff (3day/wk) • To provide needed support to sustain Playground offerings, STEAM

programming and general technology support to the public. • The small CX staff group have launched ten Playground items in the

last 2.5 years, and have supported a significant increase in staff training workshops (~2 to ~14 per year plus).

• Increased staffing is required to ensure that our front-line staff can continue to deliver high quality, 21 Century literate, support and programs, to our customers.

• Proposed dollar increase assumes this position will be either; (a) phased in over a 2 year period or, (b) funded by a reduction in other central service costs.

$25,700 0.10%

P5. NEW Staff Position – Central Support – Materials Purchasing Staff (3day/wk) • A comprehensive review of the Support Services Division was

completed following retirement of a number of senior staff. The Review identified a need to better utilize the current Manager (who does 70% plus of purchasing) for strategic analysis and higher-level management work.

• With additional time the Manager will be able to: evaluate and implement new offerings/services faster, to direct the "best" use of available purchasing dollars, and increase division staff efficiency and effectiveness through greater support/direction.

• A survey of other similar libraries identified that FVRL FTE dedicated to materials purchasing is significantly lower than other peer libraries.

• Proposed dollar increase is for a net increase of 1 FTE day/wk only; the other 2 FTE days/wk are gained by not replacing 2 days of current staff positions that will/are vacant due to retirements.

$19,500 0.07%

SUBTOTAL–2020 MEMBER ASSESSMENT–SERVICE INCREASE PROPOSALS

$180,803 0.69%

TOTAL – 2020 MEMBER ASSESSMENT* $26,905,544 2.59%

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ATTACHMENT B: 2020 PROPOSED BUDGET, IMPACTS BY MEMBER

FVRD Kent Hope ChilliwackMetro

Vancouver

Harrison Hot

Springs Abbotsford Mission

2019 MEMBER ASSESSMENT (1) 265,477 336,810 350,327 3,296,071 2,067 67,191 4,249,782 1,449,487

2020 MEMBER ASSESSMENT (1)2019 Member Assessment (1) 265,477 336,810 350,327 3,296,071 2,067 67,191 4,249,782 1,449,487

PLUS: 2020 Changes/Additions: Base Increase* 7,827 654 12,368 45,877 (67) 1,277 83,630 19,634P1 P1: Increased Transfer to Materials Reserve 203 137 267 2,447 0 200 3,213 1,088P2 P2: Increased Materials Purchasing (plus 2%) 2,171 649 682 10,576 0 82 17,552 4,781P3 P3: Increased Transfer to AC Building & Equip. Reserve 270 332 357 3,291 0 67 4,272 1,447P4 P4: Central Support - Cx/Program Staff (3 day/wk) 626 154 196 3,040 0 67 5,060 1,378P5 P5: Central Support - Materials Purchasing Staff (3 day/wk) 475 120 149 2,307 0 47 3,839 1,045

Subtotal: Proposed Assessment Increase over 2019 11,572 2,045 14,019 67,538 (67) 1,740 117,567 29,374

TOTAL 2020 Member Assessment 277,049 338,855 364,346 3,363,610 2,000 68,932 4,367,349 1,478,861

(2) 2020 Member Assessment - $ INCREASE OVER 2019 11,572 2,045 14,019 67,538 (67) 1,740 117,567 29,3742020 Member Assessment - % INCREASE OVER 2019 4.36% 0.61% 4.00% 2.05% -3.23% 2.59% 2.77% 2.03%

2020 Individual Member Assessments (ADDITIONAL to ALL above proposals)Board and Member Approved

Port Coquitlam - New Library Assessment Harrison Hot Springs - Unfunded Employee Future Benefits Liability Assessment (3) 516

For Consideration and Approval by Board and Member (4)Township of Langley - Manager to Fulltime (from 4 days/week)City of Langley - Customer Service Staff 3 hour/week (program support)

69,448

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ATTACHMENT B: 2020 PROPOSED BUDGET, IMPACTS BY MEMBER (CONTINUED)

Langley

CityLangley

TownshipWhite Rock Delta

Port Coquitlam

Maple Ridge

Pitt Meadows

Total Member

Assessment

2019 MEMBER ASSESSMENT (1) 1,351,301 4,355,899 958,066 3,825,588 1,806,438 2,907,371 1,003,757 26,225,632

2020 MEMBER ASSESSMENT (1)2019 Member Assessment (1) 1,351,301 4,355,899 958,066 3,825,588 1,806,438 2,907,371 1,003,757 26,225,632 Item Total

