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Ottawa Public Library Board Meeting

Special Meeting


Minutes 6

Tuesday, 26 May 2015

4:00 pm

Honeywell Room, Ottawa City Hall, 110 Laurier Avenue West

 

 

Notes:             1.         Underlining indicates a new or amended recommendation approved by the Board.

Present:

Chair:  Tim Tierney

Vice-Chair:  André Bergeron

Trustees:  Kathy Fisher, Allan Higdon, Catherine McKenney, Pamela Sweet, Marianne Wilkinson

Regrets:

Trustee Scott Moffatt

(Trustee Moffatt arrived after adjournment)

 

DECLARATIONS OF CONFLICT OF INTEREST

No Declarations of Interest were filed.

 

REPORT

CHIEF EXECUTIVE OFFICE

 

1.

OTTAWA PUBLIC LIBRARY SUBMISSION TO CANADA 150 COMMUNITY INFRASTRUCTURE PROGRAM

 

OPLB-2015-0051

 

Chair Tierney explained that the Federal Government made known details early last week for the infrastructure program announced in the spring budget. Libraries qualify as one of the recipients of the grants. He thanked the CEO and staff for preparing the submission for the new Federal funding, and for organizing a quick turnaround special meeting. He also thanked trustees for their attendance.

Danielle McDonald, CEO explained that while it is in the CEO’s Delegated Authority to apply for grants, the financial amount exceeded the CEO’s Delegation of Authority as recently amended. In 2012, the OPL Board approved the facility renewal priority list which identified Rosemount as number two, with Main being number one. Ms. McDonald stated that going forth with the development of a Main Library was not to be at the expense of other branches. Rosemount qualifies as a project for funding. The Federal Government contribution from the CIP 150 will be a maximum of 50 % of a project, up to $1 million, and the project must be completed by March 31, 2018.

Chair Tierney added that members of the Rosemount Expansion and Development Group (READ) were supportive of the application as is Councillor Jeff Leiper, Kitchissippi Ward 15.

In response to a question from Vice-Chair Bergeron with respect to other branches that could have qualified, Ms. McDonald noted that Centennial was another branch.

In reference to a question posed by Trustee McKenney related to her understanding that the $2 million would include the 800 square foot expansion, Ms. McDonald stated that the funding would allow for most of the renovations, and that a detailed scope of work will be used for the acquisition of architectural services to determine if expansion is possible.

With respect to the building being heritage status, Mr. Stark, Program Manager, Facilities Development advised that the building is on the heritage level list but does not have heritage status.

When asked by Trustee Begg about the option of a 66% contribution to total project funding, Ms. McDonald advised that they did look at that contribution level with the recent pressures placed on OPL finances, including the Pay Equity Tribunal decision, the 50% was in the organization best interest. Trustee Begg further asked about the scale of the project and Mr. Stark indicated that various other projects that were based on cost estimates were scaled back to stay within the approved budget as no extra monies were available. The same would happen here if required.

From a question of Trustees Fisher and Begg about the full scale modernization of the elevator at Rosemount being over and above, Mr. Stark advised that it is over and above the budget required for the expansion as it will be completed through life cycle renewal and replacement works to existing building assets.

Vice-Chair Bergeron pointed out that it would look bad if the elevator was replaced and then another one was put in. Ms. McDonald stated that if the application was approved, the timing will be adjusted to have elevator repairs completed once.

In response to a question from Trustee Wilkinson with respect to other RFID implementation being deferred or delayed, Ms. McDonald noted that staff will be looking at the minor impact on the RFID implementation schedule and final completion date, and potential delays to other capital projects. She stated that funds will come from the 2016 capital budget envelope through the annual budget process. Ms. McDonald noted that staff will stay within the framework and complete project timelines.

When asked from Trustee Sweet about a plan for the 800 sq ft. scope of work being considering for expansion of the ground level, Ms. McDonald advised that the $100K in capital for the design work is available and design planning can begin immediately.

In reference to a question from Trustee Higdon on how many projects are competing for the grant, Chair Tierney stated City staff are working on a short list to submit to Council as a whole. It was a challenge identifying what was a project and difficult to guess how much Ottawa could potentially receive.

There being no further discussion, the recommendation was put before the Board, and was CARRIED, as presented. 

 

 

MOTION OPL 20150526/1

 

That the Ottawa Public Library Board approve the submission to Canada 150 Community Infrastructure Program.

 

 

CARRIED

 

 

ADJOURNMENT

MOTION No. OPL 20150526/2

Be It Resolved that the Ottawa Public Library Board meeting be adjourned at 4:21 p.m.

 

Minutes approved by:

Original signed by                                                  Original signed by

Chair Tim Tierney                                                   Danielle McDonald, CEO

_____________________________                    __________________________

Chair                                                                           Recording Secretary