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AGENDA - Special General Committee - 20081027SPECIAL GENERAL COMMITTEE N0. 08=36 MONDAY, OCTOBER 27, 2008 7:00 P.M. COUNCIL CHAMBERS AURORA TOWN HALL PUBLIC RELEASE 22/10/08 /';MN-_. AuiZoRA TOWN OF AURORA SPECIAL GENERAL COMMITTEE MEETING AGENDA NO. 08-36 Monday, October 27, 2008 7:00 p.m. Council Chambers Mayor Morris in the Chair I DECLARATIONS OF PECUNIARY INTEREST Il APPROVAL OF AGENDA RECOMMENDED: THAT the agenda as circulated by the Corporate Services Department be approved. 111 CONSIDERATION OF ITEMS IV ADJOURNMENT Special General Committee Meeting No. 08-36 Monday, October 27, 2008 Page 2 of 2 AGENDA ITEMS The following Business Plans, to be considered, were included on the October 20, 2008 Special General Committee agenda: 1. Departmental Business Plans a) Administration Department b) Corporate Services Department c) Financial Services Department d) Public Works Department 2. Aurora Public Library Business Plan pg. 1 SPECIAL GENERAL COMMITTEE - OCTOBER 27, 2008 ITEM # 2 - TOWN OF AURORA Second DRAFT October 15, 2008 2009 BUSINESS PLAN AND BUDGET Page I Aurora Public Library Board BUSINESS PLAN About the Aurora Public Library Our Mission describes our purpose... Discovery and Inspiration... Connecting Aurora to information, lifelong learning, literacy and the love of reading The Aurora Public Library is a modem information centre located in the heart of Aurora's downtown, which provides residents with both traditional and expanding virtual access to materials relating to individual enrichment, self -education, culture and recreation: The collections are developed to meet recreational as well as information and literacy needs. They encompass a variety of materials, including: books, magazines, government documents, compact discs,. DVDs, Large Print books, talking books, electronic databases, electronic books and electronic audiobooks. The Library Catalogue, accessible in the Library as well as through the web site, enables patrons to renew material, check their records, and place holds. TeleCirc enables telephone renewals as well as listing of items on loan or being held. The Library offers a range of services to Aurora residents, including: Information and reference services Access to fall text databases Community information Public Internet access &computers Readers advisory services Programs for children, youth, and adults Aurora Public Library A visiting library service for the homebound Adaptive technology for special needs Most recent data to date (as of Sept. 30, 2008) offers a snapshot of our service to the Aurora community: Over 32,000 people are current registered members of the Aurora Public Library Members have borrowed in excess of 437,000 items. The Library has over 150,060 items available for loan and provides access to over 17,000 magazine and journal titles in an electronic format • Over 36,000 holds have been placed on Library materials • There have been 117,718 visits to the Library's web site and over 399,000 remote searches of the Library's online catalogue • More than 40 computers are available for public access, with nearly 37,000 uses • Over 4,851 people have participated in Library programs Aurora Public Library supports the Town of Aurora's strategic direction to "promote a healthy environment that fosters social and physical wellbeing" as demonstrated by the community's use of library services. Our Vision speaks to what we would like to be known for in the future... Note; Town of Aurora business plans provide the groundwork for more detailed operational plans and serve as a management tool for planning for the future. All plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability of the necessaryfinancial and staffresources, and annual budget approval by Council. SPECIAL GENERAL COMMITTEE - OCTOBER 27, 2008 ITEM # 2-2 TOWN OF AURORA Second DRAFT October 15, 2008 2009 BUSINESS PLAN AND BUDGET Page 2 Aurora Public Library Board Our vision is that all citizens of Aurora will see us an essential service and a hub of our community. Our building will be part of a vibrant downtown — the Library will be seen by people of all ages as a welcoming place to gather, learn, read, and relax. We will be known for providing anytime, anywhere access through convenient high-tech services, while at the same time serving our patrons with a personal touch. Our services will contribute to the Town of Aurora's mission of being "a place we're proud to call home." Our Values guide us as we strive to achieve our vision and fulfill our mission... • Accessibility of facilities and services to all • Accountability to the community • Excellence in service delivery • Flexibility of approach • InteIlectual freedom and equitable access to information resources and services • Respect for diversity within our community • Teamwork and partnerships to enhance mutual goals The following Business Plan supports the Aurora Public Library's Strategic Plan and the five strategic directions identified. Strengthen the Library's services to meet changing community needs Build enhanced awareness of the Library and what it has to offer Build the capacity of our organization to meet growing and changing needs Note: Town of Aurora business plans provide the groundwork for