board of trustees meeting march 17, 2018...

Board of Trustees Meeting March 17, 2018

Agenda

9:30 am – 12:30 pm Nanaimo River Room

Vancouver Island Convention Centre, Nanaimo BC

Page

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1. Call to OrderThe Vancouver Island Regional Library Board of Trustees would like to acknowledge that the land on which we gather is the traditional territory of the Coast Salish peoples, specifically the Snuneymuxw First Nation whose historical relationships with the land continue to this day.

a) Opening remarksb) Roll callc) Declarations of Conflicts of Interest

2. Agendaa) Items to be removed from Consent Businessb) Additions or deletionsc) Approval of agenda

3. Minutesa) January 20, 2018 Board of Trustees Meeting Minutes – for approval b) February 16, 2018 Executive Committee Meeting Minutes – for receipt

4. DelegationsSee http://virl.bc.ca/about-us/library-board/meetings for delegation guidelines

5. Presentation:S.T.E.A.M. Programming at VIRLAllison Trumble, CSL Children & Youth Services, Courtenay Branch

6. Business Arisinga) Performance Indicators and Branch Activity Highlights Report

7. Financea) 2018 Audit Service Planb) January 2018 Finance Reportc) January 2018 Reserves Reportd) Facility Projects Update

8. New Businessa) Revised Board Policy: Procurement b) Revised Board Policy: Tangible Capital Assets and Amortization c) Revised Board Policy: Security Video Surveillance 84

http://virl.bc.ca/about-us/library-board/meetings


Agenda

9. Consent Businessa) VIRL in the Media 92 i. Puzzle key to creating new social connections at Gabriola Library, Gabriola

Sounder News, Jan. 9/18 93 ii. New Chemainus library details to be revealed Jan. 24, Chemainus Valley

Courier, Jan. 15/18 95 iii. Tofino waits for new library, Tofino-Ucluelet Westerly News, Jan. 16/18 97 iv. Family Literacy Week in Campbell River a chance to celebrate play, Campbell

River Mirror, Jan. 19/18 101 v. Play time is an essential part of literacy, Comox Valley Record, Jan. 22/18 105 vi. Talk, sing, read, write, play: Early literacy at the local library, Comox Valley

Record, Jan. 22/18 108 vii. Indigenous Voices program at Campbell River library to foster deeper

understanding of Indigenous cultures, Campbell River Mirror, Jan. 23/18 110 viii. Teen Lit, Peninsula News Review, Jan. 24/18 112 ix. Details of new Chemainus library unveiled, Ladysmith Chronicle, Jan. 25/18 113 x. Making Redding Library strong can strengthen our community, Record

Searchlight, Jan. 26/18 119 xi. Barry Avis re-elected library chair, Peninsula News Review, Jan. 31/18 122 xii. General Lot A update: Logs sold to only bidder, no new news on new Library

timeline, Sooke Pocket News, Feb. 13/18 124 xiii. Qualicum Beach councillor re-elected as VIRL Board Chair, Parksville-

Qualicum Beach News, Feb. 14/18 126 xiv. New hereditary chief Georgina Livingstone opens Indigenous Voices series in

Lake Cowichan, Lake Cowichan Gazette, Feb. 16/18 128 xv. Letter: Still waiting for a new library…, Sooke News Mirror, Feb. 17/18 130 xvi. Sooke Library Update: Site plans ready to be finalized, Sooke Pocket News,

Feb. 19/18 132 xvii. Work begins on new Sooke library, Sooke News Mirror, Feb. 19/18 133 xviii. Local author introduces her fantasy novel “Branded” at Port Hardy library,

North Island Gazette, Feb. 27/18 135 xix. Islands Short Fiction Contest submission deadline one month away, BC Local

News, March 1/18 137

b) Correspondence 141 i. Certified Resolution of Council, Corporation of the District of Tofino, Jan. 16/18 142ii. Correspondence from Trustee R. Taylor (Tahsis) re: location of new Tahsis

branch, Jan. 21/18 143 iii. Email from Chemainus customer to VIRL Board of Trustees re: Solar panels

for the Chemainus library, Feb. 23/18 144 iv. Email from Chemainus customer to VIRL Board of Trustees re: solar panels for

the Chemainus library, March 3/18 146 v. Email from Chemainus customer to VIRL Board of Trustees re: solar panels for

the Chemainus library, March 3/18 147 vi. Email from Chemainus customer to VIRL Board of Trustees re: solar panels for

the Chemainus library, March 3/18 148 vii. Email from Chemainus customer to VIRL Board of Trustees re: solar panels for

the Chemainus library, March 3/18 149


Agenda

viii. Email from Chemainus customer to VIRL Board of Trustees re: solar panels forthe Chemainus library, March 3/18 150

ix. Email from Chemainus customer to VIRL Board of Trustees re: solar panels forthe Chemainus library, March 4/18 151

x. Email from Chemainus customer to VIRL Board of Trustees re: solar panels forthe Chemainus library, March 6/18 152

xi. Letter to Chemainus customer from B. Avis/VIRL Board of Trustees re: solarpanels for the Chemainus library, March 7/18 153

xii. Email from customer to Trustee R. Kerr re: Campbell River branch, March 2/18 155xiii. Letter to customer from R. Bonanno, Executive Director re: Campbell River

branch, March 7/18 157

c) Media Releases 159 i. A New Chemainus Library: Open House, Jan. 15/18 160 ii. VIRL Board of Trustees elects Executive Committee and Officers of the

Library Board at 2018 AGM, Jan. 31/18 162 iii. Indigenous Elder Carol Bear to visit Campbell River library, Feb. 13/18 164 iv. New Sooke Library Update, Feb. 19/18 165

10. In Camera

11. Adjournment

Next Meetings: April 27, 2018 – Executive Committee

May 26, 2018 – Board of Trustees


Item 3 (a)

Regular Minutes of the January 20, 2018

Board of Trustees Annual General Meeting

For Approval

4

Board of Trustees Meeting Annual General Meeting/Regular Minutes – UNAPPROVED

January 20, 2018

Dodd Narrows Room Vancouver Island Convention Centre, Nanaimo BC

Present: Ron Kerr, Campbell River Hugh MacKinnon, Comox Manno Theos, Courtenay Sean Sullivan, Cumberland Tom Duncan, Duncan Gordon Waterman, Gold River Steve Arnett, Ladysmith Lorna Vomacka, Lake Cowichan

John Coulson, Lantzville Jason Thompson, Masset Diane Brennan, Nanaimo Jack Thornburgh, North Saanich Mary Beil, Parksville Sharie Minions, Port Alberni Jan Allen, Port Alice Charleen O’Brien Anderson, Port Clements Fred Robertson, Port Hardy

Jay Dixon, Port McNeill Barry Avis, Qualicum Beach Sabrina Frazier, Queen Charlotte Janett Hoare, Sayward Peter Wainwright, Sidney Kerrie Reay, Sooke Ebony Logins, Sooke (Alternate)

Randy Taylor, Tahsis Cathy Thicke, Tofino Marilyn McEwen, Ucluelet Candace Faulkner, Zeballos Lucas Banton, Alberni / Clayoquot RD Mary Marcotte, Cowichan Valley RD Howard Houle, Nanaimo RD Laurence Fisher, Powell River RD (Alternate) Brenda Leigh, Strathcona RD

Regrets: Tom Walker, North Cowichan Mike Hicks, Capital RD Frank Johnson, Central Coast RD

Rod Nichol, Comox Valley RD Heidi Soltau, Mount Waddington RD Bill Beldessi, North Coast RD

Staff: Rosemary Bonanno, Executive Director Joel Adams, Director of Finance Lis Pedersen, Director of Human Resources Geoffrey Allen, Divisional Manager, Innovative Technologies and Collections Melanie Barnum, Divisional Manager, Office of the Executive Director Natasha Bartlett, Marketing and Communications Officer Jennifer Bond, Divisional Manager, Finance David Carson, Divisional Manager, Corporate Communications and Strategic Initiatives Amy Dawley, CSL II, Gabriola Island Branch David Derby, Divisional Manager, IT Jason Kuffler, CSL II, Nanaimo Harbourfront Branch Emily Mathews, CSL II, eResources Librarian Heather Mink Zuvich, Executive Assistant (Recorder) Carol Mitchell, Divisional Manager, Customer Experience Mariah Patterson, Administrative Assistant

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Vancouver Island Regional Library Board of Trustees Meeting Annual General Meeting / Regular Minutes - UNAPPROVED

January 20, 2018 Page 2

1. Call to OrderThe meeting was called to order at 9:40 am.

a) First Nations AcknowledgementThe Vancouver Island Regional Library Board of Trustees would like to acknowledge that the land on which we gather is the traditional territory of the Coast Salish peoples, specifically the Snuneymuxw First Nation whose historical relationships with the land continue to this day.

b) Opening RemarksActing Chair, Rosemary Bonanno, Executive Director.

c) Roll callAs above.

d) Declarations of Conflicts of InterestNone.

2. Agenda

a) Items to be removed from Consent BusinessNone.

b) Additions or DeletionsNone.

c) Approval of AgendaMotion: Moved by Barry Avis / seconded by Brenda Leigh that the agenda be

approved by the Board of Trustees. Carried.

Trustee Jason Thompson arrived at 9:48 am.

3. Special Reportsa) 2018 Nominations Report

Motion: Moved by Gordon Waterman / seconded by Tom Duncan that the 2018 Nominations Report be received by the Board of Trustees. Carried.

4. Electionsa) Election of Chair

The Nominating Committee put forth two nominations for the position of Chair:Barry Avis (Town of Qualicum Beach) and Steve Arnett (Town of Ladysmith).Rosemary Bonanno called three times for nominations from the floor, no additionalnominations were heard.

Winning the majority vote, Barry Avis was elected Chair.6



b) Election of Vice-Chair

The Nominating Committee put forth two nominations for the position of Vice-Chair: Steve Arnett (Town of Ladysmith) and Brenda Leigh (Stratchona Regional District). Rosemary Bonanno called three times for nominations from the floor, no additional nominations were heard.

The result of the first vote was a tie; a second vote was held, with Steve Arnett winning the majority vote and elected Vice-Chair.

c) Election of the Executive Committee

The Nominating Committee put forth 5 nominations for the Executive Committee:

1. Howard Houle (Regional District of Nanaimo) 2. Ron Kerr (City of Campbell River) 3. Jason Thompson (Village of Masset) 4. Fred Robertson (District of Port Hardy) 5. Gordon Waterman (Village of Gold River)

Rosemary Bonanno called for nominations from the floor:

Brenda Leigh (Strathcona RD) accepted a nomination from Barry Avis. Jay Dixon (Town of Port McNeill) accepted a nomination from Jan Allen. Diane Brennan (City of Nanaimo) accepted a nomination from Fred Robertson. Peter Wainwright (Town of Sidney) declined a nomination from Brenda Leigh. Manno Theos (City of Courtenay) accepted a nomination from Tom Duncan. Hugh MacKinnon (Town of Comox) declined a nomination from Brenda Leigh. Trustees Diane Brennan, Jay Dixon, Howard Houle, Ron Kerr, Brenda Leigh, Manno Theos, Jason Thompson, Fred Robertson and Gordon Waterman were elected as members-at-large for the 2018 Executive Committee. Barry Avis assumed the role of Chair for the remainder of the meeting.

5. Minutes a) Regular Minutes of the November 25, 2017 Board of Trustees Meeting –

for approval

Motion: Moved by Brenda Leigh / seconded by Janett Hoare that the regular minutes of the November 25, 2017 Board of Trustees meeting be approved by the Board of Trustees. Carried.

6. Business Arising None.

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7. Finance

a) November 2017 Finance Report

Motion: Moved by Hugh MacKinnon / seconded by Gordon Waterman that the November 2017 Finance Report be received by the Board of Trustees. Carried.

b) November 2017 Reserves Report

Motion: Moved by Brenda Leigh / seconded by Gordon Waterman that the November 2017 Reserves Report be received by the Board of Trustees. Carried.

c) Facility Projects Update

Motion: Moved by Tom Duncan / seconded by Jack Thornburgh that the Facility Projects Update be received by the Board of Trustees. Carried.

8. New Business None.

9. Consent Business Motion: Moved by Brenda Leigh / seconded by Howard Houle that all Consent

Business be received by the Board of Trustees. Carried.

Meeting Recessed at 11:04 am Meeting Reconvened at 11:28 am

Trustees Jan Allen and Jason Thompson

departed the meeting at 11: 17 am.

10. “Growing Innovation at VIRL” Presentation by Amy Dawley, CSL II, Gabriola Island Branch, Jason Kuffler, CSL II, Nanaimo Harbourfront Branch & Emily Mathews, CSL II, eResources Librarian Motion: Moved by Steve Arnett / seconded by Gordon Waterman that the

“Growing Innovation at VIRL” presentation be received by the Board of Trustees. Carried.

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11. Trustee Orientation PresentationPresentation by Rosemary Bonanno, Executive Director,Joel Adams, Director of Finance &Lis Pedersen, Director of Human Resources

Motion: Moved by Kerrie Reay / seconded by Gordon Waterman that the Trustee Orientation Presentation be received by the Board of Trustees. Carried.

Trustees Sharie Minons and Ron Kerr departed the meeting at 12:00 pm. Trustee Sean Sullivan departed the meeting at 12:25 pm.

Trustee Candace Faulkner departed the meeting at 12:31 pm. Trustees Sabrina Frazier and Randy Taylor

departed the meeting at 12:43 pm. Trustees Howard Houle and Tom Duncan

departed the meeting at 12:44 pm. Trustee Jack Thornburgh departed the meeting at 12: 45 pm.

12. Adjournment – 1:10 pmMotion: Moved by Kerrie Reay / seconded by Janett Hoare that the meeting be

adjourned. Carried.

Barry Avis Chair, Board of Trustees Vancouver Island Regional Library

Rosemary Bonanno, BA MLS Executive Director Vancouver Island Regional Library

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Item 3 (b)

Regular Minutes of the February 16, 2018

Executive Committee Meeting

For Receipt

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Executive Committee Meeting Minutes - UNAPPROVED

February 16, 2018

Shaw Meeting Room, Nanaimo North Branch 6250 Hammond Bay Road, Nanaimo

Present:

Barry Avis, Qualicum Beach (Chair) Steve Arnett, Ladysmith (Vice-Chair) Ron Kerr, Campbell River Manno Theos, Courtenay Gordon Waterman, Gold River

Jason Thompson, Masset (via teleconference) Howard Houle, Nanaimo RD Fred Robertson, Port Hardy Jay Dixon, Port McNeill Brenda Leigh, Strathcona RD

Regrets: Diane Brennan, Nanaimo

Staff: Rosemary Bonanno, Executive Director Joel Adams, Director of Finance Lis Pedersen, Director of Human Resources Melanie Barnum, Divisional Manager, Office of the Executive Director Natasha Bartlett, Marketing and Communications Officer / Privacy Officer David Carson, Divisional Manager, Corporate Communications and Strategic Initiatives Heather Mink Zuvich, Executive Assistant (Recorder)

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Vancouver Island Regional Library Executive Committee Meeting Minutes - UNAPPROVED

February 16, 2018 Page 2

1. Call to Order The meeting was called to order at 9:32 am.

The Vancouver Island Regional Library Board of Trustees would like to acknowledge that the land on which we gather is the unceded traditional territory of the Coast Salish peoples, specifically the Snuneymuxw First Nation whose historical relationships with the land continue to this day.

a) Opening remarks

b) Roll call As above.

c) Declarations of Conflicts of Interest None.

2. Agenda

a) Items to be removed from Consent Business None.

b) Additions or deletions Deletion: Item 6 d) Revision to the VIRL Board Procedural By-Law: Sections 4, 5, & 7.

c) Approval of Agenda

Motion: Moved by Fred Robertson / seconded by Steve Arnett that the agenda be approved as amended by the Executive Committee. Carried.

3. Minutes

a) October 20, 2017 Executive Committee Meeting Minutes Motion: Moved by Gordon Waterman / seconded by Ron Kerr that the regular

minutes of the October 20, 2017 Executive Committee Meeting be approved by the Executive Committee. Carried.

b) January 20, 2018 Board of Trustees Meeting Minutes Motion: Moved by Jay Dixon / seconded by Gordon Waterman that the regular

minutes of the January 20, 2018 Board of Trustees Meeting be received by the Executive Committee. Carried.

4. Business Arising a) Performance Indicators and Branch Activity Highlights

Motion: Moved by Howard Houle / seconded by Steve Arnett that the Executive Committee receive the Performance Indicators and Branch Activity Highlights. Carried.

5. Finance

a) 2018 Audit Service Plan Motion: Moved by Gordon Waterman / seconded by Ron Kerr that the 2018 Audit

Service Plan be received by the Executive Committee. Carried.

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b) December 2017 Finance ReportMotion: Moved by Brenda Leigh / seconded by Jay Dixon that the December 2017

Finance Report be received by the Executive Committee. Carried.

c) December 2017 Reserves ReportMotion: Moved by Gordon Waterman / seconded by Brenda Leigh that the

December 2017 Reserves Report be received by the Executive Committee. Carried.

d) Facility Projects UpdateMotion: Moved by Brenda Leigh / seconded by Manno Theos that the Facility

Projects Update report be received by the Executive Committee. Carried.

Meeting Recessed: 10:50 am Meeting Resumed: 11:02 am

Trustee Jason Thompson (via teleconference) departed the meeting at 11:02 am

6. New Businessa) Revised Board Policy: Procurement

Motion: Moved by Brenda Leigh / seconded by Gordon Waterman that the ExecutiveCommittee receive the revised Board Policy: Procurement. Carried.

Motion: Moved by Brenda Leigh / seconded by Steve Arnett that the Executive Committee recommend to the Board of Trustees that the current Board Policy: Procurement be rescinded. Carried.

Motion: Moved by Jay Dixon / seconded by Fred Robertson that the Executive Committee recommend to the Board of Trustees the adoption of the revised Board Policy: Procurement. Carried.

b) Revised Board Policy: Tangible Capital Assets and Amortization

Motion: Moved by Howard Houle / seconded by Steve Arnett that the ExecutiveCommittee receive the revised Board Policy: Tangible Capital Assets and Amortization. Carried.

Motion: Moved by Ron Kerr / seconded by Fred Robertson that the Executive Committee recommend to the Board of Trustees that the current Board Policy: Tangible Capital Assets and Amortization be rescinded. Carried.

Motion: Moved by Brenda Leigh / seconded by Howard Houle that the Executive Committee recommend to the Board of Trustees the adoption of the revised Board Policy: Tangible Capital Assets and Amortization. Carried.

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c) Board Policy: Security Video Surveillance

Motion: Moved by Gordon Waterman / seconded by Jay Dixon that the Executive Committee receive the proposed Board Policy: Security Video Surveillance. Carried.

Motion: Moved by Howard Houle / seconded by Gordon Waterman that the Executive Committee recommend to the Board of Trustees that the current Board Policy: Security Video Surveillance be rescinded. Carried.

Motion: Moved by Fred Robertson / seconded by Jay Dixon that the Executive Committee recommend to the Board of Trustees the adoption of the proposed Board Policy: Security Video Surveillance, as amended to include a mutual consent clause regarding employee investigations. Carried.

7. Consent Business

Motion: Moved by Brenda Leigh / seconded by Steve Arnett that all Consent Business be received by the Executive Committee. Carried.

8. Adjournment – 11:41 am

Motion: Moved by Steve Arnett / seconded by Howard Houle that the meeting be adjourned. Carried.

Barry Avis Chair, Board of Trustees Vancouver Island Regional Library

Rosemary Bonanno, BA MLS Executive Director Vancouver Island Regional Library

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Item 6 (a)

Performance Indicators and Branch Activity Highlights

Recommendation: The Executive Committee recommends:

That the Board of Trustees receive the Performance Indicators and Branch Activity Highlights report as information.

The data in the following report was pulled from the January 2018 Branch Activity Reports and Key Performance Indicators (KPIs). The data from the KPIs looks at year-to-date metrics from January 2017 to January 2018. The full suite of data is available on the Trustee Portal at www.virltrustee.com

Branch Activity Reports In January, VIRL branches were busy with hockey-themed programming, arts and crafts, STEAM learning, the launch of our Indigenous Voices initiative, and a strong focus on Family Literacy Week initiatives. Zone 1 January on Gabriola Island saw the launch of two new programs: Make It @ the Library and Saturday Family Storytime. Make It @ the Library is a monthly program that brings adults together for a morning of making. This month customers made art rocks and it was very well received and attended for the first program of its kind. Saturday Family Storytime will happen on the last Saturday of every month for families who cannot attend Storytimes during the week. Nanaimo Harbourfront was library tour central in January, including Jolly Giant’s Out of School Care, a Kindergarten tour from Park Avenue Elementary, and a tour for new-Canadian teen members of the Central Vancouver Island Multicultural Society Nanaimo Youth Group. Philosophers’ Café continued in January with 34 enthusiastic participants working through a challenging thought experiment. The branch also launched a new program called Monica’s Writers Café, a space for local writers, poets, singers/songwriters, and artists to share their work and build community. Celebrating Girls, Celebrating Community saw the girls making substantial progress toward their performance program. Discussions are underway as to how the girls can use the Creativity Commons materials in their performances.

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http://www.virltrustee.com/


Item 6 (a)

Get Together with Technology was extremely popular this month. In addition to the 21 customers that came, VIRL staff David Derby and Emily Matthews attended in order to talk about VIRL’s investment in technology and new resources for those with print disabilities.

The Nanaimo North branch held its first Intro to Instagram workshop to an enthusiastic group of seniors, who left the branch ready to start sharing photos with their grandkids. As well, 28 participants showed up for a memoir writing workshop offered by WordWorks Editor Shaleeta Harrison.

Little makers had a heyday at the Wellington branch during Maker Morning: LittleBits.

Zone 2

Family Literacy Week events were held throughout the Comox Valley at three library branches. In partnership with Comox Valley Lifelong Learning Association and other community partners, families were invited to a morning of songs, stories, and early literacy activities. This year’s events featured a puppet show, Strega Nona.

Zone 3 The Parksville Lego Club met once with more than 40 attendees, while almost 40 people enjoyed four sessions of Saturday Stitching. A workshop focusing on posture had 31 participants and the Family Literacy Take and Make Craft Kits had 52 children participants.

Port Alberni was a hockey haven in January when Score with Reading held its wind-up party with 12 children, eight adults and nine Bulldogs playing floor hockey at the Glenwood Centre. The branch also participated in Family Literacy Day festivities at the Early Years Centre. In all, 39 children and 30 adults attended the Family Literacy Day event.

Chemainus residents had an opportunity to come out to an Open House to view the plans for their new library and to have their questions answered. The open house was very well attended and people were enthusiastic about the new branch.

Zone 4

In Cowichan, Tales the Whale promoted VIRL at Rogers Hometown Hockey “All Schools’ Day” to an audience of 300 at the Island Savings Centre. Sticking with hockey, the branch’s Score with Reading event brought out 30 kids who played ball hockey with the Cowichan Capitals, and participated in hockey + STEAM activities.

Down south in Sidney, the branch’s Teen Advisory Group had their photo taken in the Peninsula News Review. The branch was also the first in VIRL to host an event as part of our Indigenous Voices initiative. Nine adults, five children, and two teens came out to hear Tsawout Elder Loreena Dulay share her family history.

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Item 6 (a) As part of Family Literacy Week, an exciting new children’s book called Saffron the Slug was launched at the branch to an audience of almost 40 people. South Cowichan hosted five sessions of Art Healing with Francoise Moulin. The event attracted almost 40 people. Zone 5 Gold River, Tahsis, Sayward, Quadra, and Cortes Islands all held a fun-filled Terrible Poetry contest, and Quadra Island had a highly successful Seuss-Fest with more than 62 Seuss-thusiastic attendees. Zone 6 The North Island had some interesting programming in January. Port Hardy held a Simple and Green Living Discussion Group for six people, and Literacy Week Crafts attracted 16 participants. Port McNeill was busy as usual: 33 crafters came out for a session of Cutout Crafts, 12 people enjoyed Create with Lego, and 22 participants enjoyed Collage Creations. Across the water in Sointula, Games Night attracted 26 people over eight sessions. Zone 7 Up in Masset, author Laura Numeroff made Storytime extra special for the 24 children and 11 adults in attendance. 14 adults flexed their creative muscles when they participated in an Altered Book Art Workshop. Virtual Reality became reality for nine adults during Queen Charlotte’s Virtual Reality for Seniors program. Finally, Sandspit hosted two sessions of Primary Robotics to a total of 28 children.

Key Performance Indicators The Key Performance Indicators (KPIs) highlighted below are a year-to-date comparison from January 2017 to January 2018. The full data set is available on the Trustee Portal (www.virltrustee.com). Note: While physical circulation is down 4%, the increase in overall circulation being reported is driven from online circulation. Collections has changed the way it reports on database use, which has caused an inflated number in comparison to 2017. In addition, we had limited Facebook numbers last January, so this is also contributing.

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Item 6 (a)

The above points should be considered when reviewing VIRL’s circulation statistics presented below.

System-w ide From January 2017 – January 2018, the following highlights are of note:

• Membership increased by 3%;• The use of Wi-Fi increased by 43% system-wide;• Children’s Literacy Station use rose by 11%;• Circulation (physical and digital combined) was up 13%; and• The elibrary continued to grow in popularity and use:

o 27% increase in virtual visitors; ando 38% increase in the number of people who accessed our eLibrary.

Zone 1 Bella Coola

• 203% increase in WiFi use; and• Circulation (physical and digital combined) was up 8%.

Gabriola Island saw steady increases in the following areas: • Membership rose by 4%;• 8% increase in the number of programs and a 22% increase in attendance;• 18% rise in children’s programming which correlated to a 23% increase in attendance;• WiFi use was up 233%;• Circulation (physical and digital combined) was up 16%; and• 13% increase in the use of Children’s Literacy Stations.

Ladysmith • 7% increase in visitors;• Circulation (physical and digital combined) was up 21%; and• 231% increase in WiFi use.

Nanaimo Harbourfront highlights include: • 4% increase in membership;• Circulation (physical and digital combined) was up 10%; and• WiFi use was up 44%.

Nanaimo North opened its physical and digital doors wide in January: • 17% increase in membership;• 23% increase in visitors;• 11% increase in program attendance;• 26% increase in the number of children attending programs;• Circulation (physical and digital combined) was up 22%; and• 50% increase in WiFi use.

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Item 6 (a)

Nanaimo Wellington continues to gain momentum after reopening in the spring 2017: • 14% rise in program attendance;• 32% rise in children’s program attendance;• 826% increase in WiFi use; and• 41% increase in the use of Children’s Literacy Stations.

Zone 2 Comox had a strong rise in membership:

• 7% increase in membership; and• Circulation (physical and digital combined) was up 16%.

Courtenay’s notable gains include: • 24% rise in WiFi use;• Circulation (physical and digital combined) was up 9%; and• 12% greater use of Children’s Literacy Stations.

Cumberland saw strong gains in both membership and program attendance year-over-year: • 6% increase in membership;• 36% increase in program attendance;• Circulation (physical and digital combined) was up 7%; and• 63% rise in children’s program attendance.

Hornby Island • 3% increase in membership;• Circulation (physical and digital combined) was up 26%; and• 46% increase in WiFi use.

Union Bay • 23% increase in membership; and• WiFi was up by 119%.

Zone 3 Bowser

• 6% more visitors; and• Circulation (physical and digital combined) was 29%.

Parksville • 13% rise in the number of programs;• 67% jump in WiFi use;• Circulation (physical and digital combined) was up 16%; and• 19% increase in Children’s Literacy Station use.

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Item 6 (a) Port Alberni saw notable gains in the following areas:

• Membership rose by 3%; • Visitors were up 10%; • Circulation (physical and digital combined) rose by 10%; • WiFi usage increased by 50%; and • Children’s Literacy Station use increased by 48%.

Qualicum Beach • 26% increase in visitors; and • Circulation (physical and digital combined) was up 19%.

Tofino

• Circulation (physical and digital combined) was up 11%. Ucluelet fared very well:

• 10% increase in membership; • 100% increase in number of programs to 58% more attendees; and • 100% increase in number of children’s programs to 25% more attendees.

Zone 4 Chemainus’ exceptionally strong numbers need to be considered in the context that programming was very sparse in 2017.

• 87% rise in visitors; • 100% increase in the number of programs (there was 1 program in January 2017); • 11,000% in program attendance (one person was recorded in January 2017); • 9,900% in children’s program attendance (1 person was recorded in 2017); • Circulation (physical and digital combined) was up 32%; and • WiFi use was up 213%.

Cowichan had an extremely strong showing year-over-year:

• Membership was up 4%; • Programming was up 12% and attendance soared by 167%; • Children’s programming was up 75% and attendance leapt by 356%; • Circulation (physical and digital combined) was up 16%; • WiFi use jumped by 35%; and • Children’s Literacy Station use rose by 16%.

Cowichan Lake had great programming numbers:

• 175% increase in the number of programs and a 107% jump in attendance; • 233% more children’s programming and 100% more attendees; • Circulation (physical and digital combined) was up 13%; and • 77% increase in WiFi use.

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Item 6 (a)

Port Renfrew had a strong showing, with the following highlights: • Visitors were up 32%;• WiFi use increased by 215%;• Circulation (physical and digital combined) was up 20%; and• Children’s Literacy Station use increased by 50%.

Sidney/North Saanich • Programming jumped by 27%;• Circulation (physical and digital combined) was up 15%; and• WiFi use saw a 79% increase.

Sooke • Membership rose by 4%;• Visitors leapt by 13%; and• 33% increase in WiFi usage.

South Cowichan did very well in terms of program attendance: • Membership rose by 4%;• Program attendance rose by 17% and children’s program attendance increased by an

impressive 114%; and• Circulation (physical and digital combined) was up 18%.

Zone 5 Campbell River

• Children’s programming rose by 86%;• Circulation (physical and digital combined) was up 11%; and• Children’s Literacy Station use increased by 24%.

Cortes Island • 39% increase in WiFi use.

Gold River • 354%increase in WiFi use; and• 45% rise in Children’s Literacy Stations usage.

Quadra Island • 3% increase in the number of visitors;• Circulation (physical and digital combined) was up 24%; and• 27% greater use of WiFi.

Sayward opened on January 26, 2018 at its temporary location. • Circulation (physical and digital combined) was up 5%.

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Item 6 (a)

Tahsis • Membership was up 10% from January to January; and• WiFi use jumped by 12%.

Zone 6 Port Alice

• 5% jump in library visitors; and• Children’s Literacy Station use skyrocketed by 208%.

Port Hardy saw a meteoric rise in the number of branch visitors: • 83% increase in visitors; and• Circulation (physical and digital combined) was up 8%.

Port McNeil was an extremely busy branch this reporting period: • Library visitors grew by 109%;• The number of programs grew by 67%, as did the number of children’s programs;• Circulation (physical and digital combined) was up 5%; and• WiFi use increased by 132%.

Sointula brought more programs to a lot more people. • 5% rise in membership;• 34% increase in visitors;• 67% increase in the number of programs, correlated to 95% increase in program

attendance;• 100% increase in children’s program attendance; and• Circulation (physical and digital combined) was up 21%.

Woss • Library visitors grew by 45%;• A 100% rise in the number of programs led to a 325% surge in attendance;• A 100% rise in children’s programming brought in 400% more people; and• WiFi use was up 146%.

Zone 7 Masset had a strong showing January to January.

• Increase in membership of 3%;• Program attendance was up 85% with 100% more actual programs;• 233% more children’s programs brought in 127% more people; and• Circulation (physical and digital combined) was up 13%.

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Item 6 (a)

Port Clements also fared very well. • Membership rose by 4%;• On the program side, 86% more programs to led to an attendance increase of 117%;• In the case of children’s programs, 500% more programs brought in 371% more

people; and• Circulation (physical and digital combined) was up 37%.

Queen Charlotte • 4% increase in membership;• Circulation (physical and digital combined) was up 19%; and• 32% jump in WiFi use.

Sandspit saw monumental gains in the number of visitors through its doors • Library visitors increased enormously, by 579%.

Respectfully submitted,

David Carson Director, Corporate Communications and Strategic Initiatives

Rosemary Bonanno, BA MLS Executive Director

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Item 7 (a)

Audit Service Plan

Recommendation The Executive Committee recommends:

That the Audit Service Plan be received by the Board of Trustees.

Background Each year management prepares Consolidated Financial Statements which, under 26 (2) of the Library Act must be audited. Preparation of the Financial Statements is management’s responsibility and includes the exercise of significant accounting judgments and estimates in accordance with Canadian Public Sector Accounting Standards. Financial Statements must represent fairly in all material respects the financial position of Vancouver Island Regional Library (VIRL). In doing so, management selects the appropriate accounting principles and methods, and makes decisions affecting the measurement of transactions in which objective judgment is required.

Auditors are engaged by and on behalf of the Board to review management’s work in this regard and to provide an opinion on the Consolidated Financial Statements based on their findings. The audit is conducted in accordance with Canadian generally accepted auditing standards in order to obtain reasonable assurance about whether the Consolidated Financial Statements are free from material misstatement. The Auditors report to the Board, not to management, in order to provide the Board and specifically the Executive Committee with assurance that management is preparing statements in a fair manner.

The Audit Service Plan has been prepared by the engaged firm of MNP LLP and is attached hereto for review and receipt by the Executive Committee. Cory Vanderhorst, the partner in charge of the audit for VIRL will make himself available to answer questions on the process if required. The audited financial statements are presented to the Executive Committee in April and the Board in May.

Changes to Current Accounting Standards

There are no new accounting standards effective for the 2017 year-end.

Materiality

The Auditors propose to use a materiality level of $700,000 for audit planning purposes.

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Item 7 (a)

Materiality is used to assess the significance of misstatements or omissions that may be identified during the audit and to determine the level of audit testing that is carried out. In determining the scope for the audit the following factors are considered by the Auditors:

• The size, complexity and growth of VIRL;

• Changes within the organization, management or accounting systems; and

• Concerns expressed by management.

Materiality for the previous year was $700,000.

Relationship to the Strategic Plan

Stewardship & Accountability: We have been entrusted with public resources, and we optimize these resources through responsible and effective management and fiscal integrity.


Joel Adams, CPA CA Director of Finance


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Vancouver Island Regional LibraryAudit Service Plan

Year Ending December 31, 2017For presentation at the Board of Directors Meeting

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November 3, 2017

The Board of Directors of Vancouver Island Regional Library

Dear Members of the Board of Directors:

We are pleased to present our Audit Service Plan for Vancouver Island Regional Library (the "Regional Library").In this plan we describe MNP’s audit approach, our engagement team, the scope of our audit and a timeline ofanticipated deliverables. We are providing this Audit Service Plan to the Board of Directors on a confidentialbasis. It is intended solely for the use of the Board of Directors and is not intended for any other purpose.Accordingly, we disclaim any responsibility to any other party who may rely on this report.

Our engagement will include an audit of the Regional Library’s consolidated financial statements for the yearended December 31, 2017, prepared in accordance with Canadian public sector accounting standards. Our auditwill be conducted in accordance with Canadian generally accepted auditing standards.

At MNP, our objective is to perform an efficient, high quality audit which focuses on those areas that areconsidered higher risk. We adhere to the highest level of integrity and professionalism. We are dedicated tomaintaining open channels of communication throughout this engagement and will work with management tocoordinate the effective performance of the engagement. Our goal is to exceed the Board of Directors’sexpectations and ensure you receive outstanding service.

Our Engagement Letter has also been included along with this report. Our Engagement Letter is the formalwritten agreement of the terms of our audit engagement as negotiated with management and outlines ourresponsibilities under Canadian generally accepted auditing standards.

We look forward to discussing our audit service plan with you and look forward to responding to any questionsyou may have.

Sincerely,

MNP LLPChartered Professional Accountants

CV/cr

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CONTENTS

OVERVIEW................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................1

TOPICS FOR DISCUSSION................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................1

KEY CHANGES AND DEVELOPMENTS................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................1

MNP’S AUDIT PROCESS................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................2

AUDIT MATERIALITY................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................2

TIMING OF THE AUDIT................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................3

AUDIT TEAM................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................3

FEES AND ASSUMPTIONS................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................4

AUDITOR INDEPENDENCE................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................4

APPENDICES................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................5

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Tammy.McQuay

Text Box

6

OVERVIEW

To make strategic business decisions with confidence, your stakeholders and the Board of Directors ofVancouver Island Regional Library need relevant, reliable and independently audited financial information. Butthat’s not all. You need an audit team that can deliver insight beyond the numbers and enhance VancouverIsland Regional Library’s strategic planning and implementation processes so you can embrace newopportunities while effectively managing risk. Our senior team members have extensive knowledge of yourindustry from many years of experience in the public sector. Our audit strategy is risk based, and takes intoaccount the limitations and opportunities you encounter each day, allowing our recommendations to beimplemented with greater ease. Committed to your success, MNP delivers meaningful, reliable financialinformation to not only help you fulfill your compliance obligations, but also to achieve your key strategic goals.

Our Audit Service Plan outlines the strategy we will follow to provide Vancouver Island Regional Library’s Boardof Directors with our Independent Auditors’ Report on the December 31, 2017 financial statements.

TOPICS FOR DISCUSSION

We are committed to providing superior client service by maintaining effective two-way communication.

Topics for discussion include, but are not limited to:

Changes to your business operations and developments in the financial reporting and regulatory

environment

Business plans and strategies

The management oversight process

Fraud:

How could it occur?

Risk of fraud and misstatement?

Actual, suspected or alleged fraud?

Your specific needs and expectations

Audit Service Plan

Any other issues and/or concerns

KEY CHANGES AND DEVELOPMENTS

Based on our knowledge of the Regional Library and our discussions with management, we have noted therecent developments set out below. Our audit strategy has been developed giving consideration to these factors.

Issues and Developments Summary

New reporting developments PS 2200 Related Party Disclosures (New)

PS 3210 Assets (New)

PS 3320 Contingent Assets (New)

PS 3380 Contractual Rights (New)

PS 3420 Inter-entity Transactions (New)

PS 3430 Restructuring Transactions (New)

Detailed information on Key Changes and Developments are included as Appendix A.

December 31, 2017 Audit Service Plan – Vancouver Island Regional Library Page 1

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MNP’S AUDIT PROCESS

MNP’s audit methodology, “The MAP”, is a risk based audit approach that is divided into four separate stages:Pre-planning, Planning and Risk Assessment, Risk Response and Completion and Reporting. Our audit processfocuses on significant risks identified during the pre-planning and planning and risk assessment stage, ensuringthat audit procedures are tailored to your specific circumstances and appropriately address those risks.

The Board of Directors is responsible for approval of the consolidated financial statements and Regional Librarypolicies, and for monitoring management’s performance. The Board of Directors should consider the potential formanagement override of controls or other inappropriate influences, such as earnings management, over thefinancial reporting process. The Board of Directors, together with management, is also responsible for theintegrity of the accounting and financial reporting systems, including controls to prevent and detect fraud andmisstatement, and to monitor compliance with relevant laws and regulations.

Effective discharge of these respective responsibilities is directed toward a common duty to provide appropriateand adequate financial accountability, and quality financial disclosure.

More detailed discussion about MNP’s audit process is provided in Appendix B.

AUDIT MATERIALITY

Materiality is an important audit concept. It is used to assess the significance of misstatements or omissions thatare identified during the audit and is used to determine the level of audit testing that is carried out. Specifically, amisstatement or the aggregate of all misstatements in consolidated financial statements as a whole (and, ifapplicable, for particular classes of transactions, account balances or disclosures) is considered to be material ifit is probable that the decision of the party relying on the consolidated financial statements, who has reasonableunderstanding of business and economic activities, will be changed or influenced by such a misstatement or theaggregate of all misstatements.

The scope of our audit work is tailored to reflect the relative size of operations of the Regional Library and ourassessment of the potential for material misstatements in the Regional Library’s consolidated financialstatements as a whole (and, if applicable, for particular classes of transactions, account balances ordisclosures). In determining the scope, we emphasize relative audit risk and materiality, and consider a numberof factors, including:

The size, complexity, and growth of the Regional Library;

Changes within the organization, management or accounting systems; and

Concerns expressed by management.

Judgment is applied separately to the determination of materiality in the audit of each set of consolidatedfinancial statements (and, if applicable, for particular classes of transactions, account balances or disclosures)and is affected by our perception of the financial information needs of users of the financial statements.


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In this context, it is reasonable to assume that users understand that financial statements are prepared,presented and audited to levels of materiality; recognize uncertainties inherent in the measurement of amountsbased on the use of estimates, judgment and consideration of future events; and make reasonable economicdecisions based on the financial statements. The foregoing factors are taken into account in establishing themateriality level.

We propose to use $700,000 as overall materiality for audit planning purposes.

TIMING OF THE AUDIT

Based on the audit planning performed and areas of audit risks identified, the following timelines for keydeliverables have been discussed and agreed upon with management:

KEY DELIVERABLE EXPECTED DATE

Delivery of December 31, 2017 Audit Service Plan to Board ofDirectors

November 2017

Interim procedures November 2017

Year-end fieldwork procedures March 2018

Draft year-end consolidated financial statements to be discussedwith management

March 2018

Presentation of December 31, 2017 Audit Findings Report to theBoard of Directors

April 2018

Issuance of Independent Auditors' Report April 2018

AUDIT TEAM

In order to ensure effective communication between Board of Directors and MNP, we outline below the keymembers of our audit team that will be responsible for the audit of Vancouver Island Regional Library and therole they will play:

NAME POSITION

Cory Vanderhorst, CPA, CA Engagement Partner

Debbie Bass, CPA, CA Concurring Partner

James Kungel, CPA, CA Tax Partner

Mike Bonkowski, CPA, CA, Clayton Cameron & CPA Student Audit Team

In order to serve you better and meet our professional responsibilities, we may find it necessary to expand ouraudit team to include other MNP professionals whose consultation will assist us to evaluate and resolvecomplex, difficult and/or contentious matters identified during the course of our audit. Any changes to the auditteam will be discussed with you to ensure a seamless process and that all concerned parties’ needs are met.


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FEES AND ASSUMPTIONS

Our audit fees for the year ended December 31, 2017 are estimated to be the following, exclusive of applicabletaxes:

DECEMBER 31, 2017 DECEMBER 31, 2016ESTIMATE ACTUAL

Base audit fee 19,500 19,000

Preparation of T2 Corporate Income Tax Return 250 250

Bookkeeping assistance - 600

Administrative - 5% 988 993

Total 20,738 20,843

Our audit fees are based on our estimated audit hours which consider our expectations of required work and ourknowledge of the Regional Library. These estimated hours rely on the following assumptions:• No significant deficiencies in internal controls which cause procedures to be extended• No major unadjusted misstatements or un-reconciled balances• Significantly all adjusting entries are completed prior to trial balance and journal entries being provided toaudit team• All management and required staff are available as needed• Information and working papers required, as outlined in our letter of fiscal year-end requirements, areprovided in the mutually agreed form and timing• There are no changes to the agreed upon audit timetable and reporting requirements

If any significant issues arise during the course of our audit work which indicate a possibility of increasedprocedures or a change in the audit timetable, these will be discussed with management by the engagementpartner so a mutually agreeable solution can be reached.

Pursuant to our billing policy, we will issue interim bills as follows:a) On delivery of the audit service plan 50% of the estimated fee;b) At the start of year-end field work, 25% of the estimated fee;c) Upon the delivery of the final consolidated financial statements and independent auditors' report, the balance.

AUDITOR INDEPENDENCE

An essential aspect of all our services to the Regional Library is an independent viewpoint, which recognizes thatour responsibilities are to the members. While the concept of independence demands a questioning andobjective attitude in conducting our audit, it also requires the absence of financial or other interests in theRegional Library. In accordance with our firm’s policy, and the Rules of Professional Conduct, which govern ourprofession, neither MNP nor any of its team members assigned to the engagement or any of its partners, arepermitted to have any involvement in or relationship with the Regional Library that would impair independence orgive that appearance. As auditors, we subscribe to the highest standards and are required to discuss theauditors’ independence with the Board of Directors on an annual basis. Under the standard an auditor shall:

Disclose to the Board of Directors in writing, all relationships between the auditor and the Regional

Library that in the auditors’ professional judgment may reasonably be thought to bear on our

independence;


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Confirm in writing that, in its professional judgment, MNP is independent within the meaning of the Rules

of Professional Conduct of the Chartered Professional Accountants of British Columbia; and,

Discuss the auditors’ independence with the Board of Directors.

We are not aware of any relationships between our Firm and the Regional Library during the year that, in ourprofessional judgment, may reasonably be thought to bear on our independence. We hereby confirm that we areindependent auditors with respect to the Regional Library.

During the course of the audit, we will communicate any significant new matters that come to our attention that,in our professional judgment, may reasonably be thought to bear on our independence. At the completion of ouraudit, we will reconfirm our independence.

We look forward to discussing with you the matters addressed above. We will be prepared to answer anyquestions you may have regarding our independence, as well as any other matters of interest to you.


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APPENDIX A - New and Proposed Reporting Developments

PS 2200 Related Party Disclosures (New)In March 2015, the Public Sector Accounting Board (PSAB) issued a new standard, PS 2200 Related PartyDisclosures.

This new Section defines a related party and established disclosures required for related party transactions.Disclosure of information about related party transactions and the relationship underlying them is required whenthey have occurred at a value different from that which would have been arrived at if the parties were unrelated,and they have, or could have, a material financial effect on the financial statements.

This Section is effective for fiscal years beginning on or after April 1, 2017. Early adoption is permitted.

PS 3210 Assets (New)In June 2015, new PS 3210 Assets was included in the CPA Canada Public Sector Accounting Handbook (PSAHB). The new Section provides guidance for applying the definition of assets set out in PS 1000 FinancialStatement Concepts. The main features of this standard are as follows:

Assets are defined as economic resources controlled by a government as a result of past transactions or

events and from which future economic benefits are expected to be obtained.

Economic resources can arise from such events as agreements, contracts, other government’s

legislation, the government’s own legislation, and voluntary contributions.

The public is often the beneficiary of goods and services provided by a public sector entity. Such assets

benefit public sector entities as they assist in achieving the entity's primary objective of providing public

goods and services.

A public sector entity’s ability to regulate an economic resource does not, in and of itself, constitute

control of an asset, if the interest extends only to the regulatory use of the economic resource and does

not include the ability to control access to future economic benefits.

A public sector entity acting as a trustee on behalf of beneficiaries specified in an agreement or statute is

merely administering the assets, and does not control the assets, as future economic benefits flow to the

beneficiaries.

An economic resource may meet the definition of an asset, but would not be recognized if there is no

appropriate basis for measurement and a reasonable estimate cannot be made, or if another Handbook

Section prohibits its recognition. Information about assets not recognized should be disclosed in the

notes.

The standard is effective for fiscal years beginning on or after April 1, 2017. Earlier adoption is permitted.

PS 3320 Contingent Assets (New)In June 2015, new PS 3320 Contingent Assets was included in the CPA Canada Public Sector AccountingHandbook (PSA HB). The new Section establishes disclosure standards on contingent assets. The mainfeatures of this standard are as follows:

Contingent assets are possible assets arising from existing conditions or situations involving uncertainty.

That uncertainty will ultimately be resolved when one or more future events not wholly within the public

sector entity's control occurs or fails to occur. Resolution of the uncertainty will confirm the existence or

non-existence of an asset.

Passing legislation that has retroactive application after the financial statement date cannot create an

existing condition or situation at the financial statement date.

Elected or public sector entity officials announcing public sector entity intentions after the financial

statement date cannot create an existing condition or situation at the financial statement date.

Disclosures should include existence, nature, and extent of contingent assets, as well as the reasons for

any non-disclosure of extent, and the bases for any estimates of extent made.


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When a reasonable estimate can be made, disclosure should include a best estimate and a range of

possible amounts (or a narrower range of more likely amounts), unless such a disclosure would have an

adverse impact on the outcome.


PS 3380 Contractual Rights (New)In June 2015, new PS 3380 Contractual Rights was included in the CPA Canada Public Sector AccountingHandbook (PSA HB). This new Section establishes disclosure standards on contractual rights, and does notinclude contractual rights to exchange assets where revenue does not arise. The main features of this standardare as follows:

Contractual rights are rights to economic resources arising from contracts or agreements that will result

in both an asset and revenue in the future.

Until a transaction or event occurs under a contract or agreement, an entity only has a contractual right

to an economic resource. Once the entity has received an asset, it no longer has a contractual right.

Contractual rights are distinct from contingent assets as there is no uncertainty related to the existence

of the contractual right.

Disclosures should include descriptions about nature, extent, and timing.


PS 3420 Inter-entity Transactions (New)In March 2015, the Public Sector Accounting Board (PSAB) issued new PS 3420 Inter-entity Transactions.

The new Section establishes standards on how to account for and report transactions between public sectorentities that comprise a government’s reporting entity from both a provider and recipient perspective. The mainfeatures of the new Section are:

Under a policy of cost allocation, revenues and expenses are recognized on a gross basis.

Transactions are measured at the carrying amount, except in specific circumstances.

A recipient may choose to recognize unallocated costs for the provision of goods and services and

measure them at the carrying amount, fair value or other amount dictated by policy, accountability

structure or budget practice.

The transfer of an asset or liability for nominal or no consideration is measured by the provider at the

carrying amount and by the recipient at the carrying amount or fair value.

Inter-entity transactions are considered in conjunction with PS 2200 Related Party Disclosures.


PS 3430 Restructuring Transactions (New)In June 2015, new PS 3430 Restructuring Transactions was included in the CPA Canada Public SectorAccounting Handbook (PSA HB). The new Section establishes disclosure standards on contingent assets. Themain features of this standard are as follows:

A restructuring transaction is defined separately from an acquisition. The key distinction between the two

is the absence of an exchange of consideration 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.

Individual assets and liabilities transferred in a restructuring transaction are derecognized by the

transferor at their carrying amount and recognized by the recipient at their carrying amount with

applicable adjustments.

The increase in net assets or net liabilities resulting from recognition and derecognition of individual

assets and liabilities received from all transferors, and transferred to all recipients in a restructuring

transaction, is recognized as revenue or as an expense.


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Restructuring-related costs are recognized as expenses when incurred.

Individual assets and liabilities received in a restructuring transaction are initially classified based on the

accounting policies and circumstances of the recipient at the restructuring date.

The financial position and results of operations prior to the restructuring date are not restated.

Disclosure of information about the transferred assets, liabilities and related operations prior to the

restructuring date by the recipient is encouraged but not required.

The Section is effective for new restructuring transactions that occur in fiscal periods beginning on or after April1, 2018. Earlier application is permitted.


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APPENDIX B – The Audit Process

Our Plan

Our overall audit strategy is risk-based and controls-oriented. Assessment and identification of risk is performedcontinuously throughout the audit process. We focus on the risks that have a potential impact on the financialaccounting systems and subsequent financial reporting.

Our overall audit strategy does not, and is not intended to involve the authentication of documents, nor are ourteam members trained or expected to be experts in such authentication. Unless we have reason to believeotherwise, we accept records and documents as genuine. The subsequent discovery of a material misstatementresulting from fraud does not, in and of itself, indicate a failure to comply with Canadian generally acceptedauditing standards.

Audit Procedures

To meet our responsibilities in accordance with Canadian generally accepted auditing standards, our auditexamination includes:

Obtaining an understanding of the entity and its environment, including its controls, in order to identify and

assess the risk that the consolidated financial statements contain material misstatements due to fraud or

misstatement;

Assessing the adequacy of and examining, on a test basis, the key controls over significant transaction

streams and over the general organizational and computer environments;

Assessing the systems used to ensure compliance with applicable legislative and related authorities

pertaining to financial reporting, revenue raising, borrowing, and investing activities;

Examining, on a test basis, evidence supporting the amounts and disclosures in the consolidated financial

statements;

Assessing the appropriateness and consistency of accounting principles used and their application;

Assessing the significant estimates used by management; and,

Assessing the entity’s use of the going concern assumption in the preparation of the consolidated financial

statements.

As part of our planning process, we will also undertake to inform the Board of Directors of concerns relating tomanagement’s implementation and maintenance of controls, and the effects of any such concerns on the overallstrategy and scope of the audit. These concerns might arise from the nature, extent and frequency ofmanagement’s assessments of controls in place to detect fraud and misstatement, and of the risk that theconsolidated financial statements may be misstated; from a failure by management to appropriately addresssignificant deficiencies in controls identified in prior audits; and, from our evaluation of the Regional Library’scontrol environment, and management’s competence and integrity.

Overall Reliance

In general, there are three levels of reliance that we can place on controls, or the absence thereof:

Low/None – where we cannot rely on controls because they are weak or absent, or where it is deemed to bemore efficient to carry out a high level of direct substantive tests of transactions and balances. Audit evidence isprimarily obtained through detailed verification procedures and sufficient substantive tests of details andtransactions.

Moderate – where there are some deficiencies in systems application or procedural controls, or where it isdeemed to be inefficient to test systems application controls, but where we can test and rely on the managementmonitoring systems in place to detect and correct material misstatements in the financial reporting systems.Testing of controls is supplemented with a moderate level of substantive tests of details and transactions.


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APPENDIX B – The Audit Process (continued from previous page)

High – where a high degree of control is in place in the areas of management monitoring controls AND systemsapplication and procedural controls. Our audit work focuses on testing both management monitoring andsystems application and procedural controls, and is supplemented with a low level of substantive tests of detailsand transactions.

For the December 31, 2017 audit, we are planning to place low/no reliance on the Regional Library’s accountingsystems. This level of reliance is consistent with the prior year, and will involve substantive tests of transactionsand balances.

As part of our audit work we will update our understanding of the entity and its environment, including thecontrols relevant to our audit of the principal transaction cycles, sufficient to identify and assess the risks ofmaterial misstatement of the consolidated financial statements resulting from fraud or misstatement. This will beaccomplished through inquiries with management and others within the entity, analytical procedures andobservation and inspection. Furthermore, we will consider whether effective controls have been established toadequately respond to the risks arising from the use of IT or manual systems and test the operation of thosecontrols to an extent sufficient to enable us to reduce our substantive work. Our review of the Regional Library’scontrols will not be sufficient to express an opinion as to their effectiveness or efficiency. Although we will providethe Board of Directors with any information about significant deficiencies in internal control that have come to ourattention, we may not be aware of all the significant deficiencies in internal control that do, in fact, exist.

Inherent Limitations in the Auditing Process

An auditor cannot obtain absolute assurance that material misstatements in the consolidated financialstatements will be detected due to factors such as the use of significant judgment regarding the gathering ofevidence and the drawing of conclusions based on the audit evidence acquired; the use of testing of the dataunderlying the consolidated financial statements; inherent limitations of controls; and, the fact that much of theaudit evidence available to the auditor is persuasive, rather than conclusive in nature.

Because of the nature of fraud, including attempts at concealment through collusion and forgery, an auditdesigned and executed in accordance with Canadian generally accepted auditing standards may not detect amaterial fraud. While effective controls reduce the likelihood that misstatements will occur and remainundetected, they do not eliminate that possibility. Therefore, the auditor cannot guarantee that fraud,misstatements and non-compliance with laws and regulations, if present, will be detected when conducting anaudit in accordance with Canadian generally accepted auditing standards.

The likelihood of not detecting material misstatements resulting from management fraud is greater than foremployee fraud, because management is in a position to manipulate records, present fraudulent information oroverride controls.

We will inform the appropriate level of management or Board of Directors with respect to identified:

Misstatements resulting from errors, other than clearly trivial misstatements;

Fraud, or any information obtained that indicates that fraud may exist;

Evidence obtained that indicates non-compliance or possible non-compliance with laws and regulations,

other than that considered inconsequential;

Significant deficiencies in the design or implementation of controls to prevent and detect fraud or

misstatement; and

Related party transactions that are not in the normal course of operations and that involve significant

judgments made by management concerning measurement or disclosure.

Our concern as auditors is with material misstatements, and thus, we are not responsible for the detection ofmisstatements that are not material to the consolidated financial statements taken as a whole.


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Item 7 (b)

January 2018 Finance Report

Recommendation The Director of Finance, in consultation with the Executive Director, recommends:

That the January 2018 Finance Report be received by the Board of Trustees.

Background Results to January 31, 2018 are presented for information. These reports do not follow the same format as annual audited statements as the focus is more on day to day operations. VIRL’s revenues are predictable and therefore accurately represented. The January financial results reflect that operational revenues are in line with expectations and that expenditures are below budget.

The operating deficit as at January 31 is $27,146. At the end of January, $38,762 in reserve-funded expenditures had been made but no corresponding transfers from the reserves have been recognized in revenue, as transfers are made when projects are substantially complete. Additionally, certain expenditures such as insurance and software licensing are paid on an annual basis at the beginning of the year.

Statement 1 – Balance Sheet

At the end of January, the balance sheet shows that VIRL continues to have healthy reserves and sufficient operational funds. Cash and investments were approximately $5.4 million at the end of January. The reserve balance stands at $6.2 million. The refundable deposits relate primarily to security deposits included in rental agreements. Accounts receivable other relates primarily to refundable GST, while accounts receivable – assessments relate to quarterly assessments which have not been received, but for which corresponding revenue has been recognized. We continue to maintain a small inventory of promotional sale items, and prepaid expenses represent the portion of contracts and other items that have been paid in 2018 but relate to services in future years.

The accounts payable balance at December 31 represents our current commitments at this date. Wages and deductions payable relate to accrued salaries and benefits. MFA Long Term Debt relates to borrowings incurred for capital projects at the Nanaimo North, Nanaimo Harbourfront and Lake Cowichan branches.

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Item 7 (b)

The surplus/equity section reflects capital accounts in order to present amortization as required by Public Sector accounting standards. Currently, approximately $18.5 million of our $44.5 million in assets have been amortized. The cost to replace those assets would be significantly above the original cost due to inflation. Long term plans need to provide funding for these replacements. We are now in year eight of a fifteen-year funding requirement. Regular replacement of our base materials puts VIRL in a good position for the future.

Statements 2, 3, 4 - Revenue and Expenditures

January represents the first of twelve months, so the target expenditures to date are 8%. Significant items affecting the operating deficit at the end of January include:

• Total expenditures are below budget, representing 5% of total budget for the year;• Operating expenditures are in line with budget at 8% of total budget for the year;• A total of $38,762 in reserve funded expenditures has been made, of which none has been

recognized in revenue upon substantial completion of projects;• Levies to members are recognized on a monthly basis and represent 8% of the annual

budget;• None of the Provincial grants for the year have been received as of yet;• Wages and benefit costs are below budget at 7%;• Office, Postage, Utilities, Maintenance, Travel, and Training are under budget;• Insurance is over budget as the insurance for the year is paid at the beginning of the year;• Branch costs are under budget and at reasonable levels;• Computer costs are above budget due to annual costs paid at the start of the year as well

as costs related to the delivery of library services, and a continued investment intechnology; and

• Library Materials are slightly over budget, consistent with our method of purchasingmaterials, which is higher at the beginning of the year.

Conclusion

VIRL’s finances indicate that results are in line with expectations and significant projects are currently either complete or underway.




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Statement 1

ASSETSCash and Investments 5,451,653Refundable Deposits 18,978Accounts Receivable, Assessments 1,266,341Accounts Receivable, Other 48,301Inventory 10,573Prepaid Expenses 394,438Current Assets 7,190,285Buildings 19,690,580 Accumulated Amortization - Buildings (2,486,743) 17,203,837Furniture and Equipment 5,000,279 Accumulated Amortization - Furniture and Equipment (3,442,744) 1,557,535Computer Equipment 3,823,649 Accumulated Amortization - Computer Equipment (3,414,775) 408,875Vehicles 366,449 Accumulated Amortization - Vehicles (244,842) 121,608Books 13,841,966 Accumulated Amortization - Books (7,934,410) 5,907,555Leasehold Improvements 1,524,696 Accumulated Amortization - Leasehold Improvements (1,001,731) 522,965Land 295,731Fixed Assets 26,018,106Total Assets 33,208,391

LIABILITIES Accounts Payable 44,079Wages & Deductions Payable 1,280,685Friends Groups Fundraising 16,327Deferred Revenue Fundraising 167,457Reserves 6,158,243MFA Long Term Debt 16,116,328Total Liabilities 23,783,119

SURPLUS / EQUITYOpening Surplus (16,565,885) (16,565,885)Surplus (Deficit) Year to Date - (27,146)Current Year excluding Amortization (27,146) Total Surplus to Date (16,593,032)

26,018,304

Total Surplus - Equity in Assets 9,425,272

TOTAL Liabilities Surplus Equity 33,208,391

Equity in Assets

January 31, 2018Unaudited

VANCOUVER ISLAND REGIONAL LIBRARYCONSOLIDATED BALANCE SHEET

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Statement 2

UNAUDITED

ANNUAL ACTUAL YTD =BUDGET YTD 8% Variance

$ $ $REVENUELevies to Members 22,092,087 1,841,007 8% (20,251,079) Provincial Grant Revenue 1,307,232 - 0% (1,307,232) General Revenue 70,000 4,535 6% (65,465) Library Generated Revenue 498,592 39,908 8% (458,685)

23,967,911 1,885,450 8% (22,082,461)

Draws on Reserves 4,270,000 - 0% (4,270,000) Grant Revenue - 108 5% 108 Borrowed Funds 8,250,000 - 0% (8,250,000)

36,487,911 1,885,558 5% (34,602,353)

EXPENDITURES

Operating Expenditures 24,950,837 1,873,942 8% 23,076,895 Projects and Reserve Spending 11,537,074 38,762 0% 11,498,312

36,487,911 1,912,705 5% 34,575,207

NET POSITION (0) (27,146) (27,146)

VANCOUVER ISLAND REGIONAL LIBRARYOPERATING FUND

STATEMENT OF REVENUE AND EXPENDITURE

For The 1 Month Ending January 31, 2018

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Statement 3

ANNUAL ACTUAL YTD = BUDGET YTD 8% VARIANCE

Wages & Benefits 13,713,408 973,171 7% 12,740,237Office, Photocopier & Supplies 222,022 4,583 2% 217,439Postage, Mail & Courier 105,579 1,708 2% 103,872Utilities and Telecommunications 119,669 1,666 1% 118,003Computer Costs 435,058 41,823 10% 393,235Building and Equipment Maint. 139,239 7,408 5% 131,831Travel and Vehicle Operation 307,758 9,273 3% 298,485Training and Workshops 56,023 3,189 6% 52,834Consulting and Professional Fees 224,625 0 0% 224,625Insurance 130,000 119,404 92% 10,596Promotion and Advertising 97,736 1,651 2% 96,085Branch Discretionary Material 119,528 5,167 4% 114,361Appropriations 2,961,126 250,481 8% 2,710,645Branch Costs 3,693,577 192,672 5% 3,500,905Library Materials 2,546,021 251,360 10% 2,294,661Bank and Service Charges 79,468 7,065 9% 72,403Fundraising - 1,945 0% (1,945)Grant Expenses - 1,375 0% (1,375)

24,950,837 1,873,942 8% 23,076,895

Projects and Reserve Spending 11,537,074 38,762 0% 11,498,312

Total Expenditures 36,487,911 1,912,705 5% 34,575,207

Unaudited

EXPENDITURES BY NATURE OF EXPENSE


VANCOUVER ISLAND REGIONAL LIBRARY

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Statement 4

ANNUAL ACTUAL YTD = 8%BUDGET YTD VARIANCE

Executive Director's Office 445,262 32,619 7% 412,643Board Expenses 103,021 10,744 10% 92,277Systems & Networks 910,662 59,557 7% 851,105Communication Stategic Initiative 505,748 24,689 5% 481,059Technical Services 652,469 52,249 8% 600,220Finance Accounting 647,851 153,143 24% 494,708Purchasing 244,388 13,910 6% 230,479Branch Costs 4,050,692 198,275 5% 3,852,417Shipping & Receiving 368,155 12,998 4% 355,157Employee Benefits 3,010,644 215,610 7% 2,795,034Human Resources 444,632 27,310 6% 417,322Materials 2,566,421 271,244 11% 2,295,177Inter-Library Loans 3,814 98 3% 3,716Library Branch Services 8,035,952 547,695 7% 7,488,256Programs 0 0 5% 0Appropriations 2,961,126 250,481 8% 2,710,645Fundraising 0 1,945 0% (1,945)Grant Expenses 0 1,375 0% (1,375)OPERATING BUDGET 24,950,837 1,873,943 8% 23,076,894

Projects and Reserve Spending 11,537,074 38,762 0% 11,498,312

Total Expenditures 36,487,911 1,912,705 5% 34,575,206

VANCOUVER ISLAND REGIONAL LIBRARY

Unaudited

EXPENDITURES BY DEPARTMENT


45


Item 7 (c)

January 2018 Reserves Report


That the January 2018 Reserves Report be received by the Board of Trustees.

Background The Board is provided with updated Reserves information each meeting. The report shows all activity in the reserves for the year to the date of preparation. Interest earned is credited to each reserve as it is received. As appropriations to reserves are recognized on a monthly basis, as of January 31, 8% of the annual appropriations have been recorded. Transfers from reserves are recorded when projects are substantially complete.

Economic Impact The economic impact of this is in the ability of Vancouver Island Regional Library to meet its long term planning objectives.

Communication Plan None required.

Related to the Strategic Plan This report relates to our strategic priority on communication with stakeholders in general, and to the other priorities where financing to accomplish plans will affect our ability to deliver quality services, facilities and operations.




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Item 7 (c)

Vancouver Island Regional Library Reserve Balances as at January 31, 2018

#60100-2226 Reserve for Outfitting New/Expanded Facilities 2018 Budget Actual To January 31

Previous Year Balance 3,380,838 Contributions into reserve 1,595,299 132,942 Interest earned 1,951 Drawdown for expenditures (3,393,220) January Balance 3,515,730

This reserve is used to fund projects for new and upgraded branches as part of the Consolidated Facilities Master Plan, including construction costs, shelving, furnishings, equipment, and repayment of MFA borrowings.

#60100-2224 Reserve for Long Term Maintenance 2018 Budget Actual To January 31

Previous Year Balance 1,944,216 Contributions into reserve 624,327 52,027 Interest earned 929 Drawdown for Expenditures (1,270,000) January Balance 1,997,172

This reserve, first established in 2005, is funded by the levies under the CFMP. It is dedicated to expenditures related to facilities maintenance, as well as smaller renovations at branches.

#60100-2225 Reserve for Furnishings and Equipment 2018 Budget Actual To January 31

Previous Year Balance 115,760 Contributions into reserve 300,000 25,000 Interest earned 166 Drawdown for expenditures (300,000) January Balance 140,927

This reserve is for the replacement of furnishings and equipment in the branches and Administration.

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Item 7 (c)

#60100-2227 Reserve for Vehicle Replacement

2018 Budget Actual To January 31 Previous Year Balance 47,023 Contributions into reserve 30,000 2,500 Interest earned 54 Drawdown for expenditures January Balance 49,577

This reserve is for the replacement of VIRL’s vehicles. It allows for the replacement of vans and trucks as required. Practice is to replace at 10 years or 300,000 kilometers, whichever occurs first. VIRL maintains a fleet of vehicles of which two were replaced in 2010 with one replaced in each of 2011 and 2012.

#60100-2201 Reserve for Materials

2018 Budget Actual To January 31 Previous Year Balance 10,340 January Balance 10,340 This reserve is funded by under spending in the materials budget. As reported to the Board in September of 2012 the reserve is now dedicated to opening day collections for new branches until it is exhausted.

#60100-2207 Prior Year Reserves

2018 Budget Actual To January 31 Previous Year Balance 2,488 Drawdown for expenditures - January Balance 2,488

This reserve has been committed to update the Intranet.

#60100-2210 Reserve for Summer Employment

2018 Budget Actual To January 31 Previous Year Balance 3,230 Interest earned 1 January Balance 3,231 This reserve relates to employment of a summer student interested in pursuing a library-related career. VRIL continues to explore options to use these funds towards this program.

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Item 7 (c)

#60100-2212 Reserve for Systems and Network Replacement 2018 Budget Actual To January 31

Previous Year Balance 32,966 Contributions into reserve 361,500 30,125 Interest earned 152 Drawdown for expenditures (350,000) January Balance 63,243

This reserve is for the replacement of personal computers, workstations, circulation, and other electronic based equipment.

#60100-2213 Reserve for Integrated Library System Replacement 2018 Budget Actual To January 31

Previous Year Balance 22,841 Contributions into reserve 4,167 Interest earned 10 Drawdown for expenditures - January Balance 27,018 This reserve is for the replacement of the Integrated Library System, the basic platform upon which the Library Lending System operates from.

#60100-2222 Reserve for Human Resources 2018 Budget Actual To January 31

Previous Year Balance 68,606 Interest earned 33 January Balance 68,639

This reserve was established with approval of the Board in 2005 for the purpose of settling Human Resource issues.

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Item 7 (c)

#60100-2223 Reserve for Compensated Absences 2018 Budget Actual To January 31

Previous Year Balance 279,752 Interest Earned 127 January Balance 279,879

This reserve was established under public section accounting standards to cover costs associated with the use of accrued employee sick leave in the event of a widespread or catastrophic illness that affects VIRL staff. This reserve will only be withdrawn in the event that a significant amount of accrued sick leave is used in a short amount of time. It is not used to cover normal use of accrued sick leave. At the end of 2017, $425,658 was recorded as a liability in the financial statements, representing accrued sick leave earned by employees as at that date.

TOTAL - Reserves as at January 31, 2018: $6,158,243

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Item 7 (d)

Facility Projects Update


That the Facility Projects Update report be received by the Board of Trustees.

Facilities projects in progress are reported below:

Campbell River On July 26, 2017 VIRL staff met with staff from Campbell River to discuss a potential new library site at the Tyee Plaza. A developer is working with Campbell River to develop a portion of the plaza to include additional residential and commercial areas, and is interested in working with VIRL to develop a new library site between 10,000 – 18,000 square feet. VIRL had a good discussion with municipal staff, and discussed specific items around VIRL’s procurement and financing models.

On November 7, VIRL staff was invited to the Committee of the Whole meeting to continue discussions on a potential new branch. Please see this link to review the video presentation made by VIRL.

No new information is available at this time.

Chemainus

• VIRL continues to review plans that have been prepared by the architect, and has workedwith the architect to finalize the design.

• A second public consultation was held on January 24, 2018 to introduce the design to thecommunity.

• The development permit has been approved, and the building permit process isunderway.

• Construction will be tendered once all required permits and other documentation havebeen completed.

Background: After the VIRL Board made its preferences known in March of 2012, North Cowichan amended their plans and advised they may be providing another site (the old fire hall site). On February 22, 2016 VIRL received confirmation from the Municipality of North Cowichan that council supports the transfer of a lot at 9796 Willow St. (old Fire Hall Site) to VIRL for a stand-alone library under a restrictive covenant permitting library use only. The proposed lot would be large enough to accommodate a 5,000 sq. ft. branch with minimal parking.

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https://video214.com/play/X1uNKLO79mXZ1MofQ2D2ZA/s/dark


Item 7 (d)

(Chemainus Cont’d.) In January 2017, the Alternate Approval Process for a borrowing in support of construction of the Chemainus library passed, with only 4 oppositions registered.

Ladysmith On July 31, 2017 VIRL staff met with the Ladysmith’s Mayor and City Manager. Ladysmith is looking to initiate a mixed-use project on property owned by the town, which could include space for a new library. Discussions with Ladysmith staff indicate that the next update will be in 2018. Masset

• VIRL continues to work on the plan for the prefabricated building and is awaiting preliminary information from our consultants to move forward with planning.

Background: In April 2016, the Village of Masset advised VIRL that the transfer of a parcel of land had been identified and approved for the purpose of building a new library. VIRL staff visited Haida Gwaii in late May 2017, in order to review the site and discuss the project with local representatives. A public consultation was held August 21 in Masset. The session was well attended by the public and allowed for VIRL to answer questions about the library and the planning process.

Sandspit VIRL is working with School District 50 to finalize a lease for land on which to house a new prefabricated branch.

Queen Charlotte VIRL had discussions with School District 50 and local officials regarding potential sites for a new library. Information to date indicates that we will reengage discussions with Queen Charlotte in the fourth quarter of 2018.

Parksville

• Preliminary designs have been provided by the architect. VIRL is reviewing the draft plans and will provide further direction.

Background: The City of Parksville advised that they intend to replace the flooring in the branch. VIRL sees this as an opportunity to undertake other maintenance projects. VIRL is working with Parksville staff to determine the timing and scope of the project.

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Item 7 (d)

Port Alberni

• Preliminary designs have been provided by the architect. VIRL is reviewing the draftplans and will provide further direction.

Background: A donation from a member of the Port Alberni community has kick-started a refurbishment effort. The refurbishment will address layout and outstanding maintenance issues.

Port McNeill The landlord of the current branch space contacted VIRL to discuss the potential expansion of the branch into an adjoining space. VIRL is reviewing the site and will discuss specific items with the landlord.

Sayward

• VIRL is continuing to work on the plan for the prefabricated building and is awaitingpreliminary information from our consultants to move forward with planning. In theinterim, survey and geotechnical work will commence to provide information to be usedin planning.

Background: On May 31, 2017 the Sayward branch was closed due to air quality concerns. Attempts to remedy these issues were undertaken, but a series of tests completed in June and July showed that air quality remained at a level that would not allow VIRL to reopen the branch in its current location. The condition of the leased space is such that a large capital investment would be required by both VIRL and the landlord to ensure the space is compliant with requirements under BC building code and WorkSafeBC. VIRL is currently in a month-to-month and so does not feel that this investment is fiscally responsible. As was previously communicated to the Board, WorkSafeBC changed its regulations on May 1, 2017. These changes put additional responsibility on VIRL as an employer.

Sayward Council offered VIRL a choice of three sites located on property owned by Sayward on which to house a permanent branch. On August 15, VIRL attended a meeting of Sayward Council where staff presented a report which recommended one of the sites. Sayward Council approved the lease of a parcel of land to VIRL, on which VIRL will construct a new, prefabricated library branch. VIRL will let an RFP for the prefabricated construction of this site. For full details, please see http://virl.bc.ca/sayward-story

The Village of Sayward also offered their Council chambers to house a temporary library while a permanent solution is developed. VIRL opened a temporary location in the Council Chambers on September 26. This location includes all of the services offered at the closed branch, including Wi-Fi, public computers, and furniture for community gathering space.

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http://virl.bc.ca/sayward-story


Item 7 (d)

Sooke / Juan de Fuca (Capital Regional District)

• A public consultation was held in Sooke in May 2017. Members from the community asked questions of VIRL staff and were given the opportunity to provide input.

• VIRL had discussions with the architect and other consultants regarding the orientation of the building, parking, access, and other items. VIRL staff is working with the District of Sooke on issues around the lease agreement for the land, permitting, and other items.

• Survey, environmental and geotechnical work is underway. VIRL anticipates construction starting in mid-2018, with the branch opening mid-2019.

Background: The District of Sooke has purchased some land within the Town Centre with the intent that a portion be used to construct the new branch. At the March 18, 2017 Board meeting, it was determined that the branch will be located at the Waddams Road property. The lease of the current location has been extended to December 31, 2019 to allow ample time for design, public consultation and construction. Sidney

• A public consultation was held in Sidney in March 2017. VIRL staff and the architect were on site to answer questions from the community. It was very well attended and the public is very engaged with this project. Feedback from this session will be incorporated into project planning.

• The building envelope assessment has been prepared, which will help to determine the next steps for the project. Based on the results of the assessment, VIRL’s architect is preparing an updated project plan and branch layout.

• On December 11, 2017, a meeting was held between staff from Sidney, North Saanich, and VIRL. The intent was to discuss the building envelope assessment, which identified some items that may be the responsibility of the landlord. In January 2018, Sidney confirmed they are willing to work with VIRL to address these items as part of the renovation. VIRL is awaiting information on final costing of these items from the cost consultant.

• VIRL estimates that the renovation will begin in early 2018. VIRL has finalized a space in Sidney in which to house a temporary location while the branch is closed.

Background: VIRL received confirmation from Sidney that it wished to proceed with the renewal of a 10-year lease, which will allow VIRL to undertake a renovation at this branch. VIRL and Sidney have finalized the lease terms, and the planning for the renovation is underway. The first step is to perform a building envelope assessment, which will evaluate the key components of the existing branch and help to determine where renovation work is required.

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Item 7 (d)

North Saanich

• North Saanich is working with a surveyor to prepare a subdivision plan, which will determine the final site for the new branch.

• Preliminary site preparation and design work can commence after the plan is completed.

Background:

In November 2016, VIRL received a letter from North Saanich in support of transferring land to VIRL for the purpose of constructing a new branch at the Panorama Centre. VIRL is working with North Saanich staff to ensure this project moves forward.

Tofino

• VIRL attended a meeting in Tofino on April 11, 2017. At this meeting, 3 potential sites for a new branch were discussed.

• VIRL attending a meeting on July 27 with representatives from Tofino, the Clayoquot Biosphere Trust, and Tofino Housing Corporation to discuss a potential mixed-use building on one of the proposed sites. At that meeting, it was agreed that this project would be discussed again in late 2018.

Background In January 2013, VIRL received a letter with copy of resolution “That Council direct staff to advise Vancouver Island Regional Library that the District is soon to be undertaking a Civic Centre feasibility study, and that the District is hoping to include a library as a consideration in that plan.” Tahsis

• In January 2018, Tahsis Council approved a site for a prefabricated branch. The site is an approximately 27,000 square foot parcel of land owned by Tahsis and is situated next to the community centre.

• Pre-planning on this site has commenced, and VIRL will work with municipal staff to gather the required information.

Background:

Structural improvements to the Municipal Hall for the library to stay at its current location were not found to be economically feasible for the Village.

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Item 7 (d)

Woss

• A meeting between VIRL staff and the staff from the Regional District was held February 14, 2018 to continue discussions on this project. The ownership model presented by the Regional District is to have the School District lease the whole building to the Regional District, who would sub-lease a classroom to VIRL. Other classrooms may be leased to other partners or used by the Regional District. A 2-year pilot project for a Forest Academy Learning Centre will use part of the space, with potential expansion of the program. Grant funding has been applied for to use another classroom as a seniors support centre.

• The meeting included discussion on the results of asbestos reviews completed in 2009 and 2016, which identified that while no asbestos containing materials (ACM) were found in the classroom planned for the library renovation, there are ACM’s in some areas of the school. The reports also note the limitations of the testing done, so there are a number of potential ACM’s that could only be assessed through further testing.

o WorkSafeBC regulations require detailed assessment of hazardous materials, along with an abatement and disposal plan, prior to any renovation work commencing. The required assessment includes, but is not limited to: asbestos, mercury, arsenic, polychlorinated biphenyls, ozone depleting substances, urea formaldehyde foam insulation, radioactive materials, above or underground storage tanks, lead, hantavirus, silica and mould.

o Renovations which include hazardous materials do occur in BC, and as long as the proper procedures and protocols are followed, and an adequate budget is assigned to cover potential cost increases, they can be completed successfully.

o However, as was reported to the Board in May 2017, and as confirmed through discussions with VIRL’s consultants and contractors, working with hazardous materials add significant cost compared to other renovations, as well as risk to both the project timeline and budget. If additional hazards are found during planning work or as part of the renovation, projects may need to be put on hold or cancelled.

• In addition to the renovation of the classroom, the Regional District would like to explore cost-sharing on renovations required to the common spaces including the entrance, hallways and washrooms. This adds additional cost to the budget.

• Structural reinforcements are also required to the flooring to ensure that it meets VIRL’s requirement of a load bearing of 150 pounds per square foot, to support the weight of shelving and materials. More information is needed to assess the financial impact, but this work is potentially costly.

• The Regional District noted that work is planned on some of the building envelope and systems. To understand the implications, additional information is needed on:

o Roofing – A contractor has been engaged to complete repairs, but the work has not been completed. There are a few areas in the building that are currently leaking. The condition of the existing roof, its estimated life, and whether the roof will require replacement in the near future.

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Item 7 (d) (Woss Cont’d.)

o HVAC System – The School District will be upgrading the HVAC system. More information is needed on the scope of HVAC system upgrades, whether the work includes any new ducting, and whether this work includes removal/abatement of old ducting.

o Electrical – Assessment of the adequacy of the existing electrical system adequate for new tenants and the HVAC upgrade.

Background: In June 2016, VIRL staff met with representatives from the Mount Waddington Regional District and School District 85 to review a potential site at Woss Lake Elementary School. VIRL is in contact with these parties to develop an estimate of the construction costs required to convert one of the classrooms to a library and relocate the existing branch, and to determine how a lease could be structured that meets all requirements. In August 2016, VIRL met with representatives from the regional and School District. The items discussed included the significant repairs needed to the roof, and the results of a 2009 asbestos survey which found asbestos in the crawl space. In September 2016, the School District identified that they are unable to undertake costs related to these items. VIRL met with representatives from Regional District of Mount Waddington in March 2017 to discuss the Woss library and a potential partnership between the Regional District, School District 85, and other partners to develop the school into a joint-use facility.

Economic Impact In 2010 the Board approved additional levies for the funding of facilities and correction of deferred maintenance issues, and affirmed this again in September 2017 with adoption of the 2018 budget. Related to the Strategic Plan Principle 3 – Places & Spaces: Vancouver Island Regional Library branches will be welcoming places and community hubs for the informational, inspirational, cultural, and recreational needs and interests of our diverse customers and communities. One of the ways we plan to reach this goal is by creating larger, fully accessible and welcoming branches. It is also related to our Values – Stewardship & Accountability – in which VIRL has been entrusted with public resources, and we optimize these resources through responsible and effective management and fiscal integrity. Respectfully submitted, Rosemary Bonanno, BA MLS Executive Director


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Item 8 (a)

Revised Board Policy: Procurement Recommendation: The Executive Committee recommends:

That the Board of Trustees receive the revised Board Policy: Procurement; and

That the Board of Trustees rescind the current Board Policy: Procurement; and That the Board of Trustees adopt the revised Board Policy: Procurement.

Background

As part of the regular business practice of Vancouver Island Regional Library, Board Policies are reviewed on a regular basis to maintain relevancy and demonstrate industry best practices. The Procurement policy was last revised in November 2009. Regular review of this policy ensures that VIRL’s remains consistent with similar library systems in BC and other publicly funded institutions. The updates to the procurement policy are intended to clarify wording, define roles and responsibilities, and assess the various thresholds contained in the policy, with the overall intention of ensuring they are reasonable given changes to the economic climate since 2009. The goal is to revise the policy to ensure it clearly establishes accountability, while allowing VIRL to conduct business in an efficient, fair and transparent manner. A summary of the changes includes:

• Removal of reference to specific trade agreements, since they change periodically; • Clarification of specific items within the policy, including single/sole source purchasing,

standardization, emergency purchases, and use of corporate credit cards; and • Thresholds have been moved from the body of the policy into Schedules, including:

Schedule A: Purchasing Authority

Staff Level Purchase Authority Under

Current Policy Purchase Authority Under

Proposed Policy Library Managers $1,000 $1,000 Divisional Managers of Facilities, IT, and Finance

$5,000 $10,000

Divisional Managers, Other $5,000 $5,000

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Item 8 (a) Schedule A: Purchasing Authority (Cont’d.)

Staff Level Purchase Authority Under Current Policy

Purchase Authority Under Proposed Policy

Directors $50,000 $75,000 Director of Finance $100,000 $150,000 Purchaser $150,000 $150,000 Executive Director $250,000 $250,000 Board of Trustees > $250,000 > $250,000

Schedule B – Thresholds for Competitive Processes

• Tables have been added that differentiate between facilities and non-facilities

procurement. A summary of the changes to the current thresholds includes:

Amount Procurement Method Under Current Policy

Non-Facilities Procurement

Method Under Proposed Policy

Facilities Procurement


$0 to $1,000 Verbal Quotations and/or Standing Contract

No formal purchasing process is required. Minimum one (1) written quote.

N/A

$0 to $10,000 N/A N/A Informal quote in the form of three (3) written quotations.

$1,000 to $5,000

Standing Contract, Written Quotations

Informal quotes in the form of minimum three (3) written quotes. Cost is the determining factor of award.

N/A

$5,000 to $25,000

Invitation to Quote N/A N/A

$10,000 to $50,000

N/A N/A Minimum three (3) written quotations by way of a formal solicitation document

$5,000 to $50,000

N/A Minimum three (3) written quotations by way of a formal solicitation document

N/A

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Item 8 (a)

Schedule B – Thresholds for Competitive Processes (Cont’d.)


Non-Facilities Procurement


Facilities Procurement


$25,000 and above

Invitation to Tender, Request for Proposal

N/A N/A

$50,000 and above

N/A Formal advertised Competitive Process using solicitation documents including terms and conditions.

Formal advertised Competitive Process using solicitation documents including terms and conditions.

Any purchase subject to Trade agreement thresholds.

N/A Formal advertised Competitive Process using solicitation Documents including terms and conditions.

Formal advertised Competitive Process using solicitation Documents including terms and conditions.

Schedule C – Purchasing Authority for Consultant Services


Procurement Method Under Proposed Policy

Consultant services up to $10,000

Staff’s knowledge of the available and qualified professionals in the market place

N/A


N/A Staff's knowledge of the available and qualified professionals in the market place (Approval of a Director is required)

Consultant services over $10,000

Competitive bid process N/A


N/A Staff's knowledge of the available and qualified professionals in the market place (Approval of the Executive Director is required)

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Item 8 (a) Schedule D - Corporate Credit Card Expenditure Limits

Employee Type Corporate Credit Card

Purchase Threshold Under Current Policy

Corporate Credit Card Purchase Threshold Under

Proposed Policy Library Managers $500 $1,000 Divisional Managers $500 $2,000 Executive Assistant $500 $5,000 Directors $500 $5,000 Executive Director $500 $5,000

Economic Impact

None.

Communication Plan

Following adoption by the Board, the revised policy will be published to both the VIRL public website and the internal staff website.

Respectfully submitted, Joel Adams, CPA, CA Director of Finance


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Board Policy Procurement

Policy Approved: November 2009 1

Procurement It is the policy of Vancouver Island Regional Library to acquire goods and services through a competitive process, whenever practical, that results in supply arrangements at the most effective net cost, in the correct quantities, of the appropriate quality, and from the most responsive and responsible source.

Legislation Vancouver Island Regional Library will abide by the rules of the Agreement of Internal Trade (AIT) and the Trade, Investment and Labour Mobility Agreement (TILMA) through an open and fair process by nationally advertising on BC Bid Provincial Government Purchasing Commission Website and the Vancouver Island Regional Library web page.

AIT Thresholds $100,000 or greater, in the case of goods or services; or $250,000 or greater, in the case of construction.TILMA Thresholds $75,000 or greater for goods; $75,000 or greater for services; $200,000 or greater for construction.

Purchasing Principles Vancouver Island Regional Library’s purchasing policy is guided by the following principles, which set the standard for purchasing performance: 1. Procure the goods and service requirements of all departments in an efficient, timely

and cost effective manner while maintaining the necessary controls.2. Engage in an open bidding process wherever practical.3. Ensure fairness, objectivity and transparency in the procurement process.4. Ensure maximum value is obtained during the acquisition of goods and services

including, where appropriate, the total cost of the product or service purchased. Totalcosts may include but not be limited to acquisition, disposal, training, maintenancecosts, and residual value, performance and environmental impact.

5. Ensure that maximum value is realized when disposing of surplus goods, materials andequipment.

*CURRENT POLICY*

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Board PolicyProcurement


6. Procure goods and services, taking into account wherever practical, the commitment to the environment and energy savings.

7. Ensure the acquisition of goods and services meet the requirements of legislation, including but not limited to, the Agreement for Internal Trade (AIT), and the Trade, Investment and Labour Mobility Agreement (TILMA), Vancouver Island Regional Library’s policies, and the Purchasing Management Association of Canada (PMAC) Code of Ethics.

8. Vancouver Island Regional Library will participate in cooperative purchasing partnerships wherever quantifiable benefits exist (eg: Nanaimo Cooperative Purchasing Group and BC Public Purchasing Group).

9. Suppliers or manufacturers will not be excluded unless there is documented evidence to warrant exclusion.

10. Where standardization is advantageous to Vancouver Island Regional Library’s business the reasons for standardization will be documented.

Competitive Bidding Vancouver Island Regional Library will utilize a competitive bidding process to secure goods and services wherever practical to obtain maximum benefits for its purchasing dollars. The most appropriate of the following methods is to be used.

$0.00 to $1,000 Verbal Quotations and/or Standing Contract Verbal quotations are the methods generally utilized to obtain pricing and other information from suppliers. Wherever possible a minimum of two verbal quotations will be sought. Where goods and services are used by Vancouver Island Regional Library on a continuing or repetitive basis, the Purchaser may arrange for the tendering of these goods or if possible through the Nanaimo Co-operative Purchasing Group. In order to maximize the pricing benefits and minimize the administration on ordering these types of goods, the bids called will be for multi-year contracts with orders placed either by Purchasing or the user department on an as-required basis. Before a using department orders goods or services under these types of contracts a purchase requisition must be completed by the requester and forwarded to Purchasing. Standing contracts may exist for periods of up to five years dependent upon the commodity, the market, and the consumption requirements. Standing contracts may, with the approval of the Director of Finance, comprise annual commitments up to $5,000. $1,000 to $5,000 Standing Contract, Written Quotations Written quotation (RFQ) is the method generally utilized to obtain pricing and other information from suppliers. An item which constitutes a one-time purchase under $3,000 may be purchased from a single supplier when multiple suppliers cannot be located.

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Wherever possible three quotations will be sought. Cost is the determining factor of award. If extensive terms and conditions or specifications are required an Invitation to Quote (ITQ) should be utilized. $5,000 to $25,000 Invitation to Quote Invitation to Quote (ITQ) process is used for purchases which do not require extensive terms and conditions or specifications which would be found in an Invitation to Tender document. Cost is often the determining factor in award. These opportunities are given public notification by way of advertisement, and/or concurrently on the Vancouver Island Regional Library web page and the BC Bid Provincial Government Purchasing Commission web site. At the discretion of the Purchaser select bidding may be utilized by contacting a minimum of three known qualified suppliers. If extensive terms and conditions or specifications are required an Invitation to Tender (ITT) or Request for Proposal (RFP) will then be utilized. $25,000 Invitation to Tender, Request for Proposal Purchases of goods and services with a value over $25,000 are to utilize public tendering or Requests for Proposal where greater input from the proponents may be required. These opportunities are given public notification by way of advertisement and/or concurrently on the Vancouver Island Regional Library web page and the BC Bid web site. Under certain circumstances, at the discretion of the Purchaser, select bidding may be utilized for goods and services if delivery or project deadlines dictate that time is of the essence, or when extraordinary circumstances or market conditions exist. In these instances the requirement for advertising may be waived by the Purchaser. Bid documents would be sent to a minimum of three known suppliers of the required goods or services thereby ensuring a competitive bid process. The use of select bidding for projects valued at over $25,000 will require the further approval of the Director of Finance or Executive Director. Expressions of Interest (EOI) or Request for Qualification (RFQ) Opportunities are given public notification by way of advertisement and/or concurrently on the Vancouver Island Regional Library web page and the BC Bid web site.

Recurring or Non-Competitive Expenditures These expenditures are not the result of any procurement process and include general expenses, utilities, training and education. General Expenses (List is not inclusive but for illustrative purposes) Licenses / permits (vehicles, elevators, etc.) Postage Periodicals, magazine, subscriptions Advertisements Storytime supplies

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Vehicle / equipment rental Vehicle / equipment repairs & maintenance

Utilities Hydro Heating fuel Water / sewer / garbage / recycle Telephone / faxTraining and Education Courses Conventions Memberships Seminars Staff training / development / workshops

Standardization The criteria to be used to determine whether a certain item is a candidate for standardization includes, but is not limited to, the following: 1. Common usage throughout Vancouver Island Regional Library.2. Cost of handling and distribution.3. Search costs.4. Ownership costs.5. Annualized expenditures.6. Training costs.7. Maintenance / service costs.8. Storage costs.Standardization includes, but is not limited to, computers, furniture and furnishings, telecommunications equipment and other items as specifically designated by the Purchasing Department, other Vancouver Island Regional Library departments and/or teams. The Director of Finance shall annually approve any standardized items.

Visa Cards Corporate business Visa cards are designed to provide a convenient and less burdensome method of procuring and paying for low value goods and services up to $500 per transaction. Cards simplify the procurement process, reduce paperwork, speed up vendor payments and empower Vancouver Island Regional Library departmental managers to quickly and easily acquire the goods and services they need. The use of the Visa card is guided by the Corporate Visa Purchasing Card procedures given to all new card holders, and requires compliance with that administrative policy.

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Cardholders will use visa cards only for departmental procurements and payment of goods and services within limits established by the Director of Finance.

Emergency Purchases Emergency situations (where staff or public safety is in question, or damage to library facilities is occurring or likely to occur) may require immediate commitments of materials, equipment and/or services. In such situations, if Purchasing staff are not available the Vancouver Island Regional Library staff member in charge of the situation may make commitments on behalf of Vancouver Island Regional Library in order to effectively deal with the emergency. In all cases the approval limits should be adhered to where practical. Where approval limits cannot be adhered to, at the first opportunity communication should be made with an appropriate individual.

Consultant Services Consultants are defined as individuals or firms who provide technical and professional services for: 1. The design, planning, construction, purchase or operation of facilities and equipment. 2. The guidance of management in specialized areas such as, but not limited to, strategic

planning, policy development, operational reviews, technical advice and information systems.

3. The supplementing and assistance to Vancouver Island Regional Library in the execution of projects, through pursuing construction and project management services.

When a consultant is required to provide services for a specific project valued at $10,000 or less, a consultant may be selected based on staff’s knowledge of the available and qualified professionals in the market place. When a consultant is required to provide services valued over $10,000 for a specific project a competitive bid process will be used to secure those services. In situations where time is of the essence, the Purchaser may waive the advertising requirement and invite responses on a select basis with a minimum of three consultants requested to respond.

Sole or Single Source The requirement for a competitive bidding may be waived and an award directed to a specific supplier only when an analysis of the specifications and physical requirements determines that the products and/or service is manufactured or available through only one firm and distributed through a single dealer, supplier or service provider. Sole source: only one qualified vendor possesses the unique and singular available capability to meet the requirement of the solicitation, such as technical specifications or ability to deliver at a particular time.

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Single source: several qualified suppliers possess the availability and capability to meet the solicitation requirements; however, only a single supplier is selected for an award of an Agreement through negotiation. When a sole or single source item is requisitioned by the user department the single or sole source form must be completed by the user department and should contain justification for specifying the item, which include but not limited to:

1. An integral repair part or accessory compatible with existing equipment (alternative may void manufacturer’s warranty).

2. A unique design and/or has performance specifications which are essential to staff research protocol or other administrative needs and are not available in an alternate and comparable product and/or service provider.

3. Essential in maintaining experimental or administrative continuity. 4. One with which staff have specialized training and/or extensive experience. Retraining

would incur substantial cost and/or time and will not result in the most effective life-cycle net cost.

5. Standardization. 6. Compatibility with another item. 7. Urgently required on an emergency basis (e.g. life/death, health, safety, critical

equipment or facility breakdown).

Note: Certain procurements are subject to the provisions of NAFTA, AIT (Agreement on Internal Trade) and/or TILMA (Trade, Investment, and Labour Mobility Agreement) and therefore in specific circumstances a Directed Award may not be possible. Competitive bidding does not provide a suitable purchasing method for sole source items, therefore Purchasing may negotiate with the sole supplier.

Purchasing Limits Vancouver Island Regional Library staff will be responsible for managing the budgets as assigned to them from time to time by the Executive Director and/or Director of Finance. Signing authority for single purchase limits will be confined as follows.

Branch Managers.……………………………………………………………… $1,000 Exempt Managers ……………………………………………………………… $5,000 Directors ………………………………………………………………………… $50,000 Director of Finance .…………………………………………………………… $100,000 Purchasing Manager…………………………………………………………… $150,000 Executive Director …………………………………………………………… $250,000

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Budget Amendments Individual lines within the budget may be amended with the approval of the Director of Finance within the following limits.

Exempt Managers ……………………………………………………………… $1,000 Directors …………………………………………………………………………… $5,000 Executive Director ……………………………………………………………… $25,000 Executive Committee...………………………………………………………… $50,000 Higher amounts require full Board approval

Disposal of Assets The Purchasing department shall oversee disposal of assets. Disposal of obsolete goods, materials and equipment which are not used as trade-ins, shall be through donation to a non-profit organization, sealed bids, public auction, by way of publicly solicited offers, or the Vancouver Island Regional Library web page. Where there is no further use or economic value the Purchaser may make arrangements for disposal. Employees are not eligible to purchase surplus assets if they are responsible for declaring those assets surplus to Vancouver Island Regional Library’s needs or requirements. The Purchaser or designate is responsible for asset disposal and value recovery or reallocation of goods, materials, furniture and equipment.

Sustainable Purchasing Vancouver Island Regional Library believes in the use of environmentally sustainable products and practices. Vancouver Island Regional Library will consider best value (quality, price, service and innovation), impact on the environment, as well as the product’s life cycle and social and ethical impacts. Vancouver Island Regional Library acknowledges that the use of environmentally friendly products may result in paying a financial premium. Any significant impact on budgets must be approved by the Director of Finance. Environmentally preferred products must meet or exceed the same engineered standards for the traditional products with respect to performance, structural integrity, life span and safety.

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Procurement It is the policy of Vancouver Island Regional Library (VIRL) to acquire goods and services through a competitive process, whenever practical, that results in supply arrangements at the most effective net cost, in the correct quantities, of the appropriate quality, and from the most responsive and responsible source.

Legislation and Trade Agreements VIRL will abide by the rules of any and all trade agreements that have legal effect on VIRL.

Purchasing Principles VIRL’s purchasing policy is guided by the following principles, which set the standard for purchasing performance:

1. Procure the goods and service requirements of all departments in an efficient, timely and cost effective manner while maintaining the necessary controls.

2. Engage in an open bidding process wherever practical.

3. Ensure fairness, objectivity and transparency in the procurement process.

4. Ensure maximum value is obtained during the acquisition of goods and services including, where appropriate, the total cost of the product or service purchased. Total costs may include but not be limited to acquisition, disposal, training, maintenance costs, and residual value, performance and environmental impact.

5. Ensure that maximum value is realized when disposing of surplus goods, materials and equipment.

6. Procure goods and services, taking into account wherever practical, the commitment to the environment and energy savings.

7. Ensure the acquisition of goods and services meet the requirements of applicable legislation.

8. VIRL will participate in cooperative purchasing partnerships wherever quantifiable benefits exist (ex: Nanaimo Cooperative Purchasing Group and BC Public Purchasing Group).

9. Suppliers or manufacturers will not be excluded unless there is documented evidence to warrant exclusion.

10. Where standardization is advantageous to VIRL’s business, the reasons for standardization will be documented.

DRAFT Board Policy Procurement

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Vancouver Island Regional Library DRAFT Board Policy

Procurement In addition to the principles outlined above, VIRL employees will demonstrate ethical

purchasing behavior including:

1. Declaration of Interest. An employee who has a direct or indirect interest with the supplier must disclose this relationship and will be excluded from the quote or tender process;

2. Confidentiality and Accuracy of Information. The confidentiality of information received in the course of duty must be respected and must not be used for personal gain; information given must be fair and not designed to mislead;

3. Competition. While considering the advantages of VIRL maintaining a continuing relationship with a supplier, any arrangement which might prevent the effective operation of fair competition must be avoided;

4. Business Gifts and Hospitality. To preserve the image and integrity of the employee, the employer and the profession business gifts other than items of small intrinsic value must not be accepted;

5. Discrimination and Harassment. No employee shall knowingly participate in acts of discrimination and/or harassment towards any person with whom they have business relations.

Procurement Process Overview

Procurement is the process by which VIRL acquires Goods, Services and Capital Works for objectives and to protect VIRL and its staff against potential litigation and perceived or actual conflicts of interest. The essential elements of VIRL's Procurement Policy are outlined below.

Authority

All staff members undertaking procurement actions must have formal authorization to do so. As outlined in section 26 of the Library Act the Library Board has exclusive control over expenditures and assigns those responsibilities to the Chief Librarian (Executive Director).

These duties include control over:

1. All money provided to it by the municipalities and regional districts represented on the Library Board;

2. All money given to the Library Board; 3. The revenue derived from any source, including fees, fines and money recovered by

the Library Board for detention, damage or loss of library materials; 4. All money received by the Library Board under an agreement to provide library

service.

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Procurement Through this policy the Executive Director authorizes staff to perform and oversee the

established process of the Procurement Policy. Purchasing authority for VIRL employee positions is outlined in Schedule A. Staff that are given purchasing authority under this policy are accountable and responsible to ensure that all purchases are within budget and comply with all VIRL bylaws, policies and procedures.

Competition

The method of procuring goods and services will be competitive where possible to:

• Reduce costs to the public through marketplace competition; • Encourage innovation and efficiencies; • Comply with applicable legislation and trade agreements; and • Demonstrate fair and open selection criteria.

The level of competition required for VIRL purposes is based on the dollar value and nature of the purchase ensuring the cost associated with administering a competitive process is proportionate to the benefit received as a result of the competition.

Documentation

All steps in the procurement process will be documented in writing to ensure fairness, objectivity and transparency. VIRL is subject to Freedom of Information and Protection of Privacy legislation, therefore purchasing decisions will be subject to public scrutiny from time to time. It is critical that we not only follow our policy but are able to demonstrate compliance.

Roles and Responsibilities

Purchasing Division:

The structure of VIRL positions purchasing as part of the Financial Services Department. VIRL is committed to maintaining a robust purchasing system that enables the user department to implement its purchase plan. The purchasing function is administered by the Director of Finance and the Purchasing Division who are the purchasing agents for VIRL.

Department and Division Heads:

Department and division heads are responsible for ensuring the procurement policy is followed within their areas of control. The user department or division is the expert in the goods and services it plans to purchase; as such its role is to establish and implement its purchasing budget (through the annual budgeting process), develop specifications/requirements, receive and evaluate supplied goods and services, and provide feedback on the procurement policy.

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Procurement Library Board:

The Board is responsible for ensuring that the principles of this policy are implemented. The Board will annually review the Financial Plan and the purchasing requirements of VIRL. The Board will receive reports at each meeting that will allow them to review progress of approved purchases and budgets.

Commitments

Both VIRL and VIRL's suppliers are required to adhere to the legal commitments made. Commitments and contracts are in the form of credit card purchases, purchase orders and formally executed contracts. All of these agreements are equally binding on VIRL.

Recommended Methods of Purchase

The nature of the purchase, as well as their dollar value determines the procurement process and tools available. Schedule B outlines the recommended methods of purchase for goods and services. In the case of multi-year agreements the threshold shall apply to the total value of the agreement.

The majority of purchases will be purchased under the following methods:

• Informal Quotes: low dollar value quotes received verbally from multiple sources; • Formal Quotes: written quotes from a minimum of three suppliers; • Request for Quote or Invitation to Tender: a more formal quote process for the

provision of defined goods and services; • Expression of Interest: a less formal process used to find solutions to business

needs; • Request for Proposal: a formal process for the award of larger or more complex

purchases where different options are available; and • Request for Tender or Invitation to Tender: a formal process for large purchases

where specifications and results are known.

Exemptions

There are specific purchases which may be excluded from the recommended methods of purchasing, including:

Recurring or Non-Competitive Expenditures

This includes specifically identified items that are excluded from the procurement methods and include:

• Licenses and permits; • Postage; • Periodicals, magazines and subscriptions; • Advertisements; • Vehicle & equipment rental, repairs and maintenance;

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Procurement

• Utilities (e.g. Hydro, Fuel, Water, Sewer, Garbage and Recycling);• Telecommunications and internet;• Training and education (e.g. conventions, courses, professional memberships,

seminars, staff training costs);• Travel and accommodations;• Legal;• Insurance;• Mutually agreed upon leasehold improvements performed by landlords

(performed within the guidelines of their own purchasing policies);• Work performed under facilities maintenance agreements;• Land or leased space where a temporary or permanent library branch will be

located;• Services undertaken by agents or brokers on VIRL’s behalf;• A statutory requirement for procurement, such as a statutory order issued by a

government authority related to environmental, public health, or workplace safetycompliance;

• A market-based condition, such as a monopoly or a product that is in short supplydue to market conditions;

• The purchase of goods and services using co-operative consortium buyingprocedures with other municipal or government bodies and agencies as may bedeemed advantageous to the Board; and

• Purchases as specified through a donation.

Recurring and non-competitive expenditures are still subject to the thresholds and requirements of applicable trade agreements and legislation.

Standardization

VIRL employs the use of standardization for certain goods and services in order for equipment to be interchangeable between branches, reduce costs and administration. The criteria used for standardization includes the following:

• Common usage;• Ease of distribution;• Reduced maintenance and service costs;• Reduced need for training;• Economies of scale; and• Standardization includes but is not limited to information technology, software,

furniture and furnishings, telecommunications equipment and other itemsdesignated specifically as a standard item.

Standardized items are still subject to applicable trade agreements, and is not in itself justification for a sole or single source purchase.

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Procurement Emergency Purchases

Emergency purchases (where staff or public safety is in question, or damage to library facilities is occurring or likely to occur) will be made as required and will be duly authorized. Wherever possible the VIRL will attempt to engage in an open procurement process for all purchases but in some cases, where this is not possible and where there is an immediate need of materials, equipment and/or services VIRL may make a commitment through negotiation and with the goal of obtaining the best value for VIRL.

Project timelines or external deadlines do not by themselves constitute a justification for an emergency purchase.

Consultant Services

Consultants are defined as individuals or firms that provide technical and professionals services for:

• The design, planning, surveying, construction, purchase or operation of facilities and equipment;

• The guidance of management in specialized areas such as, but not limited to strategic planning, policy development, operational reviews, technical advice and information systems; and

• The supplementing and assistance to VIRL in the execution of projects through pursuing construction and project management services.

When a consultant is required to provide services for a specific project a consultant may be selected based on staff's knowledge of the available and qualified professionals in the market place subject to the thresholds outlined in Schedule C.

Sole or Single Source

The requirement for competitive bidding may be waived and an award directed to a specific supplier only when an analysis of the specifications and physical requirements determines that the products and/or service is manufactured or available through only one firm and distributed through a single dealer, supplier or service provider.

Sole or single source awards are appropriate in the following circumstances:

Sole Source

Only one qualified vendor possesses the unique and singular available capability to meet the requirements of the solicitation, such as technical specifications or ability to deliver at a particular time.

Single Source

Several qualified suppliers possess the availability and capability to meet the solicitation requirements; however only a single supplier is selected for an award through negotiation.

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Procurement Both sole and single source requisitions must be accompanied by forms found on the

Intranet, completed by user department head/division manager and must be approved by the Director of Finance. The form must contain sufficient documentation on the justification and authorization for the award. Allowable justifications include but are not limited to:

• An integral repair part or accessory compatible with existing equipment (alternative may void manufacturer’s warranty).

• A unique design and/or has performance specifications which are essential to staff research protocol or other administrative needs and are not available in an alternate and comparable product and/or service provider.

• Essential in maintaining experimental or administrative continuity. • One with which staff have specialized training and/or extensive experience.

Retraining would incur substantial cost and/or time and will not result in the most effective life-cycle net cost.

• Standardization. • Compatibility with another item. • Urgently required on an emergency basis (e.g. life/death, health, safety, critical

equipment or facility breakdown).

Purchases that are excluded from the recommended methods of purchasing must be made within the confines of applicable legislation and trade agreements. Where competitive bidding does not provide a suitable purchasing method for Sole/Single source items, purchasing may negotiate with the sole supplier.

Budget Amendments

The financial plan is approved by the Board. Within the approved financial plan individual accounts within the budget may be amended with the approval of the Director of Finance provided there is no impact to line items. Any amendments which impact line items in the approved budget will be approved by the Board.

Disposal of Assets

Assets that are surplus to VIRL's needs or that have reached the end of their useful lives are disposed of in accordance with the procedures set out in the Intranet through the Purchasing Division.

Corporate Credit Cards

Corporate credit cards are designed to provide a convenient method of procuring and paying for goods and services by reducing paperwork and empowering managers to quickly and easily acquire the goods and services they need. The use of credit cards is guided by internal finance and purchasing procedures and requires compliance to those procedures. Cardholders will use credit cards only for:

1. Departmental procurements and the payment of goods and services within their purchase authorization limits;

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Procurement 2. Expenditures that do not require formal competitive processes within the

Procurement Policy (see Recurring or Non-Competitive Expenditures) to a maximum defined in Schedule D; and

3. Other items as specified through internal policies.

Sustainable Purchasing Vancouver Island Regional Library believes in the use of environmentally sustainable products and practices. Vancouver Island Regional Library will consider best value (quality, price, service and innovation), impact on the environment, as well as the product’s life cycle and social and ethical impacts.

Vancouver Island Regional Library acknowledges that the use of environmentally friendly products may result in paying a financial premium. Any significant impact on budgets must be approved by the Director of Finance.

Environmentally preferred products must meet or exceed the same engineered standards for the traditional products with respect to performance, structural integrity, life span and safety.

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Procurement Schedule A - Purchasing Authority

VIRL staff will be responsible for managing the budgets as assigned to them from time to time by the Executive Director and/or Director of Finance. Signing authority for single purchase limits will be confined as follows: Staff Level Signing Authority (before GST) Branch Managers $1,000 Divisional Manager, Facilities $10,000 Divisional Manager, IT $10,000 Divisional Manager, Finance $10,000 All Other Divisional Managers $5,000 Purchaser $150,000 Director of Finance $150,000 except for construction expenditures as described

below All Other Directors $75,000 Executive Director $250,000 except for construction expenditures as described

below The Board of Trustees Non construction expenditures over $250,000 and

unbudgeted construction expenditures Construction Projects Expenditures for construction projects that have been approved by the Board and renewals for leases of existing branches for which a budget has been provided under the financial plan may be signed by the Director of Finance and the Executive Director within the approved budget. Delegation of Authority A staff member with purchasing authority under Schedule A may delegate authority for an amount up to their purchasing authority to another staff member. This delegation must be made in writing and must be approved by the Director of Finance.

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Procurement Schedule B - Thresholds for Competitive Processes

Goods and Services not related to Facilities, Equipment Repair and Maintenance:

Purchase Threshold

Competitive Process

Contract Requirement

Summary of Procurement

Supporting Documents

$1,000 and less

No formal process

Credit Card purchase, Purchase Order, Contract or General Service Agreement

No formal purchasing process is required. Minimum one (1) written quote.

Purchase Requisition and Purchase Order if applicable, Written quote, Proof of receipt of goods, Invoice, and/or purchase receipt with authorized approval and financial coding.

$1,001-$5,000 Informal Quotes

Credit Card purchase, Purchase Order, Contract or General Service Agreement

Informal quotes in the form of minimum three (3) written quotes. Cost is the determining factor of award.

Purchase Requisition, Written quotes, Purchase Order, Proof of receipt of goods, Invoice, and/or purchase receipt.

$5,001-$50,000

Formal Competitive Process using solicitation documents including terms and conditions.

Purchase Order, Contract or General Service Agreement

Minimum three (3) written quotations by way of a formal solicitation document is the method utilized to obtain pricing and other information from suppliers. Purchasing will determine document to be used based on requirement. Select bidding may be utilized by contacting a minimum of three known qualified suppliers.


$50,001 and greater



Purchases must be procured through a competitive procurement process by public notification by way of advertisement and/or notification on the Library's website and/or the BC Bid website unless exempted under this policy from the competitive procurement process.

Purchase Requisition, Written quotes, Purchase Order, Proof of receipt of goods, Invoice, and/or purchase receipt




In accordance with trade agreements, purchases meeting advertised thresholds must be advertised in a nationally accessible web-based service providing access to public sector business opportunities, such as BC Bid.


