HomeMy WebLinkAboutAdmin 49-84CORPORATION OF THE TOWN OF NEWCASTLE
40 TEMPERANCE STREET
BOWMANVILLE, ONlAR10
L1C3A6 TELEPHONE 623-3379
REPORT TO THE SPECIAL AD HOC COMMITTEE CONCERNING THE
TOWN OF NEWCASTLE LIBRARY BOARD.
ADMIN. 49 - 84
RECOMMENDATTONS:
Tha I the Ad IIOc ufmmi i I I"(, rrcmm11l(.n(l h) I ht� (;ollel ,i 1 I'tI I l)u;,' ,iud
Administration CommiLteo of Council which in turn recommends to
Council the foll.owinq:
1. That this report be received;
2. That the Town acknowlodges responsibility for the structural
stability of the building, including the roofs, plumbing and
electrical. systems, and the long term maintenance of the
heating systems;
3. That the Town of Newcastle be responsible for the insurance of
the Bowmanville building, but not its contents or insurance
for Board members;
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 of the elevator
maintenance contract; and
6. That t_he Libr,iry lionrd b(� advi:;ed Of COunci I':, ,Wt i_uns.
BACKGROUND ANO COMMENT:
At the first meeting of the Library Ad Hoc committee, .it was
suggested (half addilionol informal:ion 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 198L to 1983.
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ADMIN. 49 - 84
In addition to this information, I have been advised that
the Newcastle branch of the Library poid $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 with respect to the grey areas between maintenance
responsibilities of the Town and that of the Library Board.
This report does not perhaps; ,idequnlely ruldress the quoslion of
finances of the Newcastle Public Library. It does, however,
attempt to rat-i_onalize the mniIII onance responsibi I it I es, between
the Library Board and the Corporation of the Town of Newcastle.
An attempt was made to review the various; responsibilities and
ensure a clear line of division of responsibilities between the
Town and the Library Board.
Essentially, what is being recommended is an entrenchment of
the long-term maintenance matters with the Town which would
include the heating system. Heating maintenance would include
monthly maintenance of filter screens and 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 or Board members
and the contents of the building would be the responsibility of the
Board.)
I am also suggesting that the Town take over the responsibility for
outdoor i nc 1 nd i n(l :;nnw ri'nu)v,i l .nid ;_li .ir:; cul I i ng ,11
the 'Dowmanville Branch. I believe that such matters can most
appropriately be handled by the 'Town ne; we hive n conliou t For snow
removal and it. can easily be incorporated into the g'own's contract.
The matter
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ADMIN. 449 - 84
of grass cutting and outside routine maintenance can be
handled by our Community Services Department.
As a final matter, I believe it appropriate for the Town
to absorb the cost of the elevator maintenance contract.
Again, I believe it is a long-term responsibility to ensure
that the elevator is safe for use by the general public.
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 320.00
Total $6,360,0()
If the Ad Hoc Committee wishes to go further towards the
resolution of the financing problems of the Library Board
it is suggested that consideration he given to the Bowmanvi.11e
Library debenture in the amount of $11,600.00 (approx.)
DSJ;nof
Respectfully submitted,
David,,. Johnston, M.C.I.P.,
('Itis•( Admini:,I i,iI ivi, 0 f I ict�i
BJI'')ING AND
MAINTL'rIML-,.:
HEAT
1981
1932
13w9
Bowmanville
6,900.96
6,144.06
4,823.94
Credit received for fuel removed -Bow.
(1,951.61)%"
Clarke
1,749.59
1,929.28
2,184.82
TOTAL ='
8,650.55
8,073.34
5,057.15
HYDRO
Bowmanville
4,626.26
4,396.91
4,827.23
Clarke
_ 376.62
409.08_
452.41
TOTAL
5,002.88
4,805.99
5,279.61;
WATER
Bowmanville
292.06
315.87
271.54
Clarke
77.37
47.68
48.00
TOTAL
369.93
363.55
319.54
SNOW REMOVAL
Bowmanville
300.00
1150.00
300.00
Clarke
11115.00
'25.00
90.1'10+
TOTAL
745.00
975.00
390.00
port ion of 1983 hi I It'd in I')Iili
INSURANCE
Bowmanville
911/.66
Clarke
192.66
TOTAL
1,140.32
1,030.50-`
383.00*_
Invoice from Town not Separated
by Branch
CARETAKING (includes ground maintenance)
Bowmanville
4,306.52
6,636.75
7,061.48
Clarke
3,567.59
3,780.00
4.1202_33
TOTAL
7,874.11
10,416.75
11,263.81
BUILDING MAINTENANCL
-�
Bowmanville
1,329.58
1,668.31
2,641.96
Temporary Heaters
1,129.92
Irregular furnance maintenance
1,939.06
Northern Elevator Service - 6 ino,,.
1 ,020.00* -
Clarke
26.st�
13.'A
215.0/
new roof - Clarke
3,712.00
TOTAL
5,068.21;
2,332.36
6,946.01
DEBENTURE - Bowmanville 11,646.92
11
11,609.!12
,614.42
WINTARIO ACCESS PROJECT -Bowmanville
113,870,4';
3,137 -no
N.B. No costs are shown for the Newcastle
Memorial
fit it)(I, ,•y are
included in 1h,
annual rent paid to the Newt i,,( It. Community
11.,11
fi` J.
J i ti. r; , ('1714
N.