agenda of the fvrl board regular meeting of the … - regular... · select their preferred budget...

AGENDA OF THE FVRL BOARD

Opening minds. Enabling dreams.

REGULAR MEETING OF THE FRASER VALLEY REGIONAL LIBRARY

Wednesday, November 20, 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. 3

2.011 Minutes Enclosure: • Wednesday, October 23, 2019 Meeting Minutes

p. 8

2.012 Library Activities Enclosure: • Library Reports

3.00 APPROVAL OF AGENDA Motion

THAT the Agenda be approved as circulated.

4.00 MOVE TO IN CAMERA SESSION Motion

THAT the Board move to In Camera session.

5.00 NEW BUSINESS

5.01 p. 25

Financial Management Policy Amendment Motion

Nancy Gomerich, Director of Finance Enclosure: • Financial Management Policy Amendment THAT the Financial Management Policy be approved as amended.

1

REGULAR MEETING OF THE FVRL BOARD: AGENDA Wednesday, November 20, 2019

Opening minds. Enabling dreams.

5.02 p. 28 p. 47

2020 Budget Vote Motion

Nancy Gomerich, Director of Finance Enclosure: • 2020 Proposed Budget • Weighted Vote Allocations THAT the proposed budget including the five service proposals, for an increase in Member Assessment of $679,912 or 2.59% be approved.

5.03 p. 48

2019 Budget Variance Report Motion

Nancy Gomerich, Director of Finance Enclosure: • 2019 Budget Variance Report THAT the 2019 Budget Variance Report be received.

5.04 City of Langley Municipal Reserve Request Motion

Nancy Gomerich, Director of Finance THAT $25,000 from Langley City’s Member’s Salary and Benefits Reserve be released for the purchase of various library furnishings and equipment.

5.05 p. 54

Board Policies Motion

Scott Hargrove, Chief Executive Officer Enclosure: • Board Policy Updates THAT the Meeting Room Booking and Customer Code of Conduct Board Policies be approved as amended.

6.00 AROUND THE TABLE

7.00 QUESTIONS

8.00 NEXT MEETING Information

FVRL BOARD MEETING

Wednesday, December 11, 2019 – 9:00 am

Administrative Centre 34589 DeLair Road,

Abbotsford, BC V2S 5Y1

Wednesday, January 15, 2020 – 9:00 am

Terry Fox Library 2150 Wilson Avenue, Port Coquitlam, BC V3C 6J5

9.00 ADJOURNMENT Motion

THAT the meeting of the FVRL Board be adjourned.

2

MINUTES OF THE FVRL BOARD

DRAFT

REGULAR MEETING OF THE FRASER VALLEY REGIONAL LIBRARY

Wednesday, October 23, 2019 FVRL Administrative Centre

34589 DeLair Road, Abbotsford, BC V2S 5Y1

Opening Minds. Enabling Dreams.

Attendees from the Board Councillor Bruce Banman, City of Abbotsford Councillor Sue Attrill, City of Chilliwack Councillor Dylan Kruger, Corporation of Delta Director Dennis Adamson, Fraser V alley 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 Danny Plecas, District of Mission Councillor Bill Dingwall, City of Pitt Meadows Councillor Nancy McCurrach, City of Port

Coquitlam Councillor David Chesney, City of White Rock Regrets Councillor Ryan Svendsen, City of Maple Ridge Director Jen McCutcheon, Metro Vancouver

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 Devan Mitchel, Deputy Manager of IT Kelley Bannon, Deputy Manager of Finance Jennifer Fehr, Communications Officer Hilary Russell, Library Manager—Abbotsford Nicole Glentworth, Library Manager—Chilliwack &

Upper Fraser Valley Kimberley Constable, Library Manager—City of

Langley and Port Coquitlam Deborah Kendze, Library Manager—Mission

Library & Outreach Services CUPE Local 1698 Laurie Dyck

3

REGULAR MEETING OF THE FVRL BOARD OF DIRECTORS Wednesday, October 23, 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 9:05 am.

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

CARRIED 19.10.23/01

Consent Agenda Approved

3.0 APPROVAL OF AGENDA It was MOVED Councillor Plecas, SECONDED Councillor Hayes, THAT the agenda be approved as amended to include In Camera session.

CARRIED 19.10.23/02

Agenda Approved

4.0 MOVE TO IN CAMERA It was MOVED, Councillor Banman, SECONDED Councillor Palmer, THAT the Board move to In Camera session.

CARRIED 19.10.23/03

Move to In Camera Session The regular meeting of the Board reconvened at 9:37 am.

5.0 NEW BUSINESS

5.1 2020 Budget Selection Nancy Gomerich, Director of Finance, advised that at this stage it is asked that the Board select their preferred budget option for proposal to Member Councils. 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: NewStaff 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%

4



It was MOVED Councillor Kruger, SECONDED Councillor Knott, THAT the Board select the recommended budget including the five service proposals, for an increase in Member Assessment of $679,912 or 2.59%.

CARRIED 19.10.23/04

5.2 Financial Management Policy Amendment: Member Capital Contributions Nancy Gomerich, Director of Finance, noted that this is a new amendment to the policy. It is for information only, with the intent to bring forward again in November for approval. It was MOVED Councillor Knott, SECONDED Councillor Kruger, THAT the Financial Management Policy amendment be received for information.

CARRIED 19.10.23/05

5.3 Canadian Urban Library Association Report Scott Hargrove, Chief Executive Officer, presented on a new initiative being spearheaded by the Canadian Urban Library Association in response to the change in library purchasing from Macmillan Publishers. It was MOVED Councillor Plecas, SECONDED Councillor Palmer, THAT the Canadian Urban Library Association report be received.

CARRIED 19.10.23/06

5.4 Union of BC Municipalities Report It was MOVED Councillor Hayes, SECONDED Counicllor Palmer, THAT the UBCM 2019 Report be received.

CARRIED 19.10.23/07

5.5 2020 Board Meeting Dates It was MOVED Councillor Plamer, SECONDED Councillor Kruer, THAT the 2020 Board meeting dates be approved.

CARRIED 19.10.23/08

5.6 Employee Recognition Dinner Report Scott Hargrove, Chief Executive Officer, reported on the success of the Employee Recognition Dinner. It was MOVED Director Adamson, SECONDED Councillor Knott THAT the Employee Recognition Dinner Report be received.

6.0 OTHER BUSINESS There was no other business.

5



7.0 AROUND THE TABLE Councillor Arnason noted an exceptional birthday party took place for Aldergrove Library, celebrating 60 years. Councillor Plecas shared the success of their culture week which had over 50 events, including a pixel art mosaic by a local artist, and a fall book sale. He also said he would be participating in an upcoming Quiz Night. Councillor Chesney said the White Rock Council convenes for a Community Conversation event at the library to give residents an opportunity to talk one on one with council members. Councillor McCurrach said the Terry Fox library is getting up and running in its new location, and loves that you can see children playing and engaging in their activities as you walk by. Councillor Hayes attended a trivia night hosted by the Friends of the Library, and noted their recent Culture Days included a maker space to learn how to make dreamcatchers. Councillor Smith participated in a homeless walk, which included a visit to the library, which was an important part of the walk. Councillor Palmer noted he has been reappointed to the library Board for next year. Director Adamson said the Yale community is really enjoying the renovations which is a big wow factor for all. Councillor Kruger said a Make Bad Art program was held in Delta to help eliminate stereotypes of what constitutes bad art. Councillot Knott noted that she has been reappointed to the library Board for next year. Councillor Banman shared that the library had a disco party in which kids learned music, how to sign, and the structure of music, all components of literacy. Councillor Martin continues to receive monthly library reports, which she now presents to council as powerpoints. She also attended an InterLINK funding meeting which went well.

8.0 QUESTIONS There were no questions.

9.0 NEXT MEETING Wednesday, November 20, 2019 – 9:00 am FVRL Administrative Centre 34589 DeLair Road

6



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

CARRIED 19.10.23/09

Adjournment The meeting adjourned at 10:35 am.

