fvrl board - Fraser Valley Regional Library

Transcription

SMILE!
FVRL Board Portraits
Wednesday, January 27 – 8:30 am
FVRL Board’s annual official portrait session will be held on Wednesday, January 27,
2016 beginning at 8:30 am in the staff room of FVRL’s Administrative Centre. Your
individual portrait and the Board’s group portrait will be displayed in your local library
and used for appropriate FVRL purposes. You may purchase portraits (.jpg or printed)
for your personal use.
Business attire is suggested. Here are a photographer’s suggestions to help you plan
what to wear:
WHAT TO WEAR…

Business attire

Solid colours

Mid-tone colours

Light shirt/blouse with suit jacket
okay

Women—long and/or flowing
skirts or slacks; dark hose

Men—subdued patterns in
neckties
WHAT NOT TO WEAR…

Light colours

Patterns, prints

Checks, plaids, stripes

Women—short skirts, light hose

Men—bold, bright patterns in
neckties
AGENDA
OF THE
FVRL BOARD
REGULAR MEETING OF THE FRASER VALLEY REGIONAL LIBRARY BOARD
Wednesday, January 27, 2016 – 9:00 a.m.
FVRL Administrative Centre
34589 DeLair Road, Abbotsford, BC V2S 5Y1
Annual Board Portrait Session – 8:30 a.m.
(See attached attire suggestions)
1.00
CALL TO ORDER
Chief Executive Officer Scott Hargrove
2.00
APPROVAL OF AGENDA
THAT the Agenda be approved as circulated.
3.00
2016 ELECTION OF OFFICERS & EXECUTIVE COMMITTEE
Motion
3.01 BOARD CHAIR
Motion
Chief Executive Officer presiding
Election of Board Chair
Enclosure:
• FVRL Board Members & Alternates 2016
• Chair of the Board (Orientation manual, p. 11)
p. 5
p. 6
3.02 REMAINING TABLE
OFFICERS & EXECUTIVE
COMMITTEE
Newly-elected Board Chair presiding
p. 6
Enclosure:
• Vice-Chair (Orientation manual, p. 12)
• Honorary Treasurer (Orientation manual, p. 13)
• BC Library Trustees Association
• Public Library InterLINK
Motion
p. 49
p. 50
Election of:
• Vice-Chair
• Honorary Treasurer
• BCLTA Representative
• InterLINK Representative
• InterLINK Alternate Representative
3.03 DESTRUCTION OF BALLOTS THAT the election ballots be destroyed.
Motion
FVRL…Connecting people to the world of information and ideas
1
REGULAR MEETING OF THE FVRL BOARD: Agenda
January 27, 2016
Page 2
4.00
CONSENT AGENDA
4.01 Approval of Consent Agenda THAT the Consent Agenda be approved.
Motion
p. 52 4.011 Minutes
Enclosure:
♦ December 16, 2015 Meeting Minutes
p. 61 4.012 Activity Report
Enclosure:
♦ Activity Report
p. 63 4.013 Overview of Library
Activities
Enclosure:
♦ Library Reports
p. 88
5.00
4.014 Correspondence
Enclosure:
♦ FVRL Letter to BCLTA
♦ BCLTA Letter of Response to FVRL
BUSINESS ARISING FROM THE MINUTES
Weighted Vote: 2016 Budget Scott Hargrove, Chief Executive Officer
Motion
THAT the proposed 2016 FVRL budget totaling
$23,972,713, which is an increase in Member
Assessment of $665,680 or 2.86% over 2015, be
approved.
Enclosure:
♦ 2016 Draft Budget Report (as presented to Board at
October 21, 2015 meeting)
p. 90
6.00
NEW BUSINESS
6.01 2016 FVRL Cheque Signing
Motions
Nancy Gomerich, Director of Finance
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 one of “B”
signatories.
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January 27, 2016
Page 3
THAT the FVRL “A” signatories be the Board Chair; the
Board Vice Chair; the Board Treasurer; the Chief
Executive Officer; the Director of Finance; and the
Director of Infrastructure and Resources; and
THAT the “B” signatories be the Director of Customer
Experience and the Director of Organizational
Development.
THAT a list of issued cheques be available on the Board
Extranet for Board members to see, if desired; and
THAT the signatories be authorized to sign documents for
the Municipal Finance Authority.
6.02 Borrowing Bylaw for 2016
Motion
THAT the Board Chair, Board Treasurer, Chief Executive
Officer, Director of Finance, Director of Infrastructure
and Resources, Director of Organizational Development,
and Director of Customer Experience 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 $1,725,000. This is provided that the sums of
money borrowed are based on revenue itemized in the
2016 budget that is not yet received but due and payable
by December 31, 2016.
6.03 BDO Planning Report to the Nancy Gomerich, Director of Finance
Members of the Board
Motion
THAT the BDO Planning Report to the Members of the
Board be received.
Enclosure:
♦ BDO Planning Report to the Members of the Board
p. 102
6.04 Future of the Canadian
Library Association
Motion
p. 133
Scott Hargrove, Chief Executive Officer
THAT the Future of the Canadian Library Association
report be received.
Enclosure:
♦ Future of the Canadian Library Association
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January 27, 2016
Page 4
6.05 Food for Fines Campaign
Motion
Heather Scoular, Director of Customer Experience
THAT the Food for Fines Campaign report be received.
Enclosure:
♦ Food for Fines Campaign
p. 135
7.00
OTHER BUSINESS
8.00
AROUND THE TABLE
9.00
QUESTIONS
10.00
MOVE TO IN CAMERA
SESSION
THAT the Board move to In Camera session.
11.00
NEXT MEETING
The FVRL Board will meet next on:
Wednesday, February 24, 2016
9:00 am
12.00
ADJOURNMENT
THAT the meeting of FVRL Board be adjourned.
Motion
Information
Motion
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2016 FVRL
Board Members
And Alternates
2016 FVRL BOARD MEMBERS AND ALTERNATES
ABBOTSFORD, CITY OF
CHILLIWACK, CITY OF
DELTA, CORPORATION OF
FVRD
HARRISON HOT SPRINGS
HOPE, DISTRICT OF
KENT, DISTRICT OF
LANGLEY, CITY OF
LANGLEY, TOWNSHIP OF
MAPLE RIDGE, DISTRICT OF
METRO VANCOUVER
MISSION, DISTRICT OF
PITT MEADOWS, CITY OF
PORT COQUITLAM, CITY OF
WHITE ROCK, CITY OF
Board Member
Alternate
Board Member
Alternate
Board Member
Alternate
Board Member
Alternate
Board Member
Alternate
Board Member
Alternate
Board Member
Alternate
Board Member
Alternate
Board Member
Alternate
Board Member
Alternate
Board Member
Alternate
Board Member
Alternate
Board Member
Alternate
Board Member
Alternate
Board Member
Alternate
Councillor Les Barkman
Councillor Brenda Falk
Councillor Chuck Stam
Councillor Sam Waddington
Councillor Jeannie Kanakos
Councillor Heather King
Director Bill Dickey
Director Ray Boucher
Councillor Sonja Reyerse
Councillor John Hansen
Mayor Wilf Vicktor
Councillor Donna Kropp
Mayor John Van Laerhoven
Councillor Sylvia Pranger
Councillor Gayle Martin
Councillor Paul Albrecht
Councillor Petrina Arnason
Councillor Bob Long
Councillor Corisa Bell
Mayor Nicole Read
Director Maria Harris
None appointed
Councillor Jenny Stevens
Councillor Danny Plecas
Councillor Bill Dingwall
Councillor Mike Stark
Councillor Laura Dupont
Councillor Mike Forrest
Councillor Megan Knight
Councillor Bill Lawrence
* Metro Vancouver has yet to confirm a representative for 2016. Director Maria Harris was appointed in 2015.
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ORIENTATION
FOR
2016
ORIENTATION
BOARD MEMBERS
6
7
ORIENTATION FOR BOARD MEMBERS 2016
TABLE OF CONTENTS
Welcome from CEO Scott Hargrove...........................................2
Mission, Vision and Values................................................3
FVRL Leadership..........................................................4
Funding Formula ...........................................................7
FVRL History.......................................................................24
FVRL Today.........................................................................27
ORIENTATION
Terms and Procedures...........................................................9
8
9
WELCOME TO FVRL
Welcome to Board Members
WELCOME TO FRASER VALLEY REGIONAL LIBRARY BOARD!
From Scott Hargrove, Chief Executive Officer
You have just joined the governing body of one of Canada’s most unique and
varied public library systems. The Fraser Valley Regional Library (FVRL) system
spans 13,000 square kilometres, and is the largest public library system in British
Columbia, with 25 community libraries serving 700,000 people in its service area.
The legislative underpinning of this system is the Library Act, which sets out
parameters within which the regional library is governed and financed. The legal
name of FVRL is “Fraser Valley Regional Library District.” FVRL also is a
registered charity. Our Charitable Registration Number is 107403933RR0001.
According to the Library Act, the Library Board is composed of representatives
from each of the elected councils which form the FVRL’s membership, and has
jurisdiction over the governance of the entire system. Fifteen member local
governments currently form the cooperative enterprise which is the FVRL:
1. City of Abbotsford
9. Township of Langley
2. City of Chilliwack
10. City of Maple Ridge
3. Corporation of Delta
11. Metro Vancouver
4. Fraser Valley Regional District
12. District of Mission
5. Village of Harrison Hot Springs
13. City of Pitt Meadows
6. District of Hope
14. City of Port Coquitlam
7. District of Kent
15. City of White Rock
8. City of Langley
As a Board member of this system, you are a critical link in the chain of careful
and vigilant public service which confirms the public library’s place in the quality of
life of any community. May you enjoy your governing term in this library system
and be truly enriched by its challenges.
Sincerely,
WELCOME TO FVRL
The FVRL was initially formed in 1930, with the support of a grant from the
Carnegie Foundation. The Fraser Valley Regional Library was formed as a
cooperative enterprise by a group of communities who valued a public library’s
pivotal role in the quality of life of their society. These communities recognized
that, by joining together, they could achieve a whole, which would be greater than
the sum of its parts.
Scott Hargrove
Chief Executive Officer
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11
ABOUT FVRL
Our Mission, Vision and Values
MISSION
To connect people to the world of information and ideas.
VISION
To be an innovative organization that is recognized as a vital community destination
and resource for literacy, recreation, informed decision-making, and social interaction.
VALUES
COMMUNITY DEVELOPMENT
We value development that invests in the enjoyment, lifelong learning, literacy, and
the vibrant health of communities.
UNIVERSAL ACCESS
We value open access to library services and materials that remove barriers
associated with:
•
Education
•
Technology
•
Culture
•
Economics
•
Physical Disadvantage
RESPECT FOR STAFF
We value our responsive, courteous, and friendly staff as the foundation of FVRL’s
service and success.
COLLABORATION AND PARTNERSHIPS
We seek collaboration and partnerships to maximize our potential to serve our
customers and communities.
INNOVATION AND RISK-TAKING
We value innovation as it gives us freedom to grow and take risks to find creative
solutions and better serve our public in a fiscally responsible manner.
3
ABOUT FVRL
RESPECT FOR DIVERSITY
We value and celebrate diversity as integral to an inclusive, vibrant community.
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13
FVRL LEADERSHIP
FVRL Board Composition and Meetings
BOARD COMPOSITION
The FVRL Board is comprised of 15 elected officials who are appointed annually
from all the member muncipalities and regional districts. Each Board member is
eligible to serve for a maximum of eight consecutive years. This provides continuity
and familiarity with the operation of the Library. The provincial Library Act governs
the activities of the Board.
The Board’s Executive Committee is comprised of the Board chair, the Board vicechair, and the Board honorary treasurer, with the Chief Executive Officer and any
senior staff as appropriate participating in an advisory capacity. The Executive
Committee meets as needed.
2016 DATES
January 27
February 24
April 27 & 28 for Board Planning Days
May 25
June 22
September 21
October 26
November 23
December 14 (if necessary)
BOARD PLANNING DAYS: APRIL 27 & 28
•
Two full information-packed days of meetings 8:30 am to 4:30 pm
•
This year: a re-imagination “from the ground up” of our mission, vision, and
values
MEETING HIATUS
No meetings are proposed for these three months:
•
March – spring break
•
July – vacations
•
August – vacations
IF ISSUES ARISE BETWEEN MEETINGS
•
As always is the case, the Executive Committee can be called upon to address
matters that come up between meetings.
•
If deemed necessary, between regularly scheduled meetings the Executive
Committee can communicate with all Board members and/or convene a special
meeting of the Board.
4
FVRL LEADERSHIP
BOARD MEETING SCHEDULE
Meetings are usually held on Wednesdays from 9:00 a.m. to 12 noon at FVRL’s
Administrative Centre, 34589 Delair Road, Abbotsford.
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FVRL LEADERSHIP
2016 FVRL Board Members
2016 FRASER VALLEY REGIONAL LIBRARY BOARD
FVRL LEADERSHIP
ABBOTSFORD, CITY OF
Representative Coun. Les Barkman
Alternate
Coun. Brenda Falk
METRO VANCOUVER
Representative Director Maria Harris*
Alternate
None appointed
CHILLIWACK, CITY OF
Representative Coun. Chuck Stam
Alternate
Coun.Sam Waddington
MISSION, DISTRICT OF
Representative Coun. Jenny Stevens
Alternate
Coun. Danny Plecas
DELTA, CORPORATION OF
Representative Coun. Jeannie Kanakos
Alternate
Coun. Heather King
PITT MEADOWS, CITY OF
Representative Coun. Bill Dingwall
Alternate
Coun. Mike Stark
FRASER VALLEY REGIONAL DISTRICT
Representative Director Bill Dickey
Alternate
Director Ray Boucher
PORT COQUITLAM, CITY OF
Representative Coun. Laura Dupont
Alternate
Coun. Mike Forrest
HARRISON HOT SPRINGS
Representative Coun. Sonja Reyerse
Alternate
Coun. John Hansen
WHITE ROCK, CITY OF
Representative: Coun. Megan Knight
Alternate
Coun. Bill Lawrence
HOPE, DISTRICT OF
Representative Mayor Wilf Vicktor
Alternate
Coun. Donna Kropp
KENT, DISTRICT OF
Representative: Mayor John Van Laerhoven
Alternate
Coun. Sylvia Pranger
LANGLEY, CITY OF
Representative Coun. Gayle Martin
Alternate
Coun. Paul Albrecht
LANGLEY, TOWNSHIP OF
Representative Coun. Petrina Arnason
Alternate
Coun. Bob Long
MAPLE RIDGE, DISTRICT OF
Representative Coun. Corisa Bell
Alternate
Mayor Nicole Read
* Appointed in 2015. Not yet confirmed for
2016.
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15
FVRL LEADERSHIP
Management and Staff
OUR LEADERSHIP
Fraser Valley Regional Library is led by a team of 5 exempt (non-union) executives.
The Senior Management Team meets weekly and as needed to oversee the ongoing
administration needs of the organization.
MANAGEMENT GROUP
Members of the Management Group are exempt and include library managers and
managers/supervisors based at FVRL’s Administrative Centre. The group meets
monthly in an advisory capacity to the Senior Management team and implements
Board initiatives and directives.
Members of the Management Group are:
•
Irene Geng, Office of the CEO | Donor Relations
•
Pat Dawson, Library Manager—City of Langley & Port Coquitlam
•
Nicole Glentworth, Library Manager—Chilliwack & Upper Fraser Valley
•
Gillian McLeod, Library Manager—Delta
•
Courtney Novotny, Acting Deputy Manager—Mission Library & Outreach
Services
•
Hilary Russell, Library Manager—Abbotsford
•
Jo-Ann Sleiman, Acting Deputy Manager—Maple Ridge & Pitt Meadows
•
David Thiessen, Library Manager—Township of Langley & White Rock
•
Brad Fenrick, Manager of Information Technology
•
Mary Kierans, Manager of Support Services
•
Devan Mitchell, Deputy Manager—Information Technology & Finance
•
Jennifer Fehr, Communications Officer.
6
FVRL LEADERSHIP
Members of Senior Management Team are:
•
•
Heather Scoular, Director of Customer Experience
•
Cathy Wurtz, Director of Organizational Development
•
Jeff Narver, Director of Infrastructure & Resources
•
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17
FVRL FUNDING FORMULA
LOCAL GOVERNMENT FUNDING
The Province of BC’s Library Act sets out the default method of sharing the cost of
library services between the member municipalities and regional districts of a regional library and states that members can either use the Act’s funding formula or
may change it with a two-thirds non-weighted vote by members.
In 2013 FVRL’s Board approved a funding formula that provides a fairer allocation
of the budget based upon the level of service and usage at each member’s libraries.
This approach gives local governments more control over their budget assessment
and allows them to determine the level of service provided to their community.
OVERVIEW OF COST ALLOCATIONS
1. Direct Charges
Direct charges incurred by individual libraries are used as much as possible to
enable local control.
2.
Usage Allocations
Where the usage statistics are available, reliable, and indicative of usage, this
method of cost allocation is used (e.g., computer operations, vehicle opera
tions, and Human Resources, and Payroll).
3.
Allocation Based Upon Population
For cost centres relating to products and services to customers where reliable
usage statistics are not available, the costs are allocated on a per capita basis
according to the BC Statistics for service area populations (e.g. library mate
rials, Outreach Services’ home delivery, system-wide programs, and Public
Library InterLINK fees).
4.
Allocation for Administration
The remaining system-wide support services based at FVRL’s Administrative
Centre, including the Administrative Centre building costs, are allocated ac
cording to the library’s share of the budget up to that point.
5.
Implementation of 2013 Funding Formula Changes
The 2013 funding formula changes are being phased in over two years, 2014
and 2015.
7
FUNDING FORMULA
British Columbia’s regional libraries – of which Fraser Valley Regional Library (FVRL)
is one – receive funding from several sources, with approximately 80% from member local governments and approximately 10% from the Province of BC. The balance is made up of fines and fee revenues, product sales, various grants, and
fundraising endeavors.
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6.
Members Without Libraries
As a regional library, Fraser Valley Regional Library is able to extend library
service to local governments without libraries in their community. This arrange
ment gives their residents full access to FVRL library services and, because
FVRL is a member of Public Library InterLINK, they also enjoy access to
library services at other InterLINK libraries.
a.
Metro Vancouver: Barnston Island residents in Electoral Area A of Metro
Vancouver receive their library service through FVRL. Given that the
Barnston Island population is small, Metro Vancouver is charged a minimum
assessment of $2000 per year for this library service. Barnston Island
library card holders generally use Walnut Grove or Muriel Arnason Libraries
– and probably use Surrey libraries the most.
b.
Harrison Hot Springs: With active library users and a larger population
than Barnston Island, the Village of Harrison Hot Springs is charged for
library service based on its previous year’s assessment plus an adjustment
that reflects FVRL’s overall average increase. Its residents typically visit
libraries in Agassiz and Chilliwack.
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19
TERMS AND PROCEDURES
FVRL Board Terms of Reference
The FVRLD Board is a legal corporation. As a corporation created by law, the
Board can only perform the activities explicitly authorized in the Library Act, 1994
and in other Acts of the Legislative Assembly of British Columbia.
GENERAL POWERS AND DUTIES OF THE BOARD
(Based upon the Library Act, 1994)
The Fraser Valley Regional Library District Board:
1.
May make rules for managing its business and for regulating the use of its
facilities and services by the public;
2.
May appoint any commmittees of its members that it considers necessary to
carry out its business;
3.
Must appoint a Chief Executive Officer who shall have general
supervision and direction of the regional library district and its staff, shall be
secretary to the Board, and shall have the powers and duties assigned by
the Board;
4.
May enter into collective agreements with employees and set the terms of
their employment, including fixing their remuneration and duties;
5.
May acquire land and lease or construct buildings for library purposes;
6.
May dispose of land or buildings;
7.
May acquire personal property for library purposes and dispose of personal
property;
8.
May contract, for a term of not more than five years, for professional or other
services for library purposes;
9.
May sue and be sued;
10. May have a common seal and may alter or change it; and
11.
Must prepare an annual report in the form approved by the Minister and must
send copies of the report to the Minister.
9
EXECUTIVE SUMMARY
The Fraser Valley Regional Library District Board is a special purpose board of
management created by the Province of British Columbia and established by
municipal and regional district by-law.
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FINANCIAL POWERS AND RESPONSIBILITIES OF THE BOARD
(Based upon the Library Act, 1994)
The Fraser Valley Regional Library District Board:
1.
Must prepare and approve a budget for providing library service in the next
financial year;
2.
Must provide a copy of the budget before March 1 of the year for which the
budget is approved to each of the municipalities and regional districts represented on the Board;
3.
Must show, within the approved budget, the share of the cost of providing
library service to each of the municipalities and regional districts;
4.
The Chief Executive Officer must provide each of the municipalities and
regional districts represented on the Board with a certificate of each member’s share of costs of providing library service in the approved budget for
payment by the local government treasurer in equal instalments on March 1,
June 1, September 1, and December 1 of each year;
5.
May borrow money to meet current expenditures provided that the amount
borrowed:
(a)
is not more than 50% of the revenue to be received within the current
year, and
(b)
is repaid when anticipated revenue is received;
6.
Has exclusive control of revenue received from all sources;
7.
Must prepare annual financial statements for audit;
8.
Must provide audited financial statements to the municipalities and regional
districts represented on the Board.
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21
CHAIR OF THE BOARD
The primary role of the Chair of the Board is to ensure the proper functioning of the
Board and the proper conduct of Board business in accordance with appropriate
legislation and prescribed rules of procedure (Roberts Rules of Order). In the
absence of specific authority, the Chair shall not commit the Board to any course of
action.
Chair’s Responsibilities
The Chair of the Board shall be responsible for:
1.
Presiding at regular and special meetings of the Board in the manner and to
the extent prescribed by the Board;
2.
Conducting Board meetings in accordance with the Library Act and relevant
legislation, and with rules of procedure (Roberts Rules of Order);
3.
Serving as ex officio member of all Board committees;
4.
Acting as one of the authorized signing officers of all documents pertaining to
Board business;
5.
Representing the Board, alone or with other members of the Board, at any
public or private meetings for the purpose of conducting, promoting, or
completing the business of the Board;
6.
Ensuring that vacancies on the Board or on Board committees are filled as
expeditiously as possible;
7.
Liaising with all levels of municipal, regional, provincial, and federal
governments or agencies to advance the goals of the Board;
8.
Representing the Board and communicating Board positions, policies, and
viewpoints to government and external agencies;
9.
Advising the Vice-Chair if, for any reason, the Chair is temporarily unable to
fulfill these functions.
Term of Office
The Chair shall be elected for a one year term of office in accordance with the
Library Act. The election shall take place at the first meeting of each year after
appointments are made to the Library Board.
11
Statement of the Chair’s Function
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VICE-CHAIR OF THE BOARD
Statement of the Vice-Chair’s Function
The primary role of the Vice-Chair of the Board is to ensure the proper functioning
of the Board and the proper conduct of Board business if, for any reason, the
Board Chair is unavailable. In the absence of specific authority, the Vice-Chair shall
not commit the Board to any course of action.
Vice-Chair’s Responsibilities
1.
In the absence of the Chair, the Vice-Chair shall be vested with all the powers
and shall perform all the duties of the Chair.
2.
The Vice-Chair shall possess and may exercise such other powers and
duties as may, from time to time, be assigned by the Board.
Term of Office
The Vice-Chair shall be elected for a one year term of office in accordance with the
Library Act. The election shall take place at the first meeting of each year after
appointments are made to the Library Board.
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HONORARY TREASURER OF THE BOARD
Statement of the Honorary Treasurer’s Function
Honorary Treasurer’s Responsibilities
The Honorary Treasurer shall be responsible for:
1.
Overseeing budget preparation and monitoring budget levels throughout the
year;
2.
Reviewing the financial statements monthly;
3.
Reviewing and signing the audited financial statement;
4.
Acting as one of the authorized signing officers of all documents pertaining to
Board business;
5.
Overseeing all major contracts and requests-for-proposal into which the
Library may enter.
Term of Office
The Honorary Treasurer shall be elected for a one year term of office. The election
shall take place at the first meeting of each year after appointments are made to
the Library Board.
13
The primary role of the Honorary Treasurer of the Board is to oversee the financial
integrity of the Fraser Valley Regional Library.
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EXECUTIVE COMMITTEE OF THE BOARD
Purpose
The general purpose of the Executive Committee is to represent the Board; to
direct the work of any Board committees; to initiate, receive and review policy
proposals and reports relating to human resources, labour relations matters, and
other Library business; and to make recommendations to the Board as to their
disposition; and to provide direction and leadership to Library management as
directed by the Board.
The Board, at its discretion, may delegate decision making powers to the
Executive Committee. Any action taken on its behalf must be communicated to the