PLUS: 2020 Changes/Additions: Base Increase* 20,124 106,668 14,602 61,392 35,044 80,713 9,367 499,109 1.90% 1.90%P1 P1: Increased Transfer to Materials Reserve 1,017 3,310 721 2,883 1,499 2,216 751 19,954 0.08% 2.07%P2 P2: Increased Materials Purchasing (plus 2%) 3,131 14,898 2,286 12,351 7,402 10,373 2,215 89,150 0.34% 2.41%P3 P3: Increased Transfer to AC Building & Equip. Reserve 1,350 4,396 957 3,828 1,992 2,944 997 26,500 0.10% 2.51%P4 P4: Central Support - Cx/Program Staff (3 day/wk) 902 4,295 659 3,560 2,134 2,990 638 25,700 0.10% 2.61%P5 P5: Central Support - Materials Purchasing Staff (3 day/wk) 685 3,259 500 2,702 1,619 2,269 484 19,500 0.07% 2.59%

Subtotal: Proposed Assessment Increase over 2019 27,208 136,825 19,726 86,716 49,691 101,504 14,453 679,912 2.59%

TOTAL 2020 Member Assessment 1,378,509 4,492,724 977,791 3,912,304 1,856,129 3,008,875 1,018,210 26,905,544

(2) 2020 Member Assessment - $ INCREASE OVER 2019 27,208 136,825 19,726 86,716 49,691 101,504 14,453 679,9122020 Member Assessment - % INCREASE OVER 2019 2.01% 3.14% 2.06% 2.27% 2.75% 3.49% 1.44% 2.59%

2020 Individual Member Assessments (ADDITIONAL to ALL above proposals)Board and Member Approved

Port Coquitlam - New Library Assessment 179,918Harrison Hot Springs - Unfunded Employee Future Benefits Liability Assessment (3)

For Consideration and Approval by Board and Member (4)Township of Langley - Manager to Fulltime (from 4 days/week) 26,900City of Langley - Customer Service Staff 3 hour/week (progra 6,500

1,385,009 4,519,624 2,036,047

2020 Voluntary Member Contribution for Library Capital Expenditures (5)Maple Ridge 40,000

3,048,875

Increase

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ATTACHMENT B: 2020 PROPOSED BUDGET, IMPACTS BY MEMBER (CONTINUED) Notes: 1. Excluding individual Member service level change proposals (Port Coquitlam, City of Langley, and Township

of Langley), any unfunded employee future benefit liability payments (Harrison Hot Springs), and any Voluntary Contributions (Maple Ridge). Excluding these items ensures a fair (“apples to apples”) comparison between the fiscal 2020 and 2019 budgets.

2. Individual Member Assessment varies from the FVRL average (2.59%) due to the application of the Funding Formula Policy. The primary reasons for the variances are due to individual Member changes in certain cost center basis of allocation (as detailed in Attachment C) being materially, more or less, than the FVRL average. The main reasons for Member variances from the FVRL average (2.59%) of greater than 0.50%, are as follows: • FVRD – Significantly higher population growth. If FVRD had an increase in population equal to the FVRL

average their assessment would have increased by 2.88%. • Hope – Higher population growth and addition of a self check-out unit. If Hope had an increase in

population equal to the FVRL average, and had not added a self check-out unit, their assessment would have increased by 2.30%.

• Langley Township – Higher population growth and addition of two self check-out units. If the Township had an increase in population equal to the FVRL average, and had not added the self check-out units, their assessment would have increased by 2.56%.

• Maple Ridge – Higher population growth, addition of a self check-out unit, and higher proportionate share of IT expenditures (which increased significantly). Excluding the impacts of IT costs, if Maple Ridge had an increase in population equal to the FVRL average, and had not added a self check-out unit, their assessment would have increased by 3.05%..

