richmond hill public library board · local history room hvac controls page 3 of 4 the library’s...

225 East Beaver Creek Road, Richmond Hill, ON L4B 3P4 T 905 771 8800 RichmondHill.ca

Richmond HillPublic Library

Board2015 Capital Budget

December 9, 2014Budget Committee of the Whole

TOWN OF RICHMOND HILL

2015 Draft Capital Budget

Richmond Hill Public Library Board

Project Cost Funding Source

Reserves or Cash to Other

Reserve Fund Capital Sources

New Assets 9,114,700$ 8,201,000$ 50,000$ 863,700$

Existing Assets 256,400$ 256,400$ -$ -$

2015 Library Department Total 9,371,100$ 8,457,400$ 50,000$ 863,700$

C A P I T A L S U M M A R Y

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TOWN OF RICHMOND HILL

2015 Draft Capital Budget

Richmond Hill Public Library Board

Funding Source

Reserves or

Project Reserves or Cash Other Reserve Fund

Cost Res. Fund To Capital Sources Description

NEW ASSETS

Furniture & Equipment (Service Development, Planning & Support Projects)

Equipment Kiosks SY 45,000 45,000 - - Library Service Development Charges Reserve Fund/Non-Growth Reserve Fund

Local History Room HVAC Controls 50,000 - 50,000 -

Server Room Transition Plan SY 55,000 55,000 - - Library Service Development Charges Reserve Fund/Non-Growth Reserve Fund

-

313,000 313,000 - - Library Service Development Charges Reserve Fund/Non-Growth Reserve Fund

Facilities

New Oak Ridges Library (building costs) 8,651,700 7,788,000 - 863,700 R&R, Library Service Development Charges Reserve Fund and Federal Gas Tax

TOTAL NEW ASSETS 9,114,700 8,201,000 50,000 863,700

EXISTING ASSETS

Furniture & Equipment (Service Development, Planning & Support Projects)

Self-Checks CE/RG & ILS Peripherals SY 46,000 46,000 - - Capital Asset Continuity

Public Internet Computers SY 167,000 167,000 - - Capital Asset Continuity

213,000 213,000 - -

Furniture & Equipment (Public Service)

Furniture RG 8,000 8,000 - - Capital Asset Continuity

Workroom Renovation RV 12,500 12,500 - - Capital Asset Continuity

Furniture CI 22,900 22,900 - - Capital Asset Continuity

43,400 43,400 - -

TOTAL EXISTING ASSETS 256,400 256,400 - -

2015 Library Department Total 9,371,100$ 8,457,400$ 50,000$ 863,700$

General Collection Development CD

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Richmond Hill Public Library Service Development, Planning & Support Division

Systems Department

2015 Business Case – Growth & New Capital Request Equipment Kiosks

Page 1 of 3 DLR: October 16, 2014

BackgroundFor many years, libraries have kept pace with the introduction of new technologies; providing access to Internet as well as computer workstations with applications such as word processing. They have also seen the evolution of information delivery from print to electronic sources, and now provide online access to magazines, books, music and movies.

Libraries are now expected by their users to provide more than access to resources, print or otherwise. They are seen as centres for community engagement with space, equipment and staff that teach and empower their customers.

The lending of computers and computer instruction are both part of the Library’s overarching strategy to enrich its users’ choices. The Canadian government has identified computer use as one of the nine essential skills in the workplace. Many libraries’ users depend on public libraries to provide them with skills to participate in the workforce, as even job-seeking requires a degree of technical competence with many job postings available only online. Some of these customers depend on the Library to provide equipment upon which to conduct their job searches.

Project DescriptionA laptop computer loan station could serve two functions in the Library: Library customers could use the laptops anywhere in the Library for their own individual needs; and the laptops could be used for the delivery of computer instruction programs anywhere in the Library.

