Sonia Bebbington, Chief Librarian and CEO (CLCEO), and Craig Ginther, Division Manager, Facility and Technology Services, provided a presentation about the Library Services (LS) Asset Management Plan (AMP). (Held on file with the CL/CEO). Megan Birchfield, Program Manager, Library Facilities Development, Sarah Macintyre, Division Manager, Client Services, and Meagan Wheeler Cuddihy, Program Manager, Capital Planning/Strategic Asset Management, City of Ottawa were in attendance to respond to questions.
Key highlights of the presentation included:
- Background and Plan Elements;
- Condition of Profile of Library Services Assets;
- Increasing Cost Drivers;
- Levels of Service and Risk Management; and,
- Addressing Service Area Gaps.
Trustee Crawford asked staff to elaborate on the climate change cost driver. Ms. Wheeler Cuddihy noted that the OPL LS AMP is part of the City of Ottawa’s AMP and energy evolution is aligned with the work that the climate team had done through the Climate Master Plan directed by City Council, which includes things such as greening the fleet, increasing the climate resiliency of facilities, including elements such as heating, ventilation, and air conditioning. Ms. Wheeler Cuddihy added that this work is done in conjunction with Ontario’s Financial Accountability Office, and involves a third-party peer reviewed study, which assesses additional anticipated costs the City could expect as a result of changing climate conditions.
In response to a question from Trustee Crawford regarding the links between eBook advocacy and collection asset management, Mr. Ginther replied that any advocacy for offsetting costs (in this case, for physical collections as an asset) are helpful. Ms. Bebbington clarified that electronic collections (including eBooks) are not considered as part of the AMP as they are not a physical asset that is owned by OPL, but that offsetting costs for eContent overall could assist in managing the broader collections budget, including for physical (print) materials.
Further to the conversations about collection assets, Trustee King asked staff to elaborate on 33% decline in collection size per capita and strategies to keep pace with population growth. Sonia Bebbington, CL/CEO confirmed that active discussions are occurring internally on this matter and that there will be further discussion at a subsequent Board meeting. Ms. Macintyre added that OPL reviewed a variety of data sets to determine collections target ratios for the AMP, including library sector peers in Ontario and projections for Ottawa out to the year 2032, including the likelihood of significant population growth. She further noted that eBook advocacy is one element in the broader collection planning, as progress on this file will allow us to maintain eContent as well as allocate additional funds to print materials. Other considerations include efficient use of shelving and other interconnected elements of asset management that form part of conversations regarding existing as well as new branches. Building on this response, Ms. Bebbington added that opening day collections for new branches are provided with capital funds, and operational funds support collection maintenance on an ongoing basis. As such, she indicated that staff develop and review strategies for collection assets within both of those budget envelopes.
Trustee King commented on the importance of access to fulsome and high-quality collections, and noted he was pleased by the thoughtfulness of staff in planning collections strategies. He further noted his appreciation of the review of the draft AMP with the Facilities, Finance & Risk Standing Committee.
There being no further questions, the report was CARRIED as presented.
MOTION OPL 20250513/4
That the Ottawa Public Library Board:
- Approve the Library Services Asset Management Plan, as further described in this report and attached as Document 1; and,
- Recommend that Council approve the Library Services Asset Management Plan.
Results: Carried