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Surrey Public Library Board Regular Meeting April 9, 2020 at 7:00 Pm

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Surrey Public Library Board Regular Meeting April 9, 2020 at 7:00 Pm Surrey Public Library Board Regular Meeting April 9, 2020 at 7:00 p.m. Microsoft Teams Teleconference AGENDA PAGE 1. CALL TO ORDER 2. MOTION TO ADOPT THE AGENDA 3. MOTION TO ADOPT THE CONSENT AGENDA Note: Trustees may adopt in one motion all items appearing in the Consent agenda or, prior to the vote, request an item be removed from the Consent agenda for discussion, voting in opposition to a recommendation, or declaring a conflict of interest with an item. Documents & Reports: a) Minutes of February 27, 2020 Regular Meeting of the Surrey Public Library Board 1-3 b) Financial Statement for the period ending February 29, 2020. 4 Correspondence: a) Public Library Operating Grants – Grant Award Letter, March 31, 2020. 5-7 4. UNFINISHED BUSINESS a) Advocacy Plan – deferred to next meeting 5. NEW BUSINESS a) 2019 Audited Financial Statements and Audit Findings – Director Administrative Services & 8-42 BDO Canada LLP Recommended motion to approve 2019 Audited Financial Statements b) Ratification of March 15, 2020 email vote re: Library Closure for COVID-19. MOTION: The Surrey Libraries Board of Trustees recommend the closure of all Surrey Library branches in response to the Covid-19 pandemic risk management in tandem with the City of Surrey’s closure of all public civic facilities in the City. This closure will be indefinitely until such time that the City of Surrey’s pandemic planning committee reopens the City’s public civic facilities. c) Board Development Session (February 29, 2020) Debrief 43-44 6. INFORMATION ITEMS a) 2019 Fund Development Report 45-49 b) Draft 2019 Annual Report 50-69 c) 2020 Public Libraries Provincial Grant allocations 70-82 Our Mission: We connect people, spark curiosity, and inspire learning. Upcoming Events: Cancelled due to COVID-19 7. NEXT LIBRARY BOARD MEETING June 25, 2020 at 7:00 p.m. at the Newton Branch. 8. MOTION TO MOVE IN CAMERA The Board proposes a motion to move in camera, pursuant to Section 90 of the Community Charter to approve minutes of the February 27, 2020 in camera meeting, minutes of the March 25, 2020 special in camera meeting, and receive an update of the COVID-19 pandemic staffing plan. 9. ADJOURNMENT Time allotted 60 minutes Surrey Public Library Board Regular Meeting February 27, 2020 at 7:00 p.m. Surrey Libraries – Fleetwood Branch 15996 -84 Avenue Surrey, B.C. Present: Trustees Chang, Cumming, Dhesa, Hearty, Herrmann, Hong, Kendler, Sahota, Saran, Singh, Zhen Regrets: Trustee Mann, Councillor Hundial Staff: Surinder Bhogal, Chief Librarian Michael Ho, Director, Administrative Services Kristen Andrews, Director, Public Services Melanie Reynolds, Administrative Coordinator Observing: Sandra Cole, CUPE 402-02 MINUTES 1. CALL TO ORDER The February 27, 2020 Regular Meeting of the Surrey Public Library Board was called to order at 7:00 p.m. 2. MOTION TO ADOPT THE AGENDA “That the Board adopts the agenda for its regular meeting scheduled for February 27, 2020.” Trustee Cumming moved and Trustee Chang seconded - CARRIED 3. MOTION TO MOVE IN CAMERA “The Board proposes a motion to move in camera, pursuant to Section 90 of the Community Charter, specifically to discuss the Chief Librarian 2019 performance review.” Trustee Hearty moved and Trustee Kendler seconded - CARRIED The Board concluded the in camera meeting at 7:36 pm and resumed to the regular meeting business. 4. MOTION TO ADOPT THE CONSENT AGENDA Documents & Reports: a) Minutes of January 23, 2020 Regular Meeting of the Surrey Public Library Board b) Financial Statement for the period ending January 31, 2020. Our Mission: We connect people, spark curiosity, and inspire learning. Page 1 of 82 Correspondence: a) BDO Audit Planning letter “That the documents, reports and items be received for information with b) Financial Statement taken out for further clarification and added under New Business 6c. Trustee Cumming moved and Trustee Hong seconded - CARRIED 5. UNFINISHED BUSINESS a) Standing Committee Members and Chairs, and InterLINK representative • Trustee Herrmann volunteered as Chair of the Finance, Programs and Services Committee, with Trustees Hearty and Kendler as committee members • Trustee Cumming volunteered as Chair of Planning and External Relations Committee, with Trustees Hong and Saran as committee members. • Trustee Sahota volunteered as Chair of the Executive Committee, with Trustee Chang as Vice-Chair and Trustees Cumming and Mann as committee members. • Trustee Hearty had volunteered as an interim InterLINK representative, and Trustee Singh volunteered for the role as the InterLINK representative for SPL. b) 2020 Board Objectives - Motion to Adopt The Board reviewed and finalized the Board