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Procurement Goods and Services Related to Facilities Equipment Repair and Maintenance:

Purchase Threshold

Competitive Process

Contract Requirement

Summary of Procurement

Supporting Documents

Up to $10,000

Informal Quote


Informal quote in the form of three (3) written quotations. Select bidding may be utilized by contacting one known qualified suppliers. Vendor site knowledge and experience is the determining factor of award.


$10,001-$50,000

Formal Competitive Process using solicitation documents including terms and conditions.


Minimum three (3) written quotations by way of a formal solicitation document is the method utilized to obtain pricing and other information from suppliers. Purchasing will determine document to be used based on requirement. Select bidding may be utilized by contacting a minimum of three known qualified suppliers.


$50,001 and greater



Purchases must be procured through a competitive procurement process by public notification by way of advertisement and/or notification on the Library's website and/or the BC Bid website unless exempted under this policy from the competitive procurement process.





In accordance with trade agreements, purchases meeting advertised thresholds must be advertised in a nationally accessible web-based service providing access to public sector business opportunities, such as BC Bid.


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Procurement

Schedule C - Purchasing Authority for Consultant Services

Signing authority for single purchase limits of consultant services that are exempted from the competitive bidding process will be, notwithstanding applicable legislation and trade agreements, confined as follows:

Directors $25,000 Executive Director $50,000

Schedule D – Corporate Credit Card Expenditure Limits

Subject to other adherence to the conditions set out in the procurement policy, credit card purchases may be made within the purchase authorization limits for each employee up to a maximum of:

Library Managers $1,000 Divisional Managers $2,000 Executive Assistant $5,000 Directors $5,000 Executive Director $5,000

Assignment of corporate credit cards to staff and their credit limits approved by the Director of Finance.

Adoption History

ADOPTED BY: DATE: VIRL Board of Trustees November 2009 VIRL Board of Trustees

DATE OF NEXT REVIEW: REVIEW CYCLE: 5 years

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Item 8 (b)

Revised Board Policy: Tangible Capital Assets and Amortization Recommendation: The Executive Committee recommends:

That the Board of Trustees receive the revised Board Policy: Tangible Capital Assets and Amortization; and

That the Board of Trustees rescind the current Board Policy: Tangible Capital Assets and Amortization; and That the Board of Trustees adopt the revised Board Policy: Tangible Capital Assets and Amortization.

Background

As part of the regular business practice of Vancouver Island Regional Library, Board Policies are reviewed on a regular basis to maintain relevancy and demonstrate industry best practices. The Tangible Capital Assets and Amortization policy was last revised in March 2009. Regular review of this policy ensures that VIRL’s remains consistent with similar library systems in BC and other publicly funded institutions.

Economic Impact

None.

Communication Plan

Following adoption by the Board, the revised policy will be published to both the VIRL public website and the internal staff website.

Respectfully submitted, Joel Adams, CPA, CA Director of Finance


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Board PolicyTangible Capital Assets / Amortization

Policy Approved: March 2009

Tangible Capital Assets / Amortization Public Sector Accounting Board (PSAB) Section 3150 mandates that public organizations in Canada account for tangible capital assets and amortization (depreciation) on a basis similar to that used in the private sector. Tangible capital assets and related straight line amortization are recorded as per the grid below:

Asset Category Individual

Capitalization Threshold $

Group Capitalization

Threshold Life Span

Years

Buildings 5,000 5,000 40Leasehold improvements 5,000 5,000 5 Furniture & equipment 1,000 10,000 10 Vehicles 5,000 5,000 10Computer equipment 3,000 15,000 3 Books (pooled asset) 5

*CURRENT POLICY*

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Tangible Capital Assets / Amortization In accordance with Public Sector accounting standards, it is VIRL’s practice to match the category of assets with their useful life and corresponding amortization rates. Tangible capital assets and related straight line amortization are recorded as per the grid below: Asset Category Individual

Capitalization Threshold $

Group Capitalization

Threshold

Life Span Years

Buildings 5,000 5,000 40

Leasehold improvements 5,000 5,000 5

Furniture & equipment 1,000 10,000 10

Vehicles 5,000 5,000 10

Computer equipment 3,000 15,000 3

Books (pooled asset) 5

Adoption History

ADOPTED BY: DATE: VIRL Board of Trustees March 2009 VIRL Board of Trustees DATE OF NEXT REVIEW: REVIEW CYCLE: 5 years

DRAFT Board Policy Tangible Capital Assets / Amortization

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Item 8 (c)

Revised Board Policy: Security Video Surveillance Recommendation: The Executive Committee recommends:

That the Board of Trustees receive the revised Board Policy: Security Video Surveillance; and

That the Board of Trustees rescind the current Board Policy: Security Video Surveillance; and That the Board of Trustees adopt the revised Board Policy: Security Video Surveillance.

Background As part of the regular business practice of Vancouver Island Regional Library (VIRL), Board Policies are reviewed on a regular basis to maintain relevancy and demonstrate industry best practices. The Security Video Surveillance Policy was last revised in June 2010. Regular review of this policy ensures that VIRL remains consistent with similar library systems in BC. Video surveillance is used by VIRL to ensure safety and property protection within its branches and facilities. The use of video surveillance engages personal information privacy interests under the Freedom of Information and Protection of Privacy Act (FOIPPA). This updated policy is intended to ensure that VIRL is compliant under FOIPPA and is transparent about its processes for the use of video surveillance. This policy has also been reviewed by a legal consultant to ensure language and content are appropriate and consistent with recent guidance from the Information and Privacy Commissioner of British Columbia. At the Executive Committee meeting of February 16, 2018 staff were directed to amend the policy to include a mutual consent clause regarding employee investigations. VIRL staff have obtained a legal opinion on the inclusion of such a clause, and as per the legal recommendation, language under the ‘monitoring and use’ section of the revised policy has been amended. Economic Impact None.

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Item 8 (c)

Communication Plan Following adoption by the Board, the revised policy will be published to both the VIRL public website and the internal staff website. Staff will be informed of the Security Video Surveillance Policy changes by staff briefing. Authorized Personnel (Managers and Designates) responsible for accessing the surveillance Recordings will also receive training and reference guidelines. Respectfully submitted, Natasha Bartlett Divisional Manager of Marketing and Communications/Privacy Officer


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Board PolicySecurity Video Surveillance

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Security Video Surveillance The purpose of this policy is to recognize the need to balance an individual’s right to privacy and the need to ensure the safety and security of Library employees, customers, visitors and property. Proper video surveillance, where deemed necessary, can be an effective means of helping to keep Library facilities and properties operating in a safe and secure manner. While video surveillance cameras are installed for safety and security reasons, the Library’s video surveillance systems must be designed and maintained to minimize privacy intrusion.

Specific Directives Notice of Use of Video Systems In order to provide notice to individuals that video is in use: a) The Library shall post signs, visible to members of the public, at all entrances and/or

prominently displayed on the perimeter of the grounds under video surveillance;b) The notification requirements of this sign must inform individuals of:

i) The legal authority for the collection of personal information;ii) The principle purpose(s) for which the personal information is intended to be used; andiii) The title, business address, and telephone number of someone who can answer

questions about the collection.Personnel Authorized to Operate Video Equipment Only authorized personnel shall be permitted to operate video surveillance systems.

Video Equipment/Records Retention period Facilities using video recorders will retain these records for a period of up to 3 days depending on the recording device and technology. Record Identification All records (storage devices) shall be clearly identified (labelled) as to the date and location of origin including being labelled with a unique, sequential number or other verifiable symbol. Logbook Each location shall maintain a logbook to record all activities related to video devices and records. Activities include all information regarding the use, maintenance, and storage of records and all instances of access to, and use of, recorded material, including the name of the person accessing the system. All logbook entries will detail staff name, date, time and activity. This logbook must remain in a safe and secure location with the video recording equipment. Only authorized personnel or a manager may remove this logbook from the secure location.

*CURRENT POLICY*

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Access to Video Records Access Access to the video surveillance records, e.g. logbook entries, CD, video tapes, etc. shall be restricted to authorized personnel, and only in order to comply with their roles and responsibilities as outlined in the Security Video Surveillance Policy. Storage All tapes or other storage devices that are not in use must be stored securely in a locked receptacle located in an access-controlled area. Formal Access Requests Process With the exception of requests by law enforcement agencies, all formal requests for video records should be directed to the Executive Director’s office. Requests are subject to the requirements of the Library’s Privacy Policy. Access: Law Enforcement If access to a video surveillance record is required for the purpose of a law enforcement investigation, the requesting Officer must complete a Disclosure of Personal Information Form and forward it to the Executive Director, or designate. The Executive Director or designate will provide the recording for the specified date and time of the incident requested by the Law Enforcement Officer, subject to FOIPP exemptions. Viewing Images When recorded images from the cameras must be viewed for law enforcement or investigative reasons, this must only be undertaken by authorized personnel, in a private, controlled area that is not accessible to other staff and/or visitors. Custody, Control, Retention and Disposal of Video Records/Recordings The Library retains custody and control of all original video records not provided to law enforcement. Video records are subject to the access and privacy requirements of FOIPP, which include but are not limited to the prohibition of all Library employees from access or use of information from the video surveillance system, its components, files, or database for personal reasons. The Library will take all reasonable efforts to ensure the security of records in its control/custody and ensure their safe and secure disposal. Old storage devices must be disposed of in accordance with an applicable technology asset disposal process ensuring personal information is erased prior to disposal, and cannot be retrieved or reconstructed. Disposal methods may include shredding, burning, or erasing depending on the type of storage device.

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Unauthorized Access and/or Disclosure (Privacy Breach) Any Library employee who becomes aware of any unauthorized disclosure of a video record in contravention of this Policy, and/or a potential privacy breach has a responsibility to ensure that the Executive Director is immediately informed of the breach. A breach of this Policy may result in disciplinary action up to and including dismissal. A breach of this Policy by service providers (contractors) to the Library may result in termination of their contract. Inquiries from the Public Related to the Video Surveillance Policy A staff member receiving an inquiry from the public regarding the Video Surveillance Policy shall direct the inquiry to the Executive Director’s office.

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Security Video Surveillance

The purpose of this policy is to provide guidance to staff and members of the public to ensure that Vancouver Island Regional Library’s use of surveillance achieves an appropriate balance between an individual's right to privacy and the need to ensure the safety and security of Library employees, customers, visitors and property. The appropriate use of video surveillance, where deemed necessary and permissible under applicable privacy laws, is intended to keep library facilities and properties operating in a safe and secure manner.

The Right to Privacy:

In accordance with the Freedom of Information and Protection of Privacy Act (“FOIPPA” or the “Act”), Vancouver Island Regional Library (VIRL) is committed to protecting the privacy of staff and customers. VIRL also has obligations to ensure the safety of its premises and the security of property, and therefore authorizes the use of video surveillance for these purposes. VIRL supports the use of surveillance in a manner that minimizes encroachments upon the privacy of staff, volunteers and customers, and in compliance with FOIPPA.

Notice of Use of Video Systems

a) VIRL shall provide notice of the use of video surveillance by posting signs, visible to members of the public, at all entrances and/or prominently displayed on the perimeter of the grounds under video surveillance;

b) All signage shall include: i) The legal authority for the collection of personal information; ii) The principle purpose(s) for which the personal information collected through

surveillance is intended to be used; and iii) The title, business address, and telephone number of someone who can answer

questions about the collection. Personnel Authorized to Operate Video Equipment Only Authorized Personnel shall be permitted to operate video surveillance systems or access surveillance recordings (“Authorized Personnel”). Authorized Personnel includes all Library branch managers and other persons designated by the Executive Director. Video Equipment/Records Retention period Surveillance Equipment (“Equipment”) will be configured to retain surveillance recordings on a temporary basis (approximately 30 – 60 days), depending on the capabilities of the recording device and technology.

DRAFT Board Policy Security Video Surveillance

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Surveillance footage (“Recordings”) used to make a decision affecting any individual will be retained for one year, or such longer period as may be required under the Act or other applicable laws. Monitoring and Use Recordings will not be monitored continuously, but may be accessed, reviewed, and used as necessary and appropriate to investigate specific incidents, to address safety or security concerns, and for other purposes permitted under FOIPPA. VIRL surveillance systems are not intended or designed for monitoring staff performance, but may on occasion inadvertently record information relevant to employment investigations or misconduct. Any information that is recorded by these systems relating to such issues will only be used by VIRL to the extent that such use is permissible under the Freedom of Information and Protection of Privacy Act. Record Identification All Recordings, including footage and surveillance records (and any media on which such recordings are stored), shall be clearly identified as to the date and location of origin. An inventory will be maintained of all Recordings and Equipment. Logbook Each access to the Recordings or the Equipment will be recorded in a logbook. Logged activities will include all access, use, maintenance, and storage of records, and all instances of access to, and use of, recorded material, including the name of the person accessing the system. All logbook entries will detail staff name, date, and activity. This logbook is to be stored in a safe and secure location. Access to Video Records Access Access to the video surveillance records, e.g. Recordings, logbook entries, video feed, etc. shall be restricted to Authorized Personnel, and only in order to comply with their roles and responsibilities as outlined in this Security Video Surveillance Policy. Storage All Recordings and Equipment must be stored securely in a locked receptacle located in an access-controlled area. Formal Access Requests Process With the exception of requests by law enforcement agencies, all formal requests for video records should be directed to VIRL’s Privacy Officer ([email protected]). Requests are subject to the requirements of VIRL’s Privacy Policy. Requests for access to recordings made by law enforcement officials may be directed to any Authorized Personnel who is a Manager or Manager designate (“Designate”). Investigating officers will be asked to complete a Request for Personal Information Form and forward it to an Authorized Manager or Designate.



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The Manager or Designate will, in the ordinary course, request approval by the Privacy Officer, and upon receipt of that approval, may provide access to or copies of the Recording for the specified date and time of the incident requested by the law enforcement officer. In emergency circumstances giving rise to an immediate risk to any person, the Manager or Designate may exercise a discretion to provide access without seeking approval of the Privacy Officer; all such access will be appropriately documented. Access to, and the release of, Recordings will be in accordance with FOIPPA. VIRL reserves the right to refuse requests for access to Recordings in appropriate circumstances. Viewing Images When Recordings are accessed and viewed the access will be undertaken by Authorized Personnel in a private, controlled area that is not accessible to other staff and/or visitors. Custody, Control, Retention and Disposal of Video Records/Recordings VIRL is responsible for the security of all Recordings and Equipment within its custody or control. Personnel may not access, use, or disclose Recordings, or provide access to Equipment except in compliance with this Policy and FOIPPA. VIRL makes all reasonable efforts to ensure the security of Recordings and Equipment in its control/custody, and makes all reasonable efforts to ensure their safe and secure disposal. Old Recordings and Equipment must be disposed of in accordance with an applicable technology asset disposal process, ensuring personal information is erased prior to disposal, and cannot be retrieved or reconstructed. Unauthorized Access and/or Disclosure (Privacy Breach) Any VIRL employee who becomes aware of any unauthorized disclosure of a Recording or unauthorized access to Equipment, in contravention of this Policy or FOIPPA, has a responsibility to ensure that the Executive Director or Privacy Officer are immediately informed of the breach. A breach of this Policy may result in disciplinary action up to and including dismissal. A breach of this Policy by service providers (contractors) to VIRL may result in termination of their contract. Inquiries from the Public Related to the Video Surveillance Policy A staff member receiving an inquiry from the public regarding the Video Surveillance Policy shall direct the inquiry to VIRL’s Privacy Officer ([email protected]). Approval History

APPROVED BY: DATE: VIRL Board of Trustees June 2010 VIRL Board of Trustees DATE OF NEXT REVIEW: April 2017 REVIEW CYCLE: 5 years



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Item 9 (a)

VIRL in the Media

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Puzzle key to creating new social connections at Gabriola library

Derek Kilbourn

Gabriola Sounder News

Tuesday, January 9 2018

A simple jigsaw puzzle is making connections at the Gabriola library.

Librarian Amy Dawley from the Gabriola branch of the Vancouver Island Regional Library told the story of the puzzle at the Health Collaborative Forum hosted on Gabriola.

She said at the beginning of 2017, the staff had the idea of putting out a jigsaw puzzle. “We’d seen some branches which had put puzzles out.”

They went across Folklife Village to the Island Pharmacy, and found a puzzle.

“It sounds simple,” she said.

As people came into the library - throughout the year - they were there for various reasons.

“Maybe people were there to spend time, enjoy the air conditioning, but what happened is something richer.”

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What Dawley and the other staff members noticed was that some of the more isolated members of the community who would not normally seek out social interactions, have started to use the puzzle as an “anchor.”

“They can be in the library, but not interact directly with anyone, which can be challenging.

“Everyone can come in the [library] door no matter what their background is - there is no self-identifying. People have used this as a gentle way to build a community for themselves - that’s what we’ve heard from the most ardent puzzlers.”

For some of those who have found it a way to be social, it has allowed them to find friends with a like interest.

“They look forward to seeing each other and working on the puzzle together.”

Dawley said people are also using the puzzle to access other programs in the library.

“People will use the puzzle and have an ear, which is one way for people to participate.

“When we have public talks, people are off to the side keeping themselves busy, but they are able to enjoy the talks.

“It is something that is simple, but it has had a profound effect.

“For me, I’ve always said libraries are about people.

“The simple things we can do at our library are the things that are going to help with the social interaction on our island.”

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New Chemainus librarydetails to be revealed Jan.24Public open house will showcase all the state-of-the-art building’s features

DON BODGER / Jan. 15, 2018 2:30 p.m. / LOCAL ENTERTAINMENT

The Vancouver Island Regional Library is moving forward

with plans to build a new library in Chemainus at the corner

of Cypress and Willow Streets, the site of the old firehall.

The public is invited to see the new library designs at an

open house on Wednesday, Jan. 24 at the Chemainus 55+

Activity Centre at 9824 Willow St. An open session will be

held from 5:30 to 7 p.m. to learn about the designs followed

by a presentation by library staff and a question-and-answer

period from 7 to 8 p.m.

Refreshments and snacks will be provided.

According to a press release from the VIRL, the state-of-the-

art new library will offer: 5,000 square feet of floor space;

increased staffing levels; expanded hours of operation; a

larger collection with many new materials; an expanded

program schedule; more public computers; a vibrant

children’s area; a lounging area with fireplace; a laptop bar;

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study space and a bookable multipurpose room.

The total project budget is anticipated to be $2.25 million,

including branch construction, new furniture, equipment, and

IT infrastructure.

Construction is slated to begin this year.

During construction, library services will continue to be

offered at the current location of the Chemainus branch.

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the branches in real-time, she said.

Lowther said the library is important for both residents and visitors, and she

hopes support for it only increases over time.

“I love the library,” she said. “I want everyone in the community to love the

library.”

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Kat Eddy, executive director of the Campbell River Literacy Association, is prettystoked for next week’s Family Literacy Week festivities, which culminate in a freefamily concert by Alex ‘The Zaniac’ Zerbe at the Tidemark next Saturday. Photoby Mike Davies/Campbell River Mirror

Family Literacy Week inCampbell River a chance tocelebrate playA few additions to the itinerary from previousyears, week-long event ‘shaping up to be supergreat’

MIKE DAVIES / Jan. 19, 2018 11:30 a.m. / LIFE

For one week each January – for nine straight years now –

various community facilities open their doors and numerous

volunteer and non-profit organizations come together for

families to have some free fun together all around Campbell

River.

Family Literacy Week, a collaborative effort by The Campbell

River Literacy Association (CRLA), the Vancouver Island

Regional Library, Tidemark Theatre, City of Campbell River,

School District 72 and others, is a chance for families to

come together, unplug from their electronic devices, and just

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play.

“This year is shaping up to be super great,” says Kat Eddy,

executive director of CRLA. “As usual, we have tons of

support from our community partners and we’re excited to

see everyone enjoy everything happening all around town

next week.”

Once again this year, the week kicks off with a free family

swim at Strathcona Gardens on Sunday, Jan. 21, which Eddy

says is one of her personal favourite events every year.

“It’s so loud,” Eddy says with a laugh, “but it’s loud in the best

possible sense of the word. It’s so great to see parents

getting into the pool with their kids, tossing them around and

laughing and having fun. It’s just a really great event to start

the week.”

Other free activities include free family admission to the

Museum at Campbell River from Tuesday to Friday. All the

“Toonie” programs at the Sportsplex are also free next week.

Of the new activities planned for this year, Eddy says she’s

most excited for the Parent and Kids Art Class with local

artist Charlotte Deptford on Jan. 25.

“It’s such an awesome idea,” Eddy says. “I mean, you get to

sit down and do some art with your child, talk about why art

is important and make something meaningful together.

Unfortunately, it’s also one of the events where space is

limited – there are only 10 spaces – so anyone who wants to

come play at that should get registered at the front desk of

the Community Centre.”

The week wraps up with a high-energy prop-based comedy


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and magic show by internationally-renowned performer Alex

“The Zaniac” Zerbe at the Tidemark Theatre.

“He does the Mr. Bean, physical comedy kind of thing, but he

does it in an educational way,” Eddy says. “It’s super high-

energy and super fun.”

Unfortunately, the tickets for Zerbe’s show are sold out, but

Eddy says that doesn’t mean you can’t attend if you haven’t

gotten yours. Because tickets for the event have always

been free, Eddy says, thanks to the Tidemark’s Theatre

Angels program, many people “buy” tickets not knowing

whether or not they can make it, and the theatre ends up

only partially full come show time.

“What we’re doing that’s different this year is we’re having a

‘Play in the Square’ event in the area between the library and

the Tidemark – we’ll be inside if the weather isn’t wanting to

play along with us – and we’ll have hot chocolate and

popcorn and be having lots of fun. Then at 1:45, any tickets

that have not been scanned at the Tidemark will be released

to anybody in the square who wants them. So if you didn’t

get tickets but really want to go to the show, chances are

good that you can get in if you just come on down.


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“This way we can make sure that more people who want to

go to the show actually get to,” Eddy continues. “We’re going

to try to fill the house this year.”

Next Saturday’s “Play in the Square” begins at noon. The full

schedule of events and updates can be found by following

CRLA on Facebook or by picking up a schedule at various

locations around town, including Strathcona Gardens, the

Community Centre and the Sportsplex.


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Play time is an essentialpart of literacyFamily Literacy Week runs Jan. 22-28

Jan. 22, 2018 1:30 p.m. / COMMUNITY

Submitted by Colleen Nelson,

Vancouver Island Regional Library

Caregivers play an important role in supporting the

development of their child’s early literacy skills.

Early literacy is what children know about reading and writing

before they learn to read and write. There are five daily

activities that families can do together to help children grow

their literacy skills: reading, writing, talking, singing and

playing.

Play is an essential part of literacy skill growth and one of the

best ways children can develop those skills. Playing is also

fun and having fun with early literacy skills motivates

children. Fun makes kids more excited to learn, and it also

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helps parents be more excited to teach. It is important for

early literacy activities to be fun and engaging for everybody

involved.

Unstructured, free play allows children to grow their oral

language skills as they talk about what they are doing,

provide instructions to others, and make up stories. Play also

provides children with a chance to develop their narrative

skills. An important part of learning to read is the

understanding that stories or books follow a pattern; there is

a beginning, middle, and end or first, next, last. When

children play they talk about what they are doing and create

stories helping to build essential narrative skills. Words stand

in for experiences and help create an imaginative space.

In imaginative play, children often pretend an item is

something else. This is symbolic thinking and it is a key part

of learning to read. Symbolic thinking is when we learn that

one thing stands in for another. We practise symbolic

thinking in imaginative play when a stick stands in for a

sword or a box stands in for a rocketship.

This helps us when we learn to read because we need to

learn that an A stands in for an “ahhh” sound, and the word

“apple” stands in for the fruit we like to eat. When children

learn how to think symbolically through play they are also

building pathways in their brains that will help them learn to

read.

Early childhood researchers are concerned that children are

not getting enough unstructured, imaginative play in their

lives. This lack of opportunity to play could impact the

development of skills needed to succeed at reading and

social development, but adding play into your family’s life can


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be simple.

Your branch of Vancouver Island Regional Library has

resources and information for parents to help incorporate

play into your everyday life. Borrow one of our literacy kits

filled with books, activities, and tips for sharing the joy of

language, reading, and play with your child. Get silly with a

book or learn a new song at our storytime programs,

Wednesday mornings at the Comox branch and Thursday

mornings at the Courtenay branch. On Saturday mornings

kids of all ages are invited to join us from 10-12 for Play

Days, a drop-in program that explores play, stories and

songs. The library is your partner at play, after all play is the

work of childhood, and we can’t wait to get to work.


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Family Literacy Week is Jan. 22-28. Photo supplied by Vancouver IslandRegional Library

Talk, sing, read, write, play:Early literacy at the locallibraryFamily Literacy Week is Jan. 22-28

Jan. 22, 2018 7:30 a.m. / COMMUNITY

Literacy begins at home and there are many simple things

parents can do with their young children to help them get

ready to read. But parents can’t do it all alone, and that’s

where libraries and early learning programs can help.

In the Comox Valley, there are a wide variety of early learning

programs for families, but also regular library programs for

children up to the age of six.

Library programs are based on five simple actions parents

can take to help their children learn to read.

“Talk, sing, read, write and play,” said librarian Colleen

Nelson. “These are everyday activities that help children

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develop early literacy skills. You can fit in these practices in

little bits of time with your children throughout the day and

have a dramatic impact on their ability to learn to read.”

The American Library Association developed the Every Child

Ready to Read program, which incorporates the five

practices of early literacy: talk, sing, read, write, and play.

These core literacy practices serve as the foundation of story

time programming at Vancouver Island Regional Library. The

storytimes at Vancouver Island Regional Library are

interactive and fun. There’s singing, ringing bells and shaking

brightly colored scarves while learning rhymes, as well as

books and storytelling. The first goal is to make story time

fun, but also to give parents the tools they need to prepare

their babies, toddlers and preschoolers for learning to read

when they get older.

“We try to give parents and caregivers something they can

take away and enjoy with their children anywhere,” said

Nelson. “If a parent or caregiver understands that singing

songs helps children learn that letters make sounds, which is

a core skill for learning to read, they’re more likely to try it at

home. It also helps parents to see themselves as their child’s

first teacher.”

Storytime is held weekly at the Courtenay, Comox, and

Cumberland branches of Vancouver Island Regional Library.

“Storytime is my favourite time of week,” said Nelson. “I love

watching children and caregivers enjoy all the library has to

offer.”

To learn more about the Babytime and Storytime programs at

the library please visit the library’s website www.virl.bc.ca or

the Comox Valley Library Branches Facebook page.

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Vancouver Island Regional Library’s (VIRL) Campbell River branch will hostMétis Elder Susan Landell as part of VIRL’s Indigenous Voices initiative onThursday, Feb. 1, from 3:30 – 4:30 p.m.

Indigenous Voices programat Campbell River libraryto foster deeperunderstanding ofIndigenous culturesJan. 23, 2018 11:30 a.m. / COMMUNITY

Vancouver Island Regional Library’s (VIRL) Campbell River

branch will host Métis Elder Susan Landell as part of VIRL’s

Indigenous Voices initiative.

On Thursday, Feb. 1, from 3:30 – 4:30 p.m., visit the

Campbell River branch for an introduction to Métis culture

and to sample traditional refreshments. Seating is limited,

and registration is recommended (250-287-3655).

“Indigenous Voices is an important part of our commitment to

reconciliation for both Indigenous and non-Indigenous

members of our community,” said VIRL’s Executive Director

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Rosemary Bonanno. “The events being organized across our

system are wonderful opportunities for people to learn from

the lived experiences of the Elders, and to come away with a

deeper understanding of Indigenous cultures, histories, and

stories.”

Susan Landell is a Cree-Métis woman whose ancestors are

from Great Slave Lake. She was born in Montreal. Her

medicine name is Evening Rainbow and she has two Elders

that guide her; Many Shawls Woman and Spirit Eagle. She is

a Sun Dancer and a Pipe Carrier, and also sits on several

Elder Advisory Boards in Campbell River.

As part of VIRL’s efforts to facilitate reconciliation for

Indigenous and non-Indigenous members of the community,

it is working with Indigenous Elders across the VIRL system

to share stories and skills related to Indigenous culture and

experiences. The programming is based on the Elders’

unique skills, interests, experiences, and passions. Some

examples include storytelling, talking circles, drumming, and

discussions on Indigenous cultures.

Throughout 2018, Indigenous Voices programming will roll

out at branches across the VIRL system. More information is

available at www.virl.bc.ca/indigenous-voices.

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VIRL’s Chair of the Board of Trustees Barry Avis, left, with David Carson,Divisional Manager of Corporate Communications and Strategic Initiatives -Administration, at the open house.

Details of new Chemainuslibrary unveiledConstruction on $2.25 million project slated tobegin in June

DON BODGER / Jan. 25, 2018 1:15 p.m. / LOCAL NEWS

Construction is expected to begin in June this year and the

new Chemainus library will be open for business around the

end of March 2019.

Details of the $2.25 million Chemainus branch were unveiled

by Vancouver Island Regional Library officials Wednesday

night during an open house and presentation at the

Chemainus 55+ Activity Centre.

The 5,000 square foot library, about four times the current

1,200 square foot space of the Chemainus location, will be

situated on part of the old firehall site in downtown

Chemainus. The main entrance will be on the corner of

Willow and Cypress Streets.

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The Municipality of North Cowichan, in partnership with the

Community Land Trust Foundation of B.C., will build a mixed-

use affordable housing unit on the other portion of the old

firehall property.

A building permit for the library has been submitted and is

currently being reviewed. The target date for putting the

project out to tender is the end of April so the successful

bidder can proceed with construction by the end of June.

A public consultation to gather feedback from the community

about what residents wanted from their new library was held

a little more than a year ago on Jan. 9, 2017. Since then,

VIRL staff worked very closely with the architects – HDR/CEI

Architecture Associates Inc., represented at the meeting by

vice president Rod Windjack and project manager Danielle

Pepin – and the landscape architects, LADR Landscape

Architects, to ensure the inclusion of a full range of modern

amenities and pleasing designs.

“It’s been a pleasure to work with the library people on this

project,” noted Pepin.

“This is what makes it worthwhile to unveil this elegant little

building to the community,” said VIRL executive director

Rosemary Bonanno.

“Since 2007, we’ve taken new direction under Rosemary and

our trustees,” added board chair Barry Avis.

“We’re pleased we’re going to have, in our opinion, an

outstanding library branch for you here in Chemainus.”

Concerns were raised about parking, crime and incorporating

the town’s mural project and heritage into the building


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design.

There will be an allotment for some additional parking spaces

adjacent to the library near the Normandie Apartments.

Many considerations were made to connect the design with

the town’s history.

“The inspiration for the building architecture came from the

logging and industrial heritage,” pointed out Pepin.

There will be opportunities to include facets of the mural

project in the library’s interior later under the direction of

library manager Stephen Warren.

The role of the library has changed enormously over the

years, Avis conceded. And VIRL has been more cognizant of

features and community appeal, as a result.

“We are a huge part of the social system now,” he said.

“That’s what we’re trying to do with all the branches, make

them welcoming to the community.”

Other facts about the Chemainus branch include: increased

staffing levels to allow the branch to remain open during

lunch/dinner hours and to expand total hours of operation;

the collection will be increased to accommodate a larger

building; an expanded programming schedule will be

developed to maximize activities; and the plan includes

additional computers and technology, a vibrant children’s

area, a lounge area with fireplace, study space and a

dividable multi-purpose room that can be booked by

community members.


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A fulltime librarian will work at the new branch.

Chemainus library plan details were posted at the open house.

Carol Mitchell, Division Manager for Customer Experience for the VancouverIsland Regional Library, points out some of the Chemainus library’s features tofolks attending the open house.


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Inside views of the new Chemainus library.

The miniature version of the new Chemainus library is displayed by CarolMitchell, the VIRL’s Division Manager - Customer Experience.


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An outside look at the Chemainus library from different directions.


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Making Redding Library strong can strengthen our community Record Searchlight, Aaron Hatch Published 6:00 a.m. PT Jan. 26, 2018

The Redding Library opened its doors 10 years ago to much fanfare from the local community. Over the years the library has become a community center and place for families to spend their days and use the services.

(Photo: Mike Chapman/Record Searchlight)

One of our favorite family vacation spots is a place called Quadra Island, British Columbia. It is a lovely community nestled off the east coast of Vancouver Island, BC, near the popular sailing destination of Desolation Sound.

It's also a two-ferry ride trip to get there, which, let’s be honest, is part of the allure. By the second ferry ride, you really feel like you’re truly getting away from it all. On our most recent trip, we decided to stop in the city of Nanaimo for the afternoon after our first ferry-ride to let our 3-year-old get some wiggles out.

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It turns out Nanaimo is a lot like Redding. It has a population nearly the same size and has historically relied on industries tied to the extraction of natural resources. In recent years, Nanaimo has revitalized its city centre and built a conference center and multi-story housing. As a community, they too struggle with finding solutions to homelessness as well as investing in a burgeoning tech sector and start-up community.

Buy Photo

Amanda Hatherley, center, plays with Legos alongside her stepdaughter Skyler Malone-Long, from left, daughter, Izzabella Long, and stepdaughter, Callie Malone-Long, at the Redding Library (Photo: Greg Barnette/Record Searchlight)

Right around the corner from the little cafe where we stopped for a late lunch stands the Vancouver Island Regional Library. Like the Redding Library, it is beautiful modern building with lots of windows and natural light. Inside there were many people using computers, people playing games, studying, and parents reading to their kids. The library even had a room called Creativity Commons and a Make and Break Lab similar to the Redding Library’s Create It! space. Everything felt very familiar.

What really stood out to me about the Nanaimo Harbourfront Library were the words on the balcony just as you walk through the double-doors that read: Strong Libraries - Strong Communities.

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The library in Nanaimo had clearly articulated the reason why I joined the Shasta Library Foundation and why I am proud to serve as the board president. I believe that strong libraries and strong communities are interdependent, that you really can’t have one without the other.

Libraries are an important cultural center for a community, a place for community conversations and debates, and they broadcast what is important both internally to a community as well as externally to the world.

As the comedienne Paula Poundstone eloquently put it, “The truth is libraries are raucous clubhouses for free speech, controversy and community.” This is just as true for The Shasta Public Libraries as it is for the Vancouver Regional Library in Nanaimo.

If you haven’t been to any of our three Shasta Public Libraries in a while, I invite you to come explore these wonderful community assets.

Here’s to building a strong library and a strong community!

Aaron Hatch is president of the board of Directors of the Shasta Library Foundation.

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Barry Avis re-elected library chairJan. 31, 2018 6:00 p.m. / LOCAL NEWS / NEWS

Barry Avis was re-elected chair of the Vancouver Island Regional Library board.

Avis, who represents the Town of Qualicum Beach, has been a member of the

VIRL board since 2015, as well as having served on the board and as a

member of the Executive Committee in previous years.

Steve Arnett, from the Town of Ladysmith, was elected as vice-chair.

Barry Avis re-elected library chair - Peninsula News Review https://www.peninsulanewsreview.com/news/barry-avis-re-elected-library-chair/

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The following nine members were elected to serve on the library board’s

executive committee: Gordon Waterman, Village of Gold River; Howard Houle,

Regional District of Nanaimo; Brenda Leigh, Strathcona Regional District; Ron

Kerr, City of Campbell River; Jay Dixon, Town of Port McNeill; Diane Brennan,

City of Nanaimo; Jason Thompson, Village of Masset; Manno Theos, City of

Courtenay; Fred Robertson, District of Port Hardy.

Newly appointed members to the board this year include Peter Wainright, Town

of Sidney; John Coulson, Town of Lantzville; Cathy Thicke, Village of Tofino and

Tom Walker, Municipality of North Cowichan.

Sooke’s representative on the board is Coun. Kerrie Reay.

The Vancouver Island Regional Library, which is comprised of elected

representatives from 28-member municipalities and 10 regional districts,

administers a budget of more than $36 million.

Barry Avis re-elected library chair - Peninsula News Review https://www.peninsulanewsreview.com/news/barry-avis-re-elected-library-chair/

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In early May of 2017, the Vancouver Island Regional

Library (VIRL) group hosted an initial open house.

About 50 to 60 people attended from Sooke. At that

time, a second consultation was five to six weeks away,

at which point VIRL would present initial drawings.

In September 2017, well beyond the five-to-six-weeks-

away point, another notice was issued with a revised

timeline. The new goal was to have “shovels in the

ground by mid-2018. Projecting outward, the new

library would open in approximately a year’s time —

tentatively, the spring of 2019.” No updates have since

been issued.

The initial target date for the new library was set for the beginning of 2019, as the lease for the existing Library

expires at the end of this year. According to their latest information in September, they were still aiming for a

completion in the Spring of 2019, but the date is more tentative.

Sooke Councillor Kerry Reay sits on the VIRL board of directors.

Related

General Lot A update: Logs sold to only bidder, no new news on new Library timeline

Sooke considers lumber funds for local non-profits

New Sooke Library timeline shifts but remains VIRL’s top priority

Clearing of Lot A on Wadams (Photos)

You know you’re in a small town when …

Lot A brush clearing costs up to $50k; doesn’t include garbage or structure removal

Sooke Councillor Parkinson pushes for timely fire-safe maintenance on Lot A

VIRL hosts consultation for public input on new library

Community input wanted: Sooke Library public consultation

VIRL unanimously approves downtown Sooke library branch

Lot A Concept Plans for the new Sooke Library

BREAKING: Sooke’s New Library lands solidly on Lot A, in the town core

BREAKING: Sooke’s New Library lands solidly on Lot A, in the town core

LETTER: A modest proposal (for the Sooke Library)

District pulls support for SEAPARC as a future Library site

Lot A Appraisal from 2013 released by the District of Sooke

Lot A featured big during Feb 14 Public Input session

Sooke Mayor applauds Council for their Foresight

New Library at SEAPARC under serious consideration

Oops, we did it again: The District plays whack-a-mole with the Sooke Library

Letter: Improper Council spending should not become taxpayers’ burden

A new library is coming to Sooke

Expression of Interest: Land Acquisition of a new library site, Sooke branch

General Lot A update: Logs sold to only bidder, no new news on new Lib... https://sooke.pocketnews.ca/general-lot-a-update-logs-sold-to-only-bidde...

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Black Press file photo Vancouver Island Regional Library’s chair of the board oftrustees Barry Avis, left, with David Carson, divisional manager of corporatecommunications and strategic initiatives at an open house in January for the newChemainus library branch.

Qualicum Beach councillorre-elected as VIRL boardchairBarry Avis has been a member of the VancouverIsland library board since 2015

PQB NEWS / Feb. 14, 2018 3:30 p.m. / LOCAL NEWS / NEWS

Qualicum Beach Coun. Barry Avis has been re-elected chair

of the Vancouver Island Regional Library board.

Avis, who represents the Town of Qualicum Beach, has been

a member of the VIRL board since 2015, as well as having

served previously as a member of the board and executive

committee.

Steve Arnett, from the Town of Ladysmith, was elected as

vice-chair.

The following nine members were elected to serve on the

Qualicum Beach councillor re-elected as VIRL board chair - Parksville ... https://www.pqbnews.com/news/qualicum-beach-councillor-re-elected-as...

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library board’s executive committee: Gordon Waterman,

Village of Gold River; Howard Houle, Regional District of

Nanaimo; Brenda Leigh, Strathcona Regional District; Ron

Kerr, City of Campbell River; Jay Dixon, Town of Port

McNeill; Diane Brennan, City of Nanaimo; Jason Thompson,

Village of Masset; Manno Theos, City of Courtenay; Fred

Robertson, District of Port Hardy.

Newly appointed members to the board this year include

Peter Wainright, Town of Sidney; John Coulson, Town of

Lantzville; Cathy Thicke, Village of Tofino and Tom Walker,

Municipality of North Cowichan.

The Vancouver Island Regional Library, which is comprised

of elected representatives from 28-member municipalities

and 10 regional districts, administers a budget of more than

$36 million.

For more information about the 2018 board of trustees,

including elected officers, visit us at virl.bc.ca/about-

us/library-board.

— NEWS Staff

Qualicum Beach councillor re-elected as VIRL board chair - Parksville ... https://www.pqbnews.com/news/qualicum-beach-councillor-re-elected-as...

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Chief Georgina’s warm personality creates an instant rapport with the crowd at the Cowichan Lake Library’s Indigenous Voices series on Friday, Feb. 16. (Lexi Bainas/Gazette)

New hereditary chief Georgina Livingstone opens Indigenous Voices series in Lake Cowichan A large crowd comes out on to learn as the personable chief shares her memories and future hopes

Hereditary Chief Georgina Livingstone of the Lake Cowichan First Nation held a large crowd at the Cowichan Lake Library enthralled Friday, Feb. 16.

She was opening the Indigenous Voices series being offered at the library as part of the Meet Your Neighbours program.

The chief’s warm manner made an instant connection with the audience as she explained how she has now had to step forward and take the role of hereditary chief from her late husband, Cyril.

She talked about his life, his work, his logger sports experience, and how hard he worked — in his quiet way — to rebuild the Lake Cowichan nation.

“When we first came to Lake Cowichan, he was at WFI (Western Forest Industries, which operated in the Honeymoon Bay and Gordon River areas) for 13 years. He worked hard to get us where we are today. He started on the greenchain, then he went to the ladder, and then he worked on the tugboats.”

Cyril Livingstone, his father, and his brother, Harvey, were all active log birlers.

“They were champions. Their father, Gilbert, was very strict and made sure there was no drinking or smoking because the championship was important. I was honoured to meet Gilbert. He used to go with the boys, he was still trying to compete.

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“Cyril traveled with his family, to Campbell River, Victoria, Port Alberni, Sooke; I got to watch him. He competed with all the elite. He got to know a lot of the loggers from around the Island, and I’m proud to say he even got to meet with the Japanese. They wanted him to teach them how to log birl. He was supposed to take part in a competition later but there were nine of them, so he was tired out when he got through teaching them. But he was honoured to meet people from other countries, and they were honoured to learn something about his culture.

“My hubby was a very neutral man, very quiet, but when he stood up in leadership, he was right there. He took part in treaty negotiations; he was in that for 23 years. We don’t like it either,” she said, to chuckles from the crowd.

“Government has to wise up that we exist, that we want to go on towards the future. I think Lake Cowichan has shown what we can do. There were only five [members of the band] when I moved here. My hubby didn’t want to [be chief] but his mother said: you have to do it; you have to stand up for our people.”

Livingstone said she learned a lot working with Cyril, about serving the First Nation, about leadership.

Originally from the Nuu-chah-nulth nation in the Port Alberni area, she briefly explained how three generations of her family were ravaged by time spent in residential schools, and how much effort it has taken to start to recapture her culture and heritage.

“It’s hard when your grandchildren want to know where you came from and who you are.”

Then, it was on to her hopes for the future: the plans for the band’s territory, talk about they way that the nation’s members are taking up singing and dancing, and traditional crafts again.

She will be speaking three more times during the series at the library.

Chief Georgina Livingstone thanks librarian Nariel Davis for helping her get ready for the event. (Lexi Bainas/Gazette)

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LETTER: Still waiting for anew library …Feb. 17, 2018 7:00 p.m. / LETTERS / OPINION

I work near the B.C. legislative building, so I often walk by

the new Capital Park development and have seen the

evolution of the major project, which in phase one includes a

library. The bright, 7,150-square-foot facility, chock full of

books and other media, with a teen and children’s area,

looks great. I am envious.

The new James Bay branch is probably not more than 1.5

kilometres away from the main library on Broughton Street,

yet there it is, ready to open, fully-stocked and on time.

Back in Sooke, a new library remains on the shelf.

Apparently work should be starting on the Wadams Way site

in a few months. Will it? And will it open by spring 2019?

There’s been no dispute that Sooke’s cramped, 3,900-square

foot library doesn’t meet the growing needs of the 17,000

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people it serves. The deficiencies have been on the books

for years. Yet here we sit, waiting and wondering, while

people not so far away are enjoying the benefits of their tax

dollars.

The one bright spot is the staff at Sooke’s library.

Professional, helpful and cheerful, even in their subpar

setting.

Shannon Moneo

Sooke

LETTER: Still waiting for a new library … - Sooke News Mirror https://www.sookenewsmirror.com/opinion/letter-still-waiting-for-a-new-...

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Work begins on new SookelibraryVIRL hopes to have ‘shovels in the ground’ thisspring

KEVIN LAIRD / Feb. 19, 2018 2:28 p.m. / LOCAL NEWS / NEWS

Work is underway on the construction of a new Sooke library

on Waddams Way, library officials announced today.

The survey, geotechnical, and environmental work have all

been completed, which means consultants can finalize the

site plan, said David Carson, a spokesman for the Vancouver

Island Regional Library in a press release.

VIRL’s architect is currently working on the design for the

new library building. A second public meeting will be held

once the design has been set and is ready for public viewing.

“Our goal remains to have shovels in the ground this spring

and for the new library to open approximately a year later,

Carson said.

Work begins on new Sooke library - Sooke News Mirror https://www.sookenewsmirror.com/news/work-begins-on-new-sooke-library/

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In the meantime, the lease is in place at the current branch

until December 2019 to ensure that residents of Sooke do

not go without library services.

More to come …

Work begins on new Sooke library - Sooke News Mirror https://www.sookenewsmirror.com/news/work-begins-on-new-sooke-library/

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HANNA PETERSEN PHOTO Local author Emma Garriott with her novel Brandedat the Port Hardy Libary during her reading on Feb. 24.

Local author introduces herfantasy novel “Branded” atPort Hardy LibraryThe reading included costumes, props, andaction-packed scenes from the novel

HANNA PETERSEN / Feb. 27, 2018 9:00 a.m. / COMMUNITY

Local Author Emma Garriott gave a lively and fun reading of

her young adult fantasy novel titled “Branded” to an intimate

crowd at the Port Hardy Public Library.

During the Feb. 24 reading Garriott was equipped with

costumes and props which she used to bring her characters

to life. In her reading, each chapter focused on a specific

character with Garriot using different costumes and accents

for each one. Branded is the first novel that 22-year-old

Garriott has published, but she has been writing since she

was 12-years-old.

Garriot grew up in Ladysmith, but just recently moved to the

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North Island in November with her husband.

Branded is set in a fictional land called Tarlen, and follows

Mercy a spoiled princess hoping for fame and glory.This is

destined to change when she learns the truth of a tortured

enemy soldier and the ugly side of her two brothers. With a

new insight into the realities of life in Tarlen and exposure to

the horrors of war, Mercy decides to put an end to it and the

story continues from there.

“There’s lot’s of action,” said Garriott, of her novel. “My main

criticism is that there’s too much action and there’s no room

to breathe!” she laughed.

Branded is available to borrow through the Vancouver Island

Regional Library, to purchase online, or through ordering at

any bookstore.

To learn more about Garriott’s work visit

www.emmagarriott.ca.

Local author introduces her fantasy novel “Branded” at Port Hardy Libra... https://www northislandgazette.com/community/local-author-intorduces-...

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Victoria-based author and poet Marilyn Bowering is judging this year’s IslandsShort Fiction Contest Adult submissions. (Photo courtesy Michael Elcock)

Islands Short FictionContest submissiondeadline one month awayStories must not exceed 2,000 words, no entry feefor children

Mar. 1, 2018 12:00 a.m. / ENTERTAINMENT

Marilyn Bowering has a lot of reading ahead of her.

For the first time the Victoria-based author, poet and former

Vancouver Island University writing instructor is taking on

judging duties for the Islands Short Fiction Contest.

The competition was originally limited to Nanaimo when it

was launched as a joint venture by the Nanaimo Arts Council

and VIU’s Creative Writing and Journalism Department in

2006 but is now open to writers across Vancouver Island and

the Gulf Islands.

Bowering will be reading all the submissions in the Adult (19

Islands Short Fiction Contest submission deadline one month away - BC... https://www.bclocalnews.com/entertainment/islands-short-fiction-contest...

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and over) division, while Vancouver Island Regional Library

librarians Jennifer Seper and Julie Carter judge the Junior

(12 and under) and Youth (13 to 18) categories. The

submission deadline is March 30. Adult first prize is $400

cash and a bursary for a VIU writing course, winner of the

Youth category gets $250 cash and the Junior winner takes

home a $75 Chapters gift certificate. There are also awards

for second and third-place finishers.

Bowering said she’s looking forward to being “surprised” by

the literature that crosses her desk. She said she reads all

entries twice, first to gauge her gut reaction as a “well-

intentioned reader” before dissecting the work with a critical

eye. She calls it “a bit of a culling process.”

“My taste is pretty eclectic so I don’t mind what mood or what

style at all the story’s in. I love classically constructed stories

but I also like things that are a bit more edgy…” she said.

“I like fiction that isn’t afraid to show what it is, so I’m always

looking for memorable characters and really good dialogue

and then that thing that happens after you read a story, if it

keeps coming back into your mind, there’s usually something

there.”

Writers are welcome to submit as many stories as they like to

the competition. VIU journalism instructor Frank Moher has

been the department’s “point person” on the competition

since the very beginning and helps recruit competition

judges.

“The judge’s tastes and values in writing are going to be

different year after year and what one judge values another

may not and vice-versa. So I think that’s always a message

to writers is keep at it. Keep plugging, keep hoping, keep


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submitting,” he said.

Stories are limited to 2,000 words. There is a $20 entry fee

for each Adult submission but all Junior and Youth stories

may be submitted free of charge. Moher said the competition

is particularly interested in nurturing young writers.

“We didn’t want there to be any financial barriers to young

people entering. That’s where our next generation of writers

will come from,” he said.

“They also have new perspectives to bring to just about

anything and thats usually a good thing in writing.”

Bowering said short story writers can’t afford to “go

wondering” the same way novel writers can. She advises that

competing writers stick closely to what is central to their story

in order to have the most impact.

“Write something that you care about and be aware that

you’re going to convey most of your story though your central

character so be prepared to think about that character’s

motivation,” she said.

“Also, the old saying people say, “Write about what you

know,” it doesn’t have to be literal all the time… When you

can bring things that are below the surface in you, like a store

of knowledge, to a story in some way, people are going to

feel that depth in it.”

Islands Short Fiction Contest entry forms can be found at all

Vancouver Island Regional Library front desks and online at

www.isfc.ca. There is no entry fee for the Junior (12 and

under) and Youth (13 to 18) categories. $20 for each Adult

(19 and up) entry. Deadline is March 30. the winners will be


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announced at a reception at Nanaimo Harbourfornt Library

on April 26 at 6:30 p.m.

[email protected] us on Facebook and follow us

on Twitter


4 of 4 2018-03-01, 11:05 AM

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Item 9 (b)

Correspondence

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CORPORATION OF THE DISTRICT OF TOFINO

I, Elyse Goatcher-Bergmann, Deputy Corporate Officer for the District of Tofino, DO HEREBY certify that the following is a true and correct copy of the resolution made by the District of Tofino Council at the Regular Open meeting of Council on Tuesday, June 13, 2017:

RESOLUTION NO. 244/17 District of Tofino Council Meeting 2017-June-13

Re: Vancouver Island Regional Library - Tofino Location

Resolution No. 244/17 THAT the District of Tofino Council's preferred location for a new Vancouver Island Regional Library site is 385 & 391 Main Street.

CARRIED

IN WITNESS WHEREOF, the undersigned has affixed her signature this 16 day of January, 2018.

_________________________________ Elyse Goatcher-Bergmann Deputy Corporate Officer

DISTRICT OF TOFINO

P.O. Box 9, 121 Third Street, Tofino, B.C. V0R 2Z0

Telephone: 250.725.3229 | Email: [email protected] | Website: www.tofino.ca

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Correspondence from Trustee R. Taylor, January 21, 2018

143

From:To: Board CommunicationsSubject: solar panels on the Chemainus libraryDate: February 23, 2018 6:37:40 PMAttachments: VIRL.pdf

Dear Library Board, I have also sent this email to Rosemary Bonanno and Joel Adams.

I would like to confirm that VIRL is in fact considering solar panels for the Chemainus library. Ispoke with Danielle Petin, the architect and I think that is what she indicated. A number of Chemainus residents would like to see this happen, myself included. I haveattached a letter from on the subject. is willing to do a solarpresentation for you on April 10 in Chemainus. Would you be able to attend? Would it be beneficial to this issue to have others write to you? Sincerely,

.Chemainus BC

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Joel Adams Director of Finance Vancouver Island Regional Library Dear Joel Adams,

Re: Chemainus Library, Solar Panels I was quite thrilled to hear that the Vancouver Island Regional Library (VIRL) is considering the implications of putting solar panels on the roof of the new Chemainus Library. My wife and I live in Chemainus, have solar panels and are a keen advocate for their use. When we built our house 3 years ago, we wanted to have a low carbon footprint so chose not to have natural gas. We wanted to keep our electric bills to a reasonable level and so after one year added a 5.1kw solar Photo Voltaic (PV) system in a grid tie configuration. We’ve been very happy with the system so far and have kept precise records of every watt we have generated and their effect on our hydro bill. Chemainus gets lots of sunshine through the year, just a little less than Kelowna. We get roughly 1100 maximum sun hours. This means our 5.1kw system can generate, on average 5600kwh in a year, and it has exceeded that amount for the last two years. We produce 40% of our total household energy with our 20 panels. I am not affiliated with any companies selling or installing solar panels, but I have learned a great deal about solar power in the last two years. I would be very happy to volunteer this knowledge and share our data with you, if you think it would help in your decisions. I would also be happy to work as an advocate to share your story with the community through our group the Chemainus Climate Solutions. I leave you with the thought that solar energy is a wonderful option to promote in our area. It will reduce the need for extra electrical infrastructure and help promote the creation of a Smart Grid. It will protect the library from increases in utility bills for 20 years or more and provides work for local contractors. Thank you for taking the time to read my input, my contact information is below. Sincerely,

On behalf of Chemainus Climate Solutions

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From:To: Board CommunicationsSubject: Solar Panels - Chemainus LibraryDate: March 3, 2018 5:51:41 PM

Dear Board,

I am writing in support of solar panels for the Chemainus Library. This is a good idea forvarious reasons. Using sustainable energy resource helps to mitigate climate change, andreduces the need to access less sustainable resources. Utilizing solar energy as a power sourcewill result in savings to VIRL, and may actually contribute to the provincial power grid.

Sincerely,

Chemainus Resident

Sent from my Galaxy Tab® A

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From:To: Board CommunicationsSubject: I support solarDate: March 3, 2018 5:25:44 PM

I think it's a great idea to put solar panels on the library.

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From:To: Board CommunicationsSubject: Proposed Chemainus LibraryDate: March 4, 2018 12:15:04 PM

Dear Board Members,

I am writing in support of the proposal to equip the beautiful new library proposed for Chemainus with solar panels.

My husband and I purchased solar panels for our south facing roof a number of years ago and now we don't payHydro (except for the monthly $10. grid fee).

We had to retrofit our old roof but it would have cost a lot less to install the panels if our house had been newconstruction.

The panels also protect the roof from wear and tear.

Of course our main motivation was to reduce the wear and tear on the planet that is entailed in both burning fossilfuels and building and maintaining dams. Solar panels on the new library will save the tax payers money in the longrun and also inspire others to take steps to switch to earth-friendly energy.

Thank you for considering this important matter.

Sincerely,

Chemainus, BC

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From:To: Board CommunicationsSubject: Solar panels on the Chemainus LibraryDate: March 4, 2018 5:57:24 AM

Dear Board Members, I strongly support the installation of solar panels on the roof of the Chemainus Library. While theprovince’s grid is currently clean, full clean energy electrification, which we need to avoidcatastrophic climate change, will require far more power than we currently have or will have withSite C. Rooftop solar power does not use up scarce land or threaten indigenous values. It is finallynow cost-competitive in BC and will protect the library from future increases in electricity rates. Theinstallation will provide a good example for the community, something we sorely need. People needto see a concerted effort by government agencies in tackling climate change, and we are seeing littleof this at the moment, with Canada’s apparent dismal failure to meet its commitments under theParis Agreement and the province having all but forgotten about the most pressing issue humanityfaces. I have grandchildren I worry about every day and I am in constant fear for humanity and otherspecies. This feeling is shared by those of us who know how dire the situation is. So, please, do theright thing, and give us hope for a better future. Sincerely,

Duncan, BC

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From:To: Board CommunicationsSubject: Solar Panels for the New Library in ChemainusDate: March 6, 2018 4:13:07 PM

I am writing to express my enthusiastic support for the recommendation made by ChemainusClimate Solutions that solar panels be installed on the new Chemainus Library. I would bevery proud to visit and preferentially use a local library running on solar.

I am confident that you will be aware of both the long and short term benefits of installingsolar panels so will not reiterate them here.

best wishes;

Duncan BC

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1

Heather Mink Zuvich

Subject: FW: Our library

From: Date: March 2, 2018 at 10:53:52 AM PST To: "[email protected]" <[email protected]> Subject: Our library

Dear Mr Ron Kerr,

I am writing with regards to my deep concern and disturbed regarding the depreciation of the atmosphere within our library. It seems to have become a place for things one expects to find in a shadowy back alley. I use to go regularly to the library and looked forward to it. You know we have some of the best library staff in the country, in my opinion. Now I find I can barely bring myself to go there. I have even ordered in books and then have not had the courage to go and pick them up. Some of my acquaintances have said that they too have stopped going. For many of us the library was a weekly visit.

I have seen within the library – overdoses, drug deals, pimping, people obviously high and not aware of themselves or others. They are verbally and sometimes physically abusive. They are sometimes not in control of their bodily functions. I am uncomfortable now to meander through the books not knowing who I may encounter or what may be left on a shelf! Please understand that the library staff is trying their very best to keep this matter in hand, but this is beyond their capabilities. Nor should they be expected to have to patrol and supervise such situations. They are in danger!

This is not a place an adult can feel safe let alone how can people bring their children, grandchildren? How can seniors or the disabled feel safe? I am not against people who are homeless or having addiction issues, but the library cannot be a place for them to hang out AND also serve the public as a place to do research, sign out books or read. I feel so sad about this as I love our library. I do apologize if I sound dire but I do feel it is the case. Something needs to be done and soon.

In my life libraries have always been like a bit of a sanctuary. In our society they are in some ways the temples of solace. The place to come and have a break from the chaos of the world in the respected quiet of the library. As a child the library was always my place to checkout from the noise, a place I felt safe to be alone without an adult. I don't want our children to lose out on the experience of learning about books and all kinds of exciting characters found through the pages of library books.

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I hope you will look seriously into this matter and find some way to restore the sanctity of our dear library. I would like to look forward to going there again. Thank you for your time.

Sincerely,

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Administration Box 3333 | 6250 Hammond Bay Road

Nanaimo, BC Canada V9R 5N3 t: 250.758.4697 f: 250.758.2482

e: [email protected] w: www.virl.bc.ca

March 7, 2018

Original sent via email: Dear , Re: Our library Campbell River Counsellor Ron Kerr forwarded your email to my attention. I would like to thank you for coming forward to express your concerns about the Campbell River branch. We echo many of your concerns and are working hard to balance our role of being an open and welcoming space with issues pertaining to the safety and security of our staff and customers. When it comes to addiction, mental health, and homelessness, libraries are not immune from the many challenges, including the opioid crisis, facing organizations and municipalities across our province. In fact, in many cases, libraries are at the frontline of these issues since marginalized community members often have few other places to turn to for warmth and access to resources. That said, the safety of our customers is of paramount importance to us and we work hard every day to make our branches attractive to people who want to check out books, attend programs, meet with friends — in short, use the library as the space it was always intended to be. The following measures have been enacted at the Campbell River branch to improve the safety and security of our staff and library customers: Locked Bathrooms All public washrooms in the branch are locked and are only available by asking for and obtaining a key from a member of library staff. The washrooms are also checked regularly by staff to ensure there are no safety or health concerns. Surveillance Cameras Video surveillance cameras are installed throughout the branch to cover the floor area. There is also clear signage informing people of the cameras. Safe Work Procedures Staff have been given clear safe work procedures and training, including instructions to call 911 in any instance when the safety of staff or library customers is in question. The RCMP have the training, expertise, and resources to properly address issues pertaining to public safety.

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mailto:[email protected]

http://www.virl.bc.ca/

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Security Guards and Police Presence Branch staff have worked closely with the Campbell River RCMP and the City’s Security Guards (Footprints Security), both of which routinely check in on the library. Additional Measures Library staff are working with the City to make the courtyard outside the library a less appealing place to congregate and sleep in. Staff have also been working with Campbell River’s downtown Business Improvement Association to tackle these challenges together. Moving forward, we are actively looking at how we can continue to make our spaces safer and more inclusive for the people of Campbell River. If you ever feel unsafe, for any reason, in your library, please talk to library staff — they are there to help you. I would also encourage you to continue reaching out to your local politicians and MLAs to express your concerns about homelessness and substance abuse in your community. This is an ongoing crisis and it is important that concerned citizens ensure their voices are heard. Thank you again for taking the time to write. If I can be of further assistance, please reach out to me any time. I hope you will continue to use your library now and for many years to come. Sincerely,

Rosemary Bonanno, BA MLS Executive Director CC: Mayor and Council, City of Campbell River

Vancouver Island Regional Library Board of Trustees Joel Adams, Director of Finance David Carson, Director of Corporate Communications and Strategic Initiatives Lis Pedersen, Director of Human Resources Joelle Sampson, Library Manager, Campbell River Branch

RB/hmz

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Item 9 (c)

Media Releases

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Media Release

FOR IMMEDIATE RELEASE A New Chemainus Library: Open House Monday, January 15, 2018, Chemainus BC: Vancouver Island Regional Library (VIRL) is moving forward with exciting plans to build a new library in Chemainus at the corner of Cypress and Willow Street (the site of the old firehall). The public is invited to come and see the new library designs for themselves. Once built, the state-of-the-art new library will offer:

• 5,000 square feet of floor space • Increased staffing levels • Expanded hours of operation • A larger collection with many new materials • An expanded program schedule • More public computers • A vibrant children’s area • A lounging area with fireplace • A laptop bar • Study space • A bookable multipurpose room

The total project budget is $2.25 million, including branch construction, new furniture, equipment, and IT infrastructure. Construction is slated to start in 2018. During construction, library services will continue to be offered at the current location of the Chemainus branch. Open House Prior to construction, the public is invited to see the designs for their new library. The Open House will be held from 5:30 – 8pm on Wednesday, January 24 at the Chemainus 55+ Activity Centre at 9824 Willow Street. 5:30 – 7 pm: Open session to learn about designs 7 – 8 pm: Presentation by library staff and Q&A

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Refreshments and snacks will be provided.

#####For more Information David Carson Divisional Manager, Corporate Communications and Strategic Initiatives 250.753.1154 ex 248 Cell: 250.327.3651 [email protected]

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Media Release

FOR IMMEDIATE RELEASE VIRL Board of Trustees elects Executive Committee and Officers of the Library Board at 2018 AGM Wednesday, January 31, 2018, Nanaimo, BC – On January 20, 2018, the Vancouver Island Regional Library (VIRL) Board of Trustees held its Annual General Meeting and elected its officers and Executive Committee members for 2018. Barry Avis, who represents the Town of Qualicum Beach, was re-elected as Board Chair. Barry has been a member of the VIRL Board since 2015, as well as having served on the Board and as a member of the Executive Committee in previous years. Steve Arnett, from the Town of Ladysmith, was elected as Vice-Chair. Steve was appointed to the Board in 2012. Both Barry and Steve will sit on the Executive Committee as part of their duties. The following nine members at large were also elected to serve on the Board of Trustees Executive Committee:

• Gordon Waterman (Village of Gold River) • Howard Houle (Regional District of Nanaimo) • Brenda Leigh (Strathcona Regional District) • Ron Kerr (City of Campbell River) • Jay Dixon (Town of Port McNeill) • Diane Brennan (City of Nanaimo) • Jason Thompson (Village of Masset) • Manno Theos (City of Courtenay) • Fred Robertson (District of Port Hardy)

Newly appointed members to the Board of Trustees this year include Peter Wainright (Town of Sidney), John Coulson (Town of Lantzville), Cathy Thicke (Village of Tofino) and Tom Walker (Municipality of North Cowichan). The Vancouver Island Regional Library Board of Trustees, which is comprised of elected representatives from 28-member municipalities and 10 regional districts, administers a budget of more than $36 million. For more information about the 2018 Board of Trustees, including elected officers, please visit us at http://virl.bc.ca/about-us/library-board.

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Media Release

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For more information David Carson Divisional Manager, Corporate Communications and Strategic Initiatives 250.753.1154 ex 248 Cell: 250.327.3651 [email protected]

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Media Release

FOR IMMEDIATE RELEASE Indigenous Elder Carol Bear to visit Campbell River library

Tuesday, February 13, 2018 Vancouver Island, BC: Indigenous Voices returns to the Campbell River branch on Tuesday, February 20 from 3:30 – 4:30 pm. The branch welcomes Laichkwiltach Elder Carol Bear who will share her family history and answer questions. All ages welcome. About Carol Bear Carol Bear is a matriarch from Laichkwiltach Nation, Ahwahoo

Tribe, Klamatoo in Campbell River. Her traditional name is Kwin-kwa-kyola-gum — named after hereditary Chief's copper. As part of the government’s commitment to reconciliation, Carol has been asked to teach her customs, traditions, language, culture and history, and to share with or anyone who wishes to learn. Carol sings and drums, makes doll-size button blankets and native peg dolls, performs storytelling, studies and paints rocks, makes drumsticks, among other passions and interests. About Indigenous Voices As part of VIRL’s efforts to facilitate reconciliation for Indigenous and non-Indigenous members of the community, we are working with Indigenous Elders across our system to share stories and skills related to Indigenous culture and experiences. The programming is based on the Elders’ unique skills, interests, experiences, and passions. Some examples include storytelling, talking circles, drumming, and discussions on Indigenous cultures. Throughout 2018, Indigenous Voices programming will roll out at branches across the VIRL system. More information is available at virl.bc.ca/indigenous-voices.

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Media Release

FOR IMMEDIATE RELEASE New Sooke Library Update Monday, February 19, 2018, Sooke, BC – Work is underway on the construction of a new Sooke library on Waddams Way. To date, the survey, geotechnical, and environmental work have all been completed, which means our consultants can finalize the site plan. VIRL’s architect is currently working on the design for the new library building. A second public meeting will be held once the design has been set and is ready for public viewing. Our goal remains to have shovels in the ground this spring and for the new library to open approximately a year later. In the meantime, the lease is in place at the current branch until December 2019 to ensure that residents of Sooke do not go without library services. More information will be provided as it becomes available.

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Vancouver Island Regional Library

Box 3333 | 6250 Hammond Bay Road

Nanaimo, BC V9R 5N3

S t r o n g L i b r a r i e s S t r o n g C o m m u n i t i e s

Bella Coola Bowser Campbell River Chemainus Comox Cortes Island Courtenay Cowichan Cowichan Lake Cumberland

Gabriola Island Gold River Hornby Island Ladysmith Masset Nanaimo Harbourfront Nanaimo North Nanaimo Wellington

Parksville Port Alberni Port Alice Port Clements Port Hardy Port McNeill Port Renfrew Quadra Island Qualicum Beach Queen

Charlotte Sandspit Sayward Sidney/North Saanich Sointula Sooke South Cowichan Tahsis Tofino Ucluelet Union Bay Woss