3. In accordance with the May/2016 Board resolution, Members are required to fund their portion of the unfunded liability over a ten year period, either via any balance in their respective Member Salary and Benefit Reserve and/or via an additional annual assessment. The unfunded liability is an actuarial estimate of post retirement and longer-term sick leave costs (and other similar items), that is not funded (total current value ~$850,000); these costs are part of the costs of providing past services, even though they will be paid out in future years. Harrison Hot Springs does not have a Member Salary and Benefit Reserve, as they do not have a physical library in their community, a requirement to have this Reserve. All other Members have sufficient funds in their respective Member Salary & Benefit Reserves to fund their required portion of the unfunded liability in fiscal 2020.

4. As any approval for these proposals will be received after FVRL's budget is presented and received by the FVRL Board, if approved by the respective Member, the assessment for shared services will be credited to the Materials Reserve.

5. Are contributions made by Member(s) to FVRL of funds to be held for that Member’s library capital requirements as directed and approved by the Member. The contribution is made entirely at the discretion of the Member and all funds held, including interest, is refundable to the Member upon request.

41



ATTACHMENT C: 2020 PROPOSED BUDGET, MEMBER ASSESSMENT WORKSHEET

Description FVRD Kent Hope ChilliwackMetro

VancouverHarrison Hot

Springs Abbotsford MissionLangley

City

DIRECT CHARGESSalary & Benefits 89,366 220,512 199,972 1,864,399 2,324,463 834,794 772,958Other direct charges 4,168 9,133 8,255 73,711 64,423 21,196 24,052

Subtotal: Total Direct Charges 93,534 229,645 208,227 1,938,110 2,388,886 855,989 797,010

LIBRARY REVENUE & PROVINCIAL GRANTLibrary Revenue (direct revenue) (882) (6,741) (5,179) (47,261) (66,059) (24,493) (22,722)Provincial Grant (allocated on population (30,855) (11,276) (10,802) (158,490) (270) (257,781) (71,356) (48,336)Transfer to reserves for materials (allo 727 266 254 3,733 6 6,072 1,681 1,139

Subtotal: Total Library Revenue & Provi (31,011) (17,752) (15,726) (202,018) (263) (317,768) (94,168) (69,919)

SHARED SERVICES Information systems 18,438 59,922 59,922 336,485 387,189 138,282 198,204Human resources & payroll 8,341 18,973 17,005 175,803 217,015 76,699 72,387Vehicle/delivery operations 13,161 13,037 13,037 75,615 68,414 31,289 31,289Support services (library materials, inter 128,043 46,794 44,825 657,699 1,120 1,069,734 296,111 200,583Customer Experience (programs, LiLi, o 24,227 8,854 8,481 124,444 212 202,405 56,027 37,953

Corporate support (CEO, board, finance, buildi 16,975 23,955 22,376 206,992 71 267,617 90,645 84,466 Marketing & Communications 5,350 7,549 7,052 65,232 22 84,338 28,566 26,619Subtotal: Total Shared Services 214,535 179,084 172,698 1,642,271 1,425 2,296,712 717,620 651,501

Transfer from Surplus - For MSP

ADJUSTMENTS: (see basis of allocation below *)Adjustment: for Minimum Metro Vancouv (9) (12) (11) (105) 838 (135) (46) (43)Adjustment: For Harrison Hot Springs Us (52,111) (841) (14,650) 68,932 (346) (535) (39)

2020 TOTAL ASSESSMENT 277,049 338,855 364,346 3,363,610 2,000 68,932 4,367,349 1,478,861 1,378,5092020 Population (estimated based on 2018 B 20,642 6,892 6,928 94,605 153 1,706 158,061 43,180 28,6912020 Assessment Per Capita 13.42 49.17 52.59 35.55 13.07 40.40 27.63 34.25 48.05

42



ATTACHMENT C: 2020 PROPOSED BUDGET, MEMBER ASSESSMENT WORKSHEET (CONTINUED)

DescriptionLangley

TownshipWhite Rock Delta

Port Coquitlam

Maple Ridge

Pitt Meadows

2020 TOTAL FVRL

2019 TOTAL FVRL

Difference $ (2020-2019

Budget)

Difference % (2020-2019

Budget) /(2019 Budget)

DIRECT CHARGESSalary & Benefits 2,419,231 563,483 2,136,549 1,112,719 1,557,587 578,080 14,674,112 14,552,044 122,069 0.84%Other direct charges 79,311 20,293 62,861 26,800 76,466 36,028 506,697 514,716 (8,019) -1.56%

