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Monique Désormeaux,
Deputy CEO, provided a summary of the detailed presentation of November 7. (Held
on file with the Chief Executive Officer) Matthew Pritz, Program Manager,
Finance and Business Services, and Brenda Gorton, Account Manager, City of
Ottawa’s Financial Services Unit were in attendance to respond to questions.
Ms. Désormeaux reminded the Board that the purpose of the evening’s discussion
was to approve the Draft 2018 budget for recommendation to City Council for
final approval on December 13.
Ms. Désormeaux said the
2018 total budget envelope was $49.309M, comprised of a 2018 net budget of
$48.199M, including the $1.49M targeted allocated by Council, plus $1.110M to
support facility lifecycle costs and accessibility improvements, managed by
City partners. She outlined the 2018 operating budget pressures in three
primary categories: Mandatory, Strategic, and Financial adjustments required
by Finance. Ms. Désormeaux provided an overview of the 2018 capital funds
noting the biggest investments were for the renewal of the Rosemount branch
($2M) and to replace an aging Bookmobile Unit 2 ($750K). The Deputy CEO
summarized the eight initiatives for the proposed revised fee schedule noting
the effective date of January 24, 2018.
The Board heard from the
following delegations:
Mike Pyndus*, spoke to observations on
the 2018 Ottawa Public Library (OPL) 2018 Draft Budget with respect to
administrative and meeting room spaces at the current main branch and future
Central Library. Mr. Pyndus suggested the Library co-locate administrative
spaces at the Nepean Centrepointe branch, one of the largest branches per
capita, stating it would reduce waste and contribute to a cost avoidance.
Joshua Nutt, Chair, Rosemount
Expansion and Development (READ), expressed concerns on the city’s approach to planning for, and
funding of capital projects. He encouraged the Board to advocate for
library services through planning for long-term capital projects, and
provided examples from Winnipeg and Edmonton. Mr. Nutt would like to see a
commitment to long-term sustainable capital funding. He said the Rosemount
branch renewal is not a sustainable plan and expressed concerns with
intensification in the community. Mr. Nutt said density is not being
captured for development charges (DC), that urban libraries do not have
access to DC funding, and an unfair cap was used in the Rosemount Business
Case report. READ sees this as a problem that will continue to affect
long-term funding.
Trustee McKenney
requested the delegation provide his speaking notes to the Board. Mr. Nutt
said he has no objections providing his notes.
[ *Individuals / groups marked
with an asterisk above either provided comments in writing or by email; all
submissions are held on file with the CEO.]
In response to a question
from Trustee Higdon on additional lease costs for the Emerald Plaza branch in
the amount of $55K, as well as further lease options, Ms. Désormeaux said the
increases are as a result of inflation and are built to the lease agreement.
With respect to lease options, Ms. Désormeaux indicated that there are no
other leased facilities requiring cost adjustments in 2018, however, the
Blackburn Hamlet branch lease will expire in three years.
Trustee Higdon
complimented staff on a very good budget and stated he was pleased to see an
increase for library materials.
In response to a question
from Trustee Sweet on whether the proposed minimum wage increase in Ontario
will have any impact, Ms. Désormeaux replied that the increase will not have
any budgetary impact to OPL.
In response to a question
from Trustee Sweet on upcoming changes to the Development Charges By-law
policy, specifically on the point that was raised regarding intensification,
Ms. Désormeaux cited the Library Facilities Investment and Growth Planning
Study (September 2016) which governs investments in facilities, directs which
facility priorities will be developed using growth funding, and confirms
branch renewal priorities. She noted that staff met with City colleagues to
begin work on the Development Charges By-law policy, which will be reviewed
in 2019.
Trustee Wilkinson posed
questions on the replacement charges for the popular Museum and Ski Pass and
the associated program costs. Monique Brûlé, Division Manager, Programs and
Services indicated that institutions provide passes in limited numbers. In
the past there was no charge for replacement (lost) passes, however, some of
the institutions are now charging a cost of $20.00. She said that OPL has a
solid partnership with the institutions. Trustee Wilkinson noted that the
passes are very good, however not all customers are aware that these are
offered. She asked if there are waiting lists for the passes. Ms. Brûlé
indicated that all passes are now part of the Express collection available
for a seven-day loan and are no longer available as “Holds”. Changes were
made in order to improve customer access to these items by eliminating the
long hold lists.
Trustee McKenney asked
staff to confirm the requirement for one Full-Time Equivalent (FTE) overall
and to explain the Automated Employee Scheduling System. Ms. Désormeaux
confirmed that OPL was asking for an increase of only one FTE. She further
explained that year one will be focused on planning, determining the software
and related requirement to implement an automated scheduling system. Year
two will be the implementation phase.
In response to a further
question from Trustee McKenney on gapping targets and whether other FTEs are
required for growth, Ms. Désormeaux indicated that because OPL is a public
service, the gapping is two percent. With respect to FTE increases for
growth, Danielle McDonald, CEO said that OPL has not had an FTE increase
request in many years. She pointed out that 9 FTEs for the Beaverbrook
branch were funded internally through efficiencies from the implementation of
Radio Frequency Identification (RFID). Ms. McDonald mentioned that staff
will be requesting FTEs in the future for the new Riverside South branch.
In response to questions
from Trustee Fisher regarding the Bookmobile Replacement, Unit 2 ($750K), Ms.
Désormeaux said OPL last purchased a Bookmobile in 2014. City Fleet partners
were consulted to develop the replacement cost estimate. In addition, a
Request for Information (RFI) has been developed to further solidify cost
estimates. With respect to maintenance costs included in the operating
budget, Ms. Désormeaux indicated this was to keep the current Unit 2 road
worthy, while the replacement was being ordered. She also mentioned that
maintenance costs typically diminish with a new unit in the short term as
work is covered under warranty. Ms. Désormeaux also confirmed that the old
unit will be decommissioned.
There being no further
discussion, the OPL 2018 Draft Budget was CARRIED as presented.
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