7

REPORT TO THE FVRL BOARD


Abbotsford Libraries By Hilary Russell, Library Manager

Meeting of Wednesday, November 20, 2019

WHAT MAKES A GREAT PUBLIC SPACE? Active, vibrant, inclusive and welcoming are ways people describe great public spaces. We believe that the Clearbrook, Abbotsford Community and Mt. Lehman Libraries demonstrate these qualities and help to make Abbotsford a City where people want to live, work and play.

Healthy Social Networks People want to go where social and community connections can flourish, interesting conversations can be had, answers can be sought freely, and personal interests can be shared with others. Whether it is a library program or a chat with friends, a study group or the gentle interaction that comes with asking for help at the desk, the Abbotsford Libraries are places that invite human connection.

Kept in Stitches program at Abbotsford is a weekly drop-in program where people from all over the community are invited to chat and share a love of knitting or other needle arts.

A Culture of Involvement The Abbotsford Libraries help individuals feel involved with their community when they create events like the annual Family Literacy Day. In 2019, over 30 community organizations hosted hundreds of participants at the

Clearbrook Library and the REACH Gallery Museum where they could experience the importance of literacy to the health and success of individuals and our community. In the online world, readers and viewers have access to an online community through the FVRL website www.fvrl.ca where they omers can create and share booklists and reviews.

People visit the Library to seek social connections, to meet their information or recreational needs or be involved in interesting and fun experiences. The Abbotsford Libraries, as

great public spaces, provide the experiences and services that support a healthy community and make Abbotsford an active and welcoming place to be.

8

http://www.fvrl.ca/



Chilliwack Libraries By Nicole Glentworth, Library Manager


URBAN HOMESTEADING October featured two more installments of our ever-popular Urban Homesteading Series. On the 3rd Dee from Dee’s Nutty Cheese talked about healthy vegan alternatives to dairy products, demonstrating that delicious cheese does not have to come from a dairy farm. Then, on the 8th, gardening expert Brian Minter came and discussed the delicious benefits of gardening during the winter months. Feedback for this series has been consistently positive with people coming from as far away as Mission to learn how to become Urban Homesteaders. The final instalment of this series is an introduction to crochet with two staff members leading the program. WHY LIVE HERE? On October 19th Let’s Talk Science, an award winning organization focused on engaging youth in Science, Technology, Engineering and Mathematics (STEM), visited the library to ask the question Why Live Here? Fifteen eager three to six year olds and their parents spent the morning exploring the needs of living things, including food, shelter and safety, through songs/rhymes and stories. Let’s Talk Science will be back again on November 23rd to help a group of 8 to 11-year-olds solve a variety of challenging science and engineering problems using everyday materials. STRANGER THINGS HAPPEN AT SARDIS LIBRARY From October 21 to 23, we ran our second official escape room based around the smash TV series, Stranger Things. A minimum age was set as 13 for the room due to the difficulty of the game and mature content of the show. People were encouraged to “rock their raddest 80s look” and many of them came in costume and were delighted to pose for photos after they escaped. Everyone left with a smile on their face and a wish to attend another escape room. In fact, 31 people took the time to express their gratitude by filling out feedback forms. Some of their comments include:

“The Stranger Things escape room was so much fun and so well done! We have been prepping for weeks and were not disappointed! Having staff in the room to give clues/set us

in the right direction was invaluable! Hopefully you’ll do it again and again!”

“Just went through the INCREDIBLE escape room at the Sardis library. This event was so well put together and run by some amazing staff. I feel so lucky to have a library that offers

these types of free events – I hope there will be more of these in the future. Thank you FVRL!”

“I think the escape room was really great. I think that if there are more I would 1000% join.” (grade 8 girl)

9

REPORT TO THE FVRL BOARD: Chilliwack Libraries Wednesday, November 20, 2019 Page 2


“Loved the Stranger Things Escape Room. I love the idea of having the community library do different events to bring us in the doors. “

Video of room: https://youtu.be/TMAUh3dpjOo CANADIAN LIBRARY MONTH IN YARROW During October libraries across Canada, celebrate their local libraries in their communities, the programs that bring many age groups together, the diverse services that are available to all ages contribute to the framework of a public library. Libraries also celebrate their customers that contribute the success of their local public libraries. Without our customers, libraries would diminish and cease to exist. When asked to our customers, why you do like your library we received various responses.

I Love My Library because of ….

Storytimes Caregivers and parents make Storytime part of their weekly visit. Yarrow Library continues to have strong attendance to their weekly Storytimes. Our customers love the books and being read to but some of the customers had other answers. When some young customers were asked why they like Storytime they said “I like to sing with Ms. Wanda’s Ukulele and stomp my feet.” “I like the puppets that visit Storytime”, “I like to use the tappers, shakers and scarves when we sing”. Owls at the Library Raptor programs are one of the most popular programs hosted at the library. Teachers have said they love this program and often ask staff “when are you having your next Raptor program.” Even though the audience might include as many as two hundred students, the presenters have often remarked how well behaved and quiet the audience are during the program. Cake!! We love our customers!! October 22nd staff hosted a Customer Appreciation Day. Cake and coffee was served during the day. All customers tried FVRL’s Plinko Board. Customer also like LEGO Club.

10

https://youtu.be/TMAUh3dpjOo



City of Langley Library By Kimberley Constable, Library Manager


SPOOKY PROGRAMS AND LASTING CONNECTIONS Halloween Festivities The library kicked off spooky season with a fun slime-making program that was a sticky hit with all comers. Kids let their imagination run wild, making witches’ brews, pumpkin guts and spider webs. The bravest little ones added eyeballs, spiders and other creatures to their slime. On Halloween morning, almost 150 people donned their costumes to join in on the fun of a not-so-scary Storytime, and trick-or-treating throughout the library! Many parents commented that they appreciated that the library was giving out crafts and activities in the treat bags, instead of just sweets.

English Language Learning The library has been developing a partnership with SUCCESS, which sees us hosting regular workshops on subjects of interest to newcomers, including immigration and settlement information, as well as job seeking topics. A new, and popular, aspect of the partnership is a series of conversation circles where attendees can practice their English skills in a comfortable and supportive setting, while learning common vocabulary and phrases they can use at work and in daily life in Canada. Library staff regularly assist newcomers to Canada as many people are referred to their local public library as a great starting place to find resources and make connections in their new community. Several months ago, one staff person assisted a grateful customer who was so thrilled with his patient and kind service that she brought in a special Chinese flower as a token of her appreciation. At that time, the staff person had helped her get connected with English language learning resources and services in the community. The same customer returned on Halloween (in costume!) with a festive treat for that staff person. He was pleased to note that her English had dramatically improved in the interim, likely thanks to the resources which she first learned about at the library!

11



Delta Libraries By Jo-Ann Sleiman, Acting Library Manager Meeting of Wednesday, November 20, 2019

WELCOME TO FALL Delta Libraries embrace the autumn enthusiastically, with a busy schedule of programming, activities and special events.

Coding for Adults Staff in our libraries made great use of FVRL’s Playground collection in October with fall-themed children’s programs like Cubetto Corn Maze Adventure, Ozobot Trick-or-Treat and Halloween Fun with Cubetto. Perhaps their most surprising success, however, came with Coding for Adults at Tsawwassen Library. The program employed the same equipment used to teach children beginner concepts of coding, but these more mature participants were just as engaged, and had a lot of fun. Cubetto, Ozobot, Sphero and other Playground equipment complement FVRL’s Youth Digital Strategy, designed for best experiences for each stage of childhood. Maker Mondays George Mackie Library puts aside time each Monday for young

customers to come and explore their making and doing sides. Activities range from spaghetti and marshmallow towers – with prizes for highest and most weight-bearing structures – to battery signal lights and cardboard robot art. The last Monday in October provided a perfect opportunity for Halloween mask making. Many young customers eagerly return each week to join the adventure.

Community Celebrations To complement the busy roster of in-library Halloween programs at all three Delta Library locations, like special storytimes, pumpkin crafts and events like Halloween Stuffie Sleepover, Ladner and George Mackie Libraries joined City of Delta’s 2019 Fright Fest at both of its venues. Staff dressed up in their favourite spooky costumes and contributed to the festive spirit with

special Halloween stories, rhymes and songs.

12



Hope Library By Nicole Glentworth, Library Manager


LIBRARY VISIT FOR KINDERGARTEN CLASSES There were 42 fresh, young faces who walked up to the library from Coquihalla School to learn about their local library. This annual event introduces young students to what they can expect from their local library. Many of these students have not visited the library before and this gives them the opportunity to be excited to visit the library with their parents in months and years to come. We hope that they act as our young ambassadors for the library to the rest of their families. INTERGENERATIONAL MOTHER GOOSE The average attendance to these sessions was 24. Three of the sessions were held at Fraser Hope Lodge giving the residents a chance to interact with the young children. It gives those with grandchildren who live far away to have their “fix” with young children and their parents. They were able to participate in singing and interacting with the attendees without having to leave the lodge which is a barrier for some of the residents.

13



Library Live and On Tour By Deborah Kendze, Acting Library Manager Meeting of Wednesday, November 20, 2019

LILI VISITS MENTAL HEALTH CLUBHOUSES Library Live and On Tour (LiLi) regularly visits mental health clubhouses throughout the Fraser Valley to engage with members and provide library services. The Clubhouse program, provided through Fraser Health and community services, allows community members to participate in mental health recovery and remain active in the community. In Mission, LiLi and Janeen met Clubhouse members and introduced them to services available via the library website. The lesson on digital literacy included topics from signing into your library account to searching and requesting specific items, finding local library events on the Events calendar, to exploring the digital services available via Digital Content. As the members felt more comfortable using the website, they expressed their interest in participating in the local library programs.

In Langley, the library’s digital content provided learning opportunities for Clubhouse members. A member shared her appreciation for access to Lynda.com which provides an affordable option to professional online learning that would otherwise be a costly monthly subscription. Another member expressed her curiosity at the music editing videos as she is a frequent DJ for the Clubhouse and would like to enhance her skills. In Maple Ridge, LiLi partnered with the Clubhouse to present a monthly “Armchair Travel” program that allows members to visit international places while in the comfort of their own community. LiLi highlights library services that offer travel and cultural information, including the Mango database to learn languages, Kanopy to watch international documentaries, and of course, books and magazines to learn facts about the places. In October, the Clubhouse had a whirlwind trip to Japan where they practiced Japanese and tasted sushi!

14



Maple Ridge Public Library By Shawna Kristin, Library Manager


TIME TO CELEBRATE With the change of seasons, in addition to welcoming back our regular lineup of library programming, staff have been busy collaborating with community partners to help bring two amazing events to the community of Maple Ridge. Celebrate the Night At the end of October, library staff enjoyed participating in the fourth annual Celebrate the Night event hosted by the City of Maple Ridge in Memorial Peace Park. This annual event just keeps getting better and better. Staff and attendees alike reported this to be the most successful Celebrate the Night to date. Over 8,000 people came out on the beautiful fall night. Staff estimate that over 500 of the attendees stopped by the library tent to enjoy stories, songs, rhymes and puppet skits performed by staff. Library staff also reached the entire crowd with two puppet performances on the mainstage. Other entertainment included crafts, face painting, pumpkin carving demonstrations, roving performers and mainstage musical performances, all culminating with a fireworks show. Maple Ridge Public Library was proud to be a community partner for this event. Diwali

For over 10 years, the library has partnered with the Ridge Meadows South Asian Cultural Society, Family Education and Support, Immigrant Services Society of BC, Ridge Meadows Multicultural Society and Interfaith Building Bridges to celebrate Diwali: Festival of Light in the library. This year the library welcomed over 500 people to celebrate Diwali, a joyous celebration of light now observed by people of many faiths all over the world. The event is consistently well attended by community members and dignitaries. This year we were joined by Lisa Beare, MLA for Maple Ridge-Pitt Meadows and BC Minister of Tourism, Arts and Culture, Bob D’Eith, MLA for Maple Ridge-Mission, Maple Ridge Mayor Mike Morden, Maple Ridge Councilor and FVRL Board Representative Ryan Svendsen and Maple Ridge Councilor Judy Dueck. Dr. Biju Matthew, President of the South Asian Cultural Society, spoke about the history and significance of Diwali.

15

REPORT TO THE FVRL BOARD: Maple Ridge Public Library Wednesday, November 20, 2019 Page 2


The atmosphere was energetic with entertainment by Asian Arts Bhangra, Karima Essa and a Maple Ridge Public Library Teen Advisory Group member, Ashmeet Hansra. Aromas of South Asian food wafted through the stacks, and children and adults alike enjoyed diya painting and henna. New this year was a turban wrapping demonstration that drew a big crowd. Crews from the South Asian TV network, Asian Television, were on hand filming Diwali. After the event, one customer could not contain her enthusiasm at re-telling her experience at Diwali. She went on about how it was standing room only, and mentioned that she had no idea the library did huge events like Diwali. She was particularly impressed by the turban demonstration, and said that her friend got to actually hold on to one end of the fabric to help demonstrate its length. “Did you know that there are between seven and ten meters of fabric in one turban?” As part of the demonstration, the man shared that they do not cut or shave their hair. Staff asked her why, and she said, “I don’t know, but I’m coming back next year and I’ll be sure to ask him!” She absolutely loved the entertainment, and experienced South Asian food for the first time, which she said she has had a craving for ever since. Another customer bumped into staff at the beginning of Diwali. He was looking for a seat, and stressed that he did not want to dance (he saw the dance performers setting up). He found a seat in the very last row. When one of the performers was dancing, she ended up wrapping her scarf around his neck! At the end of Diwali, the same customer came up to staff and said he really enjoyed the event. He said that it was his first Diwali and stressed how much he learned. The success of Diwali highlights both the unifying role of the library as well as the diversity and richness of the community. We are already looking forward to the next big community celebration.

16



Mission Library By Deborah Kendze, Acting Library Manager Meeting of Wednesday, November 20, 2019

STEAM STATION Science, Technology, Engineering, Art and Mathematics Library staff at Mission have been very clever and resourceful when trying to utilize a large piece of furniture that is no longer being used. They have turned the old reference desk into the brand new STEAM Station. It is a place to showcase STEAM subjects and to get our customers interacting with library displays. Every month our programming staff pick a topic which corresponds to one of the STEAM fields of study. Examples of some of the subjects that we have displayed are: Clean Water, Inside A Computer, Mystery CSA, Book Binding, Climate Change and Pixels.

This month the staff have been displaying information about the mummification process that was used by the ancient Egyptians. They displayed an apple that had gone through the mummification process and one that had not. The staff also included information about Egyptian religious beliefs that helps to understand the process. STEAM learning is very important because these five disciplines are used in everyday activities. They promote problem solving, and creative and analytical thinking.

17

REPORT TO THE FVRL BOARD: Mission Library Wednesday, November 20, 2019 Page 2


18

REPORT TO THE FVRL BOARD: Mission Library Wednesday, November 20, 2019 Page 3


The library staff leave out a notebook for customers to suggest topics for the STEAM Station. These are some of the topics that have been suggested.

• Women working in NASA • Manga • Fractions • Building a robot • Women in Mathematics • Owls • Edible Cutlery • Jelly Fish • Solar Roads • Facial deformities • Jellyfish

• Human life • Prime Numbers • Nutrition • Number Zero • Titanic • Poo/digestion • Justice Clothing • How to Draw • Natural Disasters • History of Christopher Columbus • The Brain

19



Pitt Meadows Public Library By Shawna Kristin, Library Manager


EARLY LITERACY Research shows that there are many benefits to raising children in literacy-rich environments. Children that are read to beginning at an early age have increased literacy skills as adults, and high rates of adult literacy contribute to the overall health and productivity of communities. Pitt Meadows Public Library offers many programs for our youngest customers and their caregivers that allow them to explore literacy-rich environments from birth. One of these programs is Babytime. Staff at Pitt Meadows Public Library have been offering Babytime programs since the library moved to its current location seven ago. Babytime is aimed at our youngest customers aged 0-18 months, and attracts new parents that visit the library week after week. During a typical Babytime program, staff present age-appropriate books and demonstrate nursery rhymes and songs which have been shown to increase vocabulary and language acquisition. Library staff also share, in easy-to-understand-language, important concepts associated with pre-reading skills. Parents and caregivers are able to take these concepts and acquired skills outside of the library where they can continue developing pre-reading skills with their babies. When attendees were surveyed about the Babytime program, the overwhelming response from the group was that Babytime was a great experience. The survey also showed that customers that attended the Babytime program would be more likely to engage in literacy games and play at home after attending the program. Early experiences directly influence the later learning and development of children. Research has shown that children that grow up with books will be ready for learning when they start kindergarten. These same children are also more likely to excel in school. In addition, these same children have higher literacy skills as adults. Pitt Meadows Public Library makes an important contribution to the community by providing programs for our youngest customers, including its Babytime program. While it is gratifying to hear comments such as “Such an awesome program!”, we know we are proving a lot more than fun and entertainment. By providing this program, staff set important groundwork for the successes of our future citizens and the continued well-being of the community.

20



Terry Fox Library By Kimberley Constable, Library Manager


CREATIVITY IN ACTION Halloween Escape Room and Family Fort Night After the wild success of the library’s first escape room earlier this year, staff put their heads together to create another thrilling family experience. The Wisecracking Witches of Wordplay cast a spell to make everyone in Port Coquitlam speak in rhyme…all the time! One hundred and seventeen people signed up in teams of four to six over the course of five days to crack codes and solve puzzles to find the counter spell before time ran out! Families turned out in droves for the first after hours Fort Night in the new library. The library supplied bedsheets, and families got creative with their building before settling into their forts to read stories, both spooky and silly, together by flashlight. Inspiration at Any Age Recently, a young girl and her mother visited the library. The girl played with Magformers while staff helped her mother find some books. The mother mentioned to staff how much her daughter loves the Magformers, and that ever since she first played with them at the library, she is always insisting on coming back. Little does the girl know that she will find her very own set of Magformers under the Christmas tree, but staff and her mother know there will still be plenty of reasons to keep her coming back to visit the library! Staff did a tour for a group of Girl Guides, ages nine to twelve, who were very excited to use the new library. They learned about Spheros, and one girl exclaimed “I’m going to check one out right away!” The girls were amazed that they had access to more than one million books through FVRL. Since some of them spoke French or Spanish as an additional language, they were thrilled to learn that the library has books in those languages too. The group leader remarked that the girls had a great time, and they loved the Solarium so much, that she could hardly get them to leave! The program room was packed for Geri-Arctics, a special presentation by local adventurer Chris Cooper, who recounted his eight journey to Canada’s High Arctic. The twist in this particular adventure story was that the average age of the group was nearly 70, and they each hauled 70 kilograms of their own gear for a month! Attendees commented that the presentation, which was filled with stories and photographs of human resilience and the marvels of nature, was extremely interesting and inspiring.

21

REPORT TO THE FVRL BOARD: Terry Fox Library Wednesday, November 20, 2019 Page 2


Demolition Day(s) The second floor of the new library provided an excellent birds’ eye view of the demolition of the old library next door. Staff and customers alike were fascinated to watch as the process unfolded over the course of several days in October. This demolition makes way for another phase of the construction, which will eventually see that part of the site turned into the new main entrance plaza for the Port Coquitlam Community Centre.

22



Township of Langley Libraries By David Thiessen, Library Manager


TOWNSHIP LIBRARIES CELEBRATE 15TH ANNUAL DIWALI On Saturday, October 26, 2019 the Township of Langley Libraries held their 15th annual Diwali, the Festival of Lights. Over the years the festival has become fixture in the Township and surrounding area, drawing people from disparate backgrounds together in order to celebrate this traditional Indian celebration. Former Member of Parliament John Aldag, Township of Langley Mayor Jack Froese, Councillor and FVRL Township of Langley Board Representative Petrina Arnason, Councillor Bob Long, Councillor and FVRL City of Langley Board Representative and Board Chair Gayle Martin, Township of Langley Director Peter Tulumello, and FVRL's Director Heather Scoular were among those who enjoyed the celebrations More than 5oo people participated, enjoying Henna, crafts, face painting, entering a draw, a wide variety of Indian cuisine, and of course dance. Each year we centre the celebration with a variety of dance. This year highlighted traditional First Nations dance as well as Punjabi folk dance. The Punjabi folk dance group recently won 1st prize at the North America Bhangra competitions and those who watched couldn’t speak highly enough of their talent. All the performers are dance instructors as well, and participants enjoyed stepping in with them and learning a few traditional dance steps as part of the program. The Diwali celebration offers participants an opportunity to enjoy a variety of multicultural activities while learning about other cultures. It helps build bridges in our changing community; in doing so it helps foster a healthier community.

23

https://www.facebook.com/JackFroese?__tn__=K-R&eid=ARDfWrLgOePRRmmDKXo00KjRnyPZekMjFdwFkSJtFkaanj1spHyioh1eWlb8pMMDdTiol0ncmBwVtFQ1&fref=mentions&__xts__%5B0%5D=68.ARChyNzTDM9pTSJbuafAUHtWgN3H7lQq9rkG6GSl55VWOOYc2wPumjywol6P_LVc5tYRz5Z1ARwWMTcQBgQBL04rLaY5_d8pCSU_69OUZ2HVGYo-E9e-rYC2LZeDKq0bTuObHwUluO8VWa1dD0FswTJvEEMKDBgnMUO6LLM-oRrmauJDQJTOHQUwnKuNJsxzZSPgIL3kET4qmKYwkpzqv4_cSLChoewgcGwWGbE2OSi0eierJJ6s6JX9uk1yNg6nUEv7x210f3Ke0RR2Q43C9IcI_lGKzQ

https://www.facebook.com/petrina.arnason01?__tn__=K-R&eid=ARDecbvzfLlA9UYzJxO336DYJYTtwM15x1NlGM0ZYDPiiOQXDQPx2xI6wlbihyxnHMeNjyLZQ86osw98&fref=mentions&__xts__%5B0%5D=68.ARChyNzTDM9pTSJbuafAUHtWgN3H7lQq9rkG6GSl55VWOOYc2wPumjywol6P_LVc5tYRz5Z1ARwWMTcQBgQBL04rLaY5_d8pCSU_69OUZ2HVGYo-E9e-rYC2LZeDKq0bTuObHwUluO8VWa1dD0FswTJvEEMKDBgnMUO6LLM-oRrmauJDQJTOHQUwnKuNJsxzZSPgIL3kET4qmKYwkpzqv4_cSLChoewgcGwWGbE2OSi0eierJJ6s6JX9uk1yNg6nUEv7x210f3Ke0RR2Q43C9IcI_lGKzQ

https://www.facebook.com/BobLong.ca?__tn__=K-R&eid=ARCZl0w0O1FAM5DyXQ4T2mF1MhrRKdfyCTki5fmNOntvo7ren-z7dkBc6vPKuqyC8B34a3F7c_Bx9h4v&fref=mentions&__xts__%5B0%5D=68.ARChyNzTDM9pTSJbuafAUHtWgN3H7lQq9rkG6GSl55VWOOYc2wPumjywol6P_LVc5tYRz5Z1ARwWMTcQBgQBL04rLaY5_d8pCSU_69OUZ2HVGYo-E9e-rYC2LZeDKq0bTuObHwUluO8VWa1dD0FswTJvEEMKDBgnMUO6LLM-oRrmauJDQJTOHQUwnKuNJsxzZSPgIL3kET4qmKYwkpzqv4_cSLChoewgcGwWGbE2OSi0eierJJ6s6JX9uk1yNg6nUEv7x210f3Ke0RR2Q43C9IcI_lGKzQ

https://www.facebook.com/Gaylemartin1947?__tn__=K-R&eid=ARB8wj28FraDM_woFD24-qqu0U6ZRZ6P6scaj9KubEQ9sdzHuz6TT91kdD_ARJjldgHYch2k0DtD99M4&fref=mentions&__xts__%5B0%5D=68.ARChyNzTDM9pTSJbuafAUHtWgN3H7lQq9rkG6GSl55VWOOYc2wPumjywol6P_LVc5tYRz5Z1ARwWMTcQBgQBL04rLaY5_d8pCSU_69OUZ2HVGYo-E9e-rYC2LZeDKq0bTuObHwUluO8VWa1dD0FswTJvEEMKDBgnMUO6LLM-oRrmauJDQJTOHQUwnKuNJsxzZSPgIL3kET4qmKYwkpzqv4_cSLChoewgcGwWGbE2OSi0eierJJ6s6JX9uk1yNg6nUEv7x210f3Ke0RR2Q43C9IcI_lGKzQ



City of White Rock Library By David Thiessen, Library Manager


WHITE ROCK LIBRARY HOST GERI-ARCTICS EXPEDITION On Oct 29th, the White Rock Library hosted the Geri-Arctics, a group of seven amazing adventurous friends aged 64-74 years who have trekked the coasts of England and Wales, paddled the coast of B.C – and recently spent a month trekking Canada’s High Arctic - Ellesmere Island.

Each adventurer hauled their own gear of 70 kg on along the Makinson Inlet, Ellesmere Island, for 30 days. The program at the library was filled with stories and photographs of human resilience, even more so considering one of the participants has Alzheimer's.

Part of the purpose of the adventure in the Arctic was therefore to raise awareness about, and funds for, programs and services offered by the Alzheimer Society of B.C.

Along the journey the group encountered polar bears, including mother and cub, muskoxen in the distance, basking seals, a narwhal skull with 7' tooth, beautiful and tough, ground-hugging alpine plants, very strong winds, fascinating ice patterns, and 24-hour daylight.

A packed house of over 40 people attended the special event. The Geri-Arctics did a wonderful job of conveying their experience to the audience. Trek leader Chris Cooper led the talk and a number of the other trekkers were on hand to answer questions. It was a magical evening that welcomed a full and captivated audience.

24



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


NOTE: This Report was initially submitted to the Board at the June 2019 Board Meeting for information with notice that approval would be sought at the September Board Meeting. Two additional changes were proposed, at the October Board Meeting (marked in RED text in Attachment A), with notice that approval would be sought at the November Board Meeting.

Purpose To detail two proposed amendments to the Financial Management Policy (“FMP”) for:

• Donations by FVRL (cash or in-kind), and • New and/or renewed Member Libraries.

Report The proposed amendments are new sections to be added to the FMP and are not currently addressed in other Board Policies. See Attachment A for the full text of the proposed amendments (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).

Donations In recognition that:

• Members have different policies respecting donations, and • That FVRL primary service to Members, as its primary funder, are library services,

the proposed amendment to the FMP prohibits FVRL from making cash or in-kind donations to other organizations or individuals.

New and/or Renewed Member Libraries The intent of this section is to detail both FVRL and Member roles and responsibilities in this area, including:

• Members responsibility to advise FVRL’s CEO as soon as possible; • Member responsibility to pay for all new and/or renewed library costs, as ultimately allocated via FVRL’s

Funding Formula Policy (to implement this proposal the Funding Formula Policy must be amended) • FVRL’s staff responsibility to support Members in the process, by providing advice and cost estimates; • FVRL’s staff prohibition to NOT advocate for or against a proposal for a new and/or renewed Library; • Board responsibility to consider and decide on the treatment of various new/renewed Library budget

impacts/costs, as part of the annual budget process. The proposed amendments have been presented to the Member Finance and P&R Contacts, with no concerns being expressed/received on the final proposals.

Recommendation That the Financial Management Policy be amended as detailed in Attachment A to this Report.

Attachments Attachment A: Proposed Amendments to the Financial Management Policy

25

REPORT TO THE FVRL BOARD: Financial Management Policy - Amendment Wednesday, November 20, 2019 Page 2


ATTACHMENT A: PROPOSED AMENDMENTS TO THE FINANCIAL MANAGEMENT POLICY NEW Sections Donation Expense In recognition that FVRL is substantially funded by fifteen local governments that may have different priorities and policy positions regarding donations, FVRL shall not make cash or in-kind donations to individuals or organizations. In-kind support to organizations sharing a common purpose/goal to FVRL, or disposal of surplus assets with little or no market value, to third-parties, exempted (see Disposal of Assets Section in this Policy). New or Renewed Member Library(ies) Members should advise FVRL’s CEO as early in the process as possible, when they are considering options for a new library, or renovations/renewal/move of an existing library.

If it is estimated by FVRL, that the new/renewed library will likely result in a net cost INcrease to other FVRL Members, via increases in FVRL shared costs:

• FVRL Board approval should be sought as early as possible. • If FVRL Board approval is not obtained, the Member may elect to directly fund such costs reducing the

cost impact on other FVRL Members to nil. If it is estimated by FVRL, that the new/renewed library will likely result in a net DEcrease to other FVRL Members, because of a net increase in that Member’s contribution for shared costs:

• That portion of the Member’s shared cost allocation may be transferred to FVRL’s Library Collections Reserve or used to fund other shared service increases, by decision of the FVRL Board.

• The Board decision will be considered during, and included as part of, the respective annual budget approval process.

FVRL staff’s role is strictly to:

• Provide information and advice, based on in-house expertise, regarding the most appropriate size, physical layout, library equipment and materials, and service model.

• Estimate related library start-up costs (e.g. initial/renewal materials, and library furniture and equipment capital, purchases), on-going direct staffing and operating costs, and impacts on shared service costs (e.g. central support staffing and/or other costs, and materials replacement).

• Facilitate communications with the FVRL Board, as early as possible. This is particularly important, to support a request to the FVRL Board for FVRL as a whole, to fund a portion of the estimated initial/renewal materials purchase, and/or an estimated overall net cost increase (via increases in shared service costs).

• Facilitate any requests for financial support for the new library from FVRL as whole.

26

REPORT TO THE FVRL BOARD: Financial Management Policy - Amendment Wednesday, November 20, 2019 Page 3


• Provide input and direction to Member’s to support their direct purchase of appropriate library equipment and required building works (e.g. wiring), and to directly purchase capital equipment on the Member’s behalf for the capital items at the library that are maintained by FVRL (i.e. computers, self check-outs, and copiers).

FVRL staff:

• Must not advocate for, or against, a new or renovated library, and • Must advise Member senior staff (CAO and/or Member Finance and/or Parks & Recreation Contacts)

should they be approached by an elected official, the press, or a member of the public, requesting FVRL comments/input/opinion thereon. Communication to Member staff shall be made by either FVRL’s CEO or a Director; FVRL staff are responsible to advise their Manager.

• Must maintain all information about the new or renovated library strictly confidential, unless disclosure is approved, in advance by the respective Member.

Members are responsible to:

• Advise FVRL’s CEO asap that a new, and/or renovation or move of an existing library, is being seriously considered, and to continue to involve FVRL as appropriate.

• Unless otherwise approved by the FVRL Board, to pay: o The full costs of the initial new/renewed materials purchase, o All other net costs in accordance with the FVRL Funding Formula Policy, and o Any net INcrease in FVRL shared costs, if required by the FVRL Board.

AMENDMENT TO EXISTING SECTION Appendix A: Member Library Service Level Change Request Member Shared Cost Allocation If it is estimated by FVRL that a service level increase will likely result in a net DEcrease to other FVRL Members of greater than $5,000, because of a net increase in that Member’s contribution for shared costs:

• That portion of the Member’s shared cost allocation shall be considered by the Board for transfer to FVRL’s Library Collections Reserve and/or to fund other shared services, during the annual budget process.

27



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, as advised at the October Board Meeting, is to add a Voluntary Assessment of $25,000 for the District of Mission to Attachment B and C (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.

28

REPORT TO THE FVRL BOARD: Proposed 2020 Budget Wednesday, November 20, 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:

29



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.

30



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).

31



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

32



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%

33



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.

34



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%

35



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%

36



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%

37



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

2020 Voluntary Member Contribution for Library Capital Expenditures (5)Mission 25,000

1,503,861

38



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

39



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.

40



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 (882) (6,741) (5,179) (47,261) (66,059) (24,493) (22,722)Provincial Grant (30,855) (11,276) (10,802) (158,490) (270) (257,781) (71,356) (48,336)Transfer to reserves for materials 727 266 254 3,733 6 6,072 1,681 1,139

Subtotal: Total Library Revenue & Provin (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 (materials, inter-lib. loans 128,043 46,794 44,825 657,699 1,120 1,069,734 296,111 200,583Customer Exp. (programs, outreach, interlink) 24,227 8,854 8,481 124,444 212 202,405 56,027 37,953

Corporate S. (CEO, board, finance, AC, system-wide) 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:Adjustment: for Minimum Metro Van. to $2,000 (9) (12) (11) (105) 838 (135) (46) (43)Adjustment: For Harrison Hot Springs Usage (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 BC 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

Voluntary transfer for library capital 25,0002020 TOTAL ASSESSMENT & TRANSFER 277,049 338,855 364,346 3,363,610 2,000 68,932 4,367,349 1,503,861 1,378,509

41



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 (60,506) (16,872) (59,476) (19,458) (52,141) (9,225) (391,016) (420,033) 29,017 -6.91%Provincial Grant (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 5,227 829 4,350 2,579 3,628 809 31,300 41,500 (10,200) -24.58%

Subtotal: Total Library Revenue & Provin (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 (materials, inter-lib. loans 920,746 145,988 766,385 454,291 639,125 142,570 5,514,016 5,543,217 (29,202) -0.53%Customer Exp. (programs, outreach, interlink) 174,215 27,622 145,008 85,957 120,929 26,976 1,043,311 1,017,010 26,301 2.59%

Corporate S. (CEO, board, finance, AC, system-wide) 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:Adjustment: for Minimum Metro Van. to $2,000 (139) (30) (121) (63) (93) (32) 0 10Adjustment: For Harrison Hot Springs Usage (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 BC 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 65,000 40,000 25,000 62.50%2020 TOTAL ASSESSMENT & TRANSFER 4,492,724 977,791 3,912,304 2,036,047 3,048,875 1,018,210 27,150,462 26,626,379 524,082 1.97%

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

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

42



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

• Direct Charges – actual budgeted costs for member library • Library Revenue – actual budgeted revenue for member library • Provincial Grant & Transfer to Reserves for Materials - population per BC Statistics, using a three year

rolling average • 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.

43



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

44



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)

45



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

46



FVRL Apportionment for Weighted Vote Meeting of Wednesday, November 20, 2019

Municipalities Population Number of Votes

Abbotsford, City of 152,236 152

Chilliwack, City of 95,304 95

Delta, City of 110,391 110

Fraser Valley Regional District 14,276 14

Harrison Hot Springs, Village of 1,640 1

Hope, District of 6,659 6

Kent, District of 7,495 7

Langley, City 25,888 25

Langley, Township of 117,890 117

Maple Ridge, City of 88,626 88

Metro Vancouver 178 1

Mission, District of 41,503 41

Pitt Meadows, City of 20,060 20

Port Coquitlam, City of 62,844 62

White Rock, City of 21,370 21

Total 778,112 772

Votes Needed to Pass 386

Source: BC Assessment 2019 Authenticated Converted Value Reports, BC Stats - 2016 Census Populations, 2018 Population Estimates

WHAT THE LIBRARY ACT SAYS ABOUT THE WEIGHTED VOTE The following is an excerpt from Bill 12, Library Act, Section 23 (1):

On questions involving the expenditure of money, a. each member of the Library Board has one vote, plus one additional vote for each complete 1,000

after the first 1,000 of the population of the municipality represented by the member or of the electoral participating areas of the regional district represented by the member.

b. a majority of weighted votes cast decides those questions, unless a proposal is adopted under subsection (2).

FVRL BOARD POLICY ON THE WEIGHTED VOTE The requirement for a weighted vote of the Fraser Valley Regional Library (“FVRL”) board (the “Board”) in accordance with Section 23 of the Library Act R.S.B.C. 1996 c. 264, as amended or replaced (the “Library Act”), will be limited to certain significant financial expenditures.

47



2019 Budget Variance Report: At September 30, 2019 By Nancy Gomerich, Director of Finance


PURPOSE OF THIS REPORT The purpose of this Report is to:

• Provide a forecast of fiscal 2019 financial results, • Compare the forecast results to the budget, and • Detail the primary reasons for material budget variances.

SUMMARY

Annual Operating Results Forecast operations are expected to result in a reported annual surplus of $1,479,000 for fiscal 2019, as compared to a budgeted annual surplus of $652,000. The forecast annual surplus is 5.26% of 2019 budgeted operating expenses.

The forecast annual surplus of $1,479,000 is a positive variance (i.e. is better than) budget by $827,000 ($1,479,000 - $652,000) or 2.94% of 2019 budgeted operating expenses. The positive variance is primarily due to lower anticipated actual expenditures for salary and benefits, as compared to budget.

This will bring the forecast balance of unappropriated surplus to ~$2.3M1 or 8.2% of budgeted operating expenses. The Financial Management Policy minimum target for the unappropriated surplus balance is 5% of operating expenses (about $1.4M).

See Attachment A for the forecast Statement of Operations (“Statement”) and more detailed explanations of forecast variances.

Capital Expenditures & Capital Reserve Transfers • Capital expenditures and transfers to capital reserves are not reported on the Statement of Operations. • All reserve transfers are expected to be made substantially as budgeted. • Administration Center building and equipment capital expenditures are substantially complete with

total costs very close to budget. • Materials capital expenditures are expected be substantially on budget. • IT capital expenditures, after inclusion of the budget amendment in January 2019 for the self check-out

replacements/purchases, will be lower than budget (by ~$180,000) resulting from a decision to defer the planned financial system upgrade to 2020 or 2021, in order to evaluate options in more detail given vendor proposed system changes.

1 Forecast is after an estimated transfer of ½ of the forecast library salary and benefit surplus to the respective Member’s Salary and Benefit Reserve, expected to occur in April 2020 upon FVRL Board approval, in accordance with the Financial Management Policy.

48

REPORT TO THE FVRL BOARD: 2019 Budget Variance Report: At September 30, 2019 Wednesday, November 20, 2019 Page 2


CONCLUSION Forecast results are based on September actuals, and the best available information at the date of this report. It is expected that actual results will be different, possibly materially different, than forecast results.

RECOMMENDATION THAT the “2019 Budget Variance Report at September, 2019” be received for information.

ATTACHMENTS Attachment A: 2019 Forecast Statement of Operations

49



ATTACHMENT A: 2019 FORECAST STATEMENT OF OPERATIONS Statement of Operations

Operations Schedule (Provides greater detail on the “Operations” expense line, in the above statement.)

2019 2019Budget Forecast Actual $ %

REVENUES Member assessments 26,586,894 26,399,831 (187,063) -0.70% (1)Government transfers 1,459,632 1,449,450 (10,182) -0.70%Fines 345,789 311,733 (34,056) -9.85% (2)Fees 204,019 274,122 70,103 34.36% (3)Donations 88,000 70,000 (18,000) -20.45% (4)Interest 101,000 163,700 62,700 62.08% (6) 28,785,334 28,668,836 (116,498) -0.40%EXPENSESSalaries and benefits 19,823,502 18,973,855 849,647 4.29% (5)Library materials 1,238,500 1,238,500 0 0.00%Operations (see schedule) 3,320,820 3,233,671 87,149 2.62%Library interlink 115,000 108,796 6,204 5.39%Amortization 3,635,372 3,635,372 0 0.00% 28,133,194 27,190,194 943,000 3.35%

ANNUAL SURPLUS 652,140 1,478,642 826,502Surplus or Variance / Total Budgeted Operating Expenses 5.26% 2.94%

Variance (2019 Actual to Budget)"Good"=Positive; "Bad"=Negative

2019 2019Budget Forecast Actual $ %

Administration building 367,755 338,648 29,107 7.91% (7) Administrative and board 79,332 64,693 14,639 18.45% (8) Banking 48,000 48,245 (245) -0.51% Collections 25,000 0 25,000 100.00% (9) Furniture and equipment 62,897 62,042 855 1.36% Human resources 342,810 308,661 34,149 9.96% (10) Information systems 1,070,100 1,198,061 (127,961) -11.96% (11) Interest on capital lease 286 286 0 0.00% Library programs 245,232 235,549 9,683 3.95% Marketing 169,376 151,440 17,936 10.59% (12) Member S&B reserve grants 0 66,665 (66,665) (13) Milage and miscellaneous 99,734 79,447 20,287 20.34% Office supplies 217,882 178,062 39,820 18.28% (14) Postage and courier 43,219 30,115 13,104 30.32% (15) Professional fees 263,616 175,917 87,699 33.27% (16) Telephone and fax 114,640 110,399 4,241 3.70% Vehicle operations 170,941 185,441 (14,500) -8.48% (17)

3,320,820 3,233,671 87,149 2.62%

Variance (2019 Actual to Budget)"Good"=Positive; "Bad"=Negative

50



ATTACHMENT A: 2019 FORECAST STATEMENT OF OPERATIONS (CONTINUED) Variance Explanations 1) Member assessment will be lower than budget for two reasons:

a. City of Pitt Meadows (~$37,000) – Lower assessment due to the Board approved decision to not levy the budgeted assessment for janitorial costs fort the Pitt Meadows Library as Pitt Meadows took over the janitorial contract directly.

b. City of Port Coquitlam (~$150,000) - Lower assessment due to forecast lower new library expenses, due to a later opening than budgeted, and lower materials expenses (due to both lower per item materials costs and a portion of spending being deferred to fiscal 2020).

2) The lower expected fine revenue reflects FVRL and industry-wide trends. The lower revenue will result in lower related reserve contributions (the 2019 budget transferred 3/10 of fine revenue to reserves on the basis that any short-fall would be first absorbed within the transfer, and would not impact current operations).

3) Higher fees mainly due to: a. Higher printing/copier fees (~$43,000), likely due to the full-year impact of implementing pay-for-

print terminals in most of our libraries. b. Higher book sale revenues (~$20,000) and exam proctor fees (~7,000), reflecting higher-volume.

4) Donation revenue is expected be lower than budget reflecting a general, although slow, trend towards lower donation funding. All donation funding is restricted in use, and is not used to fund on-going operations.

5) The forecast salary and benefit surplus is due to a number of factors:

Reason forecast Under Budget $ Impact % Impact

Lower benefit expenses, mainly for municipal superannuation (~$30,000). $45,000 0.23%

Lower Employee Health Tax (“EHT”). Based on expert opinion on the applicability of the EHT final legislation (which was not available at the time the budget was set). Subject to Revenue Canada audit.

$200,000 1.01%

NET lower replacement staff expenses: • For 2019, about 16% of posted vacancies are expected to not be filled.

This compares to: 2018 ~18%, 2017 ~16.5%, 2016 ~13%, and 2015 ~8%. • Higher replacement hour postings than budgeted. This reflects the

expected impact of the transition, in 2018 and early 2019, for many staff positions, from temporary to regular status.

$125,000

0.63%

Subtotal 370,000 1.87%

Vacant Position and Other • Primarily due a number of positions not being filled for part of the

year and some position replacements at lower pay grades.

$480,000 2.42%

Total Lower S&B (over 2019 Budgeted S&B) $850,000 4.29%

51



ATTACHMENT A: 2019 FORECAST STATEMENT OF OPERATIONS (CONTINUED) Variance Explanations (continued) 6) Interest revenue is greater than budget due to higher interest rates, and greater investment/cash levels

(mostly) due to increased unappropriated surplus and reductions in the unfunded portion of the Employee Future Benefits Liability. About $20,000 of the additional interest revenue is earned on reserve funds and will be credited thereto.

7) Administration building expenses will be lower because the Pitt Meadows janitorial expense was included in the budget (~$37,000), but no actual expenses were incurred as the City took over funding this cost directly at the start of the fiscal year (see note 1).

8) Administrative and board expenses include administrative expenses for all of FVRL including memberships, subscriptions, records management costs, and some office-wide costs at the FVRL Administrative Centre. Forecast expenses are expected to be lower resulting primarily from elimination of an IT related subscription service no longer felt to be cost effective.

9) In late 2017 FVRL stopped using third-party collection services. The budget was maintained pending

evaluation of the impact, both financial and otherwise; the budget was eliminated in the 2020 budget.

10) Human resource expenses are expected to be under budget mainly due to the net impact of contract costs for part-time health and safety support* ($30,000 over-budget), net of lower staff training & education expenses ($70,000). *The health and safety contract is fully budgeted for in salaries and benefits (unfilled staff position).

11) IT expenses will be over-budget resulting mainly from licensing cost increases in late 2017 that did not get reflected in the 2018 and 2019 budgets, due in part to when these budgets where developed. The increase in the licensing costs reflect a general trend by all/most IT vendors, and the result of a FVRL initiated “audit” to ensure all required licensing was in place for Microsoft products (to avoid potentially significant penalties).

12) Marketing expenses are expected to be under-budget resulting from reduced spending on out-sourced printing. The available funding is intended to be re-directed, within the Customer Experience Department, for Playground materials purchases.

13) Member Salary & Benefit Reserve grants reflect the expected use of the respective Member’s Salary & Benefit Reserve, as approved in accordance with the Financial Management Policy. All grants are for the respective Members libraries for various library furnishings and equipment, with most grants approved in fiscal 2019.

52



ATTACHMENT A: 2019 FORECAST STATEMENT OF OPERATIONS (CONTINUED) Variance Explanations (continued) 14) Lower forecast office supplies reflecting a downward trend in general office supply spending. and removal

of the need to purchase book-sale boxes due to a move to reusable boxes in mid fiscal 2018.

15) Postage fees are expected to be lower than budget due to a reduced requirement to mail out notices (for holds or collections notices) to customers as more is done via email.

16) Professional fees include legal, consulting and audit fees: • Legal fees - are expected to come in lower than budget (~$50,000). • Consulting fees - are expected to come in lower than budget ($30,000). • Audit fees – are expected to be very close to budget.

Notably, both legal and consulting fees can vary significantly from year-to-year, due to the nature of these expenses.

17) Vehicle operations are expected to be over-budget resulting from a decision to pay out a vehicle accident claim, as the lower-cost alternative to increased future insurance premiums.

53



Board Policy Updates By Scott Hargrove, Chief Executive Officer Meeting of Wednesday, November 20, 2019

MEETING ROOM BOARD POLICY (CURRENT) Policy Statement Meeting rooms at FVRL facilitate the provision of programs as an integral part of library service. Meeting rooms are also rented to third parties. Use of Meeting Rooms and Facilities 1. Library sponsored activities are given priority in scheduling use of the meeting room. 2. Public use of the meeting room is intended for use by groups for gatherings of a civic, cultural or educational

nature. 3. Use of the meeting room does not imply the Library’s endorsement of the beliefs of groups using the

meeting room. 4. Persons using the Library’s meeting rooms must comply with all federal, provincial, and municipal legislation. 5. All organizations or individuals using the meeting room must clearly specify their own names in

advertisements of meetings or events held. 6. The booking party is responsible for setting up, tidying and cleaning the meeting room, as well as held

responsible for any damage to the room or its contents. Storage facilities will not be provided. 7. Adequate supervision of the meeting room is the responsibility of the booking party. Scope This policy is applicable to all meeting rooms administered by Fraser Valley Regional Library.

54

REPORT TO THE FVRL BOARD: Board Policy Updates Wednesday, November 20, 2019 Page 2


MEETING ROOM BOARD POLICY (PROPOSED) Policy Statement Fraser Valley Regional Library (the “Library”) values open access to and use of its facilities and services, and is committed to maintaining an environment where freedom of expression is valued, where discrimination and harassment do not occur, and where all applicable laws are complied with. While the Library allows the public to use its facilities for private meetings/events, this permission does not imply, and should not be represented as implying, the Library's endorsement of that private meeting or event. Purpose To allow the public to access and use the Library’s meeting rooms (the “Meeting Rooms”) while ensuring compliance with all applicable laws and while maintaining the safety of the public and staff and the security of the Library’s facilities and property. Scope This policy applies to the public’s access to and use of all Meeting Rooms administered by the Library. Meeting Room Policies 1. Meeting Room Booking Requests

a. Library sponsored activities are given priority in scheduling the use of the Meeting Rooms. When Meeting Rooms are not in use for Library sponsored activities, they may be made available for public use, subject to this policy and the Library’s Code of Conduct.

b. Meeting Room booking requests must be submitted in person by the individual or group making the booking (the “Booking Party”) to the Library at least 4 weeks in advance.

c. The approval of Meeting Room booking requests will be determined at the sole discretion of the Library in accordance with this policy.

2. Pre-Screening of Meeting Room Booking Requests

a. The Library will pre-screen Meeting Room booking requests in order to assess the likelihood that prohibited activities will occur in the Library’s facilities or using Library property, including prohibited activities under the Criminal Code of Canada, under the Human Rights Code of British Columbia, under this policy, or under any of the Library’s applicable policies including the Library’s Code of Conduct.

b. Anyone seeking to make a Meeting Room booking may be requested to provide the Library with information deemed necessary by the Library to make an assessment of these risks.

c. If the Library determines that additional security measures are advisable for the safety and/or security of Library staff and the public or of the Library’s facilities or property, the Library will coordinate and implement additional security measures, at the Booking Party’s expense.

55



3. Denial of Meeting Room Booking Requests a. The Library reserves the right to deny or cancel a Meeting Room booking when it reasonably believes

that the purpose of the booking is contrary to applicable laws or to this policy and the Library’s other applicable policies including the Library’s Code of Conduct. Examples of possible reasons for denial of a Meeting Room booking include but are not limited to:

i. any violation of the Criminal Code of Canada, including the advocacy or promotion of genocide, or the communication of statements that incite or willfully promote hatred against an identifiable group;

ii. any violation of the Human Rights Code of British Columbia, including the publication, issuing or display of any material that indicates discrimination or an intention to discriminate against a person or group, or is likely to expose a person or group to hatred or contempt, because of their race, colour, ancestry, place of origin, religion, marital status, family status, physical or mental disability, sex, sexual orientation, gender identity or expression, or age; or

iii. any activities that are likely to pose a safety hazard to Library staff or the public or a security risk to the Library’s facilities or property.

4. Use of Meeting Rooms

a. Public use of the Meeting Rooms is intended for use by groups for the purpose of gatherings of a civic, cultural or educational nature.

b. Individuals and groups using the Meeting Rooms must comply with all applicable federal, provincial, and municipal legislation, including the Criminal Code of Canada and Human Rights Code of British Columbia.

c. The Booking Party(ies) must clearly specify their own names in advertisements of meetings or events held in the Library’s facilities.

d. The Booking Party is responsible for setting up, tidying and cleaning the Meeting Room, and will be held responsible for any and all damages arising out of or in connection with the use, or inability to use, the Meeting Rooms even if the Library was advised of the possibility of such damage. Storage facilities will not be provided.

e. Adequate supervision of the Meeting Room is the responsibility of the Booking Party. Library staff must have access to the Meeting Room at all times for the purpose of reviewing compliance with Library policies.

f. Use of the Meeting Room must be conducted in a manner consistent with the Library’s Code of Conduct, as amended from time-to-time.

56



CUSTOMER CODE OF CONDUCT BOARD POLICY (CURRENT) Policy Statement Fraser Valley Regional Library services and facilities are for everyone’s use and enjoyment; no one shall engage in any behaviour at any of our libraries that, without lawful authority, unreasonably interferes with the public’s right of access to library services and facilities, the safety and comfort of our library users and staff, or the protection of library property and facilities. Purpose To support a safe, pleasant and welcoming environment in which to use the library’s services and facilities. Scope Staff and public. Code of Conduct Individuals who do not adhere to the Code of Conduct may be requested to leave the library immediately. Depending on the severity of the incident, individuals may also face a number of consequences, including but not limited to being be banned from using the library’s services for a particular period of time or indefinitely. The following are examples of prohibited activities at our libraries that are contrary to our Code of Conduct:

1. Engaging in any activity that is prohibited by applicable laws, including but not limited to applicable bylaws;

2. Engaging in any activity that is in breach of applicable FVRL policies or procedures; 3. Consuming or distributing alcohol or engaging in illegal drug use or distribution; 4. Smoking or vaping in non-designated areas; 5. Engaging in disruptive or unsafe behaviour that, without authority, unreasonably interferes with

someone’s ability to use and enjoy the library’s services or the ability of staff to perform their duties, including but not limited to:

a. Bullying or harassment (including but not limited to threats, intimidation, assault, battery, or sexual harassment)

b. Use of profanity or disrespectful language c. Excessively loud language or behaviour d. Sleeping

6. Engaging in behaviour, either intentionally or recklessly, that results in, or that may reasonably result, in damage to library facilities or property, including vandalizing materials or tampering with computers or other equipment;

7. Exposing other customers or staff to information or graphic images that may be offensive 8. Leaving children brought into the library unattended; 9. Entering Staff Only areas without permission; 10. Stealing library property;

57



11. Unlawfully obstructing entrances, exits, aisles or the free and safe movement of customers, staff, or the public;

12. Bringing bicycles or other large items into the building (except for mobility aids); 13. Using rollerblades, skateboards, scooters and similar equipment (except for mobility aids) 14. Bringing animals into the library (except registered guide and service animals and except as otherwise

required by law); 15. Leaving personal belongings brought into the library unattended; 16. Wearing inappropriate attire; 17. Engaging in the photography, filming or video recording of customers, staff, or the public without their

prior approval.

58



CUSTOMER CODE OF CONDUCT BOARD POLICY (PROPOSED) Policy Statement

The services and facilities that Fraser Valley Regional Library (the “Library”) offers to the general public are for everyone’s use and enjoyment and the Library is committed to providing a space for public use where freedom of expression is valued and where all applicable laws are complied with. Everyone has the right to equal treatment with respect to their lawful access and use of the Library’s services and facilities without discrimination or harassment.

Accordingly, no one shall engage in any behaviour at any of our libraries that, without lawful authority, unreasonably interferes with the public’s right of access to or use of the Library’s services and facilities, the safety of the Library users and staff, or the protection of Library property and facilities.

Purpose

To maintain an environment in which the Library’s services and facilities can be freely accessed and used by everyone consistent with applicable laws.

Scope

This policy is applicable to all public users of the Library’s facilities and services.

Code of Conduct

Individuals who do not adhere to the Code of Conduct may be requested to leave the Library’s facilities immediately. Depending on the severity of the incident, individuals may also face a number of consequences, including but not limited to being be banned from using the Library’s services for a particular period of time or indefinitely.

The following are examples of prohibited activities at our facilities that are contrary to our Code of Conduct:

1. Engaging in any activity that is prohibited by applicable laws, including but not limited to the Criminal Code of Canada and the Human Rights Code of British Columbia;

2. Engaging in any activity that is in breach of applicable Library policies or procedures;

3. Consuming or distributing alcohol or engaging in illegal drug use or distribution;

4. Smoking or vaping in non-designated areas;

5. Conducting games of chance, including bingo or lotteries;

6. Engaging in fundraising activities, unless authorized by the Library in advance;

7. Engaging in disruptive or unsafe behaviour that, without authority, unreasonably interferes with someone’s ability to use and enjoy the Library’s services or facilities or the ability of staff to perform their duties, including but not limited to:

59



a. Bullying or harassment (including but not limited to threats, intimidation, assault, battery, or sexual harassment);

b. Use of profanity or disrespectful language;

c. Excessively loud language or behaviour; or

d. Sleeping;

8. Engaging in behaviour, either intentionally or recklessly, that results in, or that may reasonably result in, damage to the Library’s facilities or property, including vandalizing materials or tampering with computers or other equipment;

9. Exposing other customers or staff to graphic images that may be offensive;

10. Leaving children brought into the Library’s facilities unattended;

11. Entering Staff Only areas without permission;

12. Stealing Library property;

13. Unlawfully obstructing entrances, exits, aisles or the free and safe movement of customers, staff, or the public;

14. Bringing bicycles or other large items into the building (except for mobility aids);

15. Using rollerblades, skateboards, scooters and similar equipment (except for mobility aids);

16. Bringing animals into the Library’s facilities (except registered guide and service animals and except as otherwise required by law);

17. Leaving personal belongings brought into the Library’s facilities unattended;

18. Wearing inappropriate attire; and

19. Engaging in the photography, filming or video recording of customers, staff, or the public without their prior approval.

60

agenda of the fvrl board regular meeting of the … - regular... · select their preferred budget...

Documents