Subtotal: Total Direct Charges 2,498,542 583,776 2,199,410 1,139,519 1,634,053 614,108 15,180,810 15,066,760 114,050 0.76%

LIBRARY REVENUE & PROVINCIAL GRANT Library Revenue (direct revenue) (60,506) (16,872) (59,476) (19,458) (52,141) (9,225) (391,016) (420,033) 29,017 -6.91%Provincial Grant (allocated on population (221,878) (35,180) (184,681) (109,474) (154,014) (34,356) (1,328,750) (1,328,728) (22) 0.00%Transfer to reserves for materials (allo 5,227 829 4,350 2,579 3,628 809 31,300 41,500 (10,200) -24.58%

Subtotal: Total Library Revenue & Provi (277,158) (51,223) (239,807) (126,353) (202,527) (42,772) (1,688,466) (1,707,261) 18,795 -1.10%

SHARED SERVICES Information systems 479,376 110,625 456,329 184,375 405,626 124,453 2,959,227 2,791,492 167,734 6.01%Human resources & payroll 219,157 51,415 195,609 102,964 138,145 52,603 1,346,115 1,275,163 70,952 5.56%Vehicle/delivery operations 116,092 30,917 74,249 31,289 31,289 18,251 547,930 546,509 1,421 0.26%Support services (library materials, inter 920,746 145,988 766,385 454,291 639,125 142,570 5,514,016 5,543,217 (29,202) -0.53%Customer Experience (programs, LiLi, o 174,215 27,622 145,008 85,957 120,929 26,976 1,043,311 1,017,010 26,301 2.59%

Corporate support (CEO, board, finance, build 275,287 59,917 239,716 124,752 184,368 62,389 1,659,528 1,645,805 13,722 0.83% Marketing & Communications 86,755 18,883 75,545 39,315 58,103 19,662 522,991 507,672 15,318 3.02%Subtotal: Total Shared Services 2,271,629 445,366 1,952,842 1,022,944 1,577,586 446,905 13,593,118 13,326,871 266,247 2.00%

Transfer from Surplus - For MSP (100,000) 100,000 -100.00%

ADJUSTMENTS: (see basis of allocation below *)Adjustment: for Minimum Metro Vancouv (139) (30) (121) (63) (93) (32) 0 10Adjustment: For Harrison Hot Springs Us (150) (98) (20) (143) 0

2020 TOTAL ASSESSMENT 4,492,724 977,791 3,912,304 2,036,047 3,008,875 1,018,210 27,085,462 26,586,379 499,092 1.88%2020 Population (estimated based on 2018 B 132,433 22,233 113,907 65,383 92,206 20,571 807,590 774,8752020 Assessment Per Capita 33.92 43.98 34.35 31.14 32.63 49.50 33.54 34.31

Voluntary transfer for library capital 40,000 40,000 40,0002020 TOTAL ASSESSMENT & TRANSFER 4,492,724 977,791 3,912,304 2,036,047 3,048,875 1,018,210 27,125,462 26,626,379 499,082 1.87%

INcludes NEW Library shared costs EXcludes PoCo NEW Lib. SC (as nets to 0)Less: New Port Coquitlam Library Costs (includes direct and shared cos 179,918 179,918 323,492Less: Pitt Meadows Janitorial 37,255

2020 TOTAL ASSESSMENT (Excluding New PoCo Library and PM Janitoria 1,856,129 26,905,544 26,225,622 679,922 2.59%

43



ATTACHMENT C: 2020 PROPOSED BUDGET, MEMBER ASSESSMENT WORKSHEET (CONTINUED) Notes: Member Contacts (Finance Officers & Parks, Recreation & Culture Contact) have been provided with a detailed Member Assessment Worksheet that shows the various line items that accumulate to the above shown categories (significantly more detail), supplemented with explanations for all material changes for 2020 as compared to 2019. *Basis of Allocation

• Human resources & payroll - full time equivalent staff for budget year. • Vehicle/delivery operations - number of deliveries to library estimated for budget year. • Support services - population per BC Statistics, using a three year rolling average. • Customer Experience - population per BC Statistics. • Corporate Support, Marketing & Communications - percentage of net budget before these service

areas. • Adjustment: Metro Vancouver - percentage of budget before adjustments. • Adjustment: Harrison Hot Springs - circulation at Member Librar(ies) by Harrison residents.

