HomeMy WebLinkAboutAdmin 54-84CORPORATION OF THE TOWN OF NEWCASTLE
40 TEMPERANCE STREET
BOWMANVILLE, ONTARIO
LIC 3A6
REPORT TO THE GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
MEETING HELD JUNE 18 1984
ADMIN. 54 - 84
SUBJECT: Distribution of Building Maintenance
Responsibilities - Library buildings
It is respectfully recommended that the General Purpose
and Administration Committee recommend to Council the
following:
1. That this report be received;
2. That the Town acknowledges responsibility for the
structural stability of the buildings, including the
(hge6firal
roofs, plumbing/ and electrical systems, and the long
term maintenance of the heating systems;
3. That the Town of Newcastle be responsible for obtaining
all necessary insurance coverage for the Library system
provided that the Library Board agrees to pay
any insurance premiums related to the contents of the
buildings -and Board members and provided further, that
the Library Board evaluates annually and forwards to
the Town prior to May lst of each year, an evaluation of
the value of the contents of the library facilities
including artifacts;
4. That the Town be responsible for the maintenance of the
grounds around the Bowmanville Branch library, including
grass cutting and snow removal;
5. That the Town be responsible for the cost and negotiation
of the elevator maintenance contract;
6. That these arrangements become effective January
lst 1984 and the necessary monies to meet the agreed
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upon arrangements by the Town be drawn from the contingencies
account 47007-298-X-9, (Unclassified Administration); and
7. That the Library Board be advised of Council's actions.
ADMIN. 54 - 84
BACKGROUND AND COMMENT:
At the first meeting of the Library Ad Hoc Committee
it was suggested that additional information be gathered
with respect to the cost of building maintenance at the
three branches of the Library.
I have attached information which was received from
Library Board staff, outlining various costs from 1981 to
1983.
In addition to this information, I have been advised that
the Newcastle Branch of the Library paid $4,697.00 (1981)
$4,979 (1982) and $5,278 (1983) as rent for the branch.
The Library Board members in attendance at the Ad Hoc
Committee meeting were most concerned that additional funds
be granted to the Library for their operation. The concern
of members of Council from the outset was primarily with respect to
the grey areas between maintenance responsibilities of
the Town and that of the Library Board.
This report does not perhaps adequately address the question
of finances of the Newcastle Public Library. It does,
however, attempt to rationalize the maintenance
responsibilities between the Library Board and the
Corporation of the Town of Newcastle.
Essentially what is being recommended is an entrenchment of
the long-term maintenance matters with the Town which would
include the heating system as well as the annual water
acidity balancing in the heating system as well as the
annual cleaning contract for the furnaces. It is also
recommended that the insurance on the buildings, including
structure, liability and mechanical, be paid by the Town.
(Insurance of Board members and the contents of the
building would be the responsibility of the Board.)
ADMIN. 54 - 84
The following is a breakdown of the anticipated cost shifts
from the Library Board to the Town:
Elevator Services $2,040.00
Furnace Maintenance $2,500.00
Snow removal and
grass cutting, Bowmanville $1,500.00
Insurance $ 314.00
Total $6,354.00
It is also recommended that the Town take over the
responsibility for outdoor maintenance including snow removal
and grass cutting at the Bowmanville Branch.
Such matters can be most appropriately be handled
by the Town as we have a contract for snow removal and it
can easily be incorporated into the Town's contract.
The matter of grass cutting and outside routine maintenance
on the Bowmanville Branch can be handled by
our Community Services Department.
Library Board members are satisfied that the current
arrangements concerning custodial services including grass
cutting and snow removal at other branches is working well and
should be left intact. The Horticultural Society would be
encouraged to continue their role in beautifying the landscape
around the buildings.
Asa final matter, it is appropriate for the Town to absorb
the cost of the elevator maintenance contract. Again,
it is a long-term responsibility to ensure that the
elevator is safe for use by the general public.
The contract for this service is currently the subject of
negotiation.
If the Ad Hoc committee wishes to go further towards the
resolution of the financing problems of the Library Board,
it is suggest<d that consideration be given to the
Bowmanville L.'brary debenture in the amount of $11,600.00 (approx.)
Res ully submitted,
DSJ:nof David Johnston, M.C.I.P.,
Chief Administrative Officer
* A breakdown of insurance cost is attached for Council's information.
BREAKDOWN OF INSURANCE COSTS FOR LIBRARY SERVICES
Property insurance - Buildings
Bowmanville
Newcastle
Orono
Property insurance - Contents
Bowmanville
Newcastle
Orono
Municipal Liability
Three Libraries ($30.00 each)
Engineering
Bowmanville
Newcastle
Orono
TOTAL
Suggested transfer to Town
Suggested cost of premiums to
Library Board
Value
Premium
$569,000 $192
Covered on Town Policy
Covered on Town Policy
$1,014,000 $364
Combined with Bowmanville branch
Combined with Bowmanville branch
$ 90
$ 32
Covered by Town
Covered by Town
$314.00
$364.00
$678
13_JILDIN9 AND MAINTLNAH
HEAT 1981
Bowmanville 6,900.96
Credit received for fuel removed -Bow.
Clarke 1,749.59
TOTAL 8,650.55
HYDRO
1932
1
6,1!,4.06
4,823.94
Clarke
376.62_
1,929.28
2,184.82
8,073.34
5,057.15
Bowmanville
4,626.26
4,396.91
4,827.23
Clarke
376.62_
409.08
452.41
TOTAL
5,002.88
4,805.99
5,279.64
WATER
Bowmanville
292.06
315.87
271.54
Clarke
77.37
47.68
48.00
TOTAL
369.93
363.55
319.54
IOW REMOVAL
Bowmanville
300.00
1150.00
300,00
Clarke
_4_45.00
525.00
90.00-
TOTAL
745.00
975.00
390.00
portion of 1983 billed in 1984
-----
-----------
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INSURANCE
Bowmanville
947.66
Clarke
192.66
TOTAL
1.140.32
1,030.5.0`
_ 383.00*
- Invoice from Town not separated
by Branch
RETAKING (includes ground maintenance)
Bowmanville
4,306.52
6,636.75
7,061.48
Clarke
3,567.59
3,780.0_0
40202.33
TOTAL7
874.11
1— ---
10,416.75
- .. — _ .
II 263.81
1
BUILDING MAINTENANCE
Bowmanville
1,329-(X,
1,668.31
2,641.96 is'
Temporary Heaters
1,129.92
Irregular furnance maintenance
1,939.06
Northern Elevator Service - 6 ino--
1,020.00,E -
Clarke
26.66
713.54
215.07
new roof - Clarke
3,712.00
TOTAL
5,o68.21;
2 , 383 ;;
J146 .0 1
DEBENTURE - Bowmanville
11,646.92
}4.42
J1,609.1,2
WINTARIO ACCESS PROJECT - DowmanviIIe
3 B7O,4i
; 177,0n
N.B. No costs are shown for the Newcastle
Memorial
Bran(!, liey are
included in the
annual rent paid to the New( nvlle
Coimnunity 11.,11
2; w. y , 1')84 `