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Monique Désormeaux,
Deputy CEO provided a summary of the detailed presentation of November 8. (Held
on file with the Chief Executive Officer) Matthew Pritz, Program Manager,
Finance and Business Services, and Brenda Gorton, Account Manager, Financial
Services Unit were in attendance to respond to questions. Ms. Désormeaux
reminded the Board that the purpose of tonight’s discussion was to approve
the Draft 2017 budget and recommend it to City Council for final approval on
December 14. She advised that two inquiries were received through the
councillor-led consultations and/or via the print and electronic feedback
channels. One through Councillor McKenney’s office – a constituent wrongly
believed the library’s budget was being cut; the second from a library
customer interested in knowing how the proposed $2M was going to be spent on
the Central Library project. In addition, a written query from Councillor Fleury was
received regarding $955K reduction and what is included in non-departmental
expenditures. Response from staff was as follows:
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Non-Departmental
expenditures refers to the library’s capital budget funding allocation. The
$955K represents the funding reduction to the capital plan from 2016 to 2017.
In 2016, the library capital budget funding requirement was $3.055M. In 2017,
the library requires less in the capital funding requirement at $2.350M.
Ms. Désormeaux said the
2017 total budget envelope was $47.235M, a 2017 total net budget of $46.705M,
including the $1.349M target allocated by Council, plus $530K to support
facility lifecycle costs and accessibility improvements, managed by city
partners. She outlined the 2017 operating budget pressures and provided an
overview of the 2017 capital funds:
·
Renewal
of City Assets: $530K required to maintain and service the 33 locations;
·
Strategic
Initiatives in the amount of $2.185M to move Council’s and the Board’s
strategic priorities forward, including:
·
Finalizing
the Central Library Development Project planning ($2M);
·
Developing
a Business Case as to how best renew the Rosemount branch, Ottawa’s only
remaining Carnegie Library ($100K); and
·
Rolling
out year two and three program to update accessible workstations for the
public ($85K)
·
Growth:
funds of $985K used to develop architectural drawings for a branch in
Riverside South, as well as grow OPL’s collection.
The Deputy CEO summarized the five
initiatives for the proposed revised fee schedule. If approved; the entirety
will be implemented so that new or revised fees are balanced by service
enhancements. She said staff will also develop and implement a robust
communications plans for the fee changes.
The Board heard from the
following delegations:
Mike Pyndus, spoke to his proposal of
saving the library $100K in 2017 by offering to prepare the statement of
requirements and business case for the Rosemount branch free of charge. Mr.
Pyndus provided a summary of his professional qualifications and past project
work. He stated that a copy of his draft statement of requirements on the
Central Library Development Project, which demonstrates his methodology that
could be adjusted for the Rosemount branch project, was provided to READ.
Mr. Pyndus mentioned that there would be no risk to the library in using his
services and said the process would be open, transparent, and data-based.
Chair Tierney appreciated
the generous offer by the delegation and said staff would take that under
advisement.
Richard Van Loon, Rosemount
Expansion and Development (READ)*, encouraged the Board to approve the
development of a business case for construction of a new Rosemount branch at
a location near the current branch. He advised that with the support of ward
Councillor Jeff Leiper, community consultations were conducted over the last
year involving more than 200 participants. Mr. Van Loon said READ has the
explicit support from the 12 Community Associations in the catchment area for
Rosemount, branch to relocate and to receive the work it needs to become a
fully modern branch equal to others serving similar-sized populations. He
referenced the Economic Benefit Study received in November and quoted the
CEO’s statement: “people really value library spaces.” With respect to the
presentation by Mr. Mike Pyndus, he expressed that READ has not had any
discussions with him about the Rosemount branch. Mr. Van Loon said in his
view, it is up to the Board and staff to prepare the business case and that
READ would not support any other approach.
Chair Tierney thanked Mr.
Van Loon for the collaboration on this file.
Prior to asking questions to the
delegation, Trustee McKenney said she strongly supports the business case and
staff recommendation. She thanked READ for working with the broader
community and thanked the ward Councillor for bringing forward a case easy to
defend and ultimately approve. She looked forward to the new and improved
Rosemount.
Councillor Wilkinson suggested that
staff include expansion of inner city branches in the Development Charges
By-law Review. Mr. Van Loon said READ would support that. He mentioned that
they would be willing to raise money as well.
Chair Tierney said that staff have
taken note of that and when it gets to the point of the funding strategy,
staff will discuss with the finance department.
Kathleen Wilker*, spoke of the importance
of the Rosemount branch to the community, where parents gather with little
ones for baby or toddler time, where children are allowed to walk to on their
own, and where adults of all ages go. Ms. Wilker described her adventures
and observations of different library systems in the Unites States and Canada
over a six month-sabbatical with her family. She fully supports a new,
spacious location for Rosemount so there’s room for everyone from the
neighbourhood and visitors to access the resources, or attend programming,
and most of all, feel like home.
In response to a question from Trustee
Wilkinson on whether the delegation and her family was charged to use library
facilities during her visits, Ms. Wilker pointed out that they weren’t charged
when visiting different libraries although while in British Columbia they
paid for a temporary card to borrow materials because their stay would be
longer.
[ *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 whether
the Ottawa Public Library charges visitors to use our facilities, Ms.
Désormeaux advised that visitors are charged but if they do not use the full
amount; a certain percentage is reimbursed and it is done on a pro-rated
basis.
