Richmond Hill Public Library Board

Transcription

1 Richmond Hill Public Library Board 2016 Capital Budget & 10 Year Capital Forecast Budget Committee of the Whole 225 East Beaver Creek Road, Richmond Hill, ON L4B 3P4 T RichmondHill.ca

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3 TOWN OF RICHMOND HILL 2016 Draft Capital Budget Richmond Hill Public Library Board C A P I T A L S U M M A R Y Project Cost Funding Source Reserves or Cash to Other Reserve Fund Capital Sources New Assets $ 767,400 $ 663,000 $ 104,400 $ - Existing Assets $ 548,800 $ 548,800 $ - $ Library Department Total $ 1,316,200 $ 1,211,800 $ 104,400 $ - 1

4 TOWN OF RICHMOND HILL 2016 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) Technologies Self Service Check-Out TE 47,900-47,900 - Website Redesign TE 56,500-56,500 - Content Collection Development CO 313, , Library Service Development Charges Reserve Fund/Non-Growth Reserve Fund New OR Library Collection Development CO 350, , Library Service Development Charges Reserve Fund/Non-Growth Reserve Fund TOTAL NEW ASSETS 767, , ,400 - EXISTING ASSETS Furniture & Equipment Technologies Workstations & Peripherals TE 165, , Capital Asset Continuity Telephone Systems TE 85,000 85, Capital Asset Continuity Integrated Library System (ILS) Platform Replacement TE 170, , Capital Asset Continuity User Discovery Software Replacement TE 64,500 64, Capital Asset Continuity Customer Experiences Presentation Equipment RG/RV/CE 52,000 52, Capital Asset Continuity Microfilm Scanner CE 12,000 12, Capital Asset Continuity TOTAL EXISTING ASSETS 548, , Library Department Total $ 1,316,200 $ 1,211,800 $ 104,400 $ - 2

5 Technologies Self Service Check-Out Central Library Background The Library is transitioning to a self-service model in keeping with industry best practices by expanding and enhancing self-service technologies for library customers. It will allow Library staff to engage and serve customers in many more meaningful ways that are best done in different contexts and places as described in both the Library Strategic Plan and recommendations in the Technology Assessment Review. Project Description To redesign and replace the west check-out circulation desk located at Central Library s main entrance with 2 self-service units. Currently self-service transactions account for 25% of total circulation transactions. It is anticipated that placement of new self-service units in a highly visible, accessible location close to an exit will encourage use thereby increasing self-service and improving customer satisfaction. By providing customers with the ability and privacy to manage their own accounts by checking out, renewing and paying fines, it will expedite check out lines for customers who wish to check out their materials and/or pay fines. Staff will be re-deployed to other duties allowing them to engage customers in customer service focused initiatives. The project will include: Removal of the existing west check-out circulation desk. Replacement with a new barrier cabinet between the west single security gate and the Children s Department s glass wall. The barrier will include a display feature for customer announcements and information bulletins and also accomodate necessary electrical/data requirements. Installation of 2 new selfcheck units with payment capability. Page 1 of 3 DLR: October 7,

6 Technologies Self Service Check-Out Central Library Stakeholders & Impacts The public are the Library stakeholders. Increasing self-service the Library is improving customer satisfaction by providing customers with the ability and privacy to manage their own accounts by checking in and out their library materials, renewing and paying fines. Strategic Alignment The project addresses the Reinforce Our Capabilities strategy to expand self-serve technologies from the Strategic Plan. The project also advances Recommendation # 6.0 of the Technology Assessment Review to Embrace and expand self-serve technologies at all Library locations. Comparative Analysis In step with best industry practices, public libraries in Toronto, Markham, Vaughan, Hamilton and Brampton have transitioned to the new customer service model which embraces self-service allowing staff to be redeployed to deliver customer-focused initiatives and value added services. Alternatives If the Library s customer service model is not adjusted by implementing and expanding self-service for the customer it will be difficult to move forward with many of the strategies identified in the Strategic Plan. Project Costs Removal of existing desk and construction and installation of new barrier/cabinet 2 self-check units All supporting work including data and electrical installation, floor remediation Total: $47,900 Page 2 of 3 DLR: October 7,

7 Technologies Self Service Check-Out Central Library Conclusion By implementing and expanding self-service to our customers, the Library will be able to redeploy staff skills and efforts in other areas which will allow the Library to achieve strategic goals to strengthen our connections and enrich our choices. Page 3 of 3 DLR: October 7,