Objectives for 2020. “That the 2020 Board Objectives be adopted and implemented.” Trustee Herrmann moved and Trustee Kendler seconded - CARRIED 6. NEW BUSINESS a) Board Advocacy Plan Draft advocacy plan was reviewed. Trustees noted that holding 1:1 with elected officials and stakeholders is a far more effective way to advocate for the Library. Chief Librarian will revise advocacy plan with input from the Planning and External Relations and bring back to the Board with an implementation plan. b) Nomination for BCLTA Board Chair solicited for nominations to sit on the Board of Directors for BCLTA. Trustee Hearty and Zhen put forward their names. Page 2 of 82 c) Financial Statement for the period ending January 31, 2020 Director, Administrative Services answered questions relating to the financial statements from January 2020. “That the Board adopts the Financial Statement for the period ending January 31, 2020.” Trustee Hearty moved and Trustee Kendler seconded - CARRIED 7. INFORMATION ITEMS a) InterLINK Update – Update provided by Trustee Hearty Trustee Hearty gave an update as interim InterLINK representative, and Trustee Singh has offered to sit as a representative on the InterLINK Board. b) Facilities Update – Update provided by Director Administrative Services Cloverdale branch scheduled to re-open on March 9, 2020 and will hold an opening event on May 2, 2020. Clayton branch is scheduled for a soft opening in June, with a scheduled official opening in October. c) 2019 Strategic Initiatives Final Update d) 2019 Strategic Plan and Operational Accomplishments e) 2019 Strategic Plan Key Measures f) 2019 Library Metrics Report g) 2019 Provincial Grant Report 8. AROUND THE TABLE • Trustee Kendler attended the Google IT graduation on January 24, 2020. • Trustee Hearty attended the Google IT graduation on January 24, 2020, and the Surrey Libraries Expo January 25, 2020. • Trustee Chang attended the Google IT graduation on January 24, 2020, and the Surrey Libraries Expo January 25, 2020. • Trustee Saran attended the Surrey Libraries Expo January 25, 2020. • Trustee Herrmann attended the Surrey Libraries Expo January 25, 2020. 9. NEXT LIBRARY BOARD MEETING April 9, 2020 at 7:00 p.m. at the City Centre branch, Room 405. The May 28, 2020 Board Meeting is cancelled. 10. MOTION TO ADJOURN “The Surrey Public Library Regular Board Meeting of February 27, 2020 was adjourned at 8:49 p.m.” Trustee Chang moved and Trustee Cumming seconded - CARRIED Page 3 of 82 Page 4 of 82 VIA EMAIL March 31, 2020 Ref: 218420 Email: CHAIRS c/o [email protected] Subject: Public Library Operating Grants – Grant Award Letter Dear Public Library Board Chair, The Ministry of Education, Libraries Branch is pleased to inform you that your library will receive the following grants to support library operations and provincial programs for 2020: • Per Capita Operating Grant - to support ongoing public library operations and participation in province-wide initiatives. • Resource Sharing Grant – to support libraries in materials sharing by alleviating the costs involved in running and managing the interlibrary loan service. • BC OneCard Grant - enables active patrons of any public library in B.C. to use their library card to borrow from other libraries throughout the province. • Equity and Literacy Grant - access to learning and literacy experiences are a core service of B.C. public libraries. These funds support the expansion of library collections, programs and services that promote literacy and life-long learning. Libraries are receiving the same grant amounts in March 2020 as they did in March 2019. We have decided to keep funding stable to libraries this year by not making any adjustments from 2019. As a result, no library system will experience a reduction this year. The Public Library Provincial Grants Allocations document, which lists the funds allocated to each library and partner in 2020, is available online. We recommend you download a copy for your files. A reminder that the timing for provincial public library funding for 2021 will occur in June 2021. Library boards are advised to plan accordingly. Strategic Context Ministry of Education Libraries Branch Mailing Address: Telephone: PO Box 9831 Stn Prov Govt 1-800-663-7051 Victoria BC V8W 9H1 Page 5 of 82 Provincial funding to public libraries is focused on increasing access to information and services throughout the province while allowing each library to continue to be responsive to the needs of its communities. By working together, we can provide people with access to the information, technology, digital and learning resources and services they need to reach their full potential. Funding, although distributed as four grants, may be used in mutually supportive ways to ensure provincial priorities are fulfilled. The priorities for 2020 are: • Improving access • Building capacity
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