members and ratified by the Board in a timely fashion.
The Executive Committee shall identify new areas for policy development, revise
existing Board policies to reflect changing circumstances and new Board direction,
review staff proposals for policy development and revision, and make
recommendations to the Board.
The Executive Committee shall conduct performance evaluations of the Chief
Executive Officer in consultation with the Board.
Executive Committee Composition
The Executive Committee shall be composed of the Chair of the Board, the ViceChair, and the Honorary Treasurer.
The Chief Executive Officer and any senior staff as appropriate shall be available
to attend Executive Committee meetings in an advisory capacity.
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2003 BOARD COMMITTEE RESTRUCTURING
It was MOVED Councillor Wright, SECONDED Councillor Engelland,
THAT the present FVRL Board committee structure be replaced with
one committee of the Board, to be called the Executive Committee,
comprised of the Board chair, the Board vice-chair, and the Board
honorary treasurer, with the Chief Administrative Officer participating
in an advisory capacity; and THAT the role of the Executive Committee
be to provide direction to senior staff as per Board direction on
negotiations, to appoint and coordinate ad hoc committees as
appropriate, and to conduct performance evaluations of the Chief
Administrative Officer. The Executive Committee would meet monthly.
CARRIED (Board Motion #03.01.22/06)
15
At the January 22, 2003 meeting of the Fraser Valley Regional Library Board, the
Board passed the following motion to enable the replacement of the previous FVRL
Board committee structure with one committee, namely, the Executive Committee:
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TERMS & PROCEDURES
Open & In Camera FVRL Board Meetings
OPEN MEETINGS
General Rule That Meetings Must Be Open To The Public
A meeting of the Board must be open to the public, except as provided in this bylaw.
Meetings That May Or Must Be Closed To The Public
1.
A part of a Fraser Valley Regional Library Board meeting may be closed to
the public if the subject matter being considered relates to or is one or more of
the following:
(a)
personal information about an identifiable individual who holds or is
being considered for a position as an officer, employee or agent of the
Fraser Valley Regional Library (FVRL) or another position appointed
by the Fraser Valley Regional Library;
(b)
personal information about an identifiable individual who is being
considered for a FVRL award or honour, or who has offered to provide
a gift to the FVRL on condition of anonymity;
(c)
labour relations or other employee relations;
(d)
the security of the property of the FVRL;
(e)
the acquisition, disposition or expropriation of land or improvements, if
the Board considers that disclosure could reasonably be expected to
harm the interests of the FVRL;
(f)
law enforcement, if the Board considers that disclosure could reasonably
be expected to harm the conduct of an investigation under or
enforcement of an enactment;
(g)
litigation or potential litigation affecting the Board;
(h)
an administrative tribunal hearing or potential administrative tribunal
hearing affecting the FVRL, other than a hearing to be conducted by
the Board or a delegate of the Board;
(i)
the receipt of advice that is subject to solicitor-client privilege, including
communications necessary for that purpose;
(j)
information that is prohibited, or information that if it were presented in
a document would be prohibited, from disclosure under section 21 of
the Freedom of Information and Protection of Privacy Act;
16
27
TERMS & PROCEDURES
2.
3.
(k)
negotiations and related discussions respecting the proposed provision
of a Board service that are at their preliminary stages and that, in the
view of the Board, could reasonably be expected to harm the interests
of the FVRL if they were held in public;
(l)
discussions with FVRL officers and employees respecting FVRL
objectives, measures and progress reports for the purposes of preparing
an annual report;
(m)
a matter that, under another enactment, is such that the public may be
excluded from the meeting;
(n)
the consideration of whether a Board meeting should be closed;
(o)
the consideration of whether the authority should be exercised in relation
to a Board meeting.
A part of a Board meeting must be closed to the public if the subject matter
being considered relates to one or more of the following:
(a)
a request under the Freedom of Information and Protection of Privacy
Act, if the Board is designated as head of the local public body for the
purposes of that Act in relation to the matter;
(b)
the consideration of information received and held in confidence relating
to negotiations between the FVRL and a provincial government or the
federal government or both, or between a provincial government or the
federal government or both and a third party;
(c)
a matter that is being investigated under the Ombudsman Act of which
the FVRL has been notified;
(d)
a matter that, under another enactment, is such that the public must be
excluded from the meeting.
If the only subject matter being considered at a Board meeting is one or more
matters referred to in section (1) or (2) above, the applicable section applies
to the entire meeting.
17
28
OTHER PERSONS ATTENDING CLOSED MEETINGS
1.
If all or part of a meeting is closed to the public, the Board may allow one or
more FVRL officers and employees to attend or exclude them from attending,
as it considers appropriate.
2.
If all or part of a meeting is closed to the public, the Board may allow a person
other than FVRL officers and employees to attend,
3.
(a)
in the case of a meeting that must be closed, if the Board considers
this necessary and the person
(i)
already has knowledge of the confidential information, or
(ii)
is a lawyer attending to provide legal advice in relation to the
matter, and
(b)
in other cases, if the Board considers this necessary.
The minutes of a meeting or part of a meeting that is closed to the public must
record the names of all person in attendance.
REQUIREMENTS BEFORE MEETING IS CLOSED
Before holding a meeting or part of a meeting that is to be closed to the public, a
Board must state, by resolution passed in a public meeting,
(a)
the fact that the meeting or part is to be closed, and
(b)
the basis on which the meeting or part is to be closed under this bylaw.
18
29
APPLICATION OF RULES TO OTHER BODIES
(a)
Board committees;
(b)
an advisory body established by the Board.
DUTY TO RESPECT CONFIDENTIALITY
A Board member or former Board member must, unless specifically authorized
otherwise by the Board,
(a)
keep in confidence any record held in confidence by the FVRL, until the record
is released to the public as lawfully authorized or required, and
(b)
keep in confidence information considered in any part of a Board meeting or
Board committee meeting that was lawfully closed to the public, until the Board
or Board committee discusses the information at a meeting that is open to the
public or releases the information to the public.
19
In addition to its application to Board meetings, this also applies to meetings of the
following:
30
Procedures For Conducting Board Meetings
PROCEDURES FOR CONDUCTING BOARD MEETINGS
1.
2.
Requirements of the Library Act
a.
Officers of the Board shall be elected at the first meeting of the year.
b.
A schedule of regular Board meetings for the year shall be approved at
the first meeting of the year.
c.
Special meetings may be called by the chair or by any 2 members, by
notifying all the members in writing at least 5 days in advance of the
meeting and by stating the purpose of the meeting.
d.
A quorum shall be a majority of all the members.
e.
The library board must meet at regular intervals at least 4 times a year.
Agendas
Prior to each meeting of the Library Board, the Chief Executive Officer
shall prepare an agenda setting out all items for consideration at the meeting,
and shall make a copy thereof available to members of the Board not less
than 48 hours prior to the commencement of the meetings.
3.
Conducting the Board Meeting
a.
If a quorum is present, the Chair shall call the meeting to order at the
prescribed time or as soon as possible thereafter.
b.
In the absence of the Chair, the Vice-Chair shall chair the meeting.
c.
In the absence of the Chair and Vice-Chair and provided that a quorum
is present, the members of the Board shall appoint an Acting Chair who
shall preside during the meeting or until the arrival of the Chair or ViceChair.
d.
The meeting shall be conducted by following Robert’s Rules of Order.
e.
If the Chair is of the opinion that there has been sufficient debate on a
specific item, the Chair may call the question.
20
31
f.
If the Chair desires to leave the Chair for the purpose of taking part in
the debate, s/he shall call upon the Vice-Chair to govern the meeting
until the Chair resumes.
g.
Every Board member who is present when the question is put shall be
expected to vote unless there is a conflict of interest. If a conflict of
interest exists, at the outset of the debate the Board member should
declare so as well as the reasons for the conflict and leave the room
until the voting is finished.
h.
Should any Board member refrain from voting when any question is put,
and is present at the meeting, s/he shall be regarded as having noted in
the affirmative.
i.
A two-thirds vote of approval is required for a previously defeated
motion to be reconsidered and must be made within two regular
meetings.
21
Procedures For Conducting Board Meetings
32
Absence from FVRL Board Meetings
PROCEDURES IN THE EVENT OF A BOARD MEMBER’S ABSENCE
In the event that a Board member will be absent from a Board meeting, it is
recommended that:
1.
the Board member contact his/her alternate to determine the alternate’s
availability as a substitute;
2.
the Board member apprise his/her alternate about agenda topics and pass
along in camera materials contained in the Board member’s agenda package;
3.
the Board member contact both the Board Chair and the Office of the Chief
Executive Officer to advise of the change.
22
33
Cancellation of FVRL Board Meetings
PROCEDURES IN THE EVENT OF A MEETING CANCELLATION
2. Board members are encouraged to communicate via telephone if the possibility
exists that e-mail may not be accessed in a timely manner by the intended
recipients.
3. To expedite communication and as appropriate, Board members are encouraged
to send copies to the Chief Executive Officer and Executive Assistant of attendance
notifications emailed to the Board Chair.
4. Every effort will be made to notify Board members of a meeting’s cancellation the
night before the meeting. In the event that a meeting is cancelled on the day of the
meeting, every effort will be made to notify Board members of the cancellation by
7:00 a.m.
23
1. In the event that weather conditions or other circumstances may prevent a Board
meeting from proceeding as planned, Board members are encouraged to contact
the Board chair directly to discuss matters.
34
35
HISTORY OF FVRL
The Early Years
THE HISTORY OF FRASER VALLEY REGIONAL LIBRARY
Courtesy of the District of Maple Ridge Web Site
The Early Years
During the 1930’s, the Fraser Valley book
van was the public library to the rural
residents who eagerly awaited its arrival.
From Ladner to Hope, this travelling library,
with books displayed on shelves along the outside, went up and down the valley,
through towns and villages to stop at grocery stores, schoolhouses, gas stations,
and crossroads. At each stop the book collection would be transformed as books
were borrowed and returned. Since rural residents displayed an amazing diversity
of reading tastes, the librarian on duty was kept busy helping each patron request
titles that were not available on the van that day. The book van system operated in
conjunction with branch libraries located in the larger towns throughout the valley.
Public Library Survey
In 1927, the Provincial Public Library
Commission
organized a province-wide survey of
library services in British Columbia. The
survey resulted in a recommendation that
large administrative library districts based
on cooperation between municipalities
and school districts be created to serve
rural communities who could not afford to
Early Abbotsford branch
provide library service on their own. In
Location unknown
order to prove this innovative idea of
cooperative library service could work, the commission sought funding to undertake
an experiment.
Carnegie Grant
The Carnegie Corporation of New York
awarded a grant of $100,000 to establish
a rural library project and maintain its
operation for five years. After considering
various regions of the province, the
Commission selected the Fraser Valley
as the site of British Columbia’s book
experiment.
FVRL HISTORY
How did the library service in the Fraser Valley begin? In British Columbia, the idea
of bringing libraries to rural population began with . . .
Bookmobile stop sometime in the 1930’s
24
36
HISTORY OF FVRL
The Early Years
Demonstration Project 1930-1934
The project covered an area of
approximately 1,600 square miles and
contained twenty-four separate governing
bodies. The Library Commission knew it
would require a valiant effort to unite this
large diverse area into a cohesive
structure.
Bookmobile demonstration about 1930
Library headquarters prior to 1935
FVRL HISTORY
Bookmobile stop in MIssion in the early days
This challenge was met by the library’s
first director, Dr. Helen Gordon Stewart.
With enormous energy, Dr. Stewart
quickly
took on the work of organizing the district,
selecting books and staff and purchasing
a truck suitable for use as a book van.
Through personal visits to councils and
public meetings, she convinced residents
and politicians that the Fraser Valley
could have a viable library system if
everyone would agree to cooperate and
share resources. Administrative
headquarters was situated in New
Westminster, while Chilliwack served as
the main distribution centre. The book van
made its first public appearance in July of
1930 and this was followed by the
opening of Chilliwack branch on August 6.
Six other branches opened soon after
and the number of borrowers quickly
soared.
1934 Campaign
In order to continue library service to the Fraser Valley after the Carnegie funds
were exhausted, residents were asked to vote whether they wished to support the
library through local taxes. A referendum was scheduled for January 1934. The
timing was difficult since taxpayers were asked to vote in favour of higher taxes
during a severe economic depression. Dr. Helen Gordon Stewart and her staff
launched a massive campaign of public meetings, handouts, posters, and
newspaper articles. Twenty of the original twenty-four areas voted “yes” and the
Fraser Valley Union Library was created as the first regional library in North
America.
25
37
HISTORY OF FVRL
The Early Years
Bookmobile stop in Glen Valley, Langley Township
Bookmobile setting out on a run 1953
The resources of the Carnegie
Demonstration Project were turned over
to the new Library Board of Management
on September 28, 1934, at a ceremony
held in Chilliwack. At this point, Dr. Helen
Gordon Stewart left the Fraser Valley to
organize other regional libraries. Library
headquarters was soon after moved to
new facilities in Abbotsford. In 1951, the
name was changed to the Fraser Valley
Regional Library.
Today
FVRL continues to serve the
growing population of more
than 631,000 people through
a system of cooperation and
resource sharing among its
15 member municipalities
and regional districts. Today
FVRL provides public library
and information services
through a decentralized
network of 23 branch
libraries covering 5,000
square miles (13,000 square
Pageant participants examine new books made available
kilometres). The system owns
by the Carnegie Project in 1934
a collection of 1.4 million
items, including books and audio-visual formats. The entire collection is available
to all customers in the service area.
26
FVRL HISTORY
Fraser Valley Union Library
In order to establish the first operating
budget, board members voted a per
capita tax rate of 35 cents. This low rate
of support was a severe handicap to
library service and remained in force until
1950 when the rate was raised to 40
cents. Despite the fact that member
municipalities have always provided rentfree facilities, since the beginning this
library system has had to meet the
challenge of operating with one of the
lowest tax levies in the province.
38
39
FVRL TODAY
Community Development
FVRL’s 25 Locations
FVRL
Administrative
Centre
Abbotsford
Delivery Truck
Library Live and On Tour — “LiLi”
City of Abbotsford
Abbotsford Community Library
Mount Lehman Library
27
FVRL TODAY
Clearbrook Library
40
FVRL TODAY
City of Chilliwack
Chilliwack Library
Yarrow Library
FVRL TODAY
Sardis Library
28
41
FVRL TODAY
Corporation of Delta
Tsawwassen
Library
Ladner Pioneer
Library
Fraser Valley Regional District
Boston Bar Library
Yale Library
29
FVRL TODAY
George Mackie Library
42
FVRL TODAY
District of Hope
Hope Library
District of Kent
Agassiz
Library
FVRL TODAY
City of Langley
City of Langley Library
30
43
FVRL TODAY
Township of Langley
Muriel Arnason
Library
Brookswood
Library
31
FVRL TODAY
Aldergrove
Library
44
FVRL TODAY
Township of Langley
Murrayville
Library
Walnut
Grove
Library
FVRL TODAY
Fort Langley Community Hall
Fort Langley
Library
32
45
FVRL TODAY
City of Maple Ridge
Maple Ridge
Library
District of Mission
City of Pitt Meadows
Pitt Meadows
Library
33
FVRL TODAY
Mission Library
46
FVRL TODAY
City of Port Coquitlam
Terry Fox Library
City of White Rock
FVRL TODAY
White Rock
Library
34
47
48
BACKGROUND
FOR THE
FVRL BOARD
Election of FVRL Board Representative for
BC Library Trustees Association
ABOUT BCLTA
The BCLTA represents the boards and trustees that govern local public
libraries in British Columbia – 71 library boards and more than 700 library
trustees.
BCLTA's mission is "to support and represent BC library trustees in advancing public
libraries," and BCLTA delivers trustee-specific education, networking opportunities, thought
leadership and advocacy. More details and resources are available on the BCLTA website:
www.bclta.ca.
THE ONLY EVENT FOR THE REPRESENTATIVE’S CALENDAR
The main (and probably only) event for FVRL’s Board BCLTA representative is an annual
conference to be held Saturday, May 14 in Richmond.
49
BACKGROUND
FOR THE F V R L
FVRL BOARD
FVRL Board Representative to
Board of Public Library InterLINK
Public Library InterLINK is a public library federation with eighteen member
library boards providing reciprocal borrowing privileges------i.e., all members agree
to provide service to each others’ residents without charge. It also offers cost
effective service efficiencies and enhancements. InterLINK operates as a Library Federation
according to the Library Act of British Columbia (1994) Section 49 and is governed by a board
composed of one representative from each of the member library boards.
1.
2.
3.
4.
5.
6.
•
•
•
•
•
•
•
•
Bowen Island
Burnaby
Coquitlam
Fraser Valley Regional
Gibsons and District
Lillooet Area
7.
8.
9.
10.
11.
12.
InterLINK MEMBERS
New Westminster
North Vancouver City
North Vancouver District
Pemberton and District
Port Moody
Richmond
13.
14.
15.
16.
17.
18.
Sechelt
Squamish
Surrey
Vancouver
West Vancouver
Whistler
WHAT InterLINK DOES
Facilitates open access to 18 member libraries for all residents and provides delivery
service
Coordinates Audiobook services
Supports Interlibrary Loan
Manages and distributes net compensation funds to net service providers
Coordinates collaborative activities to support and benefit members
Develops partnerships to support InterLINK and expand open access
Provides a forum for member communication
Acts as an advocate for libraries
InterLINK BOARD MEETINGS
•
See schedule attached.
50
BOARD OF DIRECTORS
2016 MEETING SCHEDULE
The InterLINK Agreement states that the Board shall hold regular meetings not less than four times a year.
InterLINK Board meetings are held on the LAST TUESDAY OF THE MONTH. Based on previous years, the
Board usually meets about five times a year.
The following is a schedule of the meeting dates.
FEBRUARY
rd
TUESDAY, FEBRUARY 23 (Orientation and Regular meeting)
MARCH
TUESDAY, MARCH 29th
MAY
TUESDAY, MAY 31st
SEPTEMBER
TUESDAY, SEPTEMBER 27th
NOVEMBER
TUESDAY, NOVEMBER 29th
The start time for InterLINK Board meetings will be 5:00 p.m. with light refreshments served at 4:45 p.m.
Please be advised that the location of the meetings may vary. This a proposed schedule only. If
additional meetings are required or if it is felt that only four meetings are necessary, it will be at the call of
the Chair.
minutes and agenda/meeting schedule – 2016.doc
November 24, 2015
51
MINUTES
OF THE
FVRL BOARD
DRAFT
REGULAR MEETING OF THE FRASER VALLEY REGIONAL LIBRARY BOARD
Wednesday, December 16, 2015
Attendees from the Board
Mayor John Van Laerhoven, District of Kent (Chair)
Councillor Petrina Arnason, Township of Langley
Councillor Les Barkman, City of Abbotsford
Councillor Corisa Bell, City of Maple Ridge
Director Bill Dickey, Fraser Valley Regional District
Councillor Laura Dupont, City of Port Coquitlam
Councillor Jeannie Kanakos, Corporation of Delta
Councillor Gayle Martin, City of Langley
Councillor Sonja Reyerse, Village of Harrison Hot
Springs
Councillor Jenny Stevens, District of Mission
Mayor Wilf Vicktor, District of Hope
Regrets
Director Maria Harris, Metro Vancouver
Councillor Bill Dingwall, City of Pitt Meadows
Councillor Helen Fathers, City of White Rock
Absent
Councillor Chuck Stam, City of Chilliwack
Attendees from Staff
Heather Scoular, Acting Director of Client Services
Cathy Wurtz, Director of Human Resources &
Business Transformation
Dean Kelly, Acting Director of IT and Support
Services
Irene Geng, Office of the CEO | Donor Relations
(Recorder)
Pat Dawson, Library Manager—City of Langley &
Port Coquitlam
Gillian McLeod, Library Manager—Delta
Courtney Novotny, Acting Deputy Manager—
Mission Library & Outreach Services
Hilary Russell, Library Manager—Abbotsford
Jo-Ann Sleiman, Acting Deputy Manager—Maple
Ridge & Pitt Meadows
David Thiessen, Library Manager—Township of
Langley & White Rock
Brad Fenrick, Manager of IT
Mary Kierans, Manager of Support Services
Devan Mitchell, Deputy Manager—Information
Technology & Finance
CUPE Local 1698
Laurie Dyck, President, CUPE Local 1698
Guest
Councillor Heather King, Alternate, Corporation of
Delta
52
REGULAR MEETING OF THE FVRL BOARD OF DIRECTORS
Page 2
1.00
CALL TO ORDER
Mayor John Van Laerhoven, Board chair, called the regular meeting of the Fraser Valley
Regional Library Board to order at 9:03 am.
2.00
APPROVAL OF CONSENT AGENDA
It was MOVED Councillor Stevens, SECONDED Councillor Barkman, THAT the consent
agenda be approved as circulated.
CARRIED
15.12.16/01
Consent Agenda Approved
3.00
APPROVAL OF AGENDA
It was MOVED Mayor Vicktor, SECONDED Councillor Kanakos, THAT the agenda be
approved as circulated.
CARRIED
15.12.16/02
Agenda Approved
4.00
BUSINESS ARISING FROM THE MINUTES
4.01
Proposed 2016 Budget
Scott Hargrove, Chief Executive Officer, advised the Board that Option 1 of the
proposed 2016 budget was the recommended choice for 2016.
It was MOVED Councillor Arnason, SECONDED Councillor Kanakos THAT Option 1
of the proposed 2016 budget, which totals $23,972,713, and which is an increase in
Member Assessment of $665,680 or 2.86% over 2015, be recommended to FVRL
member councils.
CARRIED
15.12.16/03
2016 Budget Option 1 Recommended
5.00
NEW BUSINESS
5.01
Library Security
Heather Scoular, Acting Director of Client Services, gave an informative PowerPoint
presentation describing the realities of FVRL libraries’ security challenges that affect
our core business, FVRL staff expertise and approaches to security, limits of staff
influence and authority, plans for the future, and FVRL’s need for collaborative
support from local governments and community partners. (See attached PowerPoint
slides.)
Board members expressed appreciation for their new awareness of the sometimes
frightening reality library staff faces, and acknowledged the importance of councils
becoming more involved with their libraries, as well as including library staff and their
53
Page 3
expertise in community conversations about societal issues. They also commended
staff for their effectiveness and skill in handling the challenges.
It was MOVED Councillor Kanakos, SECONDED Councillor Stevens, THAT the
Library Security Report be received.
CARRIED
15.12.16/04
Library Security Report Received
5.02
Chief Executive Officer’s Report
Scott Hargrove, Chief Executive Officer, briefly highlighted several major initiatives of
his first year of FVRL leadership.
Board members were unanimous in their praise of his achievements, noting the
difficult decisions he made and congratulating him on doing well. He also was
commended for his presentations on technology trends at the recent CivX event and
workshop for FVRL member local governments.
It was MOVED Councillor Barkman, SECONDED Councillor Reyerse, THAT the
Chief Executive Officer’s Report be received.
CARRIED
15.12.16/05
Chief Executive Officer’s Report Received
5.03
Annual Planning Days 2016
Scott Hargrove, Chief Executive Officer, proposed hiring library and technology
specialist Ken Roberts to facilitate the Board’s Annual Planning Days discussion
to reinvent FVRL’s mission, vision, values, and strategic planning.
It was MOVED Councillor Martin, SECONDED Councillor Stevens, THAT Ken
Roberts be engaged to facilitate the Board’s Annual Planning Days discussion to
reinvent FVRL’s mission, vision, values, and strategic planning.
CARRIED
15.12.16/06
Facilitator Approved
6.00
OTHER BUSINESS
There was no other business.
7.00
AROUND THE TABLE
Board members extended their best wishes for the holiday season and expressed appreciation
for the excellent initiatives happening regularly in their libraries.
8.00
QUESTIONS
There were no questions.
54
Page 4
9.00
MOVE TO IN CAMERA SESSION
It was MOVED Councillor Dupont, SECONDED Councillor Bell, THAT the Board move to In
Camera session.
The Board returned to its Regular session, with the following report from its In Camera
session:
9.01
Senior Management Structural Review
The titles and directors filling the roles of FVRL senior management team, effective
January 4, 2016, will be:




Director of Finance: Nancy Gomerich
Director of Organizational Development: Cathy Wurtz
Director of Customer Experience: Heather Scoular
Director of Infrastructure and Resources:
o Thanks to Dean Kelly, for serving as Acting Director of Information
Technology and Support Services since January and who has chosen to
return to his former role of Support Services Specialist.
o Welcome to Jeff Narver, well known to many FVRL staff as a long time
representative of 3M, who joins our staff on January 4, 2016.
10.00 NEXT MEETING
The FVRL Board will meet next:
Wednesday, January 27, 2016 – 8:30 am
11.00
ADJOURNMENT
It was MOVED Councillor Arnason, SECONDED Councillor Reyerse, THAT the meeting of
FVRL Board be adjourned.
CARRIED
15.12.16/07
Adjournment
The meeting adjourned at 11:25 am.
55
Welcoming and Inclusive
Library Security @FVRL
Heather Scoular
Acting Director of Client Services
Board Awareness
• Library Security Incidents
• FVRL Code of Conduct
• Library Security Steering Committee
Library Security Incidents - Trends
2015
• 223 recorded incident reports in 2015
• One report usually includes multiple offences
• Increasing mental illness, substance abuse
and assault incidents
• Challenging building perimeter incidents
• Increasing homeless related challenges
• Illegal washroom activities
Aggressive Behaviour
56
1
Public Washroom Challenges
•
•
•
•
Washroom Buzzers
Vandalism
Substance abuse
Sexual misconduct
Illegal activities
Security Cameras
Security Guards
Security Mirrors
Code of Conduct
57
2
Code of Conduct Posted
Police Liaison Role
Visible Code of Conduct
BC Supreme Court Decision
• Security Environmental Scan
• Preventative
Library Security Steering
Committee
•
•
•
•
•
•
CUPE BC
Survey of Library Workers
Review
Recommend
Collaborate
Share
Consistency
Training
58
3
Societal Issues:
Libraries & Municipalities Together
Community Revitalization
• Library programs positively animating the
space
• Addressing societal issues through
partnerships
It’s a Crime Not to Read
FVRL Board Opportunities
•
•
•
•
Communities Working Together
Community Social issues impact libraries
FVRL staff deal with inappropriate behaviour
FVRL Staff can contribute expertise
Recommend that your library staff be
involved
Using our Hearts and Minds
59
4
Healthy and Vibrant Communities
Questions?
Conversations?
Heather Scoular
Acting Director of Client Services
Chair, Library Security Steering Committee
heather.scoular@fvrl.bc.ca
60
5
FRASER VALLEY REGIONAL LIBRARY
LIBRARY YEAR-TO-DATE USAGE - END OF YEAR 2015
MEMBER
City of Abbotsford
City of Chilliwack
Corporation of Delta
LIBRARY
Abbotsford
Clearbrook
Mount Lehman
Chilliwack
Sardis
Yarrow
George Mackie
Ladner Pioneer
Tsawwassen
CIRCULATION
301,730
811,309
14,174
522,085
305,564
33,009
273,892
187,387
214,411
1,127,213
860,658
675,690
2015
vs 2014
-2.7%
-3.3%
6.2%
-6.3%
-7.5%
0.0%
-4.6%
-8.4%
3.0%
-3.0%
-6.5%
-3.5%
HOLDS
9,213
22,822
631
16,124
9,553
1,879
9,312
6,673
10,404
32,666
27,556
26,389
2015
vs 2014
-5.0%
-3.5%
-26.1%
-8.3%
4.8%
32.9%
-2.4%
-9.3%
-9.6%
-4.5%
-2.0%
-7.1%
District of Hope
Hope
73,364
0.5%
4,648
1.1%
District of Kent
Agassiz
90,124
2.9%
5,318
-4.2%
City of Langley
Langley City
179,165
-21.9%
8,507
-7.9%
Township of Langley
Aldergrove
Brookswood
Fort Langley
Murrayville
Walnut Grove
Muriel Arnason
City of Maple Ridge
Maple Ridge
415,301
-3.0%
13,688
-12.7%
District of Mission
Mission
317,534
-6.8%
10,856
-8.1%
City of Pitt Meadows
Pitt Meadows
133,723
-5.4%
6,561
-11.0%
City of Port Coquitlam
Terry Fox
355,074
-3.9%
12,988
0.2%
City of White Rock
White Rock
207,517
-4.9%
11,387
-3.2%
Fraser Valley R. D.
Boston Bar
Yale
Outreach Services
Administrative Centre
Website Customer Self Service
131,292
72,526
43,575
170,456
262,444
211,383
891,676
9,973
17,881
7,908
60,096
31,606
1,029,681
6,466,303
-5.3%
8.2%
4.6%
3.9%
4.3%
1.9%
0.4%
-2.8%
2.5%
4,855
2,743
1,737
5,781
9,174
6,760
31,050
-31.1%
-1.3%
-6.7%
1,458
2,436
978
15,797
13,631
1,209,525
-4.6%
1,433,003
-1.0%
-7.3%
-13.2%
-5.2%
-0.3%
-5.2%
0.6%
-4.3%
37.4%
-5.6%
16.2%
-5.3%
-4.4%
1.9%
0.8%
61
FRASER VALLEY REGIONAL LIBRARY
LIBRARY ACTIVITY SUMMARY REPORT - END OF YEAR 2015
CIRCULATION OF MATERIALS
2015
4,319,876
1,947,875
2,113,700
258,301
2,146,427
170,730
1,787,949
187,748
6,466,303
YEAR TO DATE
2014
4,461,130
2,078,565
2,105,609
276,956
2,320,221
180,306
1,934,793
205,122
6,781,351
% Change
-3.2%
-6.3%
0.4%
-6.7%
-7.5%
-5.3%
-7.6%
-8.5%
-4.6%
Online Resources
eBooks & Downloadable Audiobooks
Electronic Databases
2015
547,516
437,880
109,636
YEAR TO DATE
2014
534,839
406,254
128,585
% Change
2.4%
7.8%
-14.7%
ALL CIRCULATION
7,013,819
7,316,190
-4.1%
2015
1,433,003
YEAR TO DATE
2014
1,421,887
% Change
0.8%
7,848
7,567
3.7%
201,983
185,519
8.9%
Print Circulation
Adult Books
Children & Teen Books
Magazines
Audio/Video Circulation
Audiobooks
DVDs
Music CDs
Total Physical Circulation
USE OF ELECTRONIC RESOURCES
CUSTOMER ACTIVITIES
Holds
Programs (Number of)
Program Attendance
Notes
62
LIBRARY REPORT
TO THE
FVRL BOARD
ABBOTSFORD LIBRARIES
By Hilary Russell, Library Manager
Meeting of January 27, 2016
2015 IN THE ABBOTSFORD LIBRARIES
Teens Use $86,000 Worth of Resources Each Month
I can tell from the 2015 statistics that Abbotsford teens love to read! On a monthly basis, over
3,100 Young Adult novels were checked out through the three libraries and, if we add in the
comics, magazines and audiobooks, it adds up to over 4,300 library items each month. If each
of these items cost approximately $20, then that’s about $86,000 of “business” that is the
value of this monthly service to teens in Abbotsford – a service they could probably not afford
individually but one that has lasting positive effects on our community.
Benefits of Libraries to Young People
We know that those teens are keeping their literacy skills alive and discovering that the
library is a comfortable and welcoming place to study, hang out, or attend free programs like
our Teen Advisory Group – all a positive outlet for their energy.
The benefit of libraries to young people was recognized in our community in November when
library staff was invited to talk to parents and students at a forum about the benefits of
literacy and how community services like libraries can help to keep young people from
choosing drugs and gang involvement as part of their lives. This successful event was put
together by the Abbotsford Police Department, Abbotsford Community Services, and the
Abbotsford School District, and included some talks specifically for Punjabi speaking parents.
Abbotsford Residents Checked Out 1.1 Million Items
In all, the Abbotsford Libraries checked out over 1.1 million physical items to customers
through the Clearbrook, Abbotsford Community and Mount Lehman libraries in 2015. Virtual
services are not counted in this figure but we know that through the FVRL website many
customers also download eBooks and use FVRL services straight from home.
Abbotsford Residents Ask Library 3000 Questions Each Month
Assistance in person, by phone or by email is a big part of library services and in 2015 staff
answered about 3,000 questions each month. The public library is one of the few places in
any town where, for free, you can talk directly with a person who can not only help you find
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Abbotsford Libraries
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the book you want to read but also understands how to look for information whether it is how
to grow carrots, where to find government forms or who to call for local services. A growing
part of our service during 2015 was basic help with new technologies such as eBook readers,
tablets, phones and computers. We were a popular place just after Christmas as everyone
tried to figure out how to use their new device!
Over 25,500 People Attended Abbotsford’s Library Programs
Close to 800 programs brought in over 25,500 attendees to the libraries during 2015. From
one-on-one tech help sessions to afternoon classic Hollywood films to celebrating National
Aboriginal Week, the library was a hub of social activity and interaction for people in our
communities.
Storytimes for children form the backbone of weekly programming, introducing families to
those pre-literacy skills that are so important for children when they reach school age and
begin to learn to read. Storytimes also create a habit, often lasting a lifetime, of regular library
visits and the discovery of the joy of reading.
Other than Storytimes, our biggest programs of the year were Summer Reading Club, which
takes place at all three libraries and in which over 3,000 kids, teens and adults participate,
plus Family Literacy Day in January at the Clearbrook Library with about 1,000 visitors.
Community Collaborations Integral to Library Service
Community collaborations and connections were an integral part of library service in
Abbotsford. In 2015, library staff participated in committees within the community such as the
Abbotsford Early Childhood Committee and Literacy Matters. We collaborated on programs
and services with a number of organizations such as Abbotsford Community Services and
were able to save the day for the Fraser Valley Heritage Fair when they suddenly discovered
they were without a venue!
Literacy Matters Abbotsford partnered with the library to run the Reading Buddies program
and was able to help over 100 young readers with their skills. The REACH Museum and
Gallery is not only our neighbor on the Civic Plaza but was a key partner on Family Literacy
Day in late January.
Volunteers: Teen Advisory Group and Friends of the Library
Two groups of volunteers both brought benefit and derived benefit from their connection to
the libraries in Abbotsford. The Teen Advisory Group offered teens a chance to develop
leadership skills by helping at library events and also gain volunteer hours for school
graduation. The group membership in 2015 has been about 15 regular attendees.
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Abbotsford Libraries
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The Friends of the Abbotsford Libraries, who are mostly retired folks, met monthly and
assisted with small-scale fundraising efforts such as book sales and with some of our
programs. This group is about 40 strong and has been in existence for over 20 years with
many long-term members, some hailing from the first formation of the group in the early
1990s. They have become experts at helping on Customer Appreciation days and helped
serve pie when we celebrated customers and numeracy skills on Pi day in 2015.
Neighbourhood Hub and Community Destination
The Abbotsford libraries operated as hubs and neigbourhood destinations for community
members in 2015 by offering not only book lending and information services but space for
studying, programs like Reading Buddies, and services such as exam proctoring. As part of
the fabric of the community, the libraries contributed toward the health and individual success
of Abbotsford residents as well as the vibrancy of the community as a whole.
65
LIBRARY REPORT
TO THE
FVRL BOARD
Agassiz Library
By Nicole Glentworth, Library Manager
TRADITIONS LIVE ON AT AGASSIZ LIBRARY
December is all about traditions at the Agassiz Library. The library is full of Christmas cheer
with “Santa Crackle” drawing in youngsters who enjoy having their annual photos taken with
the library mascot. Staff can see how much these youngsters have changed and grown over
the years, solidifying that bond between the younger customers of the library and the staff.
The Christmas spirit carries on for Christmas Cheer Week where the library is full of the
aroma of warm spiced apple cider for customers to enjoy while they socialize with other
friends in the library during the cold, busy days of this holiday month.
66
LIBRARY REPORT
TO THE
FVRL BOARD
Chilliwack Libraries
LIBRARIANS ARE ALL “BOOKED” UP
Customers of both Chilliwack and Sardis Libraries are finding an increase in the demand for
the Book-a-Librarian service. This service gives customers the opportunity to sit down in a
one-on-one session to take advantage of staff expertise when it comes to downloading
eBooks and audiobooks to a variety of devices as well as Readers’ Advisory and specific
research requests.
Seniors in particular appreciate the opportunity to sit with staff and go through the process
step-by-step uninterrupted so, if there is anything that needs clarification, they can do so at
the moment rather than having to try on their own and come back. The convenience of having
someone guide them through the process is invaluable to them. It also strengthens the
relationships that they have developed over the years with the library staff.
67
REPORT
TO THE
FVRL BOARD
Delta Libraries
By Gillian McLeod, Library Manager
Meeting of November 25, 2015
The end of the year can often appear to be a quieter time in our libraries. At the Delta
libraries we are learning to use this time to the advantage of our communities by completing
tasks that have been "on our list" all year, but that we have not yet been able to accomplish.
November and December of 2015 brought many such tasks to the top of our lists and our
communities do benefit.
Each year our staff celebrates the holiday season with a get-together. Regularly at these
parties our staff either collects food for our local food bank or auctions gifts to each other to
support our local needs. This year we celebrated the largest donation from our Delta library
staff. During an evening of laughter, singing, smiles, and brisk auctioneering, our staff raised
$1600 from the sale of homemade items including chocolate balsamic syrup, knitted scarves,
fresh fancy cookies, quilted items, jewelry, and a lamp made out of discarded CDs. The money
was presented to the new executive director at Deltassist Family and Community Services
Society and was greatly appreciated.
On December 31 we completed a Wrapping Project at Tsawwassen Library and it is
outstanding! What is a Wrap? With the expertise of our Marketing and Communications
Department, we were able to design and install a 4-6 foot by 400 foot film, with the FVRL
logo and the words "Tsawwassen Library" around the windows of our entire building. This is a
library that can be hard to find, and this bright and welcoming graphic leaves no doubt as to
the purpose of this building when viewed from any point in the surrounding mall. It is
beautiful!
Ladner Pioneer Library was able to almost complete their scheduled renovations with interior
wall painting, a new phone system, art installation and the 3 foot by 25 foot application of the
Read, Learn, Play tag line in the Children's area. Again, this was a MarCom project and it looks
fantastic.
One outstanding project at Ladner has already begun to tickle the curiosity of our community.
We will have a Makerspace in the children's area when the Ladner community joins local
fisher and craftsman Will Heinrich as he builds a reproduction of his Blue Boat Trawler in our
library. Upon completion the trawler will be used as a reading space. Will plans to cut and
form pieces at his workshop and then bring them into the library to assemble, sand, paint and
create—including as many of our Ladner public as possible—thus it becoming a Makerspace.
We are all very excited about this project and we look forward to welcoming you to our
libraries to show off how we are connecting in our communities.
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Delta Libraries
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Ladner Pioneer Library’s Children’s area boasts new Read.Learn.Play. sign.
Tsawwassen Library “wrapped” with a new sign
69
LIBRARY REPORT
TO THE
FVRL BOARD
Hope Library
PARTNERSHIPS CONTINUE FOR THE CHRISTMAS SEASON
The tradition of letters to Santa continued in December. It attracted a record breaking 60+
attendees to this small library. This program was hosted in the library in partnership with the
Hope Arts Council and the University of the Fraser Valley (Hope). Children, and parents, had
the opportunity to showcase their creativity through art and words to Santa. The library took
this opportunity to promote literacy and give away free books, take photos with Santa, and
share music and stories with others from the community.
The Friends of the Hope Library Society partnered with the library to host the first Ugly
Sweaters workshop. This allowed all participants to be creative in designing an ugly sweater
for Christmas. These sweaters were then worn at several community events that the members
of the Friends groups attended over the season.
70
LIBRARY REPORT
TO THE
FVRL BOARD
CITY OF LANGLEY LIBRARY
By Pat Dawson, Library Manager
THE LIBRARY AND THE IMPACT OF COMMUNITY CONNECTIONS
City of Langley Library staff works creatively to directly improve the wellbeing of our
residents, for example, by providing a robust recreation and information collection of
materials and resources for all ages. Additionally, staff is receptive to enhance the health and
vibrancy of the community by connecting with groups and organizations in our city. The
library provides a venue or expertise to others who, in turn, invest their skills in the
community. In this report I will highlight two library/community connections, Close Knit
Langley and the annual Wrap-a-Read project.
Close Knit Langley
Six years ago library staff was approached by a woman in our community who envisioned a
public knitting group that would accomplish three goals. The group would promote and pass
on the art of knitting; it would be an opportunity for social connection; and it would supply
warm woolens to Langley people in need. The library, she said, would be the ideal meeting
place, and staff agreed. Close Knit Langley has welcomed accomplished craftspeople, new
knitters, children, and teens. Working with Langley Community Services Society (LCSS) a few
years ago, members of the knitting group introduced knitting to some of Langley’s Karen
refugees. Many have found a friendly and comfortable place with Close Knit Langley. For six
years the group has donated their knitted goods to Ishtar Transition Housing Society, a local
organization that provides service to women, children and youth who have suffered from
violence. Two years ago the group added to their list of recipients Best Babies of the
Langleys, a service for pregnant women through Encompass Support Services Society, and
the maternity ward at Langley Memorial Hospital. In 2015 the knitters also filled three boxes
for the BC Muslim Association to be distributed to newly-arrived Syrian refugees.
Wrap-a-Read, a Literacy Project with the Langley Christmas Bureau
Once again, City of Langley Library played a major role in the success of the annual Wrap-aRead project at the Langley Christmas Bureau. This project ensures that all children and
teens registered with the Langley Christmas Bureau receive a new book during the Bureau’s
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City of Langley Library
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Toy Depot Days. Funds for Wrap-a-Read are raised throughout the year by the Langley
Literacy Association from individual, business, community, and municipal donors, including
City of Langley. Library staff, with the Langley Literacy Network’s Literacy Outreach
Coordinator, selected the books and arranged the processing and distribution. At the Bureau,
a group of volunteers, along with library staff, matched over 1600 children and teens with a
book that piqued their interest. One book at the right time can instill a love of reading that
may continue for a lifetime.
By working together with the knitting group and the Langley Literacy Association and
Christmas Bureau, the library has helped the community by helping its residents. The library
will continue to develop – and collaborate on – new ideas, especially looking ahead to the
opening of the new Timms Centre.
72
LIBRARY REPORT
TO THE
FVRL BOARD
TOWNSHIP OF LANGLEY LIBRARY
By David Thiessen, Library Manager
2015 OVERVIEW: TOWNSHIP OF LANGLEY LIBRARIES
As stated in the Township of Langley’s Community Plan, the Township’s vision is to build a
legacy for future generations by leading and committing the community to a lifestyle that is
socially, culturally, economically, and environmentally balanced. The Township of Langley
libraries met these goals in 2015 through a balanced provision of services, programs, and
community participation. This report provides a brief overview from 2015 from three targeted
areas: 1) literacy, 2) community involvement, and 3) seniors.
LITERACY
Summer Reading Club
Our Summer Reading Club participation was extremely well received. Township of Langley
libraries registered 1771 school-age children, 576 preschoolers, and 297 teens – an 11 percent
increase over last year. Total participation rose to 2, 644 – the second highest on record.
Brookswood and Fort Langley Libraries showed the most significant increases (31% and 37%
respectively).
Reading Buddies
Our Reading Buddies Partnership program with Langley Literacy Network – where high
school students read to reluctant K-Grade 3 readers in the library – moved from pilot status
to a regular program.
Stories and Visits
We provided over 400 regular Storytimes, Babytimes, Pajama times, puppet shows, school
visits, and library tours.
Whenever possible we combined library events with municipal events. One example is the
annual Municipal Awareness Day, a Council initiative demonstrating how local government
operates. In 2015, 25 Langley area schools participated. The library participated by provided
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Township of Langley Libraries
Page 2
library tours – 11 classes participated (320 children). The library also staffed a table in the
public foyer.
Circulation Increases
Our circulation numbers not only kept pace with last year, but grew (into our second highest
circulating levels ever, the vast majority of the growth being print). Our data is supporting
journal article data about “books being back.” It does seem that print and digital are
developing into a “reasonably comfortable co-existence” (cost notwithstanding).
Community Literacy and Wellness
We also partnered with other organizations in offering a variety of community literacywellness initiatives. One example: a significant partnership with Fraser Health, Ministry of
Children and Family Development, School District #35, City of Langley, the Township, and the
United Way in providing two C.H.I.L.D. (Children's Health Information Learning Development)
Days, one in Aldergrove and one Willoughby, based on EDI data of the Township’s two most
vulnerable areas.
Digital Literacy
The demand for assistance with digital literacy also continued to grow in 2015, as did the
continued evolution from group instruction to personalized one-on-one assistance –for
anyone, anytime, any device (although group instruction is still available and done). Demand
is wide, including everything from eBook downloading, eReader troubleshooting, tablet help,
internet instruction, doing research andd databases, homework help, business research, or
simply making sense of information overload.
COMMUNITY INVOLVEMENT
Community participation was another key focus in 2015. We played a large role in planning
and staffing creative 20-foot tents at Canada Day and the two-day International Festival as
well as provided Storytimes and crafts tents at festivals such as Aldergrove Fair, Brookswood
Village Summerfest, Fort Langley Cranberry Festival and May Day, Walnut Grove Family Day,
Campbell Valley Celebration, World Rivers Day, and more. On National Aboriginal Day staff
provided Storytimes in the Reading Teepee at Douglas Park and shared FVRL’s Aboriginal
Storytelling Kits. FVRL’s mobile library Library Live and On Tour was a highlight, delivering the
library in its usual innovative way.
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Township of Langley Libraries
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SENIORS
Our third primary target area in 2015 was seniors. In June, the Ministry of Health formally
recognized the Township as an age-friendly community. Given council’s goal for this
recognition, and our demographics – where 12% of our population are 65 or older (and that
number expected to double in 10 years) – Township libraries focused many of our efforts this
past year on seniors.
Seniors Appreciation Day
We not only participated in Seniors Appreciation Day, as we have done every year, but this
year did so for an entire week, partnering with the Seniors Resource Society. We visited
seniors’ residences, providing a variety of services including digital training, storytelling, and
general information services.
Libraries Are a Welcoming Space for Seniors
Throughout the year Township Libraries increased our level of commitment to providing a
welcoming social space for seniors within the library. The social isolation of seniors, according
to an increasingly wide variety of reports, can cause communities to suffer a lack of social
cohesion, higher social costs, and the loss of an unquantifiable wealth of experience that older
adults bring to our families, neighbourhoods and communities. We now provide a specialized
Seniors Resources Librarian not only to staff, but also to the public as well.
Clubs and Partnerships for Seniors
We were also busy throughout the year growing our clubs that Township seniors are thriving
in, such as the Knitting Clubs, Art Club, Caregivers Club, Coffee Club, Puzzle Club, Garden
Club, numerous Book Clubs, Writers Club, Chess Club, and more. In addition, in partnership
with the Immigrant Services Society of BC (ISS) and Revenue Canada, we also provided free
income tax preparation assistance for low-income residents. A great many of those who
qualified were fixed-income seniors.
Libraries Are “Building Community”
Our key driver for the Township of Langley libraries is “Building Community.” The world is
rapidly changing and the library is transforming with it, from a traditional and quiet repository
of books to a lively hub that, from its collection out, helps each Township community preserve
and enhance their uniquely local flavor while vastly increasing their capacity for healthy
transformation in the midst of constant, disruptive, change.
75
LIBRARY REPORT
TO THE
FVRL BOARD
Maple Ridge Public Library
By Jo-Ann Sleiman, Acting Deputy Manager
MAPLE RIDGE TEEN ENGAGEMENT: A SUCCESS STORY
Maple Ridge Public Library has developed, over the years, an enduring and profoundly
rewarding relationship with our community’s teens, a characteristically difficult age group to
draw in.
A great deal of teen activity pivots around the library’s Teen Advisory Group (TAG), which
boasts a substantial membership of high school-aged youth (presently close to 200).
Members meet every month to discuss programming, collections, library decoration,
volunteering and an array of wider topics relevant to the age group. Feedback from the TAG
is taken seriously, and has a very real impact on the physical library and on the services and
programming we offer to Maple Ridge teens.
TAG volunteers are instrumental in many of the initiatives that engage people of different
ages and that work best to address our core programming goals. It Won’t Byte, for example,
takes teens each month to the local seniors centre to offer individual help with cell phones,
tablets, cameras, and other devices. Their patience with those who are challenged by
technology is almost boundless, and seniors with new gadgets continually express their
gratitude for the help they receive and their delight at having connected in this way with local
youth.
Similarly, teens shepherd elementary-aged children through weekly Chess Club gatherings
and form half of the equation in our longstanding Reading Buddies program and its French
language equivalent, Lisons Ensemble. These programs pair high school students with
children in primary grades for after-school reading and literacy activities. Feedback from
parents consistently describes not just an improvement in reading level, but a new interest in
reading cultivated by the child/teen relationship.
TAG members identified the need that prompted our continuing partnership with Work BC in
workshops focused on job searching, resume building, and letter writing for teens and young
adults. They provided the spark for our upcoming Youth Job Fair, a collaboration with Work
BC, Maple Ridge Pitt Meadows Parks and Leisure, and many other businesses, volunteer
organizations and educational institutions.
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Maple Ridge Public Library
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TAG inspiration is also responsible for some of our more light-hearted teen programming, like
teen movie nights, chocolate building competitions, craft meetings and poetry slams. These
programs augment our ongoing workshops, job tours, outreach to schools, Teen Summer
Reading Club and Teen Tech Week initiatives.
In addition to lending a hand with a variety of major events and programs for all ages, TAG
volunteers join forces with our Maple Ridge Friends of the Library group in regular
fundraising activities like the Friends’ yearly book sale, shred-a-thon and quiz night. Funds
raised at these events contribute to the purchase of library furniture and equipment and
literacy initiatives like Read, Learn, Play with Your Baby.
Finally, our TAG has had a major hand over the years in how the library looks and feels. TAG
members put their indelible, multi-coloured stamp on the library in 2013 when they provided
input during the transformation of the sizeable teen area on the second floor. They are also
largely responsible for Creatrium, the library’s celebrated annual atrium decoration that
graces the foyer for most of each year and that always invites gleeful commentary from
members of the public. Other creative outbursts result in interesting book displays or
oversized post-it note window installations that provide an artistic foreground to our
mountainous second-floor view.
Teens, of course, visit the library for a variety of reasons – to study, learn and collaborate; to
gather information; to use our collections; to connect with friends; to take advantage of WiFi
and other services, or to attend programs and meetings.
Our Teen Advisory program, however, provides teens with an added—and very important—
dimension, creating valuable opportunities that reach far beyond the regular library
experience: encouraging community and societal engagement, promoting responsibility and
empathy, and fostering skills that will serve teens in their education, work, and personal lives
into the future.
In turn, Teen Advisory Group members give back in hundreds of ways that contribute to the
warmth, vigour, and positive atmosphere of the library and that extend concrete benefits to
other members of the community.
77
LIBRARY REPORT
TO THE
FVRL BOARD
Mission Library
By Courtney Novotny, Acting Deputy Library Manager
BRIGHTENING UP SPACES, PUTTING SMILES ON FACES
Mission staff recently updated the library with some small, but bright and colourful changes
that make the library a more cheerful, surprising, and interactive place.
New toys that promote literacy were added to the children’s area, including alphabet bean
bags, magnetic shapes, and puppets. Families can be found building creations with the
magnetic shapes, sounding out letters with the alphabet bean bags, and telling stories with
the puppets – all activities that support storytelling, promote literacy, and help build
community.
One of the library’s book drops was decorated to look like an Abominable Snowman, which
delighted customers of all ages as they walked into the library. Smiles and cheerful comments
were seen and heard, as customers were surprised by the new décor. Staff noticed an
increase in children’s books being dropped off into this book drop, as children were enticed
to participate in the activity of returning books when we made it fun.
In addition to the book drop décor, interactive wall displays have been added to the children’s
area and will be changing throughout the year. In December, customers were invited to write
their favourite book on a paper slip to add to Santa’s toy sack on the wall and in January,
customers were invited to colour and add a marshmallow to a large mug of (paper) hot
chocolate. The personalized paper slips were added to the wall display for others to read and,
in doing so, discover more about their community.
Simple décor, wall displays, and a few new toys are just small things. It is often these small
things that make a difference for customers, providing them with interactive spaces and
activities helps everyone feel welcome and truly a part of their local library. As well,
customers return to see what they will be surprised with next.
78
LIBRARY REPORT
TO THE
FVRL BOARD
Pitt Meadows Public Library
By Jo-Ann Sleiman, Acting Deputy Manager
CELEBRATING LIFELONG LITERACY
January is traditionally a month where organizations concerned with literacy make a special
effort to spread literacy awareness and celebrate the progress made in our communities on
this front throughout the year. Not surprisingly, with literacy development being core to the
programming goals of FVRL libraries, this is a time when we count our achievements, assess
our initiatives, and renew our commitment to the work of promoting literacy for all ages. This
month, Pitt Meadows Public Library has several new reasons to celebrate.
Read, Learn, Play with Your Baby
Pitt Meadows Friends of the Library voted in their January meeting to allocate funds to local
supplies for FVRL’s Read Learn Play with Your Baby program. The initiative puts carefully
selected board books and early literacy information into the hands of new parents, giving
them practical ideas on how to put their babies on the path to reading development right
from the start. Packages are distributed through our local public health unit and through
various other organizations that come into contact with newborns and their parents.
Babytimes and Storytimes
Both Babytime (0 – 18 months) and Storytime (18 months and up) have seen a surge in
attendance in recent months, and library staff has opened additional sessions of each to meet
the demand. These programs are enjoyable for caregivers and children, creating shared
experiences, connecting families to their library, encouraging a love of reading and helping
parents and caregivers contribute to their children’s literacy progress.
Reading Link Challenge
Reading Link Challenge (RLC) is a partnership program of public libraries and BC schools, led
in the Fraser Valley area by FVRL. Children in Grades Four and Five form reading teams and
compete in challenges that start in each participating local school, progress through local
libraries and then library systems, and culminate in a single grand challenge that involves
communities served by FVRL, Coquitlam, North Vancouver City, Port Moody and Surrey
library systems. This year, three Pitt Meadows elementary schools are taking part in RLC, a
significant jump from last year’s one participating school. Teams read their assigned books in
December and January, partake in their school challenges in February, and move on to local
in-library challenges in March.
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Pitt Meadows Library
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While promoting both library use and the development of lifelong reading habits, the
program also provides participants with an opportunity to learn about teamwork and how to
read for retention. The “sport of reading” aspect of the program is particularly attractive to
some children, and parents often comment that it has sparked an interest in reading that was
formerly weak or non-existent.
Family Literacy Day Celebrations
Library literacy efforts reach a peak at the end of January with a celebration of Family
Literacy Day on January 30. The ABC Life Literacy Canada initiative was established in 1999
to “raise awareness of the importance of reading and engaging in other literacy-related
activities as a family.” The library expands this aim on the day to promote and celebrate
literacy for all ages and of all kinds, including standard literacy, numeracy and physical,
financial, technological and computer literacy. In partnership with Maple Ridge Pitt Meadows
Katzie Literacy Committee, the library invites a host of relevant community organizations to
share their particular literacy expertise with the public, while children enjoy special Family
Literacy Day activities and Storytimes with well-known storyteller and puppeteer Elspeth
Bowers and Miss Teenage Western BC, Kayla Levins.
January’s exciting literacy events and developments complement our year-round efforts like
computer workshops, reading groups, conversation circles, outreach to Katzie, School District
#42, and other organizations as well as system-wide programs like 1000 Stories Before
Kindergarten and Summer Reading Club.
80
LIBRARY REPORT
TO THE
FVRL BOARD
TERRY FOX LIBRARY
By Pat Dawson, Library Manager
THE LIBRARY COLLECTION
Because of FVRL’s materials selection strategies, customers at Terry Fox Library consistently
find a collection that supports their needs and interests for literacy, recreation, and informed
decision. The collection includes a variety of formats such as books, audiobooks, DVDs,
magazines, newspapers, digital resources including eBooks, and more. Our collection reflects
the interests of people of all ages and with diverse cultural backgrounds, and supports a
spectrum of literacy skills. Staff interactions with customers are always with the deliberate
intent of matching each individual with the material they need.
Readers’ Advisory Service
Frequently customers arrive at the library without a specific title in mind. In conversation with
the customer, drawing on personal knowledge and using collection resources, staff ensures
that the customer leaves with suggested reading material. To be successful at readers’
advisory services, staff must maintain a broad and current knowledge of the wide range of
literature genres and must be familiar with resources for book suggestions and reading
recommendations. Readers’ advisory service is particularly important to Port Coquitlam
residents. Almost 46% of 2015 total circulation was fiction (novels and story books).
Events and the collection
At library events and programs, book displays support the theme or context of the event. At
Storytimes and Babytimes, for example, staff selects books for display that parents and
children will want to take home. Promotion of an upcoming event is always accompanied by
books or DVDs that match or enhance the theme. In the library right now, information on a
feature wall about the Adult Colouring Club includes display books on art, artists, colour and
illustration.
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Terry Fox Library
Page 2
A Young Customer’s Response to the Collection
Staff recently received a small package from a young customer with this note:
Dear Terry Fox Librarians,
Thank you for letting me borrow & take out books. I love to read. You
are so helpful when I need help choosing a book. I hope you have a
Merry Christmas & enjoy the new year.
P.S. I wish I could buy all your books. Here is some money.
Inside the package was a candy cane and $1.50 of her own money, she said, so that the library
can buy more books.
Inspired by that little girl, and encouraged by the positive interactions with so many of our
customers, library staff will continue to promote the full breadth of the FVRL collection
available to all our residents.
82
LIBRARY REPORT
TO THE
FVRL BOARD
WHITE ROCK LIBRARY
By David Thiessen, Library Manager
2015 OVERVIEW: WHITE ROCK LIBRARY
As described by the City of White Rock, the goals of Recreation and Culture (the department
the library is aligned with) are “to foster a sense of community identity, pride, spirit and
culture” and “foster better citizens - socially, physically and emotionally.”
The White Rock Library has met these goals throughout 2015 through the provision of
services, programs, and community participation. This report provides a brief overview from
three primary targeted areas: 1) literacy, 2) arts and culture, and 3) seniors.
LITERACY
There is significant research that shows that literacy skills are not as related to a child’s family
background or home environment as they are to how frequently they have been read to prior
to starting school. We, therefore, continue to make encouraging literacy—particularly early
literacy—a key priority.
Summer Reading Club
The Summer Reading Club again proved very popular. Designed to keeping children reading
throughout the summer, 2015 saw almost 300 children read their way through summer (and
enjoying special library events, performers, stickers, and more). Sixty-eight of these (28%
higher than last year) were children too young to read for themselves, who were being read
to by their parents or caregivers.
Stories and Visits
Throughout the year, staff performed over 75 regular Storytimes, Babytimes, Pajama Times,
puppet shows, school visits, and library tours. Whenever possible we combined municipal
events with library events. One example is the annual RCMP Open House designed to
showcase work done in the communities by various agencies including the RCMP. We
provided a tent, children’s crafts, and a themed Storytime.
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White Rock Library
Page 2
Circulation Growth
Finally our circulation numbers not only kept pace with last year, but grew, with the vast
majority of the growth being print. Our data is supporting journal article data about “books
being back.” It does seem that print and digital are developing into a “reasonably comfortable
co-existence” (cost notwithstanding).
Clubs
There is other research that shows that early literacy, once cultivated, needs to be nurtured
into adulthood, to foster keen adult learners and maintain active brains into late age. The
White Rock Library now leads or hosts 10 Book Clubs, with well over 100 active members.
Digital Literacy and Continuous Learning
Also, we continued to provide numerous other Continuous Learning programs throughout the
year. The demand for assistance with digital literacy, for example, also continued to expand in
2015. Demand is increasingly wide, including everything from eBook downloading, eReader
troubleshooting, tablet and smartphone help, Internet instruction, understanding and doing
research and databases, homework help, business research, or simply making sense of
information overload.
ARTS AND CULTURE
With Arts and Culture designated a strategic priority, the second primary library key focus
efforts continued on the Arts. As part of the City Fall Festival of the Arts, the library
celebrated International Artists Day. We once again hosted the Outside the Box: Fibre Arts
Extravaganza, designed to encourage economic activity in White Rock through the combined
exposure of residents, artists and art.
We also, for the first time, ran our Master Artists in the Library feature series year-round. In
this series significant local artists create their art inside the library as residents– or entire
classes of school children – watch. Local Master Artist David Patterson commented on one of
his art sessions in the library: “I hardly had any time to paint. So many people came over to
chat and ask questions.”
Investments like this by the library (or a variety of similar other endeavors we did) strengthen
the institution that host the event (the library), the arts and cultural organizations that produce
84
White Rock Library
Page 3
them (the larger community), and the city economically. In so doing, it is providing a lasting
foundation for the ongoing efforts of the city’s strategic arts priority
SENIORS
Our third primary target area in 2015 was seniors. The social isolation of seniors, according to
an increasingly wide variety of reports, can cause communities to suffer a lack of social
cohesion, higher social costs, and the loss of an unquantifiable wealth of experience that older
adults bring to our families, neighbourhoods and communities.
We increased our level of commitment throughout the year by creating a welcoming social
space for seniors, providing programs, seating areas, and growing numerous active clubs that
White Rock seniors are thriving in, such as the Quilting Club, Scrabble Club, Bridge Club,
History Club, Philosopher’s Café, Chess Club, Writers Club, Social Justice Film Club, and
more.
In addition, Tech-Buddies, an innovative intergenerational program (a partnership with
Semiahmoo Seniors Planning Table) saw teens teach digital literacy to seniors that are
seeking assistance.
Building strong relationships between young adults and seniors and providing lifelong
learning opportunities for White Rock residents through addressing the “digital divide” is a
powerful community-building tool. Teens are able to learn teaching skills; seniors perhaps
pass on some time-tested wisdom; relationships that would never otherwise materialize are
often built.
BUILDING COMMUNITY
Our key driver for the White Rock Library is “Building Community.” The world is rapidly
changing and the library is transforming with it, from a traditional and quiet repository of
books to a lively hub that, from its collection out, helps the community preserve and enhance
its uniquely local flavor while vastly increasing its capacity for healthy transformation in the
midst of constant, disruptive, change.
85
LIBRARY REPORT
TO THE
FVRL BOARD
Yale and Boston Bar Libraries
CHRISTMAS CELEBRATIONS IN YALE AND BOSTON BAR
Christmas is always a good time of the year to showcase one’s creativity. This year was no
exception, with craft programs being held at both libraries in Yale and Boston Bar. This gave
children and adults an opportunity to cross the generational barriers and work together on
small creative projects while socializing in the warm and welcoming libraries of the Upper
Fraser Valley.
Of course, Christmas is not Christmas without a Storytime or two or three. This year the
Storytime programs were open to customers of all ages. Local staff entertained the audience
with stories with a Christmas/winter theme. You don’t have to be a child to enjoy a story
being read to you.
86
REPORT
TO THE
FVRL BOARD
Library Live and On Tour
By Courtney Novotny, Acting Deputy Library Manager
Stories from the Road
Christmas parades are an annual occurrence for
Library Live and On Tour (LiLi). * In December
2015, LiLi participated in the Christmas parades
in both Mission and Aldergrove and reached a
combined total of over 20,000 people, keeping
FVRL top of mind throughout the Christmas
season.
While the exposure of driving through the parade reaches a great number of people, the LiLi
Tour Manager also reports that, during parade set-up and wait times, he is further able to
connect with other parade participants and strategically promote the fun and exciting
services FVRL offers. Before a parade begins, one can see a gathering of young and old
dancing to the tunes of LiLi and getting excited about the parade…and the library!
Library Live and On Tour (LiLi) is an innovative, stereotype-shattering adult literacy initiative developed by
Fraser Valley Regional Library. The centerpiece is LiLi, a highly noticeable and surprising little Nissan Cube with
very un-library-like enhancements that takes the library to the streets. Its internal stereo equipment makes
possible “loud advocacy” for libraries at fairs, festivals, and parades. Its on-board gadget bar enables hands-on
demonstrations of eBook and audiobook technology. LiLi makes visits to community agencies and schools, and
connects with marginalized and socially excluded people. Literacy happens everywhere LiLi goes!
*
87
January 7, 2016
Donna Macdonald, President, and Board
BC Library Trustees Association
c/o Nelson Public Library
602 Stanley Street
Nelson BC V1L 1N4
Dear Ms. Macdonald and BCLTA Board:
At the October 21, 2015 meeting of the Fraser Valley Regional Library Board, the
Board supported a motion making the following request of the BC Library Trustees
Association:
That the BC Library Trustees Association consider providing
opportunities that specifically support BC’s regional libraries in best
practices.
The nature of regional libraries in British Columbia often differs significantly from
municipal libraries. Accordingly, trustees of regional libraries could benefit from
workshops and resources for their continuing education that address the distinctive
aspects of their governance role. Your assistance in providing that support would be
greatly appreciated.
Many thanks for considering our Board’s request.
Yours truly,
Irene Geng
Office of the Chief Executive Officer
88
To support and represent trustees in advancing public libraries
January 13, 2016
Fraser Valley Regional Library Board
c/o Irene Geng, Office of the Chief Executive Officer
sent via e-mail to igeng@fvrl.bc.ca
Dear FVRL Board Members,
I received the letter sent on your behalf by Ms. Geng, relaying the motion you passed at your
October meeting, and your request for BCLTA to address the continuing education needs
specific to regional libraries. Thank you for bringing this to our attention.
I can tell you that you have a very strong advocate for regional libraries on our board (Carol
Zanon from ORL). She regularly reminds us that regional libraries are distinctive from the other
types of libraries we serve!
With that awareness, we are working on two initiatives. One is to provide a meaningful forum in
which regional library representatives can meet during our annual conference. Through your
discussions together, BCLTA will acquire a deeper understanding of your issues.
The second initiative is that we are working with the Libraries Branch for some funding
assistance for a special project. The project has three components: assess ongoing trustee
training needs and explore innovative delivery options; conduct a needs assessment of specific
rural and regional requirements for TOP and other training delivery; and, produce some pilot
approaches and materials for testing with trustees.
We are committed to meeting the needs of our diverse members, from small rural libraries
(often public library associations) to municipal libraries of various sizes, and also the large
regional library systems. We hope this consultative project will help us understand the
differences so that we can better respond.
If the FVRL board at any time has suggestions for programs or resources, I hope you will feel
free to forward them to BCLTA.
Thank you again, and best wishes for 2016.
Sincerely,
Donna Macdonald
President, BCLTA
BC LIBRARY TRUSTEES ASSOCIATION
108-9865 140 Street, Surrey, BC, V3T 4M4
Tel: 604.913.1424 Toll free: 1.888.206.1245
www.bclta.ca
89
REPORT
TO THE
FVRL BOARD
By Nancy Gomerich, Director of Finance
Meeting of October 21, 2015
PURPOSE OF THIS REPORT
To provide an overview of the Proposed 2016 Budget (“budget”).
2016 BUDGET IMPROVEMENTS
At the start of the 2016 budget process a number of goals were set targeting various
improvements in the process, the presented documents, and the end results.
Planned improvements that have been achieved in the 2016 process and presented
documents are as follows:
• increased communications with member finance officers and the Board;
• development of two long term capital plans: Information Technology and Copiers;
• high-level analysis of materials purchasing power and spending;
• more detailed staff benefit calculations reflective of the employee versus a corporate
wide standard percentage addition;
• more detailed reporting provided to member finance officers on the revenue and expense
components that make up each direct and shared service and the reasons for changes
therein;
• inclusion of certain revenues and expenses in the budget that have not been included in
prior budgets: book sale revenue, donation revenues, various expenses funded from
book sales and donations, capital expenditures funded from reserves and amortization
expense; and
• presentation of the budget in the traditional member assessment worksheet format and
the financial statement/statement of operations format (i.e., budget as presented in the
annual audited financial statements).
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Page 2
Planned improvements that have not been achieved and their current status are detailed in
the table below.
PLANNED IMPROVEMENT
STATUS
Development of a long term capital
plan for the Administrative Centre
building and equipment
• In the process of hiring a building consultant to
assess condition and develop a life-cycle plan.
• Expect a report to the Board in the first quarter of
2016.
Review, revision, and addition as
applicable, of all FVRL Reserve and
Surplus Policies
• Initial review completed.
2016.
Completion of an actuarial
valuation of retirement and sick
leave benefits to inform related
expense budgets
• Actuarial has been completed and is under review.
• 2016 expense budgets set at the same level as
2015.
2016.
More specific and informed staff
salary budget determination
• A significant improvement in the process of
budgeting for salaries was achieved in fiscal 2016.
However, a lack of existing reporting (due to
system changes in later 2013) limited analysis that
would support a more exact calculation of certain
components of library staff salaries.
• Improvements in reporting are planned for 2016
that will support improved analysis and
determination of budgets for the 2017 budget
process.
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Page 3
BUDGET DEVELOPMENT PROCESS
Overview
The budget development process for fiscal 2016 was significantly more involved than in the
prior year.
• All department budgets were prepared by the department managers, following guidelines
and targets set by the Senior Management Team, with support from the finance
department.
• In prior years the budgets were prepared primarily by the finance officer.
• The 2016 process significantly improved managers’ knowledge of their respective budgets
which will support them in managing their budgets in the coming year.
• 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.
• Then the submitted budgets were finalized by the Senior Management Team.
Guidelines and Targets
Guidelines and targets set by the Senior Management Team included:
1. continue with the implementation of the integrated service experience at the libraries,
with a focus on increasing efficiencies and improving value with the same/similar
resourcing level;
2. consider and support FVRL strategic plan directions and initiatives;
3. maintain existing service levels;
4. department budget net expense submissions—before salary and benefit increases and the
addition of revenues and expenses not previously included in the budget—to be no greater
than the 2015 budget net expense submissions (i.e., the 2016 budget will be no greater
than the 2015 budget); and
5. all new services and/or enhanced funding requirements to be identified as separate
decision packages.
Board and Member Finance Officer Communication
Improvements in communications outside of staff included:
• provision of some preliminary 2016 budget information at the September Board meeting,
and
• a July meeting with member finance officers seeking direction and input, followed by two
meetings in September presenting the draft proposed staff budget and key components
thereof.
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Page 4
BUDGET FINANCIAL OVERVIEW
The Proposed 2016 Budget recommends Option 1: an increase in Member Assessment of
$665,680 or 2.86% over 2015.
•
Included for consideration is Option 2: an incremental option that enhances the increase
in materials spending to a total of 5% over the 2015 Budget.
o All changes in Option 1 are included in Option 2
Table A below further details these options.
TABLE A
Budget Option
2015 Budget
2016 Member
Assessment
$23,307,033
Change From 2015 Budget
Dollar
Percentage*
n/a
n/a
OPTION 1: 2016 Proposed Budget
Base Budget
Plus: Annual Copier Replacement Charge
Plus: IT Capital Plan Funding Increase
Plus: 2% Increase in Materials Spending
OPTION 1 TOTAL
OPTION 2: Additional 3% for Materials
(total increase in materials spending of 5%)
OPTION 2 TOTAL
$23,691,555
23,718,539
23,893,289
23,972,713
$384,522
26,984
174,750
79,424
1.65%
0.12%
0.75%
0.34%
$23,972,713
$665,680
2.86%
24,091,849
119,136
0.51%
$24,091,849
$784,816
3.37%
*Percentage and dollar change from 2015 budget shown for each line-item is the impact of the additional
expenditures included in that line-item, as compared to the immediately preceding line-item.
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Page 5
PROPOSED 2016 BUDGET: OPTION 1
Following is a more detailed description/discussion of Option 1, broken down by each of the
four identified components.
• Impacts of Option 1 (by component) and Option 2 by Member are detailed in Attachment A.
A. Base Budget Component
The Base Budget Component includes the impacts of anticipated increases in salary and
benefits and other increases and decreases in other revenues and expenses necessary to
maintain existing staffing levels (some minor exceptions) and fund primarily the same level
of expenditures as in fiscal 2015.
 This component alone DOES NOT MAINTAIN EXISTING SERVICE LEVELS given
insufficient funding for both IT and materials.
The Base Budget was prepared on the following basis:
• Service levels for all service areas are substantially unchanged from fiscal 2015
(possible exception being materials spending/availability).
• Some fine-tuning and changes to staff structure and levels are included in this budget.
These changes are contained within existing resources and do not impact current
service levels.
• Known cost and anticipated inflationary impacts are included:
o a standard percentage increase on all salaries;
o 0-5% increase in benefit rates for the provision of the current level of benefits (i.e.,
no provision for benefit enhancements); and
o 0% for inflation and cost increases on most other non salary and benefit expenses.
• Fine revenue reduction of about 15.5% based on experience to date in fiscal 2015.
• Addition of donation and book sale revenue and related expense budgets that have
historically been funded by revenues.
• The impacts of this addition to the budget would vary by member, although the net
impact on the overall budget is nominal.
 It should also be noted that the more detailed staff benefit calculations (which are
more reflective of the actual costs) resulted in:
o a shift in the benefit expenses amongst the various service areas, and
o a general shift in benefit costs from the libraries (direct costs) to the
Administrative Centre (shared costs).
The changes in the Base Budget Component over the 2015 Budget that drive the $384,522
increase are detailed in Attachment B.
• The main driver is the anticipated salary and benefit increases.
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Page 6
B. Annual Copier Replacement Charge Component
This component adds $26,984 to the budget for an “annual copier replacement charge”
that would be transferred to reserves and used to fund the eventual replacement of the
copiers at the respective member libraries.
 This charge ($26,984) is required if the proposed policy change for the responsibility
for copier capital expenditures is shifted from the members to FVRL.
C. IT Capital Plan Funding Increase Component
This component adds $174,750 for additional funding for IT capital expenditures as
proposed in the current IT Capital Long Term Plan.
• The IT Plan identified IT annualized average revenue requirements of $775,000 versus
the 2015 funding level of $192,500 ($87,500 general funding plus $105,000 ERP lease
payment).
• Significant additional IT funding is required in order to sustain current service levels.
• Sustained insufficient funding will require a reduction in IT services which undoubtedly
will result in reduced library services to FVRL customers/the public.
D. 2% Increase in Materials Spending Component
• This component adds a 2% increase ($79,424) in materials spending over the 2015
materials expense budget.
• Based on high-level analysis done, it is likely that the 2% increase will not support a
similar level of materials purchases due to an anticipated sustained reduction in
purchasing power due primarily to the unfavourable US/Canadian exchange rate.
• The selection of a proposal for materials spending was driven by:
o members' expressed desire for a lower increase in the member assessment in
2016;
o the complexity of assessing materials purchasing power changes.
Accordingly, the selection of a 2% increase in materials spending is lower than the
desired/required increase determined by staff.
ATTACHMENTS
Attachment A: 2016 Budget Options, Impacts by Member
Attachment B:
Option 1 Base, Details of Changes from the 2015 Budget (Key Drivers)
Attachment C: 2016 Budget Option 1, Member Assessment Worksheet
Attachment D: 2016 Budget, Option 1, Financial Statements-Statement of Operations
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Page 7
ATTACHMENT A: 2016 BUDGET OPTIONS, IMPACTS BY MEMBER
2015 Member Assessment
FVRD
244,048
Kent
311,848
2016 Member Assessment
Option 1 - Base
Dollar Change over 2015
Percent Change over 2015
245,045
997
0.41%
Option 1 - Base+Copier
Hope
317,834
Metro
Chilliwack Vancouver
Harrison
Hot
Springs
Langley Langley
Abbotsford Mission
City
Township
59,640 3,789,528 1,291,212 1,206,009 3,825,864
Total
White
Port
Maple
Pitt
Member
Delta
Rock
Coquitlam Ridge* Meadows Assessment
842,274 3,390,730 1,619,326 2,556,856
923,749 23,307,033
2,926,115
2,000
295,431
(16,417)
-5.26%
313,786 2,989,277
(4,048)
63,162
-1.27%
2.16%
2,000
0
0.00%
60,624
984
1.65%
3,843,270 1,310,417 1,227,921 3,912,495
53,742
19,205
21,912
86,631
1.42%
1.49%
1.82%
2.26%
860,547 3,451,195
18,273
60,465
2.17%
1.78%
1,644,406 2,592,837
25,080
35,981
1.55%
1.41%
942,304
18,555
2.01%
23,691,555
384,522
1.65%
245,563
1,515
0.62%
295,833
(16,015)
-5.14%
314,243 2,993,013
(3,591)
66,898
-1.13%
2.29%
2,000
0
0.00%
60,696
1,056
1.77%
3,846,688 1,312,139 1,229,891 3,917,593
57,160
20,927
23,882
91,729
1.51%
1.62%
1.98%
2.40%
862,234 3,455,536
19,960
64,806
2.37%
1.91%
1,645,943 2,594,480
26,617
37,624
1.64%
1.47%
942,687
18,938
2.05%
23,718,539
411,506
1.77%
Option 1 - Base+Copier+IT
246,465
2,417
0.99%
299,276
(12,572)
-4.03%
317,544 3,013,245
(290)
87,130
-0.09%
2.98%
2,000
0
0.00%
61,143
1,503
2.52%
3,867,685 1,320,438 1,242,829 3,945,089
78,157
29,226
36,820
119,225
2.06%
2.26%
3.05%
3.12%
868,135 3,482,876
25,861
92,146
3.07%
2.72%
1,656,540 2,618,978
37,214
62,122
2.30%
2.43%
951,046
27,297
2.96%
23,893,289
586,256
2.52%
RECOMMENDED 2016 BUDGET:
Option 1 - Base+Copier+IT+2%Materials
248,530
4,482
1.84%
299,571
(12,277)
-3.94%
318,178 3,022,326
344
96,211
0.11%
3.29%
2,000
0
0.00%
61,346
1,706
2.86%
3,883,431 1,324,647 1,245,824 3,957,958
93,903
33,435
39,815
132,094
2.48%
2.59%
3.30%
3.45%
870,288 3,494,212
28,014
103,482
3.33%
3.05%
1,663,453 2,628,002
44,127
71,146
2.73%
2.78%
952,947
29,198
3.16%
23,972,713
665,680
2.86%
Option 2- Base+Copier+IT+5%Materials
251,330
7,282
2.98%
300,317
(11,531)
-3.70%
319,131 3,036,249
1,297
110,134
0.41%
3.76%
2,000
0
0.00%
61,650
2,010
3.37%
3,907,148 1,330,962 1,250,117 3,977,261
117,620
39,750
44,108
151,397
3.10%
3.08%
3.66%
3.96%
873,518 3,511,014
31,244
120,284
3.71%
3.55%
1,673,722 2,641,736
54,396
84,880
3.36%
3.32%
955,694
31,945
3.46%
24,091,849
784,816
3.37%
* Member Assessment only. All options do not include an voluntary transfer to FVRL for future self check-IN Unit replacement ($40,000).
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Page 8
ATTACHMENT B: OPTION 1 BASE, DETAILS OF CHANGES FROM THE 2015 BUDGET (KEY DRIVERS)
The changes in the 2016 Base Budget over the 2015 Budget, that drive the $384,522 increase, are detailed in the following table. A
negative/bracketed number drives the indicated increase in Member Assessment, as compared to a positive/unbracketed number which
drives the indicated decrease in Member Assessment.
Revenue and/or Expense
Operating revenue & expenses (excluding salary & benefits);
Provincial Grant Revenue- General Library
Fine (& Replacement Book Fees) Revenue
Other Library based revenues
Net book sale revenue
Bank fees
Postage expenses
Administrative Centre expenses
Shipping - vehicle expenses
IT operations
Mileage expense
Materials - processing contract expenses
Human resources - resume/hiring software
Self-check IN units maintenance contracts*
Other (net all other)
Subtotal
Salary & benefits - before 2016 rate changes
Benefits - rate increase for existing benefit levels only
Salary - rate increase
Total
Dollar Value
43,000
(67,012)
(5,285)
(8,974)
(12,000)
(11,200)
(7,500)
11,700
7,300
43,000
(20,000)
(6,500)
(35,400)
10,947
(57,924)
8,424
(44,553)
(290,469)
(384,522)
Member
Assessment
Impact
-0.18%
0.28%
0.02%
0.04%
0.05%
0.05%
0.03%
-0.05%
-0.03%
-0.18%
0.09%
0.03%
0.15%
-0.05%
0.25%
-0.04%
0.19%
1.25%
1.65%
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Page 9
ATTACHMENT C: 2016 BUDGET OPTION 1, MEMBER ASSESSMENT WORKSHEET
Difference %
Difference $
Description
Kent
Hope
85,062
4,323
89,385
207,367
9,418
216,785
186,660
9,115
195,775
LIBRARY REVENUE & PROVINCIAL GRANT
Library Revenue (direct revenue)
Provincial Grant (allocated based on population)
Subtotal: Total Library Revenue & Provincial Grant
(685)
(30,174)
(30,859)
(7,162)
(10,657)
(17,819)
(6,006)
(10,400)
(16,406)
SHARED SERVICES (see Allocation Basis details below)
Information systems
Human resources & payroll
Vehicle/delivery operations
Support services (library materials, inter-library loan
Client services (programs, LiLi, outreach, interlink)
Donor relations
Corporate support (CEO, board, finance, building, sy
Marketing & Communications
Subtotal: Total Shared Services
14,056
6,282
12,789
112,676
22,800
581
16,069
4,793
190,046
45,957
13,958
12,631
39,796
8,053
204
22,404
6,683
149,686
42,386
12,664
12,631
38,837
7,857
200
20,704
6,177
141,456
261,687
132,000
73,763
561,939
113,714
2,893
195,292
58,268
1,399,556
TOTAL BUDGET BEFORE ADJUSTMENTS
248,572
348,652
320,825
3,031,090
DIRECT CHARGES
Salary & benefits
Other direct charges
Subtotal: Total Direct Charges
ADJUSTMENTS:
Adjustment for Minimum: Metro Vancouver to $2,000
Adjustment: For Harrison Hot Springs Usage
FVRD
Harrison Hot
Metro
Springs
Chilliwack Vancouver
Abbotsford
(11)
(31)
(16)
(49,065)
(15)
(2,632)
1,760,863
77,935
1,838,798
(56,779)
(150,485)
(207,264)
(139)
(8,625)
2,194,640
64,912
2,259,552
Mission
Langley
City
Langley
Township
White
Rock
2,266,879
75,160
2,342,039
522,028
24,810
546,838
Delta
792,931
21,671
814,602
725,417
22,808
748,225
(33,108)
(68,052)
(101,160)
(23,720)
(48,407)
(72,127)
1,157
275,739
163,700
67,501
938,324
189,879
4,830
250,294
74,681
1,964,948
105,970
57,227
30,566
254,118
51,425
1,308
85,441
25,493
611,548
162,633
54,035
30,566
180,760
36,580
931
80,343
23,972
569,820
353,600
164,299
108,097
776,741
157,181
3,999
255,083
76,111
1,895,111
77,861
38,683
30,566
129,935
26,296
669
56,088
16,734
376,832
346,461
146,852
72,543
684,204
138,456
3,522
225,266
67,213
1,684,517
137,870
65,003
30,566
405,151
81,985
2,086
107,225
31,993
861,879
900
3,883,787
1,324,990
1,245,918
3,958,293
870,365
3,494,397
1,663,560
(89,434)
(251,279)
(340,713)
(257)
(257)
959
193
5
1,100
61,346
(178)
(178)
(61)
(282)
(57)
(37)
(70,849)
(208,008)
(278,857)
(182)
(153)
(18,509)
(34,796)
(53,305)
(40)
(37)
2,005,658
56,382
2,062,040
Port
Coquitlam
(68,933)
(183,227)
(252,160)
914,984
22,832
937,816
(27,637)
(108,498)
(136,135)
(160)
(25)
(76)
(31)
Maple
Ridge
1,441,616
70,527
1,512,143
Pitt
2016
Meadows TOTAL FVRL
2015
TOTAL FVRL
(2016-2015
Budget)
(2016-2015
Budget) /(2015
Budget)
538,550
70,836
609,386
13,642,655
530,729
14,173,384
13,448,064
427,539
13,875,603
194,591
103,190
297,781
1.45%
24.14%
2.15%
(11,366)
(33,898)
(45,264)
(470,859)
(1,284,000)
(1,754,859)
(481,134)
(1,241,000)
(1,722,134)
10,275
(43,000)
(32,725)
-2.14%
3.46%
1.90%
307,642
102,988
30,566
544,679
110,220
2,803
169,334
50,526
1,318,758
99,047
39,272
17,881
126,583
25,612
652
61,480
18,346
388,873
2,230,909
996,963
530,666
4,794,702
970,251
24,683
1,545,024
460,990
11,554,188
2,069,838
952,528
534,454
4,627,678
971,496
25,241
1,528,570
443,759
11,153,564
161,071
44,435
(3,788)
167,024
(1,245)
(558)
16,454
17,231
400,624
7.78%
4.66%
-0.71%
3.61%
-0.13%
-2.21%
1.08%
3.88%
3.59%
2,628,368
952,995
23,972,713
23,307,033
665,680
2.86%
(56,671)
(145,862)
(202,533)
(121)
(245)
(44)
(5)
2016 TOTAL ASSESSMENT
2016 Assessment Per Capita
248,530
14.94
299,571
50.86
318,178
55.81
3,022,326
36.45
2,000
13.07
61,346
40.90
3,883,431
28.04
1,324,647
35.29
1,245,824
46.74
3,957,958
34.52
870,288
45.33
3,494,212
34.60
1,663,453
27.81
2,628,002
32.67
952,946
51.03
23,972,713
33.87
23,307,033
665,680
2.86%
Transfer for self-check-IN unit replacement
2016 TOTAL ASSESSMENT & TRANSFER
248,530
299,571
318,178
3,022,326
2,000
61,346
3,883,431
1,324,647
1,245,824
3,957,958
870,288
3,494,212
1,663,453
40,000
2,668,002
952,946
40,000
24,012,713
40,000
23,347,033
665,680
2.86%
MEMBER ASSESSMENT COMPARISON TO PRIOR YEAR
2015 Approved Member Assessment
Difference - $
Difference - %
244,048 311,848 317,834 2,926,115
4,482 (12,277)
344
96,211
1.84%
-3.94%
0.11%
3.29%
2,000
59,640
1,706
2.86%
3,789,528 1,291,212 1,206,009 3,825,864
93,903
33,435
39,815
132,094
2.48%
2.59%
3.30%
3.45%
842,274 3,390,730 1,619,326 2,556,856
28,014
103,482
44,127
71,146
3.33%
3.05%
2.73%
2.78%
923,749
29,198
3.16%
Explanation of Difference:
Due to Direct Charges Expenses
1,979
(4,318)
687
Due to Library Revenue & Provincial Grant Revenue
(938)
(1,730)
(880)
Due to Net Shared Services Expenses*
3,441
(6,229)
537
Total Difference
4,482 (12,277)
344
*Includes nominal impact of change in "Adjustment for Minimum" and "Harrison Hot Springs".
40,018
(3,404)
59,597
96,211
42
(42)
2,656
(950)
1,706
40,387
(1,363)
54,879
93,903
16,365
(1,769)
18,839
33,435
15,628
(640)
24,827
39,815
56,096
(6,885)
82,883
132,094
21,890
(4,889)
11,013
28,014
56,971
(4,468)
50,979
103,482
15,124
(3,532)
32,535
44,127
22,647
(4,663)
53,162
71,146
14,307
(262)
15,153
29,198
23,307,033
665,680
2.86%
297,781
(32,725)
400,624
665,680
98
Page 10
ATTACHMENT D: 2016 BUDGET, OPTION 1, FINANCIAL STATEMENT-STATEMENT OF OPERATIONS
Attachment D summarizes the 2016 Budget, Option 1 revenues, expenses and other funding sources and uses of funds in the manner
required under the accounting standards for the audited annual financial statements.
Comparison to Attachment C: Direct line-by-line comparison (agreement) to Attachment C – Member Assessment Worksheet 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. Both documents provide useful information, but are organized differently as they seek to fulfill different purposes.
Member Assessment Worksheet: The Member Assessment Worksheet fulfills the purpose of identifying the key categories of revenues
and other funding sources, and expenses and other uses of funds, in a manner that is both familiar to, and useful for, the Board in
considering the respective budget increase, as well as, this format supports application of the current funding formula that allocates the
various items to Members in a variety of ways.
Statement of Operations: The audited annual financial statements, Statement of Operations, seeks to identify 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.
Reconciliation: This Attachment D also includes a reconciliation from the Statement of Operations budgeted surplus/(deficit) to a
“balanced budget” where total budgeted use of funds are fully offset by total budgeted source of funds.
99
Page 11
2016 BUDGET
STATEMENT OF OPERATIONS (AND RECONCILIATION TO BALANCED BUDGET*)
For the Year Ended December 31, 2016
2015
Budget
REVENUES
Member assessments
Government transfers
Donations
Fines
Other library-based revenue
Return on investments & exchange loss
EXPENSES
Salaries and benefits
Library materials
Library interlink
Amortization
Operations (Schedule 1)
ANNUAL SURPLUS/(DEFICIT)
23,307,033
1,382,921
0
420,770
133,169
(8,890)
25,235,003
2015
Budget Adj. (1)
0
0
149,391
0
77,913
0
227,304
18,007,754
898,050
120,000
0
2,960,563
21,986,367
0
1,300
0
3,642,156
148,195
3,791,651
3,248,636
(3,564,347)
REVISED
2015
Budget
Varience (b/w 2016&2015 Budget)
2016
Budget-Option 1
Difference
Dollar
Difference
Percentage
23,307,033
1,382,921
149,391
420,770
211,082
(8,890)
25,462,307
23,972,713
1,425,500
150,000
355,909
187,915
(9,000)
26,083,037
665,680
42,579
609
(64,861)
(23,167)
(110)
620,730
2.86%
3.08%
0.41%
-15.41%
-10.98%
1.24%
2.44%
18,007,754
899,350
120,000
3,642,156
3,108,758
25,778,018
18,337,289
1,021,474
120,000
3,642,156
3,067,253
26,188,172
(329,535)
(122,124)
0
0
41,505
(410,154)
-1.83%
-13.58%
0.00%
0.00%
1.34%
-1.59%
210,576
-66.70%
210,576
-66.70%
0
0.00%
(315,711)
(105,135)
*RECONCILIATION TO BALANCED BUDGET OF $0 (SOURCES = USES OF FUNDS):
ANNUAL SURPLUS/(DEFICIT)
3,248,636
(3,564,347)
(315,711)
(105,135)
Other Sources & Uses of Funds:
Remove non-cash items included in the surplus/(deficit):
Amortization expense
0
3,642,156
3,642,156
3,642,156
Add-in cash transactions that are not revenues or expenses (not included in the Surplus/Deficit):
Capital expenditures - materials
(3,008,347)
(122,243)
(3,130,590)
(3,094,237)
Capital expenditures - other
(50,000)
(240,000)
(290,000)
(410,600)
Capital lease principle payments
(90,289)
0
(90,289)
(161,100)
Transfers from reserves - capital other
0
284,434
284,434
410,600
Transfers from reserves - capital lease
0
70,050
Transfers to reserves - copiers
0
(26,984)
Transfers to reserves - IT
0
(262,250)
Transfers to reserves - all other capital
(100,000)
(100,000)
(62,500)
0
0
0
0
(1) Revised to include forecast actuals for various revenues and expenses that have not been budgeted for pre-2016.
36,353
(120,600)
(70,811)
126,166
70,050
(26,984)
(262,250)
37,500
0
-1.16%
41.59%
78.43%
44.36%
-37.50%
100
Page 12
2016 Budget
SCHEDULE 1 - STATEMENT OF OPERATIONS EXPENSES
For the Year Ended December 31, 2016
2015
Budget
Administration & board expenses
Interest on capital lease
Municipal surplus reserve grants
FVRL administration building
Information systems
Telephone & fax
Furniture & equipment
Human resources
Library programs
Marketing
Office supplies
Other library-based expenses
Postage and courier
Professional fees
Vehicle operations
131,930
15,936
0
348,368
961,696
69,400
88,967
334,877
232,996
143,474
208,659
0
39,135
188,390
196,735
2,960,563
2015
Budget Adj.
2,907
0
0
0
0
0
0
0
42,720
9,938
28,796
29,433
0
34,401
0
148,195
REVISED
2015
Budget
134,837
15,936
0
348,368
961,696
69,400
88,967
334,877
275,716
153,412
237,455
29,433
39,135
222,791
196,735
3,108,758
Varience (b/w 2016&2015 Budget)
2016
Budget-Option 1
133,022
13,550
0
355,600
908,200
101,141
95,203
328,973
279,290
170,308
270,179
12,081
49,951
162,305
187,450
3,067,253
Difference
Dollar
1,815
2,386
0
(7,232)
53,496
(31,741)
(6,236)
5,904
(3,574)
(16,896)
(32,724)
17,352
(10,816)
60,486
9,285
41,505
Difference
Percentage
1.35%
14.97%
-2.08%
5.56%
-45.74%
-7.01%
1.76%
-1.30%
-11.01%
-13.78%
58.95%
-27.64%
27.15%
4.72%
1.34%
101
Fraser Valley Regional Library
Planning Report to the Members of the Board
January 6, 2016
102
Tel: 604 688 5421
Fax: 604 688 5132
vancouver@bdo.ca
www.bdo.ca
BDO Canada LLP
600 Cathedral Place
925 West Georgia Street
Vancouver BC V6C 3L2 Canada
Direct Line: 604-443-4716
E-mail: bcox@bdo.ca
January 6, 2016
34589 Delair Road
Abbotsford, BC V2S 5Y1
Dear Members of the Board:
We are pleased to present our audit plan for the audit of the financial statements of the Fraser
Valley Regional Library (the “FVRL”) for the year ended December 31, 2015.
Our report is designed to highlight and explain key issues which we believe to be relevant to the
audit including audit risks, the nature, extent and timing of our audit work and the terms of our
engagement. The audit planning report forms a significant part of our overall communication
strategy with the Members of Board (“Board”) and is designed to promote effective two-way
communication throughout the audit process. It is important that we maintain effective two-way
communication with the Board throughout the entire audit process so that we may both share
timely information. The audit process will conclude with a Board meeting and the preparation of
our final report to the Board.
This report has been prepared solely for the use of the Board and should not be distributed
without our prior consent. Consequently, we accept no responsibility to a third party that uses
this communication.
The Board play an important part in the audit planning process and we look forward to meeting
with you to discuss our audit plan as well as any other matters that you consider appropriate.
Yours truly,
Bill Cox, FCPA, FCA
Partner through a corporation
BDO Canada LLP
Chartered Professional Accountants
BC/lcz
2
BDO Canada LLP, a Canadian limited liability partnership, is a member of BDO International Limited, a UK company limited by guarantee,
and forms part of the international BDO network of independent member firms.
103
TABLE OF CONTENTS
Executive Summary
4
APPENDIX A – Your BDO Engagement Team
9
APPENDIX B – Audit Strategy
10
APPENDIX C – Management Responsibilities
11
APPENDIX D – Circumstances Affecting Timing and Fees
12
APPENDIX E – Board Responsibilities
13
APPENDIX F – Auditor’s Considerations of Possible Fraud and Illegal Activities
14
APPENDIX G – Independence Letter
15
APPENDIX H – Communication Requirements
16
APPENDIX I – Resources and Services
17
APPENDIX J – Changes in Accounting Standards With Potential to Impact the FVRL
19
3
104
EXECUTIVE SUMMARY
ENGAGEMENT LETTER
The terms and conditions of our engagement are included in the most recent engagement letter,
dated December 9, 2013.
RESPONSIBILITIES
It is important for Board to understand the responsibilities that rest with the external auditor and
the responsibilities of those charged with governance. BDO’s responsibilities are outlined within
the engagement letter. The oversight and financial reporting responsibilities of Board as they
pertain to the annual audit are summarized below.
•
Oversee the work of the external auditor engaged for the purpose of issuing an
independent auditor’s report.
•
Report on any non-audit services to be provided to the FVRL by the external auditor.
•
Facilitate the resolution of disagreements between management and the external auditor
regarding financial reporting matters, if any.
•
Refer to Appendix E for full details on the responsibilities of Board.
ENGAGEMENT OBJECTIVES
•
Express an opinion as to whether the financial statements present fairly, in all material
respects, the financial position, results of operations, changes in its net financial assets,
and cash flows of the FVRL in accordance with Public Sector Accounting Standards
(“PSAS”).
•
Present significant findings to the Board including key audit and accounting issues, any
significant deficiencies in internal control and any other significant matters arising from
our work.
•
Provide timely and constructive management letters.
This will include deficiencies in
internal control identified during our audit.
•
Consult regarding accounting, indirect taxes and reporting matters as requested throughout
the year.
AUDIT STRATEGY
Changes in auditing standards now require auditors to document all significant manual and
computer systems. Building on this, we plan to focus much of our review of transaction streams
using “tests of controls” (compliance procedures) in combination with analytical review and
testing. Balances will be tested using a combination of compliance procedures and substantive
procedures (such as analysis of data and obtaining direct evidence as to the validity of the
items).
Refer to Appendix B for a high level overview of our audit strategy.
4
105
MATERIALITY
Misstatements, including omitted financial statement disclosures, are considered to be material if
they, individually or in aggregate, could reasonably be expected to influence the economic
decisions of users taken on the basis of the financial statements.
Judgments about materiality are made in light of surrounding circumstances and include an
assessment of both quantitative and qualitative factors and can be affected by the size or nature
of a misstatement, or a combination of both.
For purposes of our audit, we have set preliminary materiality at $500,000 for the FVRL and a
preliminary performance materiality at $375,000.
Our materiality calculation is based on the FVRL’s prior year results. In the event that actual
results vary significantly from those used to calculate preliminary materiality, we will
communicate these changes to Board as part of our year end communication.
We will communicate all corrected and uncorrected misstatements identified during our audit to
the Board, other than those which we determine to be “clearly trivial”. Misstatements are
considered to be clearly trivial for purposes of the audit when they are inconsequential both
individually and in aggregate.
We encourage management to correct any misstatements identified throughout the audit process.
RISKS AND PLANNED AUDIT RESPONSES
Based on our knowledge of the FVRL’s operations, our past experience, and knowledge gained
from management and Board, we have identified the following significant risks; those risks of
material misstatement that, in our judgment, require special audit consideration.
Significant risks arise mainly because of the complexity of the accounting rules, the extent of
estimation and judgment involved in the valuation of these financial statement areas, and the
existence of new accounting pronouncements that affect them. We request your input on the
following key risks and whether there are any other areas of concern that the Board have
identified.
Management Override of
Internal Controls
Audit Risk
Management is in a unique
position to perpetrate fraud
because of management’s
ability to directly or indirectly
manipulate accounting records,
and prepare fraudulent
financial statements by
overriding controls that
otherwise appear to be
operating effectively.
Proposed Audit Approach
We will test the appropriateness
of journal entries recorded in
the general ledger and other
adjustments made in the
preparation of the financial
statements.
[A required risk for all audits
pursuant to Canadian audit
standards.]
5
106
Other areas that may be considered higher risk are as follows:
Cash
Audit Risk
Cash planning and management
are important aspects of good
financial controls.
Due to its nature, cash is almost
always considered to be a risk
area in any audit.
Proposed Audit Approach
Our planned audit procedures
include review of
reconciliations, substantive
testing of transactions and
confirmations of end of period
balances.
Salaries and Benefits
A significant single type of
expenditure that covers many
employees and departments.
We will perform systems testing,
tests of controls and analytical
review of staff salary.
Revenue Recognition
Accounting standards in this
area are complex and open to
interpretation. There is a risk
that revenue may be incorrectly
deferred into future periods.
We will perform substantive
testing on municipal assessment
revenue and branch revenue by
tracing to funds received.
Contaminated Sites
The FVRL is required to adopt
the new standard PS 3260 –
Liability for Contaminated
Sites. There is a risk that the
liability may not properly
accounted for or recorded.
We will review the
management’s process on
identifying the potential
contaminated sites, and
management’s assessment on
whether a liability exists. If
applicable, we will review the
calculation on the liability.
Employee Future
Benefits
A complex area that requires
much estimation and reliance
on actuarial experts.
We will review actuarial reports
and audit significant
assumptions. We will directly
communicate with the external
actuaries.
We will also review minutes to
determine whether any
contributions received should be
deferred and whether any grants
had not yet been recorded.
6
107
FRAUD RISK
Canadian generally accepted auditing standards require us to discuss fraud risk with Board on an
annual basis. We have prepared the following comments to facilitate this discussion.
Required Discussion
BDO Response
Question to Board
Details of existing
oversight processes
with regards to fraud.
Through our planning process, and based
on prior years’ audits, we have
developed an understanding of your
oversight processes including:
Are there any new
processes or changes
in existing processes
relating to fraud that
we should be aware
of?
•
•
•
•
Knowledge of actual,
suspected or alleged
fraud.
Annual Board meeting with
management to discuss fraud;
Discussions at regular Board
meetings and our attendance at
some of those meetings;
Review of related party
transactions; and
Consideration of tone at the top.
Currently, we are not aware of any
fraud.
Are you aware of any
instances of actual,
suspected or alleged
fraud affecting the
FVRL?
Refer to Appendix F for our considerations of possible fraud and illegal activities during the
performance of our audit.
7
108
FINAL ENGAGEMENT REPORTING
As part of our final reporting to Board, we will provide a communications package to support
Board in discharging their responsibilities. This communication will include any identified
significant deficiencies in internal controls. See Appendix H for a comprehensive list of
communication requirements throughout the audit.
OTHER MATTERS
Timing
The following schedule has been agreed to with management:
• Interim audit fieldwork - November 16 - 17, 2015
• Year end audit fieldwork - April 4 – 8, 2016
• Final financial statements review by management – April 21, 2016
• Finalization of financial statements – Immediately subsequent to
approval by Board on April 27, 2016
Independence
Our annual independence letter has been included as Appendix G.
Management
Representations
As part of our audit finalization we will obtain written representation
from management, a copy of these representations will be included as
part of our final report.
New Accounting
Standards
Refer to Appendix J for changes in standards. The most significant
standards on the horizon include "Contaminated Sites" (effective for
2015).
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APPENDIX A – Your BDO Engagement Team
Name
Title
E-mail
Phone
Bill Cox, FCPA, FCA
Engagement Partner
bcox@bdo.ca
604.443.4716
Ming Hu, CPA, CA
Audit Manager
mhu@bdo.ca
604.646.4415
Alice Li, CPA, CA
Audit Senior
ali@bdo.ca
604.688.5421
Kelley Bannon
Audit Staff
kbannon@bdo.ca
604.534.8691
Gagan Sandhu
Audit Staff
gsandhu@bdo.ca
604.688.5421
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APPENDIX B – Audit Strategy
Our overall audit strategy involves extensive partner and manager involvement in all aspects of
the planning and execution of the audit and is based on our overall understanding of the FVRL.
We will perform a risk-based audit which allows us to focus our audit effort on higher risk areas
and other areas of concern for management and the Board.
To assess risk accurately, we need
to gain a detailed understanding of
the FVRL’s operations and the
environment it operates in. This
allows us to identify, assess and
respond to the risks of material
misstatement.
To identify, assess and respond to
risk, we obtain an understanding of
the system of internal control in
place in order to consider the
adequacy of these controls as a
basis for the preparation of the
financial statements. We then
determine
whether
adequate
accounting records have been
maintained and assess the adequacy
of these controls and records as a
basis upon which to design and
undertake our audit testing.
Based on our risk assessment, we design an appropriate audit strategy to obtain sufficient
assurance to enable us to report on the financial statements.
We choose audit procedures that we believe are the most effective and efficient to reduce audit
risk to an acceptably low level. The procedures are a combination of testing the operating
effectiveness of internal controls, substantive analytical procedures and other tests of detailed
transactions.
Having planned our audit, we will perform audit procedures maintaining an appropriate degree of
professional skepticism, in order to collect evidence to support our audit opinion.
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APPENDIX C– Management Responsibilities
All facets of the FVRL’s internal controls including those governing the accounting records,
systems and financial statements will be impacted by the organization’s complexity, the nature
of risks, and the related laws, regulations, or stakeholder requirements. It is management’s
responsibility to determine the level of internal control required to respond reasonably to the
FVRL’s risks.
The preparation of the FVRL’s financial statements including all disclosures in accordance with
Canadian public sector accounting standards is the responsibility of management. Among other
things, management is responsible for:
1. Designing and implementing internal controls over financial reporting to enable the
preparation of financial statements that are free of material misstatements;
2. Informing the FVRL’s auditors of any deficiencies in design or operation of internal
controls;
3. Updating the FVRL’s auditors for any material change in the FVRL’s internal controls
including if the individuals responsible for the controls that have changed;
4. Identifying and complying with any laws, regulations, and/or agreements which apply to
the FVRL;
5. Recording any adjustments required to the financial statements to correct material
misstatements;
6. Safeguarding of assets;
7. Providing the auditor with all financial records, and related data which may be related to
the recognition, measurement and or disclosure of transactions in the financial
statements;
8. Providing accurate copies of all minutes of the regular and closed meetings of Board;
9. Providing timely, accurate information as requested for the completion of the audit;
10. Allowing unrestricted access to persons or information as requested as part of the audit;
and
11. Notifying the auditor of any circumstances which arise between the date the audit work
is completed and the approval date of the financial statements.
Representation Letter
We will make specific inquiries of the FVRL’s management about the representations embodied in
the financial statements and internal control over financial reporting. During the completion of
our audit documentation, we will require management to confirm in writing certain
representations in accordance with Canadian generally accepted auditing standards. These
representations are to be provided to us in the form of a representations letter which will be
provided as near as practicable to, but not after the date of our auditor’s report on the financial
statements.
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APPENDIX D – Circumstances Affecting Timing and
Fees
Our professional fees for the audit is based on careful consideration of the time required to
complete the required work. Circumstances may arise during the engagement which could
significantly impact the targeted completion dates and or the extent of work required to
complete the audit. As a result, additional fees may be necessary. Such circumstances include,
but are not limited to, the following:
Significant Issues
1. Changes in the design or function of internal controls can impact the audit and result in
additional substantive testing;
2. Significant number of proposed adjustments which are identified during the audit work;
3. Significant changes are required to the format or information contained in the financial
statements;
4. New issues resulting from changes to:
a. Accounting standards, policies or practices
b. Special events or transactions which were not contemplated in the original
budget
c. The financial reporting process or systems involved
d. Accounting personnel or availability of accounting personnel
e. The requirement to include specialists in the audit work
5. Changes to the scope of the audit.
Audit Execution
1. Audit schedules are not provided in a timely manner, are not mathematically correct, or
do not agree to the underlying accounting records.
2. There are significant delays in responding to our requests for information or responses
require significant further investigation.
3. The quality of the supporting information for the audit work has deteriorated from our
previous experience.
4. A complete working paper package is not provided on the agreed upon date.
5. There is a limitation of access to the financial staff required to complete the audit.
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APPENDIX E – Board Responsibilities
General Responsibilities
It is Board’s responsibility to provide oversight of the financial reporting process. This includes
management’s preparation of the financial statements, monitoring of the FVRL’s internal
controls, overseeing the work of the external auditor, facilitating the resolution of disagreements
between management and the auditor, as well as the final review of the financial statements and
other annual reporting.
Significant Audit Findings
Based on the work we perform, any significant identified deficiencies in internal control will be
reported to you in writing. The purpose of our audit is to express an opinion on the financial
statements. While our audit includes a consideration of the internal control structure of the
FVRL, our work is focused on those controls relevant to financial reporting. As such, our work
was not designed to provide an opinion on the effectiveness of the internal controls.
We will communicate our views regarding any significant qualitative aspects of the FVRL’s
accounting practices. This would include the selection and application of accounting policies,
estimates and financial statement disclosure. If during our audit we feel that the selected
policies, estimates or disclosures are not appropriate for the FVRL under its reporting framework,
we will communicate these matters to Board.
In addition, we will communicate:
• Any significant difficulties which arose during the audit;
• Any reasons identified which may cause doubt as to the FVRL’s ability to continue as
a going concern;
• The written representations we will request from management;
• Any identified unadjusted misstatements; and
• Any identified or suspected fraudulent activities.
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APPENDIX F – Auditor’s Consideration of Possible
Fraud or Illegal Activities
We are responsible for planning and performing the audit to obtain reasonable assurance that the
financial statements are free of material misstatements, whether caused by error or fraud, by:
• Identifying and assessing the risks of material misstatement due to fraud;
• Obtaining sufficient and appropriate audit evidence regarding the assessed risks of
material misstatement due to fraud, through designing and implementing appropriate
responses; and
• Responding appropriately to fraud or suspected fraud identified during the audit.
The likelihood of not detecting a material misstatement resulting from fraud is higher than the
likelihood of not detecting a material misstatement resulting from error because fraud may
involve collusion, as well as sophisticated and carefully organized schemes designed to conceal it.
During the audit, we will perform risk assessment procedures and related activities to obtain an
understanding of the entity and its environment, including the FVRL’s internal control system, to
obtain information for use in identifying the risks of material misstatement due to fraud and
make inquiries of management regarding:
• Management’s assessment of the risk that the financial statements may be materially
misstated due to fraud, including the nature, extent and frequency of such assessments;
• Management’s process for identifying and responding to the risks of fraud in the FVRL,
including any specific risks of fraud that management has identified or that have been
brought to its attention, or classes of transactions, account balances, or disclosures for
which a risk of fraud is likely to exist;
• Management’s communication, if any, to those charged with governance regarding its
processes for identifying and responding to the risks of fraud in the FVRL; and
• Management’s communication, if any, to employees regarding its view on business
practices and ethical behaviour.
In response to our risk assessment and our inquiries of management, we will perform procedures
to address the assessed risks, which may include:
• Inquiring of management, members of Board and others related to any knowledge of
fraud, suspected fraud or alleged fraud;
• Performing disaggregated analytical procedures and considering unusual or unexpected
relationships identified in the planning of our audit;
• Incorporating an element of unpredictability in the selection of the nature, timing and
extent of our audit procedures; and
• Performing additional required procedures to address the risk of management’s override
of controls including:
o Testing internal controls designed to prevent and detect fraud;
o Testing the appropriateness of a sample of adjusting journal entries and other
adjustments for evidence of the possibility of material misstatement due to
fraud;
o Reviewing accounting estimates for biases that could result in material
misstatements due to fraud, including a retrospective review of significant prior
years' estimates; and
o Evaluating the business rationale for significant unusual transactions.
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APPENDIX G – Independence Letter
Direct Line: 604-443-4716
E-mail: bcox@bdo.ca
January 6, 2016
34589 Delair Road
Abbotsford, BC V2S 5Y1
Dear Members of the Board:
We have been engaged to audit the financial statements of the Fraser Valley Regional Library
(the “FVRL”) for the year ended December 31, 2015.
Canadian generally accepted auditing standards (GAAS) no longer require that we communicate
formally to you in regard to Independence Matters, however we consider it to be a good practice.
As such, we are reporting to you regarding all relationships between the FVRL (and its related
entities) and our firm that, in our professional judgment, may reasonably be thought to bear on
our independence.
In determining which relationships to report, these standards require us to consider relevant rules
and related interpretations prescribed by the Chartered Professional Accountants of British
Columbia and applicable legislation, covering such matters as:
•
•
•
•
•
Holding a financial interest, either directly or indirectly in a client;
Holding a position, either directly or indirectly, that gives the right or responsibility to exert
significant influence over the financial or accounting policies of a client;
Personal or business relationships of immediate family, close relatives, partners or retired
partners, either directly or indirectly, with a client;
Economic dependence on a client; and
Provision of services in addition to the audit engagement.
We are not aware of any relationships between the FVRL and our firm that, in our professional
judgment, may reasonably be thought to bear on our independence.
We hereby confirm that we are independent with respect to the FVRL within the meaning of the
Rules of Professional Conduct of the Chartered Professional Accountants of British Columbia as of
the date of this letter.
This letter is intended solely for the use of the Board and management and should not be used for
any other purposes.
Yours truly,
Bill Cox, FCPA, FCA
Partner through a corporation
BDO Canada LLP
Chartered Professional Accountants
BC/lcz
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APPENDIX H – Communication Requirements
Required Communication
1. Our responsibilities under Canadian
GAAS
2. Our audit strategy and audit scope
3. Fraud risk factors
4. Going concern matters
5. Significant estimates or judgments
6. Audit adjustments
7. Unadjusted misstatements
8. Omitted disclosures
9. Disagreements with Management
10. Consultations with other
accountants or experts
11. Major issues discussed with
Management in regards to
retention
12. Significant difficulties encountered
during the audit
13. Significant deficiencies in internal
control
14. Material written communication
between BDO and Management
15. Any relationships which may affect
our independence
16. Any illegal acts identified during
the audit
17. Any fraud or possible fraudulent
acts identified during the audit
18. Significant transactions with
related parties not consistent with
ordinary business
19. Non-compliance with laws or
regulations identified during the
audit
20. Limitations of scope over our audit,
if any
21. Written representations made by
Management
22. Any modifications to our opinion, if
required
Audit Planning
Letter

Audit Results
Letter
Communication
Completed
Y







Y
Y
N
N
N
N
N
N
N

N

N

N

N


Y


N

N

N

N

N

N

N
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APPENDIX I – Resources and Services
OTHER BDO SERVICES
Solutions
BDO Solutions provides accounting software management tools need to run a
better operation. Our expert team understands the complex reporting
requirements government entities must adhere to, as well as the limited
resources they have to address these needs. Spend more time serving your
constituents, better manage budgets, allocate time and resources more
effectively and improve your ability to focus on the work that really matters to
your organization.
For more information, please visit the following link:
http://www.bdosolutions.com/ca/
Succession
Planning
Having a strong strategic plan, such as a succession plan for key employees and
strategic planning for the Board, is critical to an organization’s success. With
our succession planning services, we can help your organization with:
•
•
•
•
Planning for a change in leadership
Setting a strategic direction for the Board
Develop a strategic business plan for operations
Aligning all three groups of stakeholders (Board, employees and
members) and enhancing communication
http://www.bdo.ca/en/Services/Advisory/BusinessTransition/pages/default.aspx
Risk Advisory
As Canada’s leading financial advisory firm, BDO helps organizations and their
management teams effectively assess, develop and manage strategic
initiatives.
Visit the following link to find out more:
http://www.bdo.ca/en/Services/Advisory/FinancialAdvisory/pages/default.aspx
Outsourcing
Our dedicated team of professional bookkeepers across Canada combined with
our powerful Microsoft cloud technology platform can provide you and your
organization with a world class bookkeeping solution that gives you anytime
access to your financial information. Our BDO Client Portal provides you with
access to comprehensive business management functionality and enables you
to make proactive and informed decisions for your organization.
Visit the link below to find out how we can create a customized bookkeeping
solution for your organization:
http://www.bdo.ca/en/Services/Outsourcing/Bookkeeping/pages/default.aspx
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Indirect Tax
Government Entities operating in Canada are impacted by commodity taxes in
some way or another. These include GST/HST, QST, PST, various employer
taxes, and unless managed properly, can have a significant impact on your
organization’s bottom line.
The rules for Government Entities can be
especially confusing, and as a result many organizations end up paying more
for indirect tax then they need to.
Government Entities must keep on top of changes to ensure they are taking
advantage of the maximum refund opportunities. At BDO, we have helped a
number of organizations of all sizes with refund opportunities, which can
reduce costs for the organization and improve overall financial health.
http://www.bdo.ca/en/Services/Tax/Indirect-Tax/pages/default.aspx
BDO PUBLICATIONS
BDO’s national and international accounting and assurance department issues publications on
the transition and application of Public Sector Accounting Standards. In addition, we offer a
wide array of publications on Accounting Standards for Private Enterprises (ASPE), International
Financial Reporting Standards (IFRS), and Accounting Standards for Not-for-profit organizations
(ASNPO).
For additional information on PSAS, including links to archived publications and model financial
statements, refer to the link below:
http://www.bdo.ca/en/library/services/assurance-and-accounting/pages/default.aspx.
MYPDR
Class is in session! Meeting Your Professional Development Requirements (MYPDR) is an
educational program designed to support our clients, contacts and alumni in achieving their
ongoing professional development requirements.
Through the MYPDR program, we are committed to providing timely, relevant topics that can
support you in meeting your ongoing professional development needs. For more information on
the MYPDR program or to register, please visit http://www.cvent.com/d/34qqxp.
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APPENDIX J – Changes in Accounting Standards
With Potential to Impact the FVRL
The following summarizes the status of new standards and the changes to existing standards as
of the fall of 2015. The Appendix also reviews Exposure Drafts, Consultation Papers, Statements
of Principles, projects and Post Implementation Reviews that provide information on the future
direction of CPA Public Sector Accounting Handbook.
NEW STANDARDS – PUBLIC SECTOR ACCOUNTING STANDARDS (“PSAS”)
Section PS 3260, Liability for Contaminated Sites
This new Section is in force for the 2015 fiscal year and changes are reflected in your current
year financial statements.
This standard establishes recognition, measurement and disclosure standards for liabilities
relating to contaminated sites of governments and those organizations applying the CPA Public
Sector Accounting Handbook.
This Section applies to government assets no longer in productive use and non-government
assets for which the government is responsible and to unexpected events. It does not apply
to tangible capital assets (however, the PSAB GAAP hierarchy would require consideration of
Asset Retirement Obligations in regard to tangible capital assets).
The main features of the new Section are as follows:
• A liability should be recognized when contamination exceeds an accepted environmental
standard and the entity is directly responsible, or accepts responsibility for, the damage;
• A liability should be measured at the entity's best estimate of the costs directly
attributable to remediation of the contamination; and
• Outstanding site assessments do not negate the requirement to assess whether a liability
exists.
This Section is effective this year and may be applied prospectively or retrospectively. The
Section requires that the estimates be revisited each year to ensure that it reflects information
available at the financial statement date.
Government Not-for-Profit Organizations, Sections PS 4200 – 4270
The Province of British Columbia continue to direct that the PS 4200 sections for Government
Not-for-Profit Organizations not be used by any entity that is part of the Government of BC
reporting entity.
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NEW STANDARDS - PSAS (NOT YET EFFECTIVE)
Amendments to the Introduction
PSAB amended the introduction to Public Sector Accounting Standards to clarify the applicability
of the CPA PSA Handbook for various public sector entities. In the case of a government
component, for example a provincial Ministry, that prepares standalone statements, would be
directed to use PSAB effective on or after January 1, 2017.
Section PS 1201, Financial Statement Presentation
This Section revises and replaces FINANCIAL STATEMENT PRESENTATION, Section PS 1200. The
following changes have been made to the Section:
• Remeasurement gains and losses are reported in a new statement;
• Other comprehensive income that can arise when a government includes results of
government business enterprises and government business partnerships in its summary
financial statements is reported in the statement of remeasurement gains and losses; and
• The accumulated surplus or deficit is presented as the total of the accumulated operating
surplus or deficit and the accumulated remeasurement gains and losses.
Part of this standard will not have much of an impact until Section PS 3450 - Financial
Instruments has been adopted.
The standard is effective for fiscal years beginning on or after April 1, 2012. In the case of
governments, the new requirements are effective for fiscal years beginning on or after April 1,
2016. For entities with a December year end, this means that 2017 is the first year that the
standard must be followed. Earlier adoption is permitted.
Section PS 2200, Related Party Disclosures
This new Section defines a related party and establishes disclosures required for related party
transactions.
A related party exists when one party has the ability to exercise control or shared control over
the other. Two or more parties are related when they are subject to common control or shared
control. Related parties also include individuals that are members of key management personnel
and close family members.
• Disclosure of key management personnel compensation arrangements, expense
allowances and other similar payments routinely paid in exchange for services rendered is
not required.
• Two entities that have a member of key management personnel in common may be
related depending upon that individual’s ability to affect the policies of both entities in
their mutual dealings.
• Disclosure is only required when transactions and events between related parties have or
could have a material financial effect on the financial statements.
• Determining which related party transactions to disclosure is a matter of judgment based
on the assessment of certain factors.
This Section is effective for fiscal periods beginning on or after April 1, 2017. For entities with a
December year end, this means that 2018 is the first year that the standard must be followed.
Earlier adoption is permitted.
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Section PS 2601, Foreign Currency Translation
This Section revises and replaces PS 2600, FOREIGN CURRENCY TRANSLATION. The following
changes have been made to the Section:
• The definition of currency risk is amended to conform to the definition in PS 3450 FINANCIAL INSTRUMENTS;
• The exception to the measurement of items on initial recognition that applies when
synthetic instrument accounting is used is removed;
• At each financial statement date subsequent to initial recognition, non-monetary items
denominated in a foreign currency that are included in the fair value category in
accordance with Section PS 3450 are adjusted to reflect the exchange rate at that date;
• The deferral and amortization of foreign exchange gains and losses relating to long-term
foreign currency denominated monetary items is discontinued;
• Until the period of settlement, exchange gains and losses are recognized in the statement
of remeasurement gains and losses rather than the statement of operations; and
• Hedge accounting and the presentation of items as synthetic instruments are removed.
The new requirements are to be applied at the same time as PS 3450, FINANCIAL INSTRUMENTS,
and are effective for fiscal years beginning on or after April 1, 2012. In the case of governments,
the new requirements have been delayed and are now effective for fiscal years beginning on or
after April 1, 2019. For entities with a December year end this means 2020 is the first year that
the standard must be followed. Earlier adoption is permitted.
Section PS 3041, Portfolio Investments
This Section revises and replaces Section PS 3040, PORTFOLIO INVESTMENTS. The following
changes have been made:
• The scope is expanded to include interests in pooled investment funds;
• Definitions are conformed to those in FINANCIAL INSTRUMENTS, Section PS 3450;
• The requirement to apply the cost method is removed, as the recognition and
measurement requirements within Section PS 3450 apply, other than to the initial
recognition of an investment with significant concessionary terms; and
• Other terms and requirements are conformed to Section PS 3450, including use of the
effective interest method.
This Section is to be applied for government organizations are effective for fiscal years beginning
on or after April 1, 2012. In the case of governments, the new requirements are effective for
fiscal years beginning on or after April 1, 2016. For entities with a December year end, this means
that 2017 is the first year that the standard must be followed. Earlier adoption is permitted.
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Section PS 3420, Inter-Entity Transactions
This new Section establishes standards on how to account for and report transactions between
public sector entities that comprise a government’s reporting entity from both a provider and
recipient perspective.
The main features are:
• Inter-entity transactions involving the transfer of assets or liabilities should be recognized
by both a provider and a recipient at carrying amount, exchange amount or fair value
depending on the particular circumstances of each case.
• Inter-entity transactions in the normal course of operations or under a policy of cost
allocation and recovery should be recognized on a gross basis at the exchange amount.
• A recipient may recognize unallocated costs as a revenue and expense at carrying
amount, fair value or another amount based on existing policy, accountability structure
or budget practice depending on the particular circumstances of each case.
• Information about inter-entity transactions would be disclosed in accordance with the
new Section on related party disclosures.
Section PS 3210, Assets
This new Section provides additional guidance on the definition of assets and establishes general
disclosure standards for assets. Disclosure of types of assets that are not recognized is required.
However, this standard does not address intangible assets which are still not recognized under
the PSAB accounting framework.
Section PS 3320, Contingent Assets
This new Section defines and establishes disclosure standards on contingent assets. Disclosure
about contingent assets is required when the occurrence of the confirming future event is likely.
Section PS 3380, Contractual Rights
This new Section defines and establishes disclosure standards on contractual rights. Disclosure
about contractual rights is required including the description about their nature and extent and
the timing.
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Section PS 3430, Restructurings
This Section addresses a problem area for public sector accounting. In the past there was no
Canadian standard that addressed acquisition of services and service areas, therefore,
accountants looked to the US and international standards for guidance.
This new Section defines a restructuring transaction and establishes standards for recognizing and
measuring assets and liabilities transferred in a restructuring transaction. A restructuring
transaction is defined as a transfer of an integrated set of assets and/or liabilities, together with
related program or operating responsibilities, that does not involve an exchange of consideration
based primarily on the fair value of the individual assets and liabilities transferred.
• The net effect of the restructuring transaction should be recognized as a revenue or
expense by the entities involved.
• A recipient should recognize individual assets and liabilities received in a restructuring
transaction at their carrying amount with applicable adjustments at the restructuring
date.
• The financial position and results of operations prior to the restructuring date are not
restated.
• A transferor and a recipient should disclose sufficient information to enable users to
assess the nature and financial effects of a restructuring transaction on their financial
position and operations.
This Section applies to restructuring transactions occurring in fiscal years beginning on or after
April 1, 2018. For entities with a December year, end this means that 2019 is the first year that
the standard must be followed. Earlier adoption is permitted.
Section PS 3450, Financial Instruments
PSAB approved amendments to Section PS 3450, Financial Instruments, to align the reporting of
income on externally restricted assets that are financial instruments with the requirements in
Section PS 3100, Restricted Assets and Revenues. The amendments clarify the application of
Section PS 3100 (paragraphs PS 3100.11 - .12) when accounting for:
• A change in the fair value of a financial asset in the fair value category that is externally
restricted;
• Income attributable to a financial instrument that is externally restricted; or
• A gain or loss associated with a financial instrument that is externally restricted.
These amendments recognize the importance of the nature of restrictions and the terms of
contractual agreements in reporting such transactions and events when externally restricted
assets and income are involved.
This new Section, although not as demanding as the private sector section, establishes standards
for recognizing and measuring financial assets, financial liabilities and non-financial derivatives.
The main features of the new Section are:
• Items within the scope of the Section are assigned to one of two measurement
categories: fair value, or cost or amortized cost;
• Almost all derivatives, including embedded derivatives that are not closely related to the
host contract, are measured at fair value;
• Fair value measurement also applies to portfolio investments in equity instruments that
are quoted in an active market;
• Other financial assets and financial liabilities are generally measured at cost or amortized
cost;
• Until an item is derecognized, gains and losses arising due to fair value remeasurement
are reported in the statement of remeasurement gains and losses;
• Budget-to-actual comparisons are not required within the statement of remeasurement
gains and losses;
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•
•
•
•
When the reporting entity defines and implements a risk management or investment
strategy to manage and evaluate the performance of a group of financial assets, financial
liabilities or both on a fair value basis, the entity may elect to include these items in the
fair value category;
New requirements clarify when financial liabilities are derecognized;
The offsetting of a financial liability and a financial asset is prohibited in absence of a
legally enforceable right to set off the recognized amounts and an intention to settle on a
net basis, or to realize the asset and settle the liability simultaneously; and
New disclosure requirements of items reported on and the nature and extent of risks
arising from financial instruments.
The new requirements are to be applied at the same time as PS 2601, FOREIGN CURRENCY
TRANSLATION and for government organizations are effective for fiscal years beginning on or
after April 1, 2012. In the case of governments, the new requirements have been delayed, mainly
due to concerns of the senior government, and are effective for fiscal years beginning on or after
April 1, 2019. For entities with a December year end this means 2020 is the first year that the
standard must be followed. Earlier adoption is permitted. This Standard should be adopted with
prospective application except for an accounting policy related to embedded derivatives within
contracts, which can be applied retroactively or prospectively.
Note also the exposure draft “Financial Instruments: Transition” (discussed below) that proposed
clarification of some detailed aspects of the Financial Instruments standard.
EXPOSURE DRAFTS – PSAS
Financial Instruments: Transition (Closed for comment)
This exposure draft deals with technical details related to the standard by providing two
amendments and a few clarifications.
The first amendment proposed definitively states that unless a contractual right or contractual
obligation underlies a receivable or a payable, the Financial Instruments standard does not apply.
There must be a contract for there to be a financial instrument.
The second amendment removes a correct, but redundant, paragraph that notes the Financial
Instrument Standard does not apply to a receivable under a lease.
Clarifications are made in areas related to transfer of collateral pursuant to a credit risk
management mechanism in a derivative contract, treatment of unamortized discounts or
premiums related to debt buy-backs, associated unamortized discount or premium on initial
adoption, and derivatives not recognized or recorded at fair value on initial adoption.
These detailed technical changes will likely have most impact to senior governments and it is not
expected that many local governments will be affected.
PSAB has deferred considering amendments proposed in the October 2014 Exposure Draft until a
later date.
Government Not-for-Profit Organizations, Sections PS 4200 – 4270
PSAB approved, in principle, an exposure draft proposing withdrawal of Section PS 4260,
Disclosure of Related Party Transactions by Not-for-Profit Organizations, and amendments to the
transitional provisions in Section PS 2200, Related Party Disclosures, for not-for-profit
organizations applying the PSA Handbook including the PS 4200 series.
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PSAB’s goal is to eventually remove all of these Not-for-Profit Organization sections. They were
added to PSAB from the private NPO standards as a temporary measure when government NPO’s
were directed to follow PSAB. PSAB will review these standards and adjust relevant standards as
applicable and then remove them from this Section.
CONSULTATION PAPERS - PSAB
Concepts Underlying Financial Performance
This project considers the concepts underlying the measure of financial performance. The review
may result in amendments to the conceptual framework and could also affect Section PS 1201,
Financial Statement Presentation. Three different consultation papers have been issued on this
project with the last one, Conceptual Framework Fundamentals and the Reporting Model, having
closed for comment on August 31, 2015. In the third consultation paper, there has been about
face on concepts stated in the second consultation in regards to having financial statements that
did not clearly articulate. Main features of this consultation paper suggests removing the
Statement of Remeasurement Gains and Losses, separating capital grants and other unusual items
out of the main revenue and expenses to a separate category (below the net result of services)
on the Statement of Operations, revisions of assets and liabilities definitions, required use of
historical cost except in rare cases and allows the use of an amended approved budget if the
government has changed. PSAB is deliberating comments received.
STATEMENTS OF PRINCIPLES - PSAB
Asset Retirement Obligations (PSAB is deliberating comments received)
In 2014, PSAB issued a Statement of Principles called “Retirement Obligations”. This caused
some confusion to readers as the title sounded as if it might relate to employee retirement
obligations. To clarify the project is now called Asset Retirement Obligations. This statement of
principles proposes a new section on retirement obligations associated with tangible capital
assets controlled by a public sector entity. The statement includes retirement obligations
associated with tangible capital assets resulting from legal, constructive and equitable
obligations which include post-retirement operation, maintenance and monitoring. Retirement
costs would increase the carrying amount of the related tangible capital asset or a component
thereof and would be expensed in a rational and systematic manner. The subsequent
remeasurement of the liability can result in either a change in the carrying amount of the related
tangible assets or a component thereof, or an expense, depending on the nature of the
remeasurement or whether the asset remains in productive use. Often the best method with
which to estimate the liability is a present value technique. An exposure draft is to be developed.
Not-for-Profit Organizations
In 2013, the Public Sector Accounting Board/Accounting Standards Board Joint Task Force on Notfor-Profit accounting standards released a document for comment that had 15 key principles. This
joint working group between PSAB and the AcSB in regard to NPO accounting has been disbanded.
The AcSB has set up a NPO Advisory Committee to provide direction for private NPO’s. PSAB will
be monitoring the activities of the NPO Advisory Committee and of the AcSB as regards not-forprofit standards, but will not be obliged to make parallel changes to its NPO standards.
Revenue (PSAB is deliberating comments received)
In this Statement of Principles, PSAB proposes to focus on two areas of revenue which are
exchange and unilateral (non-exchange) transactions with the presence of performance
obligations being the distinguishing feature. Developments in this area will be worth following as
there could be significant changes from current practice.
25
126
Performance obligations are enforceable promises to provide goods or services. Revenue from an
exchange transaction is recognized as the performance obligation is satisfied whereas unilateral
transactions are recognized when there is the authority and past event that gives rise to a claim
of economic recourses. Examples of unilateral revenue are fines and business licenses. In these
examples the payor receives no direct economic benefit in return. However, some revenues (for
example, dog licenses) will not be as clear cut. Using the dog license example, there could be a
question about whether a service is provided, as most local governments would have a dog
catcher, a response for barking dogs, and would fund the local SPCA. A question arises as to
whether these services are provided to the person paying the license or the the public at large.
The goal of this project is to enhance consistency of revenue recognition among public sector
entities. An exposure draft is to be developed.
PROJECTS – PSAB
Employment Benefits
PSAB approved an Employment Benefits project. The objective is to review Section PS 3250,
Retirement Benefits, and Section PS 3255, Post-employment Benefits, Compensated Absences and
Termination Benefits. Key issues include, but are not limited to, deferral of experience gains and
losses, discount rate, shared risk plans, multi-employer defined benefit plans and vested sick
leave benefits.
Impairment of Non-Financial Assets
PSAB approved an Impairment of Non-Financial Assets project. The objective of the project is to
issue a standard that address the impairment of tangible capital assets that have service
potential. The objective is to define impairment as well as providing guidance on assessment,
recognition, measurement and disclosure of impairment losses.
POST IMPLEMENTATION REVIEW
Government Transfers
PSAB conducted its first post-implementation review to determine whether the standard, Section
PS 3410, Government Transfers, has been implemented and achieved the intended objectives.
PSAB will consider the responses to the Request for Information regarding the postimplementation review at the end of 2015 or in early 2016.
26
127
STATUS OF CURRENT PROJECTS – PSAB
Standards for public sector
organizations
2015
2015
2016
2016
2016
Q3
Q4
Q1
Q2
Exposure
draft
Q3
Asset Retirement Obligations
Concepts Underlying Financial
Performance
Stmt of
Principles
Invitation
to
comment
Employment Benefits
Financial Instruments – Subsequent
Issues
Impairment of Non-Financial
Assets
Not-for-Profit Organizations (see
Joint Not-for-Profit Review)
Post Implement Reviews – Section
PS3410, Government Transfers
PSA Handbook Terminology
Handook
section
(project
deferred)
Feedback
statement
(project
deferred)
Revenue
Exposure
draft
NEW STANDARDS - AUDITING AND ASSURANCE STANDARDS BOARD (AASB)
CSRS 4460, Reports on Supplementary Matters Arising from an Audit or Review Engagement
This new Related Services Standard establishes the various types of information reported to a
third party (for example, regulators or funding bodies). It is common in this sector for funders,
regulators, or other governments to require specific reporting from the auditor or accountant
(known as “derivative reports”). This standard requires the auditor or accountant to expand the
level of work required in many cases. Many of the existing types of reports requested by funders,
regulators or other governments would not be able to be signed under these new proposals.
Instead, a more fully explained report using standard wording would be issued in its place. This
standard will be effective for reports dated on or after April 1, 2016.
CSAE 3000 Attestation Engagement other than Audits or Reviews of Historical Financial
Information and CSAE 3001 Direct Engagements
CSAE 3000 and CASE 3001 replaces Sections 5025 Standards for Assurance Engagements Other
than Audits of Financial Statements and Other Historical Financial Information, Section 5030
Quality Control Procedures for Assurance Engagement Other than Audits of Financial Statements
and Other Historical Financial Information, Section 5049 Use of Specialists in Assurance
Engagements Other than Audits of Financial Statements and Other Historical Financial
Information and Section 5050 Using the Work of Internal Audit in Assurance Engagements Other
than Audits of Financial Statements and Other Historical Financial Information. CSAE 3000 is
adopted from ISAE 3000 however the Canadian Standards have some differences including:
• narrowing the scope of CSAE 3000 to address attestation engagements only;
• references to relevant ethical requirements; and
• terminology.
27
128
Canadian Standard on Assurance Engagements (“CSAE”) 3001 is based on CSAE 3000 but is
revised, as necessary, to reflect the differences between attestation engagements and direct
engagements. CSAE 3000 and 3001 are effective for attestation engagements where the assurance
report is dated on or after June 30, 2017.
EXPOSURE DRAFTs – AASB
Financial Statement Disclosures (Closed for comment)
The AASB issued an exposure draft related to the audit of financial statement disclosures to
obtain clarification of the existing requirements. They are proposing to revise International
Standards on Auditing (“ISA”) 200, Overall Objectives of the Independent Auditor and the
Conduct of an Audit in Accordance with International Standards on Auditing; ISA 210, Agreeing
the Terms of Audit Engagements; ISA 240, The Auditor’s Responsibilities Relating to Fraud in an
Audit of Financial Statements; ISA 260, Communication with Those Charged with Governance;
ISA 300, Planning an Audit of Financial Statements; ISA 315, Identifying and Assessing the Risks
of Material Misstatement through Understanding the Entity and Its Environment; ISA 320,
Materiality in Planning and Performing and Audit; ISA 330, The Auditor’s Responses to Assessed
Risks; ISA 450, Evaluation of Misstatements Identified during the Audit; and ISA 700, Forming an
Opinion and Reporting on Financial Statements.
It is expected that the AASB will approve the final Handbook material in 2016.
Special Reports — Assurance on Compliance with Agreements, Statutes and Regulations
(Open for comments until December 23, 2015)
The AASB issued a exposure draft that proposes to issue a CSAE 3530 Reports on Compliance with
Agreements, Statutes and Regulations, which would replace 5800, Special Reports —
Introduction, 5815, Special Reports — Audit Reports on Compliance with Agreements, Statutes
and Regulations, 8600 Reviews of Compliance with Agreements and Regulations. The standard
would not be a “standalone” section, but rather provide additional requirements and application
material to assist practitioners in the application of CSAE 3000 or CSAE 3001.
Communications with Law Firms (Closed for comment)
The AASB conducted a project to revise the “Joint Policy Statement Concerning Communications
with Law Firms Regarding Claims and Possible Claims in Connection with the Preparation and
Audit of Financial Statements” appended to CAS 501, Audit Evidence — Specific Considerations
for Selected Items, including:
• whether the revised Joint Policy Statement should include illustrations of how the
evaluation of claims and possible claims under different financial reporting frameworks
could be described in the inquiry letter or whether such illustrations should be issued
separately as non-authoritative guidance;
• whether any consequential amendments would be necessary to CAS 501; and
• what the effective date of the revised Joint Policy Statement should be and whether
early implementation should be permitted.
The responses to the AASB exposure draft indicated strong support for the revised Joint Policy
Statement. The AASB discussed issues including:
• how to provide greater clarity in CAS 501 that the revised Joint Policy Statement applies
to communications with in-house legal counsel acting in a legal capacity;
• whether amendments should be made to address respondents’ concerns that it is not
clear what the auditor’s work effort should be when using evidence provided by in-house
legal counsel acting in a legal capacity; and
• how to appropriately reflect in CAS 501 and the revised Joint Policy Statement the
circumstances when an auditor may request communication with legal counsel in
situations when there are no claims or possible claims.
28
129
The AASB expects to approve the final Joint Policy Statement at its fall 2015 meeting.
Association (Closed for comment)
The AASB issued an exposure draft for comments with CSOA 5000 replacing Section 5020,
Association, which addressed the following issues:
• which circumstances would be scoped into the proposed standard and in which
circumstances the practitioner would refer to other standards;
• how the practitioner’s consent to the use of the practitioner’s name or report is defined;
and
• what the practitioner’s responsibilities would be when information on which the
practitioner reported is issued in more than one language.
The AASB is deliberating comments received on its Exposure Draft.
Standards for Review Engagements (Closed for comment)
The AcSB issued a re-exposure draft proposing a new Canadian Standard on Review Engagements
(CSRE) 2400, Engagements to Review Historical Financial Statements. This standard will replace
Public Accountant’s Review of Financial Statements, Section 8200; Reviews of Financial
Information Other Than Financial Statements, Section 8500; Assurance and Related Services
Guidelines AuG-20, Performance of a Review of Financial Statements in Accordance with Sections
8100 and 8200; and Assurance and Related Services Guideline AuG-47, Dating the Review
Engagement Report of Financial Statements. The result would be a self-standing standard for
review engagements.
The AASB is deliberating comments received on its re-exposure draft and the new section is
expected to be approved in the fall of 2015.
Auditor Reporting – Special Considerations (Closed for comment)
The International Auditing and Assurance Standards Board (“IAASB”) is proposing amendments to
ISA 800, Special Considerations – Audits of Financial Statements Prepared in Accordance with
Special Purpose Frameworks, and ISA 805, Special Considerations – Audits of Single Financial
Statements and Specific Elements, Accounts or Items of a Financial Statement, resulting from
significant revisions to its auditor reporting standards.
The IAASB will address the voluntary communication of key audit matters and naming the
engagement partner in the auditor’s report on a single financial statement or an element of a
financial statement.
Revisions that the IAASB makes to these standards will be reflected in the equivalent CASs with
limited Canadian-specific amendments, if necessary. The AASB issued an exposure draft and are
currently deliberating comments. The final handbook material is expected to be approved in the
fall of 2015.
Auditor Reporting – Summary Financial Statements (Closed for comment)
The AASB issued an Exposure Draft that proposes to adopt IAASB revisions to ISA 810,
Engagements to Report on Summary Financial Statements, resulting from significant revisions to
its auditor reporting standards.
Issues addressed are related to key audit matters, going concern and other information. The final
handbook release is expected in 2016.
29
130
Responding to Non-compliance or Suspected Non-compliance with Laws and Regulations
(Closed for comment)
The AASB issued an Exposure Draft that parallels proposed limited changes to International
Standards on Auditing and International Standard on Quality Control. The proposed changes are in
response to the International Ethics Standards Board for Accounts’ Re-exposure Draft, Responding
to Non Compliance with Laws or Regulations.
INVITATION TO COMMENT
Reporting on Audited Financial Statements (Open for comments until October 30, 2015)
The AASB issued an exposure draft that proposed a new ISA 701, Communicating Key Audit
Matters in the Independent Auditor’s Report; and revising ISA 260, Communication with Those
Charged with Governance; ISA 570, Going Concern; ISA 700, Forming an Opinion and Reporting on
Financial Statements; ISA 705, Modifications to the Opinion in the Independent Auditor’s Report;
ISA 706, Emphasis of Matter Paragraphs and Other Matter Paragraphs in the Independent
Auditor’s Report; and conforming amendments to other ISAs, issued by IAASB. The result would
be new and revised respective Canadian Auditing Standards (CASs) that would provide more
information to users of audited financial statements.
After reviewing comments on the exposure draft the AASB has issued an invitation to comment to
discuss among other things, Canadian implementation considerations and Canadian amendments
to the auditor reporting.
PROJECTS - AASB
Agreed-Upon Procedures
An invitation to comment is being developed on this project to update Section 9011, Reports on
the Results of Applying Specified Auditing Procedures to Financial Information Other than
Financial Statements. The project will address:
• whether an umbrella standard is needed for agreed-upon procedures engagements;
• whether the concept that an agreed-upon procedures engagement does not result in the
provision of assurance is still appropriate;
• whether a practitioner should be required to use professional judgment when
determining or modifying the procedures to be performed;
• whether the practitioner should apply materiality to design procedures or assess factual
findings; and
• the form and content of the practitioner’s report.
It is expected that the invitation to comment document will be approved in April 2016.
CSA 720, Responsibilities Relating to Other Information in Documents Containing Audited
Financial Statements
The IAASB finalized the revised ISA 720, The Auditor’s Responsibilities Relating to Other
Information in Documents Containing Audited Financial Statements. This section addresses the
auditor’s involvement with financial and non-financial information, other than the audited
financial statements, included in entities’ annual reports. Possible Canadian amendments
include:
• the definition of what constitutes the annual report in a Canadian context; and
• the reporting requirements dealing with other information received after the date the
financial statements are issued.
An exposure draft will be issued for comment in the fall of 2015.
30
131
Responding to Non-compliance or Suspected Non-compliance with Laws and Regulations
The IAASB has issued an Exposure Draft that proposes changes to international standards
necessary to resolve actual or perceived inconsistencies or to clarify key aspects of proposed
revisions to the IESBA Code of Ethics. Canadian stakeholders are encouraged to provide their
comments to the IAASB by October 21, 2015. The AASB is expected to issue their exposure draft
in 2015.
Compilation Engagements
Canadian practitioners have indicated that there is a need for a clarified standard that would
better meet their needs by providing requirements and guidance on specific matters that have
caused confusion and ambiguity in performing compilation engagements. This project will
include determining the nature and extent of revisions that should be made to Section 9200,
Compilation Engagements. This may involve adoption of International Standard on Related
Services (ISRS) 4400, Compilation Engagements. A task force is currently being recruited.
Future-Oriented Financial Information
A project proposal has been approved to determine what authoritative guidance, if any, is
needed in the Handbook to address assurance matters pertaining to future-oriented information.
Reports on the Application of Accounting Principles
A project proposal has been approved to determine what the appropriate course of action for
Section 760, Reports on the Application of Accounting Principles, as opinion shopping services, as
described in the section, are rarely performed in practice today.
31
132
REPORT
TO THE
FVRL BOARD
Future of the Canadian Library Association
By Scott Hargrove, Chief Executive Officer
Canadian Library Association (CLA) members will vote this week on a proposal to dissolve
CLA to make way for a new federation of library associations that unites, supports, and
represents the diverse library communities in Canada. Canadian Federation of Library
Associations is suggested as the name of the proposed federation.
The current CLA struggles with a broad mandate. The need for a new approach has been
evident for a number of years. Doing nothing is not an option if we want to have a strong
national voice for libraries. The proposed mandate is that the federation becomes the national
voice of Canada’s library communities to:
• advance library excellence in Canada.
• champion library values and the value of libraries.
• influence national and international public policy impacting libraries and their
communities.
The federation will do the following where there are national cross-sector implications:
• With an evidence-based approach, propose national and international public policy
positions and actively advocate for such position
• Develop and promote library competencies and standards, both visionary, such as
position and policy statements, and practical, such as national and international
standards
• Report on the state of Canadian libraries on a regular basis
• Support public education about the value and values of libraries including the
implications of public policy on national and international information rights
• Celebrate libraries through national awards and other initiatives.
• Foster collaboration among library associations to strengthen the library community.
The federation will need to remain focused and selective in the initiatives it undertakes and
the issues it addresses. The proposal recommends the following filters/lenses that the
federation should use when considering taking on any new initiative or activity:
• Is it a national and/or international issue for libraries?
• Does it have a public policy implication?
• Is there a need for the federation to engage on this issue?
• Is this issue best addressed by a unified national voice or is it better advanced by one
or more of the federation member associations?
133
Future of the Canadian Library Association
Page 2
The model of a federation offers a number of significant benefits to provincial and regional
associations and national institutional or sector associations:
• Associations will have increased influence on the priorities and strategies of the
national association;
• The research component of the federation will help the associations support their
members in areas of library interests and could inform advocacy and policy
development work at all levels in the library community;
• The federation will support these associations in their own advocacy and enable their
membership to have a voice on the national stage;
• The focus and participation in a federation will free up the associations to focus on the
work they have identified as important to their direct members;
• The membership structure of the federation will provide an opportunity for strong
representation in a partnership table that builds sector strength at a national level.
A strong, unified, national voice to advocate on information rights, information policy, and
library values is more important than ever before. This proposal for a newly structured,
federated association-of-associations model is a significant departure from CLA’s traditional
direct membership structure. However, as a structure it offers many strengths:
• reduced duplication of efforts across the library associations;
• strengthened membership benefits of provincial association membership;
• scaffolding for the interests of the national institutional associations;
• a structure for true collaboration based on the regional and national institutional
associations; and
• financial viability and sustainability.
At the same time, the federation will preserve the interests expressed by the library
community for a strong national platform for policy dialogue and the ability for individuals to
participate and network with regards to these issues.
134
REPORT
TO THE
FVRL BOARD
FOOD FOR FINES CAMPAIGN
By Heather Scoular, Director of Customer Experience
BACKGROUND
From December 16, 2015 to January 17, 2016 FVRL customers were encouraged to bring in
commercially packaged, unexpired, non-perishable items to their library and FVRL would
deduct $2 per item from their library fines, up to a maximum of $30. Items collected would be
donated to the customer’s local food bank. The campaign was an opportunity to encourage
library customers to return overdue library materials.
Last year this Food For Fines campaign was a cost-neutral endeavour that saw many books
returned to the shelves. FVRL also received positive press as a result. This year’s campaign
yielded a dramatic boost in unsolicited television and radio media coverage, significantly
raising FVRL’s profile across the province.
MEDIA COVERAGE
Global BC
With
only
days
remaining
in
the
campaign,
the
initiative caught the
attention of Global
BC reporter Claudia
Kwan, who contacted
Chief
Executive
Officer
Scott
Hargrove to inquire
about it. By that point
FVRL had waived over $16,000 through Food For Fines and 1540 customers had benefited.
135
Food For Fines Campaign
Page 2
On Wednesday, January 13, 2016 Scott Hargrove appeared on Global BC’s Morning Show to
feature FVRL’s Food For Fines campaign.
The interview was with news anchor Samantha Falk, lasted nearly 5 minutes and, in addition to
the Food For Fines campaign, touched on the nature of fines with libraries, as well as FVRL’s
no-fines-for-kids approach.
Rogers Radio Report
Right on the heels of the TV interview, Scott received a call from Mike Hellinger, news
director for three Rogers Media radio stations, including Star FM 98.3 based in Chilliwack.
Mike had seen the Global BC interview and called to record an interview that focused on
promoting our Food For Fines campaign to their listeners. The story was aired later that day
and posted to the Star FM 98.3 website.
Fraser Valley Regional Library waiving late fees in exchange for food
donations
Posted on January 14, 2016 by Mike Hellinger
The Fraser Valley Regional Library is going to be wrapping up their “Food for
Fines” program this weekend, so you still have time to get those overdue books
returned and help the food bank at the same time. Scott Hargrove tells us, for
every item you bring in for the food bank, they’ll knock $2 off your late fees, up
to a maximum of $30.
“We have in fact waived over $16,000 in fines for many, many people’s
accounts. And of course that means we’ve been able to donate a tremendous
amount to the local food banks. Whatever city you live in, if you donate to that
library, it will go to local community food banks.”
He says the program started on December 16th, and they wanted to extend it
into January to help the food banks after their shelves were cleaned out over
the holiday season. You have until Sunday to take part.
136
Page 3
News 1130 Report
Then on January 16, 2016 News 1130 aired a story about FVRL’s Food For Fines campaign.
Fraser Valley Library turning late fees into food donations
by NEWS 1130 Staff
Posted Jan 16, 2016 8:56 am PST
VANCOUVER (NEWS 1130) – If you owe late fees at the library, here’s a good
chance to wipe that slate clean. The Fraser Valley Regional Library has is
annual Food for Fines program on until Sunday.
Scott Hargrove with the library says for every item you bring in for the local
food bank, they’ll knock two dollars off your fines.
“This program, so far, runs just annually at Christmas time and this year we’re
trying to stretch it out a bit into January, with the idea that many of the food
banks struggle in January so we’d like to be able to give them a large donation
of food in January rather than in
December when they get a lot..
He says it’s been a huge success so
far — since December 16th, they’ve
waived over $16,000 in late fees
across the Valley.
RESULTS
By the time Food For Fines concluded at
closing time on January 17, 2016, FVRL had
waived $25,751.82 in fines over 32 calendar
days and 2,346 customer accounts had
benefited.
The 2015 campaign total mirrors 2014, which
waived $25,091.18 over 28 calendar days.
Mission Library staff collected over 1200 items
during Food For Fines.
137
Page 4
As for the local food banks, here are some
examples of the donations they received.
• City of Langley Library donated 27 cases
of non-perishable food;
• Chilliwack Library customers donated 53
cases of non-perishable food plus $150 in
cash;
• Terry Fox Library donated 23 boxes
containing 720 items;
• Mission Library donated over 1200 items.
• White Rock Library donated 260 items
for a total weight of 153 pounds.
• George Mackie Library donated 499
items.
THE WINNERS
Who were the winners in the Food For Fines
campaign?
1. The local food banks that now are better
equipped to help the needy in our
White Rock Library staff collected over 153
pounds of food during Food For Fines.
communities;
2. Our FVRL customers whose fines were
waived and who helped their community by donating food;
3. FVRL because:
a. more customers are back using the library,
b. more books have returned to the shelves for others to enjoy, and
c. more people recognize and value the crucial role of the library in their community.
138

fvrl board - Fraser Valley Regional Library

Transcription

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