44



ATTACHMENT D: 2020 PROPOSED BUDGET, FINANCIAL STATEMENT-STATEMENT OF OPERATIONS (FOR THE YEAR ENDED DECEMBER 31, 2020)

2019 2020 Difference Difference

Budget Recommended Dollar Percentage

RevenueMember assessments 26,586,894 27,085,978 499,084 1.88%Government grants 1,459,632 1,449,450 (10,182) -0.70%Donations 88,000 88,000 0 0.00%Fines 345,789 300,000 (45,789) -13.24%Fees and other revenues 204,019 231,885 27,866 13.66%Interest 101,000 141,000 40,000 39.60% 28,785,334 29,296,312 510,979 1.78%ExpensesSalaries and benefits 19,823,502 20,099,593 (276,091) -1.39%Library materials 1,238,500 1,350,100 (111,600) -9.01%Operations (Schedule) 3,320,819 3,503,656 (182,837) -5.51%Library interlink 115,000 115,000 0 0.00%Amortization 3,635,372 3,874,281 (238,909) -6.57%

28,133,193 28,942,630 (809,437) -2.88% Annual Surplus 652,140 353,682 (298,458) -45.77%

Varience (b/w 2020&2019 Budget)"Good"=Positive; "Bad"=Negative

45



ATTACHMENT D: 2020 PROPOSED BUDGET, FINANCIAL STATEMENT-STATEMENT OF OPERATIONS (CONTINUED) (FOR THE YEAR ENDED DECEMBER 31, 2020) Operations Expenses Schedule

2019 2020 Difference DifferenceBudget Recommended Dollar Percentage

Administration & board 104,332 83,332 20,999 20.13% Banking 48,000 49,500 (1,500) -3.13% Interest on capital lease 286 0 286 100.00% Buildings (mainly Administration Centre) 367,755 335,500 32,255 8.77% Information systems 1,070,100 1,223,422 (153,321) -14.33% Furniture & equipment 62,897 62,713 185 0.29% Human resources 342,810 442,304 (99,494) -29.02% Library programs 245,232 249,547 (4,315) -1.76% Marketing 169,376 175,990 (6,615) -3.91% Office supplies 217,882 216,074 1,808 0.83% Postage and courier 43,219 46,926 (3,707) -8.58% Milage, meeting and misc. 99,734 90,265 9,469 9.49% Professional fees 263,616 235,000 28,616 10.86% Telephone & fax 114,640 118,277 (3,637) -3.17% Vehicle operations 170,941 174,808 (3,867) -2.26%

3,320,819 3,503,656 (182,837) -5.51%

"Good"=Positive; "Bad"=Negative

Varience (b/w 2020&2019 Budget)

46



ATTACHMENT E: 2020 PROPOSED BUDGET, BALANCED BUDGET RECONCILIATION This schedule demonstrates that budgeted sources of funds equal uses of funds.

2019 2020 Difference DifferenceBudget Recommended Dollar Percentage

Annual Surplus 652,140 353,682 (298,458) -45.77%Amortization expense 3,635,372 3,874,281 238,909 6.57%Capital expenditures - materials (3,661,342) (3,383,401) 277,941 -7.59%Capital expenditures - other (572,750) (966,240) (393,490) 68.70%Lease principle payments - ERP (34,562) 0 34,562 -100.00%

For- Interest earnings (40,000) (53,000) (13,000) 32.50%For - AC Building & Equip Capital (65,026) (92,826) (27,800) 42.75%For - Library Copiers (28,074) (27,513) 561 -2.00%For - IT Capital (597,236) (644,029) (46,793) 7.83%Transfer to reserves - Mun. Surplus ( (516) (516) 0 0.00%For - i(dea)Centre (25,907) (30,000) (4,093) 15.80%For - Library Collections (137,950) (142,378) (4,428) 3.21%

Transfers to Reserves (894,709) (990,262) (95,553) 10.68%For- IT Capital 520,850 713,240 192,390 36.94%For - AC Building Capital 30,000 238,000 208,000 693.33%For - AC Equipment Capital 15,000 15,000 0 0.00%For - Materials (PoCo) 115,000 - (115,000) -100.00%

Transfers from Reserves 680,850 966,240 285,390 41.92%Transfers from U. surplus - legal 70,000 70,000 0 0.00%Transfers from U. surplus - HR H&S 25,000 15,000 (10,000) -40.00%Transfers from U. surplus - HR Staff D 0 35,000 35,000Transfers from U. surplus - CX Position 25,700 25,700Transfers from U. surplus - Payroll Tax 100,000 0 (100,000) -100.00%

Transfers from Unappropriated Surplus 195,000 145,700 (49,300)0 0 0

Varience (b/w 2020&2019 Budget)"Good"=Positive; "Bad"=Negative

47



Financial Management Policy - Amendment By Nancy Gomerich, Director of Finance


Purpose To detail a proposed amendment to the Financial Management Policy (“FMP”) to provide Members with the option, at their sole discretion, to elect to pay an additional library assessment to FVRL, to be used for capital expenditures or for other library expenses (intended to be one-time) at the Member’s Librar(ies), that are the sole responsibility of the Member. The Board will be asked to approve this Amendment at the November Board Meeting, with this Report being received as information only.

Report The proposed amendment is a new section to be added to the FMP and is not currently addressed in other Board Policies. See Attachment A for the full text of the proposed amendment (a full copy of the FMP can be obtained from FVRL public website, and the Amended FMP with the proposed amendments included can be obtain upon request to myself). The intent of the amendment is to provide a means for Members to set aside funds for library purposes that are not funded by FVRL (i.e. are the responsibility of the Member), typically being capital purposes, as part of their annual FVRL library assessment. For many members the FVRL library assessment is shown as a separate line on their municipal tax notice. The amendment reflects a long standing practice where the City of Maple Ridge contributes $40,000 annually to FVRL to be used for capital purposes at their library. During FVRL’s annual Library Services Meetings between FVRL staff (myself, the Director of Corporate Services, and the respective Library Manager) and senior Member staff, a number of members expressed an interest in making a similar contribution. Recently, the District of Mission specifically requested the addition of like FVRL assessment of $25,000 to start in fiscal 2020. Supporting Members to set aside funds for library purposes, primarily capital, that are not funded by FVRL, is of course in the interest of FVRL. Accordingly, given:

• The long standing practice with the City of Maple Ridge, • The relatively low administrative costs for FVRL to manage the funds, and • The view of some Member’s that setting aside such funds as part of the FVRL annual library assessment

is desirable, It is recommended that this process be formally detailed and supported by the FVRL Board as part of the Board’s FMP.

48

REPORT TO THE FVRL BOARD: Financial Management Policy - Amendment Wednesday, October 23, 2019 Page 2


The proposed amendment is summarized as follows: • At a Members sole discretion, they may pay an additional assessment to FVRL to be used for capital

expenditures or for other library purposes intended to be one-time, at their library(ies), that are the sole responsibility of the Member.

• The additional amount will be collected from the Member as part of their annual assessment paid to FVRL.

• Funds paid to FVRL will be held as refundable deposits in the name of the respective Member. • Funds paid are invested in the Municipal Finance Authority (“MFA”) Money Market Fund and earn and

accumulate interest as paid by the MFA Fund. • All expenditures of funds, equal to or less than $10,000 must be approved by the respective FVRL

Manager and the Member Finance Officer; all expenditures over $10,000 must be approved by the respective Council.

• All funds and any earned and accumulated interest, is refundable in full at any time, to the respective Member, upon request of the Member Council.

The ability of FVRL to assess, collect and manage such funds, as detailed above, has been reviewed with legal counsel, and found to be “permissible and not restricted by charity, securities or financial services legislation, and is generally in accord with the scope and powers of the Library Act.” Legal counsel advised that this arrangement is a bare trust and agency arrangement, were the Member is the principal and FVRL is the bare trust and agent. Recommendation That this Report be received for information.

Attachments Attachment A: Proposed Amendment to the Financial Management Policy

49



ATTACHMENT A: PROPOSED AMENDMENTS TO THE FINANCIAL MANAGEMENT POLICY Recommended changes/additions are shown in RED below. AMENDMENT TO EXISTING SECTION Use of Funds Section of Policy MEMBER LIBRARY COSTS Each Member is responsible, at its sole cost, for the provision and maintenance of suitable library facilities, furnishings, equipment and grounds (i.e. grounds, parking etc.), as detailed in Appendix B. Each Member, may at their sole discretion, elect to increase their annual library assessment, to contribute funds to FVRL to be used, with the Member’s direction and approval, for library capital or other expenditures at their library(ies), that are the sole responsibility of the Member (referred to as a “voluntary assessment”). Any such assessment will be separately identified in FVRL’s annual budget report(s) schedule of member assessments and managed by FVRL, as detailed in Appendix C. NEW Appendix to Policy APPENDIX C: Member Voluntary Assessment The intent of the voluntary assessment is to provide a means for Members to set aside funds for library purposes that are not funded by FVRL and are the sole responsibility of the Member. Establishment of Voluntary Assessment

• During FVRL’s budget process, a Member (via the Finance Officer or Council) may request that a specified amount be added to their annual FVRL library assessment for the coming fiscal year.

• FVRL will detail all voluntary assessments as separate line items in the “Schedule of Member Library Assessments”, that is included within the annual budget report(s), which are reviewed and approved by the FVRL Board, as part of the annual budget process.

Use of Voluntary Assessment Funds Funds may be used for:

• Library capital purposes, and/or • Other library purposes, intended to be one-time in nature,

That are the sole responsibility of the Member.

For expenditures less than, or equal to $10,000, expenditure of funds must be approved by the respective member finance officer and library manager.

For expenditures greater than $10,000, expenditure of funds must be approved by the respective member council.

50



Management by FVRL of Voluntary Assessment Funds • The voluntary assessment will be detailed as a separate item on the “Schedule of Member Assessments”

included within the annual budget reports and will be collected from the Member as part of their annual assessment paid to FVRL.

• Funds paid to FVRL are held as refundable deposits in the name of the respective Member. • Funds are invested in the Municipal Finance Authority (“MFA”) Money Market Fund and earn, and

accumulate interest, as paid by the MFA Fund. • All funds and any earned and accumulated interest, is refundable in full at any time, to the respective

Member, upon request by the Member’s Council.

51

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54

BC Public Libraries

and the UBCM 2019 Convention and Trade Show Report

BC Public Library Partners BC Library Association

BC Library Trustees Association BC Libraries Cooperative

Association of BC Public Library Directors

October 16, 2019

The 2019 UBCM Convention and Trade Show was a Resounding Success for BC Public Libraries!

55

BC Public Library Partners at the UBCM 2019 Convention and Trade Show

We Connected ● The Library Partners, on behalf of their memberships, spoke with over 600 convention

delegates from local and provincial government.

● The delegates were enthusiastic about BC public libraries and overwhelmingly supportive of

the $20 Million in 2020 campaign.

● As community leaders and elected representatives, they understood the importance of

provincial library operating grants to support equitable access to services, programs, and

resources.

● A highlight of the booth was the video, BC Public Libraries 2020, which in 4.25 minutes

captures the transformative power of public libraries.

● Booth visitors also explored how much libraries have changed over the years and played with

virtual reality, green screens, ozobots, and instruments, thanks to the FVRL Playground.

● The UBCM Convention Clinic: Libraries Support Resilient Communities panel, led by

Vancouver Public Library Chief Librarian Christina de Castell, inspired discussion about the

value of libraries and their role in social infrastructure. Panelists included Matt Boyd (Trustee,

Greater Victoria Public Library Board), Jennifer Chan (Vice Chair, Vancouver Public Library

Board), Mike Gagel (Chair, Prince George Public Library Board & President, BC Libraries

Trustees Associations) and Karen Ranalletta (General Vice President, CUPE BC).

We Made an Impact

56

https://www.youtube.com/watch?v=q132n0muT6w

https://www.fvrl.bc.ca/about_the_playground.php

● All ten of the proposed public library funding resolutions

passed! (Resolutions B28 - 29 and C27-34) Working with

local government, we have built an understanding of the

importance of provincial funding for equitable services in BC.

● Delegates agreed with restoring public library funding and

over 500 took the time to add their signatures to the $20

million in 2020 campaign.

● There was recognition of and appreciation for how public

libraries support the Province of BC’s Strategic Plan 2018/19

- 2021/22. Specifically the role of public libraries in poverty

reduction, furthering reconciliation and supporting

communities’ social and economic well- being.

And, We’re Not Letting Up! The work of trustees and staff in public libraries across BC is inspired and informed by a shared

commitment to access, equity, diversity, inclusivity, intellectual freedom, privacy, reconciliation,

and life-long learning. We know public libraries are critical infrastructure across BC

communities.

● On October 25th, the Partners will be delivering, in person, just over 500 signed post cards

to Minister Fleming.

● The BC Public Libraries 2020 video inspires and points to the unique role of public libraries

in their communities. Please share the video with your networks.

● There is still time to influence the 2020 budget! We’re asking all of our supporters to

continue writing letters to your local MLAs, Minister Fleming and Minister James, asking

them to restore library funding to $20 million in 2020. For letter templates and email

addresses, visit BCLTA’s $20 million in 2020 webpage.

57

http://bcbudget.gov.bc.ca/2018/stplan/2018_Strategic_Plan.pdf









https://www.bclta.ca/20-million-in-2020-campaign/

https://www.bclta.ca/20-million-in-2020-campaign/



2020 Board Meeting Dates By Scott Hargrove, Chief Executive Officer Meeting of Wednesday, October 23, 2019

The following dates are proposed for the 2020 schedule of regular FVRL Board meetings. These meetings take into account: • Spring Break March 16 – 27 • British Columbia Library Association

Conference April 15 – 17 • Lower Mainland Local Government Association

Conference May 7 – 9

• Federation of Canadian Municipalities Conference June 4 – June 7

• Union of BC Municipalities Convention September 21 – 25

• Time off for vacations (local governments and FVRL) in July and August

MEETING TIME AND PLACE Board meetings are scheduled from 9 am to 11:30 am, with a continental breakfast at 8:30 am. Meetings are held at FVRL Administrative Centre, 34589 DeLair Road, Abbotsford, unless otherwise announced. MEETING AND EVENT DATES • January 15 ( Terry Fox Library, 2150 Wilson

Avenue, Port Coquitlam BC V3C 6J5) • February 19 – 20 (Board Development Days,

Quality Hotel Abbotsford) • April 22 • May 20 • June 17 • September 16

• September 18 (FYI only, FVRL Staff Development Day, all libraries will be closed)

• October 7 (Employee Recognition Dinner, Quality Hotel Abbotsford)

• October 21 • November 18 • December 9 (if needed)

BOARD DEVELOPMENT DAYS Two days of meetings from 8:30 am – 4:30 pm at the Quality Hotel and Conference Centre, 36035 N Parallel Rd, Abbotsford, BC V3G 2C6. EMPLOYEE RECOGNITION Each year FVRL hosts a dinner for employees who have achieved a milestone in their years of service. IF ISSUES ARISE BETWEEN MEETINGS According to the Library Act, Section 20 (3): “The chair or any 2 members may call a special meeting of the library board by notifying, in writing, the other members at least 5 days before the meeting and stating in the notice the purpose of the meeting.”

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REPORT TO THE FVRL BOARD: 2020 Board Meeting Dates Wednesday, October 23, 2019 Page 2


FVRL BOARD POLICY: “When an issue of significance arises that must be addressed in a timely manner by the FVRL Board and circumstances preclude:

a. waiting until the next regularly scheduled Board meeting or b. calling a special meeting of the Board, c. then an exchange of electronic communications is an acceptable strategy for the Board to deal with the

issue. When electronic communication is appropriate to deal with an issue of significance, the Board Chair and the Board Executive Committee or their designate shall provide direction to the Chief Executive Officer or his/her designate regarding a suitable course of action.”

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Employee Recognition Dinner By Scott Hargrove, Chief Executive Officer Meeting of Wednesday, October 23, 2019

On Wednesday, October 9, we celebrated our long service employees at the traditional FVRL Employee Recognition Dinner, held at the Quality Inn in Abbotsford. This was our best attended dinner, with nine Board members joining 73 staff and guests for a lovely dinner with live music provided by the Calamity Brothers. Among the 39 staff celebrating milestones this year, we had three celebrating 40 years of service, and one celebrating 45 years of service!

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Documents

AGENDA OF THE FVRL BOARD REGULAR MEETING OF THE FRASER … Board Meeting... · 2019-10-18 · AGENDA OF THE FVRL BOARD Opening minds. Enabling dreams. REGULAR MEETING OF THE FRASER