Ottawa
Public Library Board
MINUTES
Monday,
February 10, 2014, 17:00
Champlain Room,
Ottawa City Hall, 110 Laurier Avenue West
Present:
Chair: Jan
Harder
Vice-Chair:
André Bergeron
Trustees:
Amelita Armit, Jim Bennett,
Keith Egli, Patrick Gauch, David Gourlay, Christine Langlois, Shad Qadri, Doug
Thompson, Tim Tierney, Marianne Wilkinson, Rose Zeidan
Regrets: Danielle Lussier-Meek
Recorder: Marc Pellerin, Library Board
Assistant
CALL TO ORDER
The meeting was called to order at
17:05. Trustees Qadri and Tierney joined by teleconference. Trustee
Lussier-Meek submitted her regrets pending the City Solicitor’s legal opinion
pertaining to trustees’ record of attendance.
PUBLIC DELEGATIONS
There were no public delegations.
Chair Harder advised the
Board that an article was being circulated. The 50th anniversary of
the Elmvale Acres Branch was featured in the December issue of Riverview Park
Review. Le Droit also covered the commemorative naming event that took place
at the Orléans Branch to name a room in honour of Patricia Leduc.
PRESENTATIONS
There
were no presentations.
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Chair
Harder referred to page 6 of the January 13, 2013 OPL Board minutes and
requested an amendment with respect to her comments on recommended next steps
to item #4 – 2013 Trustees’ Record of Attendance. She requested that the
matter be also reviewed by the Board’s By-law and Policy Review ad-hoc
committee.
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MOTION No. OPL 20140210/1
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Moved by Trustee Bergeron,
Minutes
confirmed as amended – Ottawa Public Library Board meeting of January 13,
2014.
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CONFIRMED
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Chair Harder introduced and welcomed the
new Division Manager, Branch Operations, Catherine Seaman. Catherine is
fluently bilingual and has a Masters Degree in Library Science. She has had a
long career serving in libraries in Vancouver and Ottawa. Catherine's focus on
customer service and fun personality make her the ideal candidate for the
position.
Chair Harder further recognized Trustee Thompson's retirement
announcement from municipal politics, for his long-standing service to Osgoode
Township. She thanked the trustee for his contributions towards the Ottawa
Public Library.
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MOTION
No. OPL 20140210/2
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That the Ottawa Public
Library Board adopt the City of Ottawa Enhanced Risk Management Framework.
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- CARRIED
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MOTION
No. OPL 20140210/3
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That the Ottawa Public Library Board
adopt the City of Ottawa’s Corporate Sponsorship and Advertising Policy.
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CARRIED
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Chair Harder mentioned that
the Development Charges Ad-Hoc Working Group met a number of times since its
inception at the January 13, 2014 OPL Board meeting. She introduced the item,
noting the Board is being asked to support the fundamental cap, as presented in
the report. She invited Gary Baker, Program Coordinator, Development Charges,
City of Ottawa and Matthew Pritz, Manager, Business Services, OPL to the
microphone to further speak to the item.
G. Baker explained that
current legislation in place requires that any service included in the
Development Charges By-law is based on the historic 10 year level of service.
Soft services fall within this category (e.g. library services, fire services,
etc.) The makeup of the level of service is based on both a qualitative and
quantitative measures. Such calculations provide a gross amount that can be
used on the basis of funding various projects in need of funds. The updated
building space and collection holdings level of service sheets have calculated
an estimated overall service level cap of approximately $33M, which is available
to fund capital projects from 2015 to 2024.
Chair Harder opened the
floor to questions from members of the Board.
Chair Harder made reference
to the high cost of eBooks and inquired about the level of pressure on the
funds normally assigned to library collections, set aside from development
charges. Jennifer Stirling, Division Manager, System-wide Services and
Innovation responded that an allocation derived from development charges would
be used to increase funding to eBooks as content becomes available. Each and
every year, OPL reviews the funding allocation to eBooks, considering the
ever-changing landscape of eBooks.
Trustee Langlois inquired
about the possibility of allocating development charges revenues towards
renovation projects to optimize use of space and service offerings. G. Baker
explained that the fundamental existence of development charges is to fund
growth-related expenditures designed to maintain a level of service for new
residents, and budgeted FTEs or permanent FTEs. Funding allocated towards
renovations-only initiatives may be perceived as unjustifiable. He further
added that municipalities are more likely to strategically consider which
project to fund, noting the theoretical service level cap in mind. From a
strategic point of view, funding allocations for a new facility or expanded
facility provide the most efficient use of development charges funding and help
to maintain or increase the service level cap.
Trustee Egli sought
clarification on the Board’s immediate obligation. Chair Harder explained that
the Board is being asked to approve the service level cap. From now until
March’s OPL Board meeting, additional meetings will be held with the
Development Charges Ad-Hoc Group to determine how funds should be allocated.
Trustee Gauch made
reference to the Centretown moratorium on development charges. With the
moratorium now lifted, he inquired about potential opportunities to allocate
any funding towards renovations at the Main Library and sought clarification on
the collection of development charges and their allocation parameters
associated with specific geographical areas of the city. G. Baker explained
that development charges associated with library collections are collected
city-wide and specific components of the charge are then allocated towards
city-wide collections. Conversely, development charges funding for
infrastructure-related projects is based on specific geographical areas, namely
inside greenbelt, outside greenbelt, and rural. He noted that the discontinuance
of the downtown exemption ended as of July 31, 2011, with some outstanding site
plan agreements that would not warrant development charges from the developer
in the future.
Trustee Langlois suggested
that the Main Library be reflected in March’s recommendation to the Board.
This reflection may be appropriate considering the increase in population since
the Main Library’s construction in 1974. While an expansion is not possible at
the current site, more functional space could be considered as a means to meet
the needs of all residents served by the Main Library.
Trustee Wilkinson
emphasized the importance of strategically allocating funds originating from
development charges. In scenarios leading to a decrease in square footage, the
service level cap would be negatively impacted.
Vice-Chair Bergeron
mentioned that development charges represent an envelope specifically allocated
to certain criteria. With the Main Library currently on the Board’s radar, he
supported the call for the development of scenarios to recognize other
projects.
Chair Harder emphasized the
need for an expanded discussion on the topic of the Main Library in connection
to justifying funding from development charges. The Board should also be
engaging in a discussion to review the types of services the OPL should be
offering.
G. Baker noted that the
City has a policy in place that directs all development charges collected for
soft services to be retained in a reserve fund. Such a directive optimizes the
ability to fully fund a project as funding is readily available, without incurring
any debt. An exception was granted for recreation facilities allowing the
ability of expediting the collection of funds for specific projects. Chair
Harder asked as to whether or not the same argument and approach could be
explored for the OPL. G. Baker advised that such an avenue could be explored.
He added that master servicing facility study would be used to guide overall
discussion and planning efforts.
Danielle McDonald, Chief
Executive Officer reported that the OPL's growth study was funded through
development charges. The study serves as a starting point and will assist in
guiding the Board on where funds should be invested. Decisions made by the
Board must be defensible. In addition, development charges do not fully fund
capital projects. Development charge funding is dependent on future
residential and non-residential growth in the City, as well as the OPL’s
provision of a minimum of ten percent of the total funding via the capital
funding budget.
Chair Harder concluded the
discussion by noting that all members of the Board may be asked for their input
via email into the Development Charges Framework. If necessary, a special
meeting could be held at the end of March to deal with any outstanding matters,
prior to the Board's obligation to respond to the Planning and Growth
Management Department.
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MOTION
No. OPL 20140210/4
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Moved by Trustee
Wilkinson, seconded by Trustee Armit,
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That the Ottawa Public
Library (OPL) Board approve the Development Charges (DC) funding framework
for the period 2015 – 2024 to a maximum allowable service level cap of $33
million under the Development Charges Act (DCA).
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CARRIED
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That the Ottawa
Public Library Board receive this report for information.
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RECEIVED
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That the Ottawa
Public Library Board receive this monitoring report for information.
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RECEIVED
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That the Ottawa
Public Library Board receive this monitoring report for information.
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RECEIVED
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That the Ottawa
Public Library Board receive this monitoring report for information.
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RECEIVED
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That the Ottawa
Public Library Board receive this monitoring report for information.
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RECEIVED
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MOTION No. OPL 20140210/5
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Moved by Trustee Gourlay,
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That the Ottawa Public
Library Board move in camera in accordance with section 16.1 (4)(c) Public Libraries
Act, R.S.O. 1990, CHAPTER P.44, to discuss a proposed or pending acquisition or
disposition of land by the board.
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CARRIED
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MOTION No. OPL 20140210/6
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Moved
by Trustee Gauch,
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That the Ottawa Public
Library Board return to open session at 18:26.
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CARRIED
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ADJOURNMENT
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MOTION
No. OPL 20140210/7
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That the
Ottawa Public Library Board meeting be adjourned at 18:27.
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- CARRIED
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Minutes
approved by:
Original
signed by Original signed by
Chair
J. Harder D. McDonald,
CEO
_____________________________ _____________________________
Chair Secretary