The project consists of two laptop loan station kiosks and service contract for the vendor’s management of the content update. The kiosk physically secures and dispenses the laptops on demand to customers with a library card. The kiosk provides and manages the content of the laptops; and re-initializes the laptops after each use to make sure all personal data is wiped. Costs for the laptop loan station project include:purchase of the laptops, kiosks, pedestals, installation of Microsoft Office applications, licensing for library card authentication and connectivity to the Integrated Library System (ILS) and electrical and data installation.

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Richmond Hill Public Library

Service Development, Planning & Support Division

Systems Department

2015 Business Case – Growth & New Capital Request

Equipment Kiosks


Strategic AlignmentThe implementation of the laptop loan station would support the Library’s Strategic Plan, particularly the initiative “Enrich Your Choices,” where the Library indicates that it will:

Deliver skill development programs that ready people at various ages and stages of their lives to pursue their educational, career, and personal interests in the realities of the 21st century.

A mobile computer lab would increase the Library’s capabilities in delivering programs for the novice user and beyond.

Ten Year Capital ForecastThis is a new project and not listed in the Ten Year Capital Plan.

Comparative AnalysisOther libraries, including Toronto and Markham have introduced laptop loan programs to their users. In recent years, libraries have seen demands for technology lending programs on the rise.

The delivery of computer instruction programs in libraries is outlined in the Ontario Public Library Guidelines:

The library ensures that users have access to training in the basic use of the computers in the library, how to use the public online catalogue and member services, and how to make effective use of web sites and electronic information resources available on the library’s computers.

Computer instruction programs are a common feature of many libraries including: Markham; Pickering; Brantford; Toronto and Hamilton. Although the Richmond Hill Public Library has offered computer programs for many years, it has not had dedicated computers to offer the instruction. This means that computers normally used for public Internet access must be used; creating a disruption for other library users.

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Richmond Hill Public Library

Service Development, Planning & Support Division

Systems Department

2015 Business Case – Growth & New Capital Request

Equipment Kiosks


The laptop loan station provides the Library with the flexibility to hold the computer programs anywhere in the Library.

Alternative AnalyisThe effective delivery of computer programs depends upon equipment dedicated for this purpose. Offering programs on the public access Internet stations does not serve the interests of those receiving the instruction or those who share the space, but prefer an environment more conducive to quiet study.

Public access for computers would continue on the public Internet stations with no option for the customer to use a laptop anywhere in the Library for work, school or personal purposes.

Project Cost$45,000.00

Other Funding SourcesLibrary Service Development Charges Reserve Fund and Non-Growth Reserve Fund

ConclusionTechnological change impacts libraries and the public they serve. To remain relevant, libraries must respond to and anticipate these developments. In order to do so they need proper equipment and the flexibility in computer equipment and facilities to provide skill development programs for both experienced and inexperienced computer users.

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Richmond Hill Public Library Public Service Division – Adult Services

Business Case – Growth & New Capital Local History Room HVAC Controls

Page 1 of 4

BackgroundThe Mary Lou Griffin Local History Room is the largest repository of genealogical data in York Region. Itholds a variety of unique local history resources including scrapbooks, newspapers – including the only existing paper copies of The Liberal dating back to the 19th century, atlases, maps, photographs and published histories of Ontario communities. Much of the room’s collection was developed locally and has not been published elsewhere. The resources are used extensively by students, genealogists, local history researchers and even Margaret Atwood, while writing her novel Alias Grace.

The preservation of materials in the collection requires a stable environment within the Local History Room.This means maintaining temperatures of 18° celsius or cooler and a relative humity between 40 and 45%. An overabundance of heat and humidity increases the growth of mould and speeds up the deterioration of paper. In particular, fluctuations in the relative humidity in the room are beyond the acceptable range. Currently a portable dehumidifier removes up to 5 litres of water per day during periods of high humidity.

Project DescriptionA dedicated air conditioning system for the Local History Room would provide an effective method of controlling the humidity and temperature levels. The current setup using a portable dehumidifier is not an effective long-term strategy for reducing the relative humidity in the Local History Room. Staff must empty the dehumidifier’s water bucket regularly. In addition, the device is unable to reduce the relative humidity below 50% during periods of high humidity.