more detailed operational plans and serve as a management tool for planning for the future. All plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability ofthe necessary financial and staffresources, and annual budget approval by Council -2- SPECIAL GENERAL COMMITTEE - 0CTOBER 27, 2008 ITEM # 2-3 TOWN OF AURORA Second DRAFT October 15, 2008 2009 BUSINESS PLAN AND BUDGET Page 3 Aurora Public Library Board Planned Business Outcomes Planned Outcome (Goal) Make the Library More Welcoming and Accessible 2009 Action Steps: 1. Continue to develop and implement to extent possible a customer service plan focusing on: • Strategies for staff to help users of all abilities feel more welcome in the library. • Provide staff with accessible customer service training to better assist those with different abilities • Develop accessible customer service policies • Enhance development ofaccessible collections, notably Large Print and Audio Visual • Promote accessible services to the public and community organizations 2. Develop and implement mechanisms for customer feedback 3. Continue working with Town of Aurora to ensure a well -maintained and inviting facility, 4. Review the APL Space Development Plan, Phase Two: Update trends and best practices for enhancing self-service and pro -active information services 2010 Action Steps: 1. Continue development and implementation of customer service plans 2. Prepare to integrate Space Development Plan Phase Two and link to space needs of Library Materials Management System (see action step B2 2011) 3. Undertake a feasibility plan for future facility needs, notably with respect to expansion of the current facility or development of a satellite facility 2011 Action Steps: 1. Evaluate access to collections and services by reviewing current service hours and develop a strategy for optimizing and extending current service hours 2. Assess firrther welcoming and access needs for future implementation Note: Town of Aurora business plans provide the ground -A ork for more detailed operational plans and serve as a management tool for planning for the future. All plans are re-evaluated. as our business environment evolves and are dependent upon changing circumstances, the availability ofthe neeessaryfinancial and staffresources, and annual budget approval by Council. -3- SPECIAL GENERAL COMMITTEE - OCTOBER 27, 2008 LTEM # TOWN OF AURORA Second DRAFT October 15, 2008 2009 BUSINESS PLAN AND BUDGET Page 4 Aurora Public Library Board Planned Outcome (Goal) Strengthen the Library's Services to Meet Changing Community Needs 2009 Action Steps: 1. Renew the vision of library service through the development of a new Strategic Plan 2. Undertake an assessment study of the library's current collections and use: Identify best practices with respect to collection development methods, evaluation and maintenance • Assess currency and relevance • Enhance our ability to serve changing demographics within the community 3. Upgrade the LIS (Library Information System) hardware and determine the most effective implementation process/schedule for the LIS software migration 4. Identify and investigate new technological efficiencies for effective service: Improve access to and management of public workstations Enhance customer access to resources and collections through self-service resource - sharing initiatives S. Consult with Town of Aurora regarding development of compatible/complementary municipal services at new Church Street School Cultural Centre 2010 Action Steps: 1. Implement goals of the new Strategic Plan 2. Review collection development study and implement recommendations 3. Implement the LIS (Library Information System) software migration process 2011 Action Steps: 1. Further steps to be developed, congruent with the new strategic plan 2. Initiate multi -year program combining Phase Two of the Space Development Plan with implementation of new library materials management system 3. Upgrade the Telephone System/Integrated Networking Note: Town ofAurora business plans provide the groundworkfor more detailed operational plans and serve as a management tool for planning for the future. All plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability of the necessaryfinancial and staff resources, and annual budget approval by Council. -4- SPECIAL GENERAL COMMITTEE - OCTOBER 27, 2008 ITEM # 2-5 TOWN OF AURORA Second DRAFT October 15, 2008 2009 BUSINESS PLAN AND BUDGET Page 5 Aurora Public Library Board Planned Outcome (Goal) Build Enhanced Awareness of the Library and What It Has to Offer 2009 Action Steps: 1. Develop public relations strategies that brand, identify and market the Library 2. Implement web -based service redevelopment recommendations 3. Create corporate communication tools such as a Library Newsletter 4. Enhance and promote outreach services 2010 Action Steps: l: Introduce the Strategic Plan to stakeholders, partners and community groups 2. To be determined, congruent with the new strategic plan 2011 Action Steps: 1. Implement anew staff position to focus on strengthening support for marketing library programs and services 2. To be determined, congruent with the new strategic plan Note: Town of Aurora business plans provide the groundworkfor more detailed operational plans and serve as a