8 Technologies Website Redesign Background The Richmond Hill Public Library has had a website since The site has undergone a few revisions since that time, with the most recent being in June of 2011 with the implementation of Bibliocommons social discovery catalogue. The 2011 website revision was done to have the library website look the same as the catalogue interface. While the public facing design of the website has been revised, the back-end structure has not been changed and is currently running on an antiquated version of Cold Fusion (MX 7) and an SQL database, while the latest version of Cold Fusion is now Adobe ColdFusion 11. By using the antiquated platform the Library is not able to take advantage of many of the HTML5 web features, and it is a struggle to provide new information and highlight collections to Library customers in an accessible way. Recently the Richmond Hill Public Library completed a rebranding process. As a result the Library has a new look and identity, however the website does not have the same fresh look as the brand. While we have been able to modify the colours of the website, the website does not comply fully to our design. Currently the Library does not have the capability of updating the site with service notices remotely. The Library is working off of an internal server, which can only be accessed by internal computers. In the event of a power-outage or branch shut-down, the Library is unable to update the website with the closure notice. The Library runs the risk of being unable to comply with AODA disruption of services notices to the public in the case of an emergency. The Library needs to ensure that the website is Accessibility for Ontarians with Disabilities Act (AODA) compliant. The site has performance issues and the majority of the issues with the site are due to the antiquated platform. Page 1 of 4 DLR: October 7,

9 Technologies Website Redesign Project Description The redesign of the Library s website includes: The scope of the project is to create an entirely new website, using the branding that has been developed during the Visual Identity process. Some content will be migrated from the old site to the new site. However, there will also be a large content overhaul as well. From awarding of the selection of the web developer to implementation the project will take approximately 6 months to complete. This project will allow RHPL to promote core services and programs, promote unique web content, collections and services and promote customer self-service. The new website will also be AODA compatible to best serve customers with disabilities. Currently the website is not compliant with the AODA regulations. A new platform will be AODA compliant. Stakeholders & Impacts The public are the Library stakeholders. The redesign of the Library website will provide a more accessible and user-friendly website, AODA compliant for ease of use by Library customers. Page 2 of 4 DLR: October 7,

10 Technologies Website Redesign Strategic Alignment The redesign of the Library s website supports a key strategy in the Strategic Plan: Contribute vibrant spaces Develop and implement a virtual facilities plan, reshaping our website as a virtual space and service that is synergistic with and complementary of our physical spaces. We must incorporate the thinking, tools, partnerships and applications that bring residents who can t physically travel to physical places to virtual spaces in which they partake in services and programs with people, sources and expertise or colleagues anywhere in the world. By redesigning the website and moving to a new platform, the Library will be able to have better access to the website for updates, especially in times of emergency closure. By using a cloud hosted online site to support a program the Library will be removing pressure for server updates from our systems staff, and allowing them to focus on other initiatives. Comparative Analysis Having a website that is accessible and compliant to the AODA regulations is a must for all businesses in Ontario. The current standard for website re-design is to implement a new site every five years; the Library has exceeded this timeline. It is also becoming increasingly important to have a website that is mobile friendly. Currently over 32% of RHPL website users are visiting on a mobile device. Other public libraries that have redone their websites in the past 4 years: Burlington Public Library, Hamilton Public Library, Stratford Public Library, Whitchurch-Stouffville Public Library, Oshawa Public Library, Milton Public Library. Aurora Public Library and East Gwillimbury Public Library will be redoing their sites in 2015/2016. Of the public libraries that have redone their website, they have ensured that their website is completely brand compliant. To provide a fluidity of the RHPL brand, the Library needs to revitalize the website. While colours and logo have been updated there are other aspects of the brand that we are unable to convey through the current platform. Page 3 of 4 DLR: October 7,

11 Technologies Website Redesign Alternatives There is no satisfactory alternative. The website is at the end of life stage and needs to be redesigned. Project Costs Estimated project cost is $56,500 including the cost for the Website designer and off-site hosting. The project will take approximately six months to complete. Yearly maintenance costs of the off-site server are approximately $1500 per year and additional maintenance of the website will cost approximately $500 per year after the first full year of website completion. It is expected that the new website will be thoroughly tested by the Website designer and training will be available on the new site for employees before it is available to the public. Public viewings of the website will also be offered before the new website is launched. With a redesign website the Library can expect to see a 10% increase in website visits and increased usage of digital collections. Conclusion The current website is built on an antiquated platform that is not accessible from outside of the Richmond Hill Public Library. The current information architecture does not allow for easy manipulation, or for discovery of eresources. The front page is a static page that even with minor revisions, is still very text heavy. The Library has a new brand, and the current website platform is not highlighting the brand and strategic goals in its current form. The proposed web design will work with the re-branding which has been completed, and will support the Library s Strategic Plan by moving the brand forward. The redesign will allow the Library to better promote and highlight programs and reinforce the unique experience that the citizens of Richmond Hill can expect from the library, regardless of if they are in the branch, or at home. The website will be an easy to navigate portal that will allow Library customers to find programs and diverse collections. Updating the website will bring us closer in line with our closest partner, the Town of Richmond Hill which is currently updating their website. A website redesign will also place the Library in the company of other forward-thinking and innovative public libraries, who have decided that the best way to meet the future, and work with the customers of today, is to provide a flexible and engaging virtual library branch. Page 4 of 4 DLR: October 7,

12 Content General Collection Development Background The 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 2016 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 Description The Library plans to purchase additional library materials in all formats and multilingual languages that reflect the community s growth and diversity. Stakeholders & Impacts The public are the Library stakeholders. General Collection Development will provide a diverse and comprehensive collection that meets the educational, informational and recreational needs of Richmond Hill residents. 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 resident s questions, expand explorations, and drive community aspirations. Page 1 of 2 DLR: October 7,

13 Content General Collection Development Ten Year Capital Forecast The 2016 General Collection Development capital project is included in the Library s Ten Year Capital Forecast. Alternatives If 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 Total project cost is $313,000. Conclusion The capital collection development program provides for growth of the Library s collections, relative to population growth. Whereas the annual operating budget for collection development provides for the maintenace and renewal of materials in the exising collection. Library collections enrich the choices of the Library s customers. Robust and diverse collections answer the questions, expand the explorations and drive the aspirations of Richmond Hill residents. Page 2 of 2 DLR: October 7,

14 Content Collection Development for New Oak Ridges Library Background Planning for the design and construction of the new Oak Ridges Library to be located on the northwest corner of Yonge Street and Regatta Avenue is in process. The new Oak Ridges Library will provide opportunities for a wide range of services that cannot be provided in the current smaller and crowded facility. The new Library is expected to open in fall 2017 and will offer an expanded selection of programs, collections and services to the community. Strong library collections are fundamental to excellent library service. The Oak Ridges Library s current collection of 59,000 books, magazines, and audio visual material is housed in a 6,300 sq. ft. site. The collection is actively used by the library s customers, annual usage of print and audio visual material in 2014 was 230,423. The Oak Ridges community is expected to be a major population growth area of Richmond Hill it is projected to grow to approxiamately 47,000 people. To meet the needs of a growing population in the Oak Ridges area an expanded library collection is needed. Project Description Collection development funding for the new Oak Ridges Library is needed to expand and update the Oak Ridges Library s collection from it s current size to a projected size of 80,000 items. Population, size of the library, and projected usage based on industry standards are drivers in determing the size of collections in a new library. A public library the size of the new Oak Ridges Library and with the population of the area would typically have a collection size that ranges from 80,000 to 100,000 items. Toronto Public Library has noted that relocated or renovated libraries typically see a signficant increase in usage, on average up to 80%. Therefore an expanded collection is needed to meet the needs of the Oak Ridges community. The term collection development refers to the process of systematically building library collections to meet the needs of library users. The process includes planning strategies, evaluation of collections, selection, acquisition, and deselction of materials. In a larger facility the Oak Ridges Library can expand it s collection in areas that are currently not served or underserved. This includes books in other languages/ multilingual books, English as a second language (ESL) books, large print books and material for teens. Other areas of the collection that can also be Page 1 of 3 DLR: October 7,

15 Content Collection Development for New Oak Ridges Library expanded include: the children s collection, bestsellers, and popular library materail such as cooking, decorating, home improvement books and magazines. To facilitate the efficient and effective administration of the project a contract librarian will be hired to assist in the development of a new collection for the Oak Ridges Library. Stakeholders & Impacts The public are the Library stakeholders. Collection Development for the new Oak Ridges Library will meet community expectations of the new larger Oak Ridges site, including updating and expanding its collections that are currently not served or underserved. Strategic Alignment One of the key strategies in the Library s Strategic Plan 2013 is to Strengthen Your Connections. Additional funding to expand and refresh the Oak Ridges Library s collections will strenghten customers connections with the sources and resources that answer their questions, expand their explorations, and drive their aspirations. Comparative Analysis Newly built libraries comparable in size include: Waterloo Public Library s 21,543 sq. ft. John M. Harper Branch had an opening day collection size of 85,000 items; Ottawa Public Library s 23,939 sq. ft. Beaverbrook Branch had an opening day collection of 100,000 items. Alternatives There is no satisfactory alternative. Collection development funding is needed to meet the needs of a growing community. Page 2 of 3 DLR: October 7,

16 Content Collection Development for New Oak Ridges Library Project Costs $350,000 Project costs include: collection development and the funding for a contract librarian to work on the project Conclusion Robust and diverse collections answer the questions, expand the explorations and drive the aspirations of our library users. Developing and expanding the Oak Ridges Library s collection of library materials underpins Richmond Hill Public Library s purpose that We are Your Library. Your Knowledge Centre. Page 3 of 3 DLR: October 7,

17 Board Highlights Ten Year Capital Forecast: $44,986,000 Existing Capital Projects 19,854,900 New Capital Projects 25,131,100 New Capital Projects (Growth) Central Library Expansion 11,150, New Richmond Hill Centre Library 7,895,000 15

18 Budget Budget Request Forecast Forecast Forecast Forecast Forecast 1,375,300 1,704,100 1,706,400 1,596,800 1,682,600 1,591,800 6,577, , , , ,700 1,240,300 10,751,100 13,340,400 TOTAL Library Portion $ 1,788,300 $ 2,471,500 $ 2,225,700 $ 2,426,500 $ 2,922,900 $ 12,342,900 $ 19,918,000 TOTAL Capital Projects Moved to EIS 10,497, TOTAL $ 12,285,500 $ 2,471,500 $ 2,225,700 $ 2,426,500 $ 2,922,900 $ 12,342,900 $ 19,918,000 The Town of Richmond Hill 2016 Ten Year Capital Forecast Richmond Hill Public Library Board CAPITAL PROJECTS Existing Capital Projects Furniture & Equipment $ 243,900 $ 548,800 $ 529,300 $ 396,100 $ 457,900 $ 342,600 $ 1,725,900 Collection & Materials 1,131,400 1,155,300 1,177,100 1,200,700 1,224,700 1,249,200 4,851, New Capital Projects Furniture, Equipment & Services 100, , , , , ,300 1,224,400 Collection & Materials 313, , , , , ,800 1,316,000 Plans and Studies - Library Facility Master Plan - Collection Inventory Study - Communications & Marketing Plan - New Oak Ridges Branch 1 - Plan - Building Costs - Collection Development 350,000 - Central Library Expansion 1 - Plan 100, ,000 Architectural Selection 500, ,000 Building Costs 10,200,000 10,200,000 Collection Development - New RH Centre Library 1 - Plan - Architectural Selection - Building Costs - Collection Development - Capital Projects Moved to EIS Existing Capital Projects Workroom Renovation RV 12,500 New Capital Projects Local History Room HVAC Controls 50,000 New Oak Ridges Branch Building Costs 10,434,700 1 Assumptions based on 2014 Development Charges Study

19 Total Forecast Forecast Forecast Forecast Forecast Forecast Forecast Forecast 1,886,000 2,006,900 2,143,300 2,297,300 2,471,900 2,471,900 13,277,300 19,854, , ,300 1,084,800 7,541, , ,600 11,790,700 25,131,100 The Town of Richmond Hill 2016 Ten Year Capital Forecast Richmond Hill Public Library Board CAPITAL PROJECTS Existing Capital Projects Furniture & Equipment Collection & Materials $ 611,900 $ $ 707,300 $ 817,700 $ 945,200 $ 1,092,700 $ 1,092,700 $ 5,267,500 6,993,400 1,274,100 1,299,600 1,325,600 1,352,100 1,379,200 1,379,200 8,009,800 12,861, New Capital Projects Furniture, Equipment & Services Collection & Materials Plans and Studies Library Facility Master Plan Collection Inventory Study Communications & Marketing Plan New Oak Ridges Branch 1 Plan Building Costs Collection Development Central Library Expansion 1 Plan Architectural Selection Building Costs Collection Development New RH Centre Library 1 Plan Architectural Selection Building Costs Collection Development 216, , , , , ,000 1,365,500 2,589, , , , , , ,600 2,180,200 3,496, , ,000-10,200, , , , , , , , , ,000 6,945,000 6,945,000 6,945, , , ,000 TOTAL Library Portion $ 2,798,100 $ 2,680,200 $ 3,228,100 $ 9,838,800 $ 3,430,300 $ 3,092,500 $ 25,068,000 $ 44,986,000 Capital Projects Moved to EIS Existing Capital Projects Workroom Renovation RV New Capital Projects Local History Room HVAC Controls New Oak Ridges Branch Building Costs TOTAL Capital Projects Moved to EIS TOTAL $ 2,798,100 $ 2,680,200 $ 3,228,100 $ 9,838,800 $ 3,430,300 $ 3,092,500 $ 25,068,000 $ 44,986,000 1 Assumptions based on 2014 Development Charges Study