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Page 2 of 4

Strategic AlignmentThe additions described above are intended to support the Mary Lou Griffin Local History Room as a repository for local history materials and as a participant in the development of community resources.

The former is outlined in the Library’s Collection Development Policy:

The Library’s mandate is the collection, organization, restoration, preservation and conservation of historical materials to maximize their accessibility to users while maintaining their condition.

The policy further states that the Library, “endeavours to collect… primary source materials in various formats as well as authoritative interpretations designed to increase understanding of the past.”

The addition of a local HVAC unit to regulate the environment of the Local History Room would ensure that the collection is properly stored and accessible for users in the future. It would also present the Library as a safe and reliable place for the storage of historical records and attract donations to supplement its collection. In addition, it would allow the Library to work with the Town as an equal partner in its efforts to make its collections more accessible.

The Town’s A Vibrant Community: Richmond Hill’s Cultural Plan – Final Report outlines the importance of the Library’s local history collection as a community cultural resource:

As collections of artifacts and archives increase, there is a need for a longer-term strategy that goes beyond their preservation and management to how they can be betteraccessed and interpreted thereby telling the story of Richmond Hill. In defining an overall strategy to address these collections, consideration should be given to closercollaboration with the Richmond Hill Central Library and its own historical collections.

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Page 3 of 4

The Library’s recently developed Strategic Plan outlines the Library’s role in the development of local content, of which the Local History Room must play a significant part:

Curate content and information resources in ways that you can easily use them in whatever way you need to, and in ways that connect you to other local sources that you wouldn’t otherwise know of. We also need to enable the community to curate their content, building community connections, and memories that ultimately create our local history.

Ten Year Capital ForecastThis is a new capital project and is not listed in the Ten Year Capital Forecast.

Comparative AnalysisOther York Region libraries do not have comparable collections to that of the Local History Room. Most of the local history materials for these communities are kept in museums or municipal archives. Of these, the municipal archives of Vaughan and Markham have environmentally controlled facilities. Currently, Richmond Hill’s municipal archives are not environmentally controlled.

AlternativesThe current configuration with the portable dehumidifier could be used or the material could be sent offsite with to a facility with environmental controls.

The portable dehumidifier requires daily staff time to monitor and maintain and has limited capacity to control the relative humidity – in periods of high humidity the level of humidity remains several points above50%.

Sending material offsite results in additional costs for storage space, lag time in retrieval of materials for customers and no guarantee that the material is stored and handled appropriately.

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Page 4 of 4

Project Costs and BenefitAn air conditioning unit would protect the Library’s considerable investment in the form of local history materials, many of which are primary source – unique and irreplaceable. This collection is an invaluable community and research resource.

It is estimated that $50,000 is required to provide the Local History Room with a dedicated air conditioning system.

Other Funding SourcesCash to Capital

ConclusionThis project should be seen as a part of the larger process outlined in the Strategic Plan. While the focus here is on the physical collection and a place for accessing information, the Strategic Plan recognizes that a greater emphasis will be placed on electronic resources as the Library moves forward with the plan.

The addition of an air condition system is a necessary first step is establishing a long-term strategy for the proper storage of the materials in the Library’s local history collection. It will also provide the Local History Room with the means to fulfill its purpose outlined in Collection Development Policy and to serve as a strong partner to the Town in the development of community resources.

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Systems Department

2015 Business Case - Growth & New Capital Server Room Transition Plan

Page 1 of 2

BackgroundThe Richmond Hill Public Library’s server room located at Central Library is the central distribution point for all Library technology and application services. These support the day to day operation for all four library sites, with the exception of the public Wi-Fi services which are local to each site.

Over the years the server room has experienced several building-related events that have created service interruptions that have resulted in short periods of down time. A facility service analysis has been completed by the Town’s Asset Management Department. The preliminary results from this assessment have identified the need for an upgrade to the server room including power, heating and air conditioning, backup power and a new fire suppression solution. The upgrade to the server room is scheduled for 2015.It has been suggested that the server room area may have to be closed for an estimated 8 to 12 weeksduring the renovation period. This creates an immediate need for a business continuity plan as it suggests that all services provided from the server room would be unavailable to all libraries throughout the upgrade and improvement process.

Project DescriptionThe initial objective is to plan and implement a solution that will allow the Library to deliver critical and essential services during the renovation period. Taking into consideration the current server room configuration, physical relocation of the hardware that supports the identified critical and essential services to an offsite hosting facility would fulfill the immediate business continuity requirements throughout the construction phase.

Strategic AlignmentThe business continuity solution supports the Library’s Strategic Plan key initiative “Reinforce our Capabilities” by maintaining the technology and application services infrastructure and the daily operation of the Library.

Ten Year Capital ForecastThis is a new capital project and is not listed in the Ten Year Capital Plan.

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Systems Department

2015 Business Case - Growth & New Capital Server Room Transition Plan

Page 2 of 2

Comparative AnalysisN/A

Alternative AnalyisA transistional plan must be developed and implemented to ensure business continuity while the Town effects recommended upgrades to the Server Room.

Project Costs and Benefit$55,000.00


ConclusionThe need to plan and implement a transition solution to ensure business continuity during the upgrade of the server room project is essential. Most of the Library’s services such as circulation of materials, library catalogue look-up, material ordering, Internet access, e-book, and electronic resources access, and staff processes are all dependent on the technology and service applications housed in the server room. Library service to the public would not be available if a business continuity plan is not funded.

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Collection Development

2015 Business Case – Growth & New Capital Request General Collection Development

Page 1 of 2

BackgroundThe ability to extend existing service levels to new Richmond Hill residents is essential. To address growth levels in the area of library collection development the Richmond Hill Public Library Board and Town of Richmond Council approved the standard of 2.5 volumes per capita.

In 1998 Library staff planned a development process predicated on continuing to receive growth capital for collection development, and aimed at achieving the ideal ratio of library material to population served. In 2015 the funding continues to be necessary for the provision of adequate current materials to the citizens of Richmond Hill. The Library requires the growth capital funds to continue to keep pace with the collection demands of the growing and increasingly diverse citizens of Richmond Hill.

Project DescriptionThe Library plans to purchase additional library materials in all formats and multilingual languages that reflect the community’s growth and diversity.

Strategic Alignment‘Strengthen Your Connections’ is one of the key strategies in the Library’s Strategic Plan. This project will strengthen connections within the community by providing access to the sources and resources that will answer the community’s questions, expand explorations and drive community aspirations.

Ten Year Capital Forecast2015 capital project included in the current Ten Year Forecast.

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Collection Development

2015 Business Case – Growth & New Capital Request General Collection Development

Page 2 of 2

Comparative AnalysisTo respond to growth-related needs for expansion of the Library’s collections, as provided for through the Development Charges Act and the Town of Richmond Hill Development Charges Policy.

AlternativesIf the funding is not approved, the library materials ratio to population will decrease, resulting in reduced service levels of available material and information, and resulting in dissatisfaction on the part of the Richmond Hill residents.

Project Costs and BenefitTotal project cost is $313,000.


ConclusionThe annual operating budget for collection development provides for maintenance and renewal of materials in the existing collections. The capital development program provides for growth of the collections, relative to population growth.

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Richmond Hill Public Library Service Development, Planning and Support

2015 Business Case – Growth & New Capital New Oak Ridges Library

Page 1 of 3

BackgroundPlanning for the new Oak Ridges Library began in 2013 with two approved Capital Budget items: Library Facilities Master Plan and New Oak Ridges Library Architect Selection & Design.

The Oak Ridges Library is presently a 6,300 sq. ft. neighborhood branch which opened to the public in 1990 and served a population of approximately 7,000. Located in a leased plaza site on Yonge Street the Library Board’s plans were always to have this location serve as a temporary site until a new location could be procured.

The site for the new Oak Ridges Library at the intersection of Yonge Street and Regatta Avenue was selected as the preferred location for the new Oak Ridges Library by the Library Board in consultation with the Town of Richmond Hill. The one acre property is owned by the Town of Richmond Hill on a shared site with the York Region District School Board. The site servicing has been completed and is site construction ready.

The Richmond Hill Public Library’s Library Facilities Master Plan (2013) outlines the need for a new andlarger library that is more consistent with best practices and is compatible with the Library’s new StrategicPlan:

“At a current population of approximately 35,000 people that is projected to grow to approximately 47,000 people, Oak Ridges should have a 16,000 sq. ft. Community Branch particularly considering the current and projected population in this area, the relative isolation from the Central Branch to the south, the large area that the new Community Branch would serve, and the likelihood the branch would be located on two floors thereby requiring more ancillary spaces (e.g. for stairs and elevator ) and duplication of certain services (e.g. washrooms).”1

1 Monteith Brown Consultants. 2013. Richmond Hill Public Library – Library Facilities Master Plan.

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Page 2 of 3

Project DescriptionThe construction of the new Oak Ridges Library at the Yonge Street and Regatta Avenue location willcreate a civic presence in Oak Ridges and provide the opportunities for a wide range of community library services.

The plans for the new Oak Ridges Library will include a flexible design to allow the Library to grow and adapt to the future needs of the community. It will connect the library with the community. There will be areas for children, teens and adults, quiet rooms for study, user education and training space, collaboration and creation space, community meeting space and space for collections. It will be a library space that the community will continue to come back to.

Strategic AlignmentThe new Oak Ridges Library supports one of the key strategies in the Library’s Strategic Plan:

Contribute Vibrant Spaces

We will contribute vibrant spaces and places, physically and virtually, throughout Richmond Hill that are easily integrated into your daily life and renew your library experiences. Spaces will be flexible; morphing to your individual, group or collaborative needs, either on-site or on-line, and will be venues for creative, literary and community-building events.2

Ten Year Capital Forecast2015 project included in current Ten Year Capital Forecast.

Comparative Analysis The Libray Facilities Master Plan confirmed that the average size of a branch library is increasing. Smaller neigbourhood branch libraries (typically under 10,000 sq. ft.) are being replaced with larger community branch libraries (typically over 10,000 sq. ft.). The larger community branch libraries are being built in more prominent locations that offer greater visibility, expansion opportunities and barrier-free access to all members of the community.

2 Dysart & Jones Associates. 2013. Richmond Hill Public Library Strategic Plan.

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Page 3 of 3

Some recent examples include:

Markham Public Library has opened a 25,000 sq. ft. branchWaterloo Public Library opened a 21,000 sq. ft. branch in 2011Hamilton Public Library recently opened a 21,000 sq. ft. branch; and lately opened a 15,500 sq. ft. branch.3

AlternativesContinue to provide inadequate library service to a growing population in the Oak Ridges catchment area.Current library needs of residents are not being met, nor will future ones, with service delivered in the current location.

Project Costs and BenefitThe construction cost of the new Oak Ridges Library is estimated at $8,651,700 with actual costs to be confirmed through architectural design.

Other Funding SourcesThe construction cost of the new Oak Ridges Library is to be funded from the Capital Asset Continuity RF, Federal Gas Tax and Library Development Charges. ConclusionThe construction of the new Oak Ridges Library will provide opportunities for a wide range of community library services that cannot be provided in the current smaller and crowded library facility. The new library to be relocated to the Yonge Street and Regatta Avenue site will create a civic presence in Oak Ridges. It will be a vibrant space and place that the community will continue to come back to.

3 Monteith Brown Planning Consultants. 2013. Richmond Hill Public Library – Library Facilities Master Plan.

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