management toot for planning for the future. All plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability ofthe necessaryfznancial and staffresources, and annual budget approval by Council. -5- SPECIAL GENERAL COMMITTEE - OCTOBER 27, 2008 ITEM # TOWN OF AURORA Second DRAFT October 15, 2008 2009 BUSINESS PLAN AND BUDGET Page 6 Aurora Public Library Board Planned Outcome (Goal) Build the Capacity of Our Organization to Meet Growing and Changing Needs 2009 Action Steps: 1. Assess existing staff resources in relation to current service delivery requirements by reviewing processes and functions for efficiencies and effectiveness 2. Promote and provide staff training and development opportunities to ensure skill capacities support service delivery 3. Continue team. development opportunities for CEO and management team 4. Implement a new public service staff position to focus on strengthening reading readiness and early literacy support for children's programs and services, a growing demographic segment of Aurora's population 5. Provide ongoing orientation and training opportunities for Library Board members 6. Engage in joint job evaluation process with union staff, as specified in the Collective Agreement and undertake consultant review to develop job evaluation methodology, structure and process 2010 Action Steps: 1. Further steps to be determined, congruent with the new strategic plan 2. Develop the Library's proposal package for. CUPE 905 and negotiate collective agreement 2011 Action Steps: 1. Undertake an organization review to determine future staffing levels to meet growing and changing community needs 2. Ongoing staff training and development 3. Provide orientation for new Library Board members 4. Further steps to be determined, congruent with the new strategic plan Note,- Town of -Aurora business plans provide the groundworkfor more detailed operational plans and serve as a management tool for planning for the future. All plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability ofthe necessary financial and staff resources, and annual budget approval by Council. - s - SPECIAL GENERAL COMMITTEE- OCTOBER 27, 2008 ITEM # 2-7 TOWN OF AURORA Second DA FT October 15, 2008 2009 BUSINESS PLAN AND BUDGET Page 7 Aurora Public Library Board Planned Outcome (Goal) Improve Accountability 2009 Action Steps: 1. Provide efficient and effective administration of the corporation 2. Sustain and support stakeholders and partners in their support of the library services 3. Contribute to the Library Reserve to support long range capital plans 4. Continue with Performance Management process 5. Deal with day to day administrative issues as they arise 6. Continue to support and advise the Library Board 7. Participate in legislated measurement processes such as the annual provincial library survey and the municipal performance measurement program 8. Continue to review and develop APL policies 9. Continue with the capital asset management program, under Town of Aurora direction 10. Participate in the Development Charges study, under Town. of Aurora direction 2010 Action Steps: 1. Continue annual plan reporting to the community 2. Explore farther opportunities to diversify the Library's revenue base 2011 Action Steps: 1. To. be determined, congruent with the new strategic plan Note: Town of Aurora business plans provide the groundwork for more detailed operational plans and serve as d management tool for planning for the future. All plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability ofthe necessary financial and staffresources, and annual budget approval by Council. - 7- SPECIAL GENERAL COMMITTEE - OCTOBER 27, 2008 ITEM # 2-8 TOWN OF AURORA Second DRAFT October 15, 2008 2009 BUSI 'ESS PLAN AND BUDGET Page 8 Staff — Our Most Valuable Resource Aurora Public Library REPORTING STRUCTURE Manager Customer and Circulation Services Customer & Circulation Services Assistant Circulation Assistant (9 PT) Library Pages (0 PT) Library Board Chief Executive Officer Manager Adult Information Services Adult Services Librarian Adult Services Librarian Information Services Assistant (6) Aurora Public Library Board September 2008 Business Coordinator Administrative Assistant (PT) I Manager Children and Young Adult Services Young Adult Services Librarian Children's Services Assistant Current — Total Full Time Equivalent Staff Positions = 33 Manager Systems and Support Services Systems Technician H SystemsTechr ician I Technical Services Coordinabr Technical Servlces Technician 11 Technical Services Technician I Technical Services Assistant 2008 2009 2010 , 2011 Positions (FFE) Budget Forecast Forecast Forecast Full-time 17.0 18.0 18.0 18.0 Part -tune 16.0 16.0 16.0 16.5 Total Permanent 33.0 34.0 34.0 34.5 Net Change 1.0 1.0 0.0 0.5 2009 position results from action step D4: Implement a new staff position to focus on strengthening children and young adult services 2011 position results from action step C1 2011: Implement a new staff position to focus on marketing_ library programs and services Note: Town of Aurora business plans provide the groundworkfor more detailed operational plans and serve as a management tool for planning for the future. All plans are re-evaluated as ourbusinessenvironment evolves and are dependent upon changing