April 2025 Board Meeting - Minutes

April 10, 2025 at 7:30 p.m.
Semiahmoo Branch

Present: Councillor Pardeep Kooner, Trustees Stanley Chang, Balbir Gurm (Chair), John Gillies, Saman Kaluarachchi, Kulvinder Kular, Jocelyne Leszczynski, Alisa-Thao Pham, Patria Pascal, Tanveer Sohal, Rachel Smith, Lisa Werring

Regrets: Trustees Dulce Cuenca

Staff: 

  • Surinder Bhogal, Chief Librarian
  • Michael Ho, Director, Administrative Services
  • Amy Ashmore, Director Collections & Tech
  • Julie Balenzano, Director, Public Services
  • Jenny Fry, Director Programs & Partnerships
  • Kim Davies, Manager, Philanthropy
  • Seline Kutan, Director, Communications and Advancement
  • Nav Gill, Administrative Coordinator

Guest: Kayan Yu, BDO Canada LLP

1. Call To Order & Land Acknowledgement

Trustee Gurm called the meeting to order at 6:00 p.m. and expressed appreciation working on the traditional territories of the Semiahmoo, Katzie, Kwikwetlem, Kwantlen, Qayqayt, Musqueam and Tsawwassen First Nations.

2. Adoption Of The Agenda

Trustee Werring moved and Trustee Smith seconded - CARRIED  

3. Adoption Of The Consent Agenda

  1. Approval of minutes of February 27, 2025, Regular Meeting
  2. Financial Statement for the period ending February 28, 2025
    Trustee Gillies moved and Trustee Sohal seconded – CARRIED

4. Decision/Discussion

  1. 2024 Audited Financial Statements and Audit Findings: Director, Administrative Services & BDO Canada LLP, Kayan Yu, CPA, CA 
    Kayan Yu, BDO auditor, presented audit findings report, concluding that the Library’s financial statements were presented fairly, with no issues or errors, in all material respects, in accordance with the Canadian Public Sector Accounting Standards. Previous recommendation of the new Accounting Standard, PSG-8, was adopted for 2024 in reference to purchased intangibles. 2025 recommendation is for management to review any restrictions or stipulations for contributions received and ensure revenue is recognized in accordance with PS 3400.
    MOTION: “To approve the 2024 Audited Financial Statements and Audit Findings.”
    Trustee Chang moved and Trustee Smith seconded –  CARRIED
  2. 2024 Statement of Financial Information: Director, Administrative Services
    MOTION: “To approve the 2024 Statement of Financial Information.”
    Trustee Smith moved and Trustee Werring seconded – CARRIED
  3. Policy Development Framework
    MOTION: “To approve the Policy Development Framework.”
    Trustee Sohal moved and Trustee Chang seconded – CARRIED
  4. Convening ad-hoc committee for developing succession plan
    Expressions of interest for ad hoc committee are Trustees Gillies, Leszczynski, and Sohal.
    MOTION: “To approve the Convening ad-hoc committee for developing succession plan.”
    Trustee Kular moved and Trustee Werring seconded – CARRIED
  5. Board Matrix Scores
    Based on collated scores it was noted there is a gap of trustees with connections in the early years sector, and also lack of Indigenous representation on the Board. In terms of development, a variety of options were discussed including governance, finance 101, advocacy, and ‘behind the scenes’ at a library branch. It was suggested that any development is interactive and focuses on strengthening the Board as a team. The Executive Committee will discuss further.

6. Staff Presentation

Amy Ashmore, Director Collections and Technology and Jenny Fry, Director Programs and Partnerships presented on Intellectual Freedom.

7. Information Items

  1. Reports
    1. 2024 Fund Development Activity Report
  2. Verbal Updates
    1. Board Chair:
      • Encouraged trustees to take BCLTA training opportunities.
      • Thanked trustees who made submissions for tariff consultations.
      • Scheduled a meeting for Executive Committee.
      • Thanked Seline Kutan, Director, Communications and Advancement, on her retirement.
    2. Chief Librarian:
      1. City 2025 draft budget has been released and is being deliberated by Council on April 14. No information yet on new positions for the Library.
      2. City’s Official Community Plan (OCP) is being updated. Libraries are assisting with providing space for community engagement and library staff are attending sessions to provide input.
      3. Kim Davies has been appointed to Acting, Director of Communications and Advancement, effective May 5.
      4. Kim Davies reported two recent bequests received: One undesignated for $1300 and one specifically for Ocean Park branch for $250,000.
      5. Jenny Fry reported a new Indigenous Services Coordinator is starting on May 5. She also provided an update on a new partnership with the South Asian Community Hub to provide support to vulnerable communities at the Newton branch.

8. Next Meeting

May 22, 6:00pm, Strawberry Hill Branch

9. In-Camara Meeting

Trustee Gillies moved and Trustee Leszczynski seconded – CARRIED

10. Adjournment


Regular meeting adjourned at 7:35 pm.