Trustee Wilkinson
suggested that OPL waive visitor fees, particularly in 2017 for Canada’s 150th
celebration. She noted that staff could find adjustments and advise what the
impact on the budget would be. Chair Tierney asked how much the library
brings in via visitor fees. The Deputy CEO noted visitor revenue is small
but staff could bring it back in 2017.
Chair Tierney asked the
CEO to comment whether Trustee Wilkinson’s query requires direction or a
motion. Danielle McDonald, CEO stated that staff could take it as direction;
however, if there is a significant financial impact, staff will advise the
Board of its findings. Trustee Wilkinson was happy to have it put forward as
direction.
Direction to Staff:
That staff investigate waiving
fees for visitors to Ottawa who use the Ottawa Public Library, and report
back to the Board if there are significant budget impacts.
In response to questions
from Trustee Higdon on what the size is of the Renewal of City Assets:
Bookmobile Replacement and whether it is a contractual obligation on the
uncommitted balance. Ms. Désormeaux advised that currently there are three
vehicles on the road: the new Bookmobile (Unit 1), the Sprinter that was
received a year and a half ago, and Bookmobile (Unit 2), which is coming
towards end of life and it is part of the library’s three-year plan to
potentially replace it.
In response to a question
from Trustee Higdon on the definition of adult books and paperbacks, Ms.
Désormeaux said adult material is anything considered for an adult audience,
such as fiction, non-fiction; paperback etc. are the formats.
Trustee Higdon asked
staff to clarify the expenditures by program under the CEO and Deputy CEO’s
budget. Brenda Gorton, Account
Manager, Financial Services Unit reported that expenditures by program are
those that maintain services, pressures, such as compensation and, cost of
living increments, and benefit adjustments based on contracts, and union
agreements, and one-time funding for a number of pressures.
In response to a question
from Trustee Higdon on staff’s recommendation of reducing overdue fees for
adult circulating collections from .50 cents to .40 cents and for children’s
material from .25 cents to .10 cents, Ms. Désormeaux advised that staff did
not want to isolate one fee but rather look at each component of the revised
fee structure as a holistic package. She said there is a trend to reduce
fees particularly for children’s materials in order to better reach the
community and eliminate barriers to library use. This provides for greater
social impacts. Ms. Désormeaux pointed out that Ottawa has one of the
highest fees in relation to borrowing materials compared to a vast majority
of public libraries across Canada.
In response to a question
from Trustee Higdon on setting the maximum fee threshold to $20.00 for adults
and $5.00 for children, Ms. Désormeaux said it is anticipated that revenues
will be generated by the maximum fee threshold over time.
Trustee Higdon asked how
long the one-time full amnesty for returned items would last and whether it
will be announced throughout the year. Ms. Désormeaux noted that staff
deliberately did not insert a period of time. The one-time full amnesty will
be laid out to get the most impact when it is released. She said that staff
are in the midst in evaluating how it will work; however it would not be for the
full year, it could be for a day, a week, or a month.
In response to a question
to implement $1.00 to customers for reserving materials (at the start of the
hold process), Ms. Désormeaux said that it would be against the Public
Libraries Act. She mentioned that many libraries across Canada charge a
restocking fee. The concept is meant to be seen as a social contract with
clients. Customers will only get charged if they don’t respect picking up
their holds.
Trustee Fisher asked what
the scope of branch improvements for one-time general repairs and maintenance
would be. Ms. Désormeaux advised that these are for replacing shelving to
the five feet standard, carpet tile replacement or painting associated with
the improvements. She said that staff approach the Friends of the Ottawa
Public Library Association (FOPLA) on a regular basis to leverage funding and
also ask the City to see if there are any residual funding to offset some of
these projects.
In response to a question
from Trustee Fisher on criteria used to select specific branches for one-time
funding for general repairs, Ms. Désormeaux mentioned that the branch
priority list coming forward is from the Board’s Facilities Framework and
that considerations included recent renovations and health and safety.
Trustee Begg asked
whether front-line staff have discretion to waive fees. Ms. Désormeaux
advised that staff do have that discretion. As example she detailed the
process for when a customer claims an item was returned.
In response to planning
questions from Trustee Sweet regarding funding in the budget for the South
Urban branch, Ms. Désormeaux noted that a Community Development Plan (CDP)
was adopted by Council for recreational and library use, zoned in Ward 22 –
Gloucester-South Nepean off Limebank road. She said staff will be working
with colleagues in Parks, Recreation and Culture to develop a joint facility
with shared spaces to be built in tandem (e.g. Greenboro branch).
Trustee Sweet inquired
about the future capital budget funding for the East Urban community and
whether a location for a new branch was chosen. Ms. Désormeaux mentioned
that the branch would likely be built with the François Dupuis Community
Centre off Mer Bleu.
In response to a question
from Trustee Sweet on the process and implications of the $100K put aside in
the budget for the Rosemount Business Case, Ms. Désormeaux said it will be
tendered using a Request for Proposal process. The report will be submitted
to the Board by June 2017, in time to inform the 2018 budget process.
Analysis would include the total cost of ownership over a 20-year span for
either staying in the existing facility, lease, new build options, etc. She
pointed out that work to examine the requirements to stay at the existing
facility, showed approximately $2M investment.
In closing, Chair Tierney
thanked the CEO and staff for their tremendous work on the budget and during
the year.
There being no further
discussion, the OPL 2017 Draft Budget was CARRIED as presented.
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