circumstances, the availability ofthe necessaryftnancial and staffresources, and annual budget approval by Council. SPECIAL GENERAL COMMITTEE - OCTOBER 27, 2008 /TEM # 2-9 TOWN OF AURORA Second DRAFT October 15, 2008 2009 BUSINESS PLAN AND BUDGET Page 9 Aurora Public Library Board TOWN OF AURORA REQUEST FOR COMPLEMENT CHANGE Position Name: Department: Is Position Full-timelPart-timeiContract Year of Initiation: Is Position New, a Complement Change for a Complement Transfer: New POSITION DETAILS POSITION DESCRIPTION: To provide in-depth, roving information and readers' advisory services to the public and develop print and electronic collections for Children's Services. To plan, execute, promote and evaluate children's programs and services in a team environment and act as Building Supervisor as required. REASON FOR COMPLEMENT CHANGE: To implement a new public service staff position to focus on strengthening reading readiness and early literacy support for children's programs and services. PERFORMANCE/CUSTOMER SERVICE BENEFITS: This enables the Library to better serve a growing demographic segment of Aurora's population by providing additional programs and outreach services, and accommodating community requests not currently met. WHAT IMPACT WILL THIS HAVE ON REVENUE &:EXPENDITURES: There is a salary and benefit cost for this new position EFFECT ON FUTURE OPERATING . ....;- ..:.- BU©GETS. .. Description Total 2009 20101 2011 Estimated Salary and Benefits 67,901 Operational Costs Desk, Computer etc. Total Expenditures 67,901 Description Total 2009 2010 2011 Internal transfer from other Department Total Transfer 0 REVENUE PROJECTION Total Description Projection' . 2009 2010: 2011 Revenue Total Estimated Revenue 0 01 0 NET BUDGET IMPACT 67,901 Note: Town of Aurora business plans provide the groundwork for more detailed operational plans and serve as a management tool for planning for the future. All plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability ofthe necessary financial and staffresourees, and annual budget approval by Council. -9- SPECIAL GENERAL COMMITTEE - OCTOBER 275 2008 ITEM # 2-10 TOWN OF AURORA Second DRAFT October 15, 2008 2009 BUSINESS PLAN AND BUDGET Page 10 Aurora Public Library Board Accomplishments in 2008 (as of September 30, 2008) In pursuit of the APL Strategic Plan Directions, highlights include: 1. Increased use of the Library in all service areas, including print and electronic resources, both on -site and remote usage (as of September 30, 2008) 2. Continued enhancement of access to electronic databases, both on -site and remotely, including: Support for the CELPLO Consortia, a partnership with other public libraries for the shared negotiation and purchase of license agreements and an integrated search product, Webfeat, for electronic databases Continued participation in Knowledge Ontario, an e-service initiative currently supported by the Government of Ontario to provide access to a core suite of online databases, including full -text eBooks and eAudiobooks 3. Provision of community programs to serve the needs of all ages, many ofwluch are developed through partnerships with external agencies and organizations, including many ,government, social services, and education partners as well as community partners 4. Completion of Phase One of a Space Development Plan for the Library including self -checkout service, marketing initiatives, and an accessible public access workstation 5. Continued policy review to ensure that scheduled policy statements are reviewed for relevance and accuracy and new ones developed as necessary Continued support for the highly successful Aurora Film Circuit, implemented in 2006 as a volunteer initiative committed to fostering of arts and culture in Aurora through affiliation with the Toronto international Film Festival. The proceeds fund out -of -budget programming the Library. 7. Recruitment and orientation of new Chief Executive Officer 8. Completion of inventory of library capital assets, finalized 3 classes of assets and preparation of asset registers, under direction of Town of Aurora, as per the. Public Sector Accounting Board (PSAB) requirements 9. Development and implementation of staff identity badge program 10. Creation and marketing of the first Aurora Public Library Annual Report and design and distribution of brochure format, distributed to stakeholders, partners and local organizations 11. Launch and marketing campaign to promote the new adaptive technology workstation through targeted mailing to social service agencies and health providers; created and added a web page to highlight Accessibility @ Your Library Note: Town of Aurora business plans provide the groundwork for more detailed operational plans and serve as a management -tool for planning for .the future. All plans are re-evaluated as our business environment evolves and are dependent. upon changing circumstances, the availability ofthe necessaryfinancial and staffresources, and annual budget approval by Council. -10- SPECIAL GENERAL COMMITTEE - OCTOBER 27, 2008 ITEM # 2.11 TOWN OF AURORA Second DRAFT October 15, 2008 2009 BUSINESS PLAN AND BUDGET Page 11 Aurora Public Library Board Key Performance Indicators v.., dSL,�aY� }i ���"Je,4`P'� "✓'f'J��`�.���Pti 4"t��^i�SxLi�;� ��.'���� Xