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HomeMy WebLinkAboutFSD-020-23Clarftwn Staff Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: General Government Committee Date of Meeting: April 17, 2023 Report Number: FSD-020-23 Submitted By: Trevor Pinn, Deputy CAO/Treasurer Reviewed By: Mary -Anne Dempster, CAO Resolution#: GG-096-23 File Number: By-law Number: Report Subject: Reallocation of Library Reserve Budget Projects Recommendations: 1. That Report FSD-020-23 and any related delegations or communication items, be received; 2. That the Library Capital Reserve Fund be reallocated for the uses identified in Report FSD-020-23; 3. That the Deputy CAO/Treasurer is authorized to provide funds at their discretion in 2023 to the Clarington Public Library, Archives and Museum, except for those required for the Bowmanville Branch Refurbishment which shall be presented as part of the 2024 budget deliberations; and 4. That all interested parties listed in Report FSD-020-23 and any delegations be advised of Council's decision. Municipality of Clarington Report FSD-020-23 Report Overview Page 2 The Clarington Public Library Board is requesting that Council approve the reallocation of funds within the Library Capital Reserve Fund, Library Computer Equipment Reserve Fund, Museum Capital — Bowmanville Reserve Fund and the Museum Capital — Clarke Reserve Fund to align with new strategic and capital priorities that are similar in nature to the intent of the Reserve Fund. The use of these funds will be in the years 2024 to 2027; however, to provide the Clarington Public Library, Museum and Archives (CPLMA) with the ability to plan for these multi -year projects it is being asked that Council provide their support in principle through the reallocation of the reserve fund projects, which had been approved through prior budgets. 1. Background 1.1 The Municipality of Clarington holds reserves and reserve funds for a variety of purposes which are utilized as a source of funding for operating and capital related expenditures. 1.2 The Municipality has four reserve funds which are used a source of funding for library and museum related expenditures: a. Library Capital Reserve Fund b. Library Computer Equipment Reserve Fund c. Museum Capital — Bowmanville Reserve Fund d. Museum Capital — Clarke Reserve Fund 1.3 The reserve funds can be used as a source of funding for the non -eligible portion of development charge related capital, as well as for the Asset Management Plan including rehabilitation, repair and replacement of buildings, equipment and collection. 2. Current Identified Allocations within the Library Capital Reserve Fund 2.1 At December 31, 2021 the balance in the Library Capital Reserve Fund was approximately $1,249,800. Of this balance $103,200 has been committed but remained unspent. 2.2 A review of the allocated commitments indicated that $49,500 related to a 2009 approval for a Library Strategic Plan, $24,200 related to Marjorie Couch Legacy Funds Municipality of Clarington Page 3 Report FSD-020-23 and the remaining amount related to unspent library collection budget from 2016 to 2018. 2.3 The uncommitted balance includes approximately $331,400 which is not allocated to any specific project, the 2021 budget transfer of $30,000 and $785,180 from the 2019 Bowmanville Branch renovation project. 2.4 The scope of the 2019 Bowmanville Branch refurbishment project changed because of Council's amendment (Resolution #GG-096-19 at its February 19t" Council Meeting) to change "the scope of the refurbishment to only include that which is necessary for accessibility purposes". This amendment to the overall cost reduced the scope of the project, and as a result, less funds were required. 2.5 The CPLMA Chief Executive Officer and staff from Financial Services at the Municipality have met over the past twelve months to discuss the options available to the Library for utilization of these funds in the future to meet the strategic and service level objectives of the CPLMA. 3. Proposed Use of the Library Capital Reserve Fund 3.1 During the preparation of the 2023 Operating and Capital Budget, the CPLMA Board received a report from the CEO which outlined a multi -year plan to utilize reserve funds held by the Municipality, which had already been approved for use by the Library through previous budgets, to complete certain strategic and modernization projects. 3.2 To allow for the planning of these multi -year projects to commence, the Library Board is requesting Council support for the reallocation of the reserve funds to the following projects: Modernization of Services Re -Branding & Strategic Plan Collections and Shelving Marjorie Couch Legacy for Bowmanville $361,445 49,500 29,512 24,176 Municipality of Clarington Report FSD-020-23 Page 4 3.3 The use of these funds will be included in future budget requests; however, to ensure that there is support for these initiatives, the Library is asking for support through the reallocation of these reserve funds for the outlined purpose. Modernization of Services 3.4 The Library Board is seeking to allocate funds toward the outcome of modernization. This will include migrating to convenient and flexible payment methods, installing new equipment in the locations, mobile library services and innovative customer service experiences. These funds will be utilized towards supporting the directions from a new strategic plan and will be expended by 2030. Re -Branding And Strategic Plan 3.5 The Library, Museum and Archives are still in the process of harmonization. The Library Board approved the development of a new strategic plan for 2023, which will be the first strategic document supporting the Library, Museum and Archives as a single organization. The Library Board has determined it will primarily utilize internal expertise for the strategic plan, with facilitation costs not to exceed $3,000 through the Ontario Library Service. As part of this harmonization process, a new brand is currently in development. There will be capital costs associated with the replacement of outdoor signage and internal wayfinding. The reallocated funds will be used towards these two outcomes. These funds will be expended by Q2 2024. Collections and Shelving 3.6 New collections and their associated storage solutions, such as multilingual materials, resources to support the spectrum of learning styles and loanable technology, are investments toward supporting a growing and diversifying community. These funds will be expended by end of 2027. Municipality of Clarington Report FSD-020-23 Marjorie Couch Legacy for Bowmanville Page 5 3.7 The Marjorie Couch Legacy funds were a bequest to the Library Board for improvements to the Bowmanville Branch. These funds will be expended by end of 2030. Bowmanville Refurbishment 3.8 The Bowmanville Branch, in the previous term of Council, was slated for a major renovation to improve the use of space, improvement of the furniture and shelving, and build a technology centre. The renovation was re-scoped for accessibility improvements. The reallocated funds within this reserve fund can be used towards improving the space in Bowmanville to include a technology centre, and meeting rooms, as well as bringing museum exhibits and staffing into the Bowmanville Branch to improve access to Clarington's cultural heritage. These funds will be expended by end of 2026. 4. Current Identified Allocations within the Library Computer Equipment Reserve Fund 4.1 At December 31, 2021, the balance in the Library Computer Equipment Reserve Fund was $401,944. 4.2 A review of the allocated commitments indicated that $125,000 is allocated towards technology replacement that is unspent. 4.3 The uncommitted balance of $276,944.30 is not allocated toward any specific project. 4.4 The CPLMA CEO and Municipal Financial Services staff have met over the past twelve months to discuss the options available to CPLMA for utilization of these funds in the future to meet strategic and service -level objectives of the Library Board. 5. Proposed Use for the Library Computer Equipment Reserve Fund 5.1 During the preparation of the 2023 Operating and Capital Budget, the Library Board received a report from the CEO which outlined a multi -year plan to utilize reserve funds held by the Municipality, which had already been approved for Library use through previous budgets, to complete certain strategic and modernization projects. 5.2 To allow for the planning of these multi -year projects to commence, the Library Board is requesting Council support for the reallocation of the reserve funds to the following projects: Municipality of Clarington Report FSD-020-23 Page 6 Software and Hardware Updates 161,944 Remote and Self -Services Project 120,000 Total $401,944 Maker -Space Development 5.3 Digital literacy and creative technologies have become core services in modern public libraries. These funds will be used to create a maker -space at the Courtice Branch and to make these technologies more readily available. Software and Hardware Updates 5.4 The Library Board annually requests funds to replace end -of -life equipment. Alongside the risk of equipment failures are end -of -life warranties and/or security upgrades needed within the hardware. The Library Board is seeking to expand the scope of this fund to include software that is required to manage hardware and to utilize these existing funds to supplement the IT capital requests over the next four years. These funds will be expended by the end of 2027. Remote and Self Services Projects 5.5 Society has an expectation of 24/7, on -demand, and self-service access to meet their needs. Innovative technology can be leveraged by the Library to meet these demands. Mobile libraries still have a role to play in our communities, and in Clarington where northern hamlets such as Enniskillen and Burketon do not have the same convenient access to library facilities as in Bowmanville, Courtice and Newcastle. Existing funds can be leveraged to implement remote library solutions and expand hours at the Orono branch location via self-service technology. Municipality of Clarington Page 7 Report FSD-020-23 6. Current Identified Allocations within the Museum Reserve Funds 6.1 At December 31, 2021, the balance in the Museum Capital — Bowmanville Reserve Fund was $59,799.85. The entire amount is unallocated. 6.2 At December 31, 2021, the balance in the Museum Capital — Clarke Reserve Fund was $79.783.18. The entire amount is unallocated. 6.3 The CPLMA CEO and Municipal Financial Services staff have met over the past twelve months to discuss the options available to CPLMA for future utilization of these funds to meet strategic and service -level objectives of the Library Board. 7. Proposed Use for the Museums Reserves Funds 7.1 The Municipality holds two Museum Reserve Funds — a Bowmanville Reserve Fund; and a Museum Capital — Clarke Reserve Fund. CPLMA is requesting to merge both into one Fund. 7.2 To allow for multi -year planning to commence, the Library Board is requesting Council to support the reallocation of these existing reserve funds to the following projects: Preservation Renovations Waverley Place Ramp Travelling Exhibitions Total Preservation Renovations $100,000 10,000 29,583 $139,583 7.3 The Library Board operates two heritage -designated sites: Kirby School House and Waverley Place. The Board is requesting a general allocation toward repair and maintenance of these sites. Municipality of Clarington Report FSD-020-23 Waverley Place Ramp Page 8 7.4 The Library Board is requesting to contribute $10,000 from this fund towards the replacement of the Waverley Place ramp, which is slated for replacement in 2023. Travelling Exhibitions 7.5 The Library Board has recognized the importance of bringing Clarington's heritage into the community and into community spaces. The request is to reallocate funds towards supporting travelling exhibits. 8. Financial Considerations 8.1 The Library Capital Reserve Fund has been held by the Municipality as a source of funding for capital -related expenditures at the CPLMA. This may include building replacement, rehabilitation, or the non -development charge related portion of the library collection. 8.2 It is up to Council to determine if they wish to provide these funds to the Library for the purpose that they have been requested. If Council chooses not to provide these funds, the Library would be required to find alternate sources of financing, which may include an increased tax levy request or forego the projects. 8.3 As the reserve fund was created for the purpose of providing funding sources for capital improvements to the library service, the request from the CPLMA is a reasonable request and supported by Staff. 8.4 The request to flow the funds will be made during the budget process and it is anticipated that the funds will be utilized over a period of three years. 9. Concurrence This report has been reviewed by the Chief Executive Officer of the Clarington Public Library, Museum and Archives, who concurs with the recommendations. 10. Conclusion It is respectfully recommended that Council approves the reallocation of the Library Capital Reserve Fund for the projects identified by the Clarington Public Library, Museum and Archives. Staff Contact: Trevor Pinn, CPA, CA, Deputy CAO/Treasurer, 905-623-3379 x2602 or tpinn@clarington.net. Municipality of Clarington Report FSD-020-23 Attachments: Not Applicable Interested Parties: The following interested parties will be notified of Council's decision: • Clarington Public Library, Museum and Archives Page 9