of the fvrl board · director bill dickey, vice chair : 2.00 consent agenda : p. 4 2.01 : approval...

AGENDA OF THE

FVRL BOARD

REGULAR MEETING OF THE FRASER VALLEY REGIONAL LIBRARY BOARD

Tuesday, February 24, 2009 — 9:00 a.m.

FVRL Administrative Centre 34589 Delair Road, Abbotsford, BC V2S 5Y1

FVRL…Connecting people to the world of information and ideas

1.00 Call to Order Director Bill Dickey, Vice Chair 2.00 CONSENT AGENDA p. 4 2.01 Approval of Minutes

Enclosure:

January 7, 2009 Meeting Minutes p. 11 2.02 Overview of Fraser

Valley Regional Library

Enclosure: Overview of Fraser Valley Regional Library

Report p. 17 2.03 Chief Executive

Officer’s Report Enclosure:

Chief Executive Officer’s Report p. 18 2.04 Director of Corporate

Services Report Enclosure:

Director of Corporate Services Report p. 23 2.05 Activity Reports

Enclosure:

Activity Report p. 25 2.06 Correspondence &

Information Enclosure:

Notes of Appreciation 2.07 Approval of Consent

Agenda Motion

THAT the Consent Agenda be approved.

3.00 APPROVAL OF

AGENDA Motion

THAT the Agenda be approved as circulated.

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REGULAR MEETING OF THE FVRL BOARD: Agenda February 24, 2009


4.00 BUSINESS ARISING FROM THE MINUTES p. 26 2009 Budget —

Weighted Vote Motion

Mary O'Callaghan, Director of Corporate Services Enclosure:

Weighted Vote for 2009 5.00 NEW BUSINESS p. 27 5.01 Policy: Charities/

Community Organizations Motion

Rob O'Brennan, Director of Client Services THAT the FVRL Board revise its Charities/Community Organizations policy to enable FVRL libraries to act as sales outlets or drop-off locations for selected charities and community organizations, and to display items such as donation boxes, flyers, or exhibits.

p. 29 5.02 Proposal: Circulation

Services Coordinator Motion

Maureen Woods, Chief Executive Officer Enclosure:

Proposal: Circulation Services Coordinator THAT the transfer of $80,000 from the Future Services Reserve be approved to cover salary, benefits, and expenses to hire a librarian on a one-year contract to oversee circulation services for Fraser Valley Regional Library.

p. 30 5.03 FVRL Response to

Library Act Information

Maureen Woods, Chief Executive Officer Enclosure:

Fraser Valley Regional Library Response to Review of the Library Act

p. 32 5.04 Board Retreat

Update Information

Maureen Woods, Chief Executive Officer Enclosures:

Agenda Library Board Orientation with Michael

Shoop, Ph.D.

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REGULAR MEETING OF THE FVRL BOARD: Agenda February 24, 2009


6.00 OTHER BUSINESS 7.00 AROUND THE TABLE 8.00 QUESTIONS 9.00 Next Meetings

Information The annual FVRL Board Planning Retreat will be held: Wednesday & Thursday, March 4 & 5, 2009

8:30 am – 4:30 pm Ramada Plaza Abbotsford Inn & Conference Centre

36035 North Parallel Road, Abbotsford, BC

The next regularly scheduled March meeting of the FVRL Board has been changed to:

Thursday, March 26, 2009 9:00 am - 12 noon

Administrative Centre 34589 Delair Road, Abbotsford, BC

The regularly scheduled April meeting of the FVRL Board has been changed to:

Wednesday, April 29, 2009 9:00 am - 12 noon


10.00 Adjournment

Motion THAT the meeting of FVRL Board be adjourned.

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MINUTES OF THE

FVRL BOARD

DRAFT

REGULAR MEETING OF THE FRASER VALLEY REGIONAL LIBRARY BOARD

Wednesday, January 7, 2009 — 9:00 a.m.

FVRL Administrative Centre 34589 Delair Road, Abbotsford, BC V2S 5Y1

ADMINISTRATIVE CENTRE: 34589 Delair Road, Abbotsford, BC Canada V2S 5Y1 Tel: 604-859-7141 or 1-888-668-4141 Confidential Fax: 604-859-4788 Web Site: www.fvrl.bc.ca

Attendees from the Board Mayor Peter Fassbender, City of Langley (Chair) Director Bill Dickey, Fraser Valley Regional District Councillor Helen Fathers, City of White Rock Councillor Simon Gibson, City of Abbotsford Councillor Ken Huttema, City of Chilliwack Councillor Linda King, District of Maple Ridge Councillor Gayle Martin, Metro Vancouver Councillor Bob Perry, Village of Harrison Hot Springs Councillor Anne Peterson, Corporation of Delta Councillor Peter Robb, District of Hope (alternate) Councillor Jenny Stevens, District of Mission Councillor John Van Laerhoven, District of Kent Councillor Deb Walters, City of Pitt Meadows Councillor Grant Ward, Township of Langley Councillor Michael Wright, City of Port Coquitlam

Attendees from Staff Maureen Woods, Chief Executive Officer Irene Geng, Executive Assistant to the CEO (Recorder) Scott Hargrove, Senior Manager—IT Nicole Glentworth, Library Manager—Upper Fraser Rob O'Brennan, Director of Client Services Mary O'Callaghan, Director of Corporate Services Rita Penco, Library Manager—Delta CUPE Local 1698 Representative Laurie Dyck Leanne Fruno Guests Councillor Teri James, City of Langley (alternate) Mayor George Peary, City of Abbotsford

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REGULAR MEETING OF THE FVRL BOARD Wednesday, January 7, 2009 Page 2


1.00 CALL TO ORDER Maureen Woods, Chief Executive Officer, called the first regular meeting of 2009 of the

Fraser Valley Regional Library Board to order at 9:00 a.m. 2.00 APPROVAL OF CONSENT AGENDA It was MOVED Councillor Stevens, SECONDED Councillor Ward, THAT the consent

agenda be approved as circulated. CARRIED

09.01.07/01 Consent Agenda Approved

3.00 APPROVAL OF AGENDA It was MOVED Councillor Gibson, SECONDED Mayor Fassbender, THAT the agenda

be approved as circulated. CARRIED

09.01.07/02 Agenda Approved

4.00 2009 ELECTION OF OFFICERS AND EXECUTIVE COMMITTEE

4.01 Election of Board Chair

Maureen Woods, Chief Executive Officer, presided over the election of the Board Chair. She called for nominations for Board Chair 2009.

Councillor Stevens, SECONDED by Councillor Ward, nominated Mayor Fassbender.

Maureen Woods called twice more for further nominations. There were no other nominations.

Mayor Fassbender was declared elected Board Chair for 2009 by acclamation.

Mayor Fassbender assumed the chair and expressed his appreciation for the Board’s confidence in him. He also welcomed the new councillors to their first FVRL Board meeting, and provided all meeting attendees with an opportunity to introduce themselves.

4.02 Remaining Officers

Vice-Chair Mayor Fassbender called for nominations for Vice-Chair.

Councillor Gibson, SECONDED by Councillor Martin, nominated Director Bill Dickey for Vice-Chair.

Mayor Fassbender called twice more for further nominations. There were no other nominations.

Director Bill Dickey was declared elected Vice-Chair by acclamation.

5



Honorary Treasurer Mayor Fassbender called for nominations for Honorary Treasurer.

Mayor Fassbender, SECONDED by Councillor Stevens, nominated Councillor Wright for Honorary Treasurer.


Councillor Wright was declared elected Honorary Treasurer by acclamation.

BC Library Trustees Association Representative Maureen Woods described the BC Library Trustees Association as one of the most important organizations for libraries in the province because the government looks to it on issues related to library advocacy. To remain strong and maintain government grants, it behooves FVRL to be involved and to be leaders in BCLTA. Mayor Fassbender called for nominations for BC Library Trustees Association Representative.

Councillor Ward, SECONDED by Councillor Martin, nominated Councillor Perry for BCLTA Representative.


Councillor Perry was declared elected BCLTA Representative by acclamation.

InterLINK Representative Mayor Fassbender called for nominations for InterLINK Representative.

Councillor Martin, SECONDED by Councillor Gibson, nominated Councillor King.


Councillor King was declared elected InterLINK Representative by acclamation.

InterLINK Alternate Representative Mayor Fassbender called for nominations for InterLINK Alternate Representative.

Councillor King, SECONDED by Councillor Stevens, nominated Councillor Walters.


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Councillor Walters was declared elected InterLINK Alternate Representative by

acclamation. 4.03 Destruction of Ballots

No ballots were used; hence, there were none to destroy. 5.00 ORIENTATION TO FVRL 5.01 FVRL Governance and Operations Mayor Fassbender acknowledged the steep learning curve associated with being a

Board member for Fraser Valley Regional Library, and encouraged the Board to develop relationships with, and ask questions of, FVRL staff and the local government liaisons who interface with FVRL staff. He pointed out that FVRL’s Board is a policy Board, rather than a management Board, and has access to all information needed to make sound decisions. He noted that, even while serving as community representatives, Board members are responsible to serve the interests of Fraser Valley Regional Library as a whole. He acknowledged the possibility of potential conflict between a community’s interest and FVRL’s interests, and added that, ultimately, each local government is part of FVRL until it chooses not to be. He urged Board members to ensure their local government administrators and finance directors be well apprised of matters related to FVRL.

5.02 FVRL Board Member Orientation Irene Geng, Executive Assistant to the Board and CEO, provided Board members with a

brief overview of FVRL’s web site and introduced them to the resources available to them on the Board’s Extranet.

Councillor Gibson suggested that information outlining each community’s investment in

library services be displayed with Board member portraits in FVRL libraries. Councillor Stevens added a suggestion that the information also show how little library

services cost, to demonstrate the value received for the investment. 6.00 NEW BUSINESS

6.01 Board Meeting Dates It was MOVED Director Dickey, SECONDED Councillor Walters, THAT the regular 2009

meetings of the Fraser Valley Regional Library Board be held from 9:00 a.m. to 12 noon on January 7, February 24, March 25, April 22, May 27, June 24, July 22, September 23, October 28, November 25, and December 16.

CARRIED 09.01.07/03

Board Meeting Dates Set

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6.02 Board Retreat Dates It was MOVED Councillor Perry, SECONDED Councillor Ward, THAT the Board’s

annual strategic planning sessions be held March 4 and 5, 2009. CARRIED

09.01.07/04 Board Retreat Dates

6.03 Borrowing Bylaw for 2009 It was MOVED Councillor Ward, SECONDED Director Dickey, THAT the Chief

Executive Officer, the Director of Client Services, the Director of Corporate Services, the Board Chair, and the Board Treasurer be empowered to sign on behalf of the Fraser Valley Regional Library such bank instruments as to cause the temporary borrowing from the Royal Bank of Canada, Abbotsford Branch, of periodic sums of money not to exceed in the aggregate the sum of $500,000. This is provided that the sums of money borrowed are based on revenue itemized in the 2009 budget that is not yet received but due and payable by December 31, 2009.

CARRIED 09.01.07/05

Borrowing Bylaw 2009 6.04 2009 FVRL Cheque Signing

It was MOVED Councillor Stevens, SECONDED Councillor Gibson, THAT the automatic cheque signer be used to sign FVRL cheques; and THAT the list of cheques issued be reviewed and signed by two of “A” signatories OR one of “A” and “B” signatories; and THAT “A” signatories be the Board Chair, the Board Vice-Chair, the Board Treasurer, the Chief Executive Officer, and the Director of Corporate Services; and THAT “B” signatories be the Director of Client Services; the Senior Manager of Information Technology; and the Senior Manager of Products and Services; and THAT a list of issued cheques be available at each Board meeting for Board members to see, if desired; and

THAT the signatories be authorized to sign documents for the Municipal Finance Authority. CARRIED

09.01.07/06 2009 FVRL Cheque Signing

6.05 2009 Budget Mary O'Callaghan, Director of Corporate Services, provided an overview of the three

options available for the proposed 2009 budget and responded to questions from the Board. She reiterated her standing invitation to attend council meetings to talk about FVRL.

Mayor Fassbender identified a consensus among the Board members to recommend

Option 1 to their councils. Option 1 includes a contingency for contract negotiations and inflation for supplies; a 3% budget increase for new Library Materials; and a full time technician for the Information Technology Department.

Councillor Perry indicated his view that the Information Technology Technician is a must

and that it cannot be deferred any longer.

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Councillor Stevens added that FVRL provides better value and cost savings by being electronically efficient.

Mayor Fassbender urged Board members to come prepared for the weighted vote on

the budget at the next Board meeting on February 24, 2009 and to ask questions if they need more information.

6.06 Together Presentation Irene Geng, Executive Assistant to the Board and CEO, presented Together, a video

compilation of photos taken in FVRL libraries over the past three years, designed as a tribute to Board members who served FVRL from 2006 to 2008.

7.00 OTHER BUSINESS Chief Executive Officer Maureen Woods reported that, for the first morning of the Board

retreat, she has arranged for consultant Michael Shoop to provide orientation to the Board on being a board member. Michael Shoop has experience working in government, including with Public Library Services Branch and its strategic plan, understands the role libraries play provincially, and is well equipped to offer new insights that will provide a foundation for the Board to work together and move forward.

Mayor Fassbender urged Board members to visit the FVRL Extranet, and to let him

know of issues they would like to discuss at the Board retreat. Councillor Gibson recommended that the retreat focus on visionary thinking for the

library. 8.00 AROUND THE TABLE Councillor Ward reported that Murrayville Library has formed a Writers Club, with

members ranging from beginners to published authors. Murrayville Library also encountered major water damage during December that caused the library to be closed until repairs could be made.

Councillor Wright inquired about the status of libraries having wi-fi Internet available. Scott Hargrove, Senior Manager of Information Technology, stated that 10 FVRL

libraries have wi-fi Internet. However, significant security issues exist related to ensuring wi-fi Internet is used for valid purposes only. Although some cities in North American are removing wi-fi capabilities, FVRL is hoping to avoid that and, instead, to use software technology that will authenticate a user’s identity. Until such authentication is in place, no further expansion is planned.

9.00 QUESTIONS There were no questions.

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10.00 NEXT MEETING The next regularly scheduled meeting of the FVRL Board will be held on:

Tuesday, February 24, 2009 9:00 am-12 noon


11.00 ADJOURNMENT It was MOVED Councillor Ward, SECONDED Councillor Walters, THAT the meeting of

FVRL Board be adjourned. CARRIED

09.01.07/07 Adjournment

The meeting adjourned at 11:43 a.m.

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MSA Centennial Li-brary is privileged to enjoy the friendship of Mr. McCullough, a loyal, long time cus-tomer who has been a member of the Friends of the Ab-botsford Library for years. Recently, Mr. McCullough stopped by to show staff the coconut “postcard” his niece sent him while she was on vaca-

tion. On Saturdays he o� en brings candy for the staff to enjoy and occasionally even homemade cookies baked by Mrs. McCullough. The 2nd annual Friends of the Abbotsford Libraries Book Gala exceeded last year’s event. The fundraiser invited people to stay at home and read a book, then donate the money they would have spent for a night on the town. The grand total of $3205.22 will benefi t Abbotsford libraries. Adult programming opportunities featured I Do Declare author Bob Klassen recounting expe-riences of his work as a border guard; an Arthritis Society seminar titled Arthritis 101 about manag-ing the debillitating symptoms of arthritis; classes in English and Panjabi for teaching computer and Internet basics; workshops presented by London Drugs staff on using digital cameras and managing digital photos; and conversation circles for those learning to speak English and expanding their vo-cabulary. Children of many ages continue to enjoy sto-ries at their library—Family Storytime, Saturday Storytime, Evening Pajama Storytime, and Peek-

Preschoolers and school-aged children from the Tsawwassen First Nation visited Tsawwas-sen Library during Family Literacy week, enjoying books, poems, and a “rap” puppet show presented by library staff . The children and their parents are already looking forward to their next visit to the library. Delta librar-ies staff part-nered with lo-cal schools and organizations on various literacy-based programs for babies to teens—Planning 10 classes at South Delta Sec-

Overview of Fraser Valley Regional Library

By Maureen Woods, Chief Executive Offi cerMeeting of February 24, 2009

REPORTTO THE

FVRL BOARD

FVRL: Overview of Your LibrariesABBOTSFORD LIBRARIES

DELTA LIBRARIES

FVRL...Connecting people to the world of information and ideas

A-Boo Babytime. Library staff also is visiting area schools to prepare children for the Reading Link Challenge competition this spring, and helping li-brary visitors with science fair and Historica proj-ects.

Mr. McCullough, loyal friend ofMSA Centennial Library

Deputy Fire Chief Bryon Funnell reads to youngsters at Ladner Pioneer Library

Fire Chief Dan Copeland read to kids andcaregivers at Tsawwassen Library

— Photo Courtesy Of Kristine Thiessen, South Delta Leader

11

ondary; Baby Daze at North Delta’s Fraser Health Authority; Ready, Set, Learn! events at schools in Ladner, North Delta, and Tsawwassen; Reading Day at Heath Elementary, and Jarvis Elementary School’s world record a� empt for “Most children reading with an adult—multiple locations.” George Mackie and Tsawwassen Libraries also hosted Mother Goose programs in partnership with Boys & Girls Club Community Services dur-

ing January. Two new self-check termi-nals—the new-est available t e c h n o l o g y —were installed at Ladner Pioneer and Tsawwas-sen Libraries, and are popular with customers of all ages.

Overview of Fraser Valley Regional LibraryMeeting of February 24, 2009Page 2


CITY OF LANGLEY LIBRARY

Police Chief Constable Jim Cessford reads to children at Tsawwassen Library

Customers like to use the new self check-out terminals

LIVE! at the Library, a monthly focus on arts and culture hosted by Langley City Library, fea-tured Diana Durand, a local artist. She worked on an acrylic painting and exhibited samples of her artwork, including images from her McMono col-lection, which showcases 17th century Japanese kimono designs on dismantled French fry boxes.

TOWNSHIP OF LANGLEY LIBRARIES

Reaching out to the community has many dimen-sions as Township of Langley library staff profi le library service and off er literacy-enhancing pro-grams to schools and groups throughout the area. Picture Book Club programs are brought to Langley School District schools 3 days each week and, during the past month, that meant 84 Picture Book Club presentations that reached 2,364 stu-dents. All Aboard for Kindergarten, a literacy initia-tive promoting kindergarten readiness, brought library staff to public and independent schools throughout the area to talk with kindergarten teachers, school library staff , and administrators, off er supporting and profi ling library services that can enhance school-based eff orts. School a� empts at se� ing a world record for “the most readers reading the same book at the same time” involved Langley Township library staff

Seniors are the focus of several Langley City Library programming initiatives—Revenue Canada seminar for seniors on income tax; Storytime for Seniors off ered in several seniors’ residences in the community; and librarian visits with seniors in independent living facilities. Each of these pro-grams yields simple yet meaningful connections across the generations and increases seniors’ awareness of library services available to them. Aboriginal Storytime is a new outreach pro-gram designed for aboriginal children and their families. Held at Douglas Park School, library staff leads the play group in songs, rhymes, and fl annel stories. We Love Our Customers was February’s theme for the Valentine’s Day Customer Appre-ciation Day celebration, and the Friends of the Library were on had to promote their group, as well as to visit and enjoy refreshments with library customers. In conjunction with Langley School District Foundation and Spirit of BC Langley, Langley Library presented a celebration of literacy in Langley and included an array of languages and cultures that make up Langley’s community of learners. Features included opening ceremonies by Kwantlen First Nation, book signing, readings, face painting, and refreshments.

12



to serve as witnesses for classes at Alex Hope, Dorothy Peacock, and Gordon Greenwood El-ementary Schools. Children and parents from Strong Start—an early learning program for preschoolers to help them get ready for success in kindergarten—came from West Langley and Langley Meadows Elementary Schools to tour the library and enjoy stories in celebration of Family Literacy Day. The youngsters went home with bookmarks, pencils, magnets—and most importantly—their own library cards. Muriel Arnason LIbrary hosted Celebrate the Year of the Ox, a family cra� s program highlighting the lunar new year. Over 100 children, adults and even grandparents visited the library during the a� ernoon, and created dancing dragon puppets as well as lucky red envelopes containing chocolate coins. They also decorated a large paper dragon and paraded it through the library.

Several adult book clubs continue to meet regularly, including one club specifi cally for se-niors, and Internet training classes continue to equip library customers with skills they need to use computers eff ectively. Edward Denison, career and life coach, gave a presentation titled Success Strategies: Overcom-ing Barriers to Success that was so well received he has been invited to provide three additional sessions during 2009. Langley Township librarians responded to 91 email reference questions sent to Ask A Librar-ian through FVRL’s web site. One question came

from a man who had starred in the National Film Board’s fi lm about FVRL in the 1940s!

Paper dragon on parade at Muriel Arnason Libraryin celebration of the lunar new year

MAPLE RIDGE LIBRARY

A kni� ing class in session at Maple Ridge Library

Celebrating Korean New Year at Maple Ridge Library

Korean students at Maple Ridge Library’s lunar new year celebration

13



information about programs and hints to encour-age a lifelong love of books and reading. Mission Library was nominated for the Fraser Valley Cultural Diversity Awards in the Marketing/Outreach Category. Nominees of this category market and outreach to culturally diverse commu-nities equitably, a� empt to communicate diff erent cultural norms, values and languages; and to re-fl ect the diversity of the community through pro-motional materials. The awards will be announced on March 6, 2009.

PORT COQUITLAM LIBRARY

MISSION LIBRARY

The Mission Library took part in the Canada-wide a� empt to break the world record for Most Children Read to By an Adult - Multiple Locations. Three classes from Mission Central Elementary and a number of families came and listened to stories read by Mayor James Atebe, Councillors Jenny Stevens (along with her dog Dolly), Danny Plecas and Heather Stewart, Constable Robert Hinman from the RCMP, Assistant Chief Larry Watkinson of the Mission Fire Department and FVRL’s own CEO Maureen Woods. Councillor Stevens translated one of the books into Braille so that she could read to the children. A brand new teen book club started up at the Mission Library in January. The teens who showed up were almost all boys. Everyone had fun chat-ting about what they’d been reading, and deciding what to read for next month. They also chose a name for the book club: The League of Extraordi-nary Readers. On January 31 Mission celebrated Family Lit-eracy with its seventh annual Riot of Reading Solu-tions Family Literacy Fair. This community event is coordinated by the Mission Community Library. Other partners are the Mission Literacy Associa-tion and School District 75. Community informa-tion about literacy was provided from 25 organi-zations and businesses. There was entertainment, music, all day storytelling, refreshments, door prizes, cra� s, opportunities to buy quality books, and loads of fun. More than 400 people came to the fair, talked to community experts, and found

FVRL CEO Maureen Woods reads to childrenat Mission Library

- Photo courtesy of Carol Aun, Mission City Record

Coun. Michael Wright reads to children at Terry Fox Library while Coun. Sherry Carroll acts as offi cial witness

The Terry Fox Library participated in the Fam-ily Literacy Day’s Guinness Book of World Records a� empt to have the most adults reading to chil-dren at one time. Four Terry Fox staff and FVRL Board Representative Councillor Michael Wright, read Robert Munsch books to thirty-one children, while Councillor Sherry Carroll acted as offi cial witness. Silliness, laughter and world record ex-citement fi lled the room. The 2nd annual Tri-Cities Spelling Bee local level challenge saw 19 children in Grades 4 and 5 at Port Coquitlam schools competing for a cov-eted spot in the fi nal round. Tension was in the air as children nervously waited their turns to spell. The 5 top spellers will represent Port Coquitlam in the fi nale in Port Moody during Spirit of BC Week. Port Coquitlam Mayor Greg Moore a� ended the event as a guest judge and awarded the winners their medals and trophy.

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Agassiz Library

Mayor Greg Moore shares the pleasure of the Tri-Cities Spelling Bee trophy winner at Terry Fox Library

Grandmas and Grandpas with their li� le ones are enjoying the popular Grandparents Storytime; lots of preschool and school-aged children are being introduced to the treasures found in their library; the public Internet stations are busy; and adults have been enjoying program such as wild-life photographer Damon Calderwood’s exquisite photos of North American birds. Whether the customer is an elderly lady who has been a library supporter for decades or a new mom looking for a book for her baby, every age is welcome at the library and can fi nd a resource to enrich their life.

UPPER FRASER VALLEY LIBRARIES

Cu� ing Edge Art for school age children enjoying theirfi rst ProD Day of 2009.

Preschool and Pajama Storytimes continue to draw enthusiastic families to listen to stories and enjoy their libraries. The fi rst Agassiz Library Winter Bridge Club has begun, with participants learning the language, the bidding, and the “trick” to playing bridge.

Pajama Storytime at Agassiz Library

Boston Bar and Yale Libraries Boston Bar students enjoyed programming by Library Supervisor Karen Rushlow. The kinder-garten and Grade 1 class learned how to decorate snowfl akes in a cra� program and the Grades 2 and 3 students enjoyed a special Storytime. Co-quihalla Elementary students in Yale delighted in the Picture Book Club program she off ered there. Twice a year Karen Rushlow presents a 10-week Mother Goose program at Boothroyd Re-serve outside Boston Bar, and off ers the program twice a week in Hope.

Chilliwack Library

Spirit of BC Week celebrations included a vis-it to Chilliwack Library from Fiona Bayrock, a local author who wrote the children’s book titled Bub-ble Homes and Fish Farts. She presented a pro-gram for adults about writing books for children and plans to launch her new book at the library in June. Chilliwack Library is taking an active role with other community partners in organizing the 2nd annual Chilliwack Rally and Walk for Literacy and Learning, to be held in April and which will culmi-nate in Salish Park beside the library.

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Chilliwack Library is participating with mem-bers of the Chilliwack Learning Communities So-ciety to off er conversation circles to Chilliwack residents who are new to the English language. The Friends of the Chilliwack Library were gratifi ed to see their hard work paid off when they tallied the proceeds of their annual Puzzle Sale — $3611.50, that can be used for library programs and collections.

Helen Deissner sorts through puzzles at the annu-al fundraising puzzle sale organized by the Friends of the Chilliwack Library.

Yarrow Library

Chilliwack Friends of the Library donated new puppets (above) and fl annelgraph story sets for Yarrow Library’s Storytime.

Participants in Yarrow Library’s Get Cra� y program for tweens and teens.

Yarrow Library recognizes the growing suc-cess of its Teen and Tween programming initia-tives facilitated by its partnership with the Youth Services arm of Chilliwack Community Services.

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REPORT TO THE

FVRL BOARD


UPDATE FROM THE CEO

By Maureen Woods, Chief Executive Officer February 17, 2009

Council Budget Meetings: In February I attended several council budget meetings. I have found it very instructive while trying to sort out which aspects of the debate stem from library issues and which result from bleak economic projections. I look forward to our discussion at the Board meeting and retreat. Forum on Community Safety: I attended the City of Abbotsford’s Public Forum on Community Safety on February 2, 2009, where the focus was mostly on gang-related violence. This has sparked discussion in the library among our senior staff about our role in working with youth as a measure of crime prevention. Planning With The Senior Staff: I have focused a lot of my time over the last month on planning with the senior staff. I have approved the 2009 plan for Information Technology, and am expecting the Marketing and Communications plan to be approved within the next few weeks. We also worked with the library managers to develop a model for levels of service that will be written by Rob O’Brennan and presented and discussed at the Board retreat. Manager for Human Resources: We have hired a Manager for Human Resources, Maria Nikitopoulos, who will start on March 9, 2009. She comes to us with great energy and enthusiasm for our work and has excellent experience at many levels of human resource work. One of her first tasks will be to undertake a human resource audit for FVRL. Provincial Library Matters: I crafted a response to the BC Library Trustees Association survey questionnaire on the review of the Library Act. I also worked in consultation with Mayor Fassbender to prepare a brief that was submitted to the Public Library Services Branch. This brief was based on research that has been done for FVRL over the years, consultations with senior staff on issues of timing, and my experience with administering the Library Act for the Province of BC. New Home: I moved into the valley and became a resident of Mission on the 30th of January. I love my new home, my new community and my considerably shortened commute to work. I would like to thank you, the Board, for your support in making this possible. These are only the highlights of a very active month. I would be pleased to discuss these or and other topics with you at any time. Respectfully submitted, Maureen

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Fraser Valley Regional LibraryStatement of Financial Position

For the Twelve Months Ending December 31, 2008 - Draft (Feb 20/09)

2008Unappropriated Appropriated Restricted Capital Total

Financial Assets Cash and cash equivalents $1,807,469.53 $2,265,311.59 $193,797.86 $4,266,578.98 Accounts receivable 199,713.78 199,713.78 Other financial assets 224,374.64 224,374.64

2,231,557.95 2,265,311.59 193,797.86 4,690,667.40

Invested in property and equipment 2,032,212.64 2,032,212.64Total Financial Assets 2,231,557.95 2,265,311.59 193,797.86 2,032,212.64 6,722,880.04

Financial Liabilities Accounts payable and accrued liabilities 1,171,720.76 1,171,720.76 Capital lease obligations 157,465.21 157,465.21

Financial equity 3,404,348.55 186,869.44 665,599.48 1,136,876.60 5,393,694.07Total Financial Liabilities and Equity 4,576,069.31 186,869.44 665,599.48 1,294,341.81 6,722,880.04

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Fraser Valley Regional LibraryStatement of Financial Activities - (Unappropriated) Operating BudgetFor the Twelve Months Ending December 31, 2008 - Draft (Feb 20/09)

2008 Year-to-DateBudget Actual Budget Variance Comments

Revenue Member assessments $17,301,055.12 $17,301,055.00 $17,301,055.12 ($0.12) Provincial government grants 1,395,275.00 1,379,248.00 1,395,275.00 -16,027.00 Library based revenue 739,594.00 654,066.64 739,594.00 -85,527.36 Return on investments 78,000.00 71,429.93 78,000.00 -6,570.07Total revenue 19,513,924.12 19,405,799.57 19,513,924.12 -108,124.55

Expenditures Salaries and benefits 13,589,938.12 13,043,530.50 13,589,938.12 -546,407.62 Library materials and supplies 3,229,721.00 3,282,466.48 3,229,721.00 52,745.48 Library programs 87,300.00 74,093.03 87,300.00 -13,206.97 Administration and board expenses 86,060.00 71,854.91 86,060.00 -14,205.09 Administrative Centre building maintenance 301,820.00 300,955.25 301,820.00 -864.75 Computer and telephone expenses 886,856.04 818,819.68 886,856.04 -68,036.36 Human Resources and professional expenses 408,710.00 532,757.59 408,710.00 124,047.59 Marketing expenses 154,950.00 152,440.10 154,950.00 -2,509.90 Office supplies and postage expenses 280,185.00 305,087.37 280,185.00 24,902.37 Vehicle operation expenses 138,775.00 111,963.00 138,775.00 -26,812.00 Public Library Interlink dues 134,640.00 127,334.20 134,640.00 -7,305.80Total operating expenditures 19,298,955.16 18,821,302.11 19,298,955.16 -477,653.05

Capital expenditures (see Note 1 below) 214,968.96 188,136.62 214,968.96 -26,832.34

Total expenditures 19,513,924.12 19,009,438.73 19,513,924.12 -504,485.39

Excess (deficiency) of revenue over expenses $396,360.84 $396,360.84

Note 1: Building additions Furniture and equipment 25,000.00 23,879.10 25,000.00 -1,120.90 Computer equipment 29,752.00 34,079.08 29,752.00 4,327.08 Reserves 25,000.00 22,916.67 25,000.00 -2,083.33 Capital leases 135,216.96 107,261.77 135,216.96 -27,955.19 Total capital expenditures 214,968.96 188,136.62 214,968.96 -26,832.34

19

Fraser Valley Regional LibraryStatement of Financial Activities - (Appropriated) Internal Projects



Revenue Opening balance $242,469.91 $242,469.91

Book sales 99,168.00 104,033.08 99,168.00 4,865.08 Bus passes 62,280.00 81,417.43 62,280.00 19,137.43 Meeting rooms 7,620.00 8,713.85 7,620.00 1,093.85 Library based revenue 300.00 300.00 Return on investments 38,760.00 58,931.32 38,760.00 20,171.32Total current revenue 207,828.00 253,395.68 207,828.00 45,567.68

Total revenue 207,828.00 495,865.59 207,828.00 288,037.59

Expenditures Salaries and benefits 11,854.72 11,854.72 Library materials 37,438.80 37,438.80 Library programs 20,007.87 20,007.87 Human resources and professional expenses 4,474.79 4,474.79 Marketing expenses 2,260.84 2,260.84 Book sale expenses 3,540.00 21,739.08 3,540.00 18,199.08 Bus passes expenses 61,662.00 81,379.63 61,662.00 19,717.63 Meeting room expenses 7,620.00 6,686.80 7,620.00 -933.20 Office supplies and postage expenses 27,523.08 27,523.08Total operating expenditures 72,822.00 213,365.61 72,822.00 140,543.61

Capital expenditures (see Note 1 below) 180,510.25 180,510.25

Total expenditures 72,822.00 393,875.86 72,822.00 321,053.86

Excess (deficiency) of revenue over expenses $135,006.00 $101,989.73 $135,006.00 ($33,016.27)

Note 1: Building additions 1,017.00 1,017.00 Furniture and equipment 107,270.31 107,270.31 Computer equipment 45,575.93 45,575.93 Automated library system 26,647.01 26,647.01 Total capital expenditures 180,510.25 180,510.25

20

Fraser Valley Regional LibraryStatement of Financial Activities - (Restricted) External Projects



Revenue Opening balance $541,826.30 $541,826.30

Provincial government grants 398,599.00 507,089.00 398,599.00 108,490.00 ILL(Jan/08) & OneCard(Mar/08); Literacy(Sep/08) Federal government grants 6,000.00 16,836.00 6,000.00 10,836.00 Other donations and grants 109,458.91 185,677.81 109,458.91 76,218.90 Return on investments 22,279.31 22,279.31Total current revenue 9,900.00 6,794.76 9,900.00 -3,105.24

523,957.91 738,676.88 523,957.91 214,718.97

Total revenue523,957.91 1,280,503.18 523,957.91 756,545.27

Expenditures Salaries 273,832.00 181,150.28 273,832.00 -92,681.72 Library materials and supplies 127,255.00 243,990.70 127,255.00 116,735.70 Library programs 27,050.00 31,965.75 27,050.00 4,915.75 Administration and board expenses 330.95 330.95 Computer and telephone expenses 1,200.00 1,308.71 1,200.00 108.71 Human resources expenses 31,250.00 19,903.01 31,250.00 -11,346.99 Marketing expenses 36,512.00 50,007.01 36,512.00 13,495.01 Office supplies and postage expenses 8,497.30 8,497.30Total operating expenditures 497,099.00 537,153.71 497,099.00 40,054.71

Capital expenditures (see Note 1 below) 7,242.23 121,608.19 7,242.23 114,365.96

Total expenditures 504,341.23 658,761.90 504,341.23 154,420.67

Excess (deficiency) of revenue over expenses $19,616.68 $621,741.28 $19,616.68 $602,124.60

Note 1: Building additions Furniture and equipment 11,205.91 11,205.91 Computer equipment 8950.23 Automated library system 101,452.05 7,242.23 94,209.82 Total capital expenditures 121,608.19 7,242.23 105,415.73

21

Fraser Valley Regional LibraryStatement of Reserve Accounts


December YTD

Assets Replacement $812.68 $319,637.87Collection Development 1,045.32 411,126.61Automation 1,728.43 679,785.17Future Services 952.34 374,552.45Sub-Total 4,538.77 1,785,102.10

Municipal Surplus-FVRD 22.31 8,765.25Municipal Surplus-Kent 10.94 4,302.20Municipal Surplus-Hope 21.83 8,577.92Municipal Surplus-Chilliwack 72.98 28,711.66Municipal Surplus-Abbotsford 151.01 59,386.64Municipal Surplus-Mission 91.76 36,100.73Municipal Surplus-City of Langley 219.77 86,449.25Municipal Surplus-Township of Langley 222.35 87,448.78Municipal Surplus-White Rock 30.76 12,103.26Municipal Surplus-Delta 216.86 85,290.59Municipal Surplus-Port Coquitlam 79.13 31,114.74Municipal Surplus-Maple Ridge 74.49 29,303.17Municipal Surplus-Pitt Meadows 6.73 2,655.30Sub-Total 1,220.92 480,209.49

Chilliwack Special Donation 32.83 12,924.75Maple Ridge Special Donation 459.87 180,873.11

Grand Total $6,252.39 $2,459,109.45

22

2009 2008 % Change 2009 2008 % ChangeCIRCULATION 589,267 548,505 7.4% 589,267 548,505 7.4%HOLDS 113,578 102,827 10.5% 113,578 102,827 10.5%PROGRAMS 496 389 27.5% 496 389 27.5%PROGRAM ATTENDANCE 11,247 9,680 16.2% 11,247 9,680 16.2%REFERENCE QUESTIONS 32,381 14,023 130.9% 32,381 14,023 130.9%CUSTOMER VISITS 270,714 292,711 -7.5% 270,714 292,711 -7.5%PUBLIC WEB HITS 658,558 728,633 -9.6% 658,558 728,633 -9.6%TUTOR WORLD BC 165 1,197 -86.2% 165 1,197 -86.2%NETLIBRARY 386 367 5.2% 386 367 5.2%2009 Tutor World BC serves grades 6-9, 2008 Homework Help served grades 4 - college intro

LIBRARIES WITH SELF SERVE CHECKOUTS

2009 2009 % of 2009 2009 % ofBRANCHES Self-Serve Circulation Circ. Self-Serve Circulation Circ.Aldergrove 4,992 12,024 41.5% 4,992 12,024 41.5%Chilliwack 18,698 58,544 31.9% 18,698 58,544 31.9%Clearbrook 20,303 83,489 24.3% 20,303 83,489 24.3%Ladner 9,480 21,749 43.6% 9,480 21,749 43.6%Langley 12,652 25,730 49.2% 12,652 25,730 49.2%Maple Ridge 29,865 44,550 67.0% 29,865 44,550 67.0%Murrayville 8,017 13,780 58.2% 8,017 13,780 58.2%North Delta 13,841 28,472 48.6% 13,841 28,472 48.6%Port Coquitlam 7,988 33,529 23.8% 7,988 33,529 23.8%South Delta 6,322 21,681 29.2% 6,322 21,681 29.2%Walnut Grove 7,858 21,229 37.0% 7,858 21,229 37.0%White Rock 10,863 18,637 58.3% 10,863 18,637 58.3%Willowbrook 8,097 15,483 52.3% 8,097 15,483 52.3%

LIBRARIES WITH SELF SERVE CHECK-INS

2009 2009 % of 2009 2009 % ofBRANCHES Self-Serve All checkins Checkins Self-Serve All Checkins CheckinsMaple Ridge 20,724 36,914 56.1% 20,724 36,914 56.1%

MONTHLY YEAR TO DATE


FRASER VALLEY REGIONAL LIBRARYLIBRARY ACTIVITY SUMMARY REPORT FOR THE MONTH OF JANUARY 2009


23

Customer Placed Renewals Customer Placed HoldsMEMBER LIBRARY

by Library Checkouts website Total 2009 in Library Total 2009 in Library website Total 2009& Renewals Renewals vs 2008 vs 2008 vs 2008

City of Abbotsford Clearbrook 83,489 15,956 5.7% 33,516 0.9% 2,492 15,219 10.2%MSA Centennial 18,713 3,576 23.9% 6,466 -59.3% 1,027 3,411 34.4%Mt. Lehman 1,119 214 19.6% 926 10.2% 72 204 -1.3%

City of Chilliwack Chilliwack 58,544 11,189 7.0% 26,800 5.4% 1,749 10,672 10.0%Yarrow 4,102 784 0.6% 1,808 -17.9% 221 748 9.1%

City of Langley Langley City 25,730 4,917 30,647 9.6% 20,551 20,551 12.5% 1,581 4,690 6,271 21.5%City of Port Coquitlam Terry Fox 33,529 6,408 39,937 2.5% 13,885 13,885 -21.5% 1,434 6,112 7,546 11.2%City of White Rock White Rock 18,637 3,562 22,199 9.7% 11,563 11,563 -2.9% 1,105 3,397 4,502 13.2%Delta George Mackie 28,472 5,441 1.1% 12,756 -24.7% 1,050 5,190 4.1%

Ladner Pioneer 21,749 4,157 -1.4% 15,843 -17.1% 892 3,965 -6.2%Tsawwassen 21,681 4,144 8.6% 15,386 3.5% 1,224 3,952 11.5%

Hope Hope 7,096 1,356 8,452 26.8% 5,193 5,193 -2.7% 580 1,294 1,874 31.0%Kent Agassiz 7,781 1,487 9,268 19.9% 6,831 6,831 8.9% 636 1,418 2,054 23.6%Langley Township Aldergrove 12,024 2,298 -0.5% 6,983 -5.1% 627 2,192 -3.8%

Brookswood 5,441 1,040 8.9% 3,920 -0.6% 257 992 4.2%Fort Langley 3,256 622 26.1% 1,357 -30.0% 125 594 21.9%Murrayville 13,780 2,634 14.8% 6,220 -16.1% 530 2,512 11.0%Walnut Grove 21,229 4,057 7.3% 15,964 -11.5% 1,141 3,870 13.8%Muriel Arnason 15,483 2,959 18.1% 7,130 1.4% 586 2,822 18.4%

Maple Ridge Maple Ridge 44,550 8,514 53,064 8.6% 32,135 32,135 2.3% 1,786 8,121 9,907 16.3%Mission Mission 27,530 5,261 32,791 7.7% 18,947 18,947 -9.3% 1,061 5,018 6,079 8.0%Pitt Meadows Pitt Meadows 11,424 2,183 13,607 3.6% 5,970 5,970 -4.7% 726 2,082 2,808 4.2%Fraser Valley Boston Bar 1,071 205 -2.6% 276 29.0% 358 195 89.8%Regional District Yale 828 158 43.6% 288 18.0% 201 151 36.7%Outreach Audio Books 2,598 497 6.8% 107 474 -33.9%

Home Delivery 3,011 575 -5.6% 647 549 20.7%Administrative Centre 1,852 354 2,206 6.3% 0 1,180 338 1,518 -30.1%

494,719 94,548 589,267 270,714 23,395 90,183 113,578

FRASER VALLEY REGIONAL LIBRARYLIBRARY USAGE DURING JANUARY 2009

Open Days: January 2008 - 22-30 days / January 2007 - 22-30 days

CIRCULATION CUSTOMER VISITS HOLDS

123,067 40,908 22,426

74,619 28,608 13,390

85,644 43,985 16,273

84,823 41,574 16,248

2,262 564 905

6,681 0 1,776

24

REPORT TO THE

FVRL BOARD


NOTES OF APPRECIATION

Meeting of February 24, 2009 To Hilary Russell, Library Manager—Abbotsford On behalf of the students of the Library and Information Technology program, I want to thank you for allowing us to visit the Clearbrook Library on Tuesday, January 20. The staff at Clearbrook was very welcoming and gave our group a very fun and informative visit. We all very much enjoyed the story time give to us as well as the Books for BC Babies materials. It was wonderful to experience one of your programs as a group. We had a lot of fun listening to the stories, doing the rhymes and learning the importance of story times to both children and parents. Thank you very much for letting us come to learn about your library. We had a very enjoyable experience. With deep gratitude,

— Janelle de Jager University of the Fraser Valley

To Rita Penco, Library Manager—Delta Ravina Dhesi was extremely helpful in updating my family’s library accounts. She was informative and patient with us. She not only updated our accounts but she also helped us to set up new PIN numbers and interlinked our accounts. Afterwards she opened an account for my youngest daughter. We are very thankful for her help.

— Sherryann Weber Delta

25

WEIGHTED VOTE 2009

FVRL … Connecting people to the world of information and ideas

WEIGHTED VOTE FOR 2009 BUDGET

2009 BUDGET APPORTIONMENT FORMULA

FVRL MEMBER

POPULATION ESTIMATE

NUMBER OF WEIGHTED VOTES

Abbotsford, City of 132,084 132 Chilliwack, City of 77,496 77 Delta, Corporation of 102,347 102 Harrison Hot Springs, Village of 1,645 1 Hope, District of 6,432 6 Kent, District of 5,630 5 Langley, City of 25,134 25 Langley, Township of 100,575 100 Maple Ridge, District of 73,248 73 Mission, District of 36,719 36 Pitt Meadows, District of 17,003 17 Port Coquitlam, City of 55,740 55 White Rock, City of 19,839 19 Fraser Valley Regional District 17,884 17 Metro Vancouver Electoral Area C (part)* 440 1 Total Service Area Population 672,216 666

Population figures used are the 2008 estimates provided by BC STATS, including persons living on Indian Reserves. If an annual estimate is not made by BC STATS, population is based on 2001 Census figures, indicated by an asterisk (*).

These also are the population figures used by the provincial government to calculate the 2005-2006 annual per capita operating grant from the Province to FVRL.

Votes required for budget to pass: 334 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).

26

REPORT TO THE

FVRL BOARD


POLICY: CHARITIES/COMMUNITY ORGANIZATIONS

By Rob O'Brennan, Director of Client Services Meeting of February 24, 2009

ISSUE Does FVRL’s current Charities/Community Organizations policy reflect the approach that the FVRL Board wishes to offer in its communities? Does the Board wish to allow FVRL libraries to act as sales outlets or drop-off locations for charities and community organizations, or to display items such as donation boxes, flyers, or exhibits? BACKGROUND The current policy has been in place since 1998 and was last revised in 2003. Recently FVRL received a complaint about the policy, as well as several requests to place collection boxes for some charities. To comply with the current policy, the requests were denied. However, by a formal Board motion an exception was made for Remembrance Day poppy sales. CURRENT CHARITIES/COMMUNITY ORGANIZATIONS POLICY FVRL’s current policy regarding charities and community organizations states:

The library does not act as a sales outlet or drop off location for collecting funds for community organizations or charities. Items unsuitable for display include: donation tins for a local food bank, flyers for a program to buy your child a scholarship, a table/display with volunteers selling UNICEF cards, Remembrance Day poppies, etc. An exception is fund-raising to raise money for the Fraser Valley Regional Library, such as those activities undertaken by the Friends of the Library groups.

KEY CONSIDERATIONS 1. Eligibility

Would all charities and community organizations be eligible to have a presence at FVRL libraries? Or would there be restrictions (e.g., sectarian, political, or religious causes)?

2. Security FVRL staff is not able to monitor donation boxes and displays 100% of the time. Ensuring secure storage overnight may be problematic.

3. Liability FVRL would not wish to assume liability or responsibility for donation boxes and

displays.

27

REPORT TO THE FVRL BOARD By Rob O’Brennan, Director of Client Services Meeting of February 24, 2009 Page 2


4. Quantity How many charities and community organizations would be displayed at the same time?

5. Space allocation How much space would donation boxes and displays be permitted? Where would donation boxes and displays be placed?

6. Time parameters/scheduling Would minimum and maximum time parameters be set for donation boxes and displays? What factors would determine scheduling for the donation boxes and displays?

7. Staff time How much staff time is reasonable to devote to helping charities and community

organizations that are promoting their causes at the library? What kind of assistance is appropriate for staff to offer charities and community

organizations? Who would be responsible for physical maintenance of donation boxes and displays?

8. Potential for conflict or political pressure Does potential for conflict exist if policy is inconsistent among FVRL locations? How much of a factor is the potential for political pressure upon local government

officials or library manager? 9. Potential for benefit to the community organization or charity

FVRL’s vision is to be recognized as a “community destination” and one of its core values is to “seek collaboration and partnerships to maximize our potential to serve our customers and communities.”

OPTIONS Option 1: Leave the current Charities/Community Organizations policy as is.

Occasional complaints and denial of requests Option 2: Local governments determine their own Charities/Community Organizations

policy for their libraries. Different policies in FVRL communities Potential for conflict or political pressure

Option 3: FVRL Board revises its Charities/Community Organizations policy to enable

FVRL libraries to act as sales outlets or drop-off locations for selected community organizations or charities, and to display items such as donation boxes, flyers, or exhibits. Good will of, and partnerships with, charities and community organizations Appropriate parameters need to be developed and approved by Board

RECOMMENDATION THAT the FVRL Board revise its Charities/Community Organizations policy to enable FVRL libraries to act as sales outlets or drop-off locations for selected charities and community organizations, and to display items such as donation boxes, flyers, or exhibits.

28

REPORT TO THE

FVRL BOARD


Proposal: Circulation Services Coordinator

By Maureen Woods, Chief Executive Officer

Meeting of February 24, 2009 PROPOSAL To hire a Circulation Services Coordinator on a one-year contract to oversee circulation services for Fraser Valley Regional Library. THE ISSUE Circulation services are the largest component of all library operations. Many changes have impacted circulation and the library industry over the past decades, particularly in the last several years, as evidenced by the dramatic effect of technology through automation and self-check equipment. To optimize Fraser Valley Regional Library’s investment in circulation services, a concentrated effort is warranted to evaluate factors such as best practices, workflow, routines, the impact of self-serve technology, and future developments. THE STRATEGY The work of a Circulation Services Coordinator would focus on:

Researching the impact of technology on library services; Researching best practices in the industry; Strategic planning for circulation services, including planning for new technologies; Investigating customer service training as well as other training initiatives; Developing a continuous improvement strategy for circulation services.

The Circulation Services Coordinator would work with staff throughout FVRL, including library managers and FVRL’s trainer. Optimally, the position would be held by a librarian relatively new to the profession, at the Librarian 2 level, who would be afforded the opportunity through this experience to develop and grow professionally. RECOMMENDATION That the transfer of $80,000 from the Future Services Reserve be approved to cover salary, benefits, and expenses to hire a librarian on a one-year contract to oversee circulation services for Fraser Valley Regional Library.

29

RESPONSE TO REQUEST FOR SUBMISSIONS


Fraser Valley Regional Library Response to Review of the Library Act

The Fraser Valley Regional Library would like to thank Minister Bond for the opportunity to express our views on the British Columbia Library Act. It has been over ten years since a comprehensive review has been undertaken and we believe that there are several items that should be addressed. However, let us first comment on the many features of the Act that are both relevant and supportive to delivery of quality library service in British Columbia. The principle of library services that are free to the individual is essential. This creates the very foundation upon which we support the public as they gain access to information to participate fully and freely in our democratic society. The principle of collective acquisition of information for the benefit of all citizens is at the very core of our institution and the Library Act supports us as we develop services for our rapidly changing communities. Another important feature in our current legislation is the maintenance of a strong central agency. The Public Library Services Branch provides a myriad of essential services to libraries across the province. They coordinate, educate, organize and lead our community to provide a collaborative, cost-effective service that is the envy of many jurisdictions and service sectors across the province and, indeed, they take their rightful place as leaders across Canada. The people British Columbia are well served when the legislation reflects a clear policy framework for library cooperation and coordination. This should be maintained. The legislation also makes provision for the Province to support libraries through grants. This is very important to the fabric of the system. While it is the responsibility for the local communities to fund local services to whatever level they deem is appropriate for their residents, it is equally important for the Province to support the collaboration between and among the libraries that create the province-wide service. The operating grants are tied to our participation in the cooperative system and allow us to assure our local funders that our cooperative activity is supported by provincial money. These grants also form the basis of the equity that the people of BC have come to expect from our library service. The targeted grants encourage libraries large and small to develop new services and participate in ventures that the majority would never be able to afford were it not for seed and infrastructure funding provided through grant programs from the Public Library Services Branch. Maintaining the

30

RESPONSE TO REQUEST FOR SUBMISSIONS From Fraser Valley Regional Library Page 2


option to lead in this way through the legislation is essential for the Province and, indeed, serves the interests of the people of British Columbia. There are two areas of the current legislation that the board of the Fraser Valley Regional Library would like the Province to review. The first area is that of allowing the regional libraries to provide a stipend to our board members for their services. The board of a regional library is composed of elected representatives of participating municipalities and regional districts. Common practice, in other areas of their service to the community, is for our members to receive a stipend to attend meetings. This is in partial recognition for the fact that most of them take a leave from their usual employment to serve as a councillor. It is our belief that we need to encourage the best from among us to serve at all political levels. The regional library is the only board that most of them are appointed to that meets regularly and does not allow for remuneration to be paid. It is important to note that this would not need to be a requirement, but that the legislation could be written to allow for the payment should the board deem it is appropriate. The second area that we would like to have changed is the limiting of the number of consecutive years that a member can serve on the board. We would like to have the option to have a board member serve for as long as they and their council deems appropriate. Thank you again for this opportunity to have input into this important piece of legislation. We appreciate the efforts of the Province to review the Library Act. We look forward to reading the report and, of course, the new legislation. If needed we would be happy to provide more information concerning any area of our brief. Respectfully submitted, H. Peter Fassbender Maureen Woods FVRL Board Chair and Chief Executive Officer Mayor, City of Langley Fraser Valley Regional Library

31

RETREAT AGENDA OF THE

FVRL BOARD MARCH 4 & 5, 2009

Annual Retreat Of The Fraser Valley Regional Library Board

Wednesday, March 4, 2009 — 8:00 a.m.

Ramada Plaza Abbotsford Inn & Conference Centre

36035 North Parallel Road, Abbotsford, BC V2S 5Y1


8:00 am Fraser Valley Sunrise Breakfast Buffet Pinnacle I Ballroom 8:30 am Welcome & Introduction Mayor Peter Fassbender, Chair Orientation To Being A B.C. Library

Trustee Michael Shoop, Ph.D.

10:00 am Break Orientation To Being A B.C. Library

Trustee (continued) Michael Shoop, Ph.D.

12 noon Lunch Buffet 12:45 pm 2009 Official Board Portrait Session Group Portrait Individual Portraits 1:15 pm Introduction To FVRL Board Retreat Mayor Peter Fassbender, Chair FVRL Staff Response to Western

Management Consultants Report Maureen Woods, Chief Executive Officer

Models of Library Service for FVRL Rob O'Brennan, Director of Client

Services 2:45 pm Break Models of Library Service for FVRL

(continued) Rob O'Brennan, Director of Client Services

Maureen’s Celebration Ideas Maureen Woods, Chief Executive

Officer 4:30 pm Adjourn 6:00 Dinner Summit Room

32

RETREAT AGENDA OF THE

FVRL BOARD MARCH 4 & 5, 2009

Annual Retreat Of The Fraser Valley Regional Library Board

Thursday, March 5, 2009 — 8:00 a.m.

Ramada Plaza Abbotsford Inn & Conference Centre

36035 North Parallel Road, Abbotsford, BC V2S 5Y1


8:00 am Continental Breakfast Buffet Mt Baker Room 8:30 am Welcome & Introduction Mayor Peter Fassbender, Chair Review of FVRL Strategic Plan Mayor Peter Fassbender, Chair Background Reports to Planning Tactical Plan Review Rob O'Brennan, Director of Client

Services Future Trends in Technology Scott Hargrove, Manager—

Information Technology 10:00 am Break Economic Trends Mary O'Callaghan, Director of

Corporate Services Assessing Community Need Maureen Woods, Chief Executive

Officer 12 noon Lunch Buffet 1:00 pm Planning Context: Urban Services to the

Fraser Valley Maureen Woods, Chief Executive Officer

Where To From Here? Mayor Peter Fassbender, Chair 2:15 pm Break Where To From Here? (continued) Mayor Peter Fassbender, Chair 3:30 pm Adjourn

33

Library Board Orientation with Michael Shoop, Ph.D.

FVRL BOARD retreat

mARCH 4 & 5, 2009


On Wednesday, March 4, 2009 the FVRL Board’s annual retreat will open with a presentation focusing on Library Board Orientation by Michael Shoop, Ph.D. All FVRL Board alternates also are invited to join the Board members for this morning session. Michael Shoop has over 20 years of experience working as a senior manager in the public sector in Canada and for several years as a private consultant. During this period he has been responsible for undertaking evaluations of sensitive public programs, establishing open consultation processes

with the public and other stakeholders, negotiating federal/provincial contracts and agreements with the private sector, creating new agencies and restructuring existing ones. Much of this work has entailed working on highly contentious and confl icted policy issues. Michael was a key member of the Provincial Government team that created Vancouver’s successful bid for the 2010 Olympic Winter Games and continues to work with the 2010 Legacies Now Society Michael’s particular interest is in engaging people with disparate views, motivations and objectives to work together for a common purpose. He is recognized as a senior team player and strategic thinker based on his ability to bring individuals, with diverse agendas, together to achieve common objectives. Now in private practice Michael’s consultancy specializes in governance, organizational learning and leadership development with clients in both the public and private sectors. Michael has also been an instructor at the Institute of Confl ict Analysis and Management in Victoria.

Michael Shoop, Ph.D.

34

of the fvrl board · director bill dickey, vice chair : 2.00 consent agenda : p. 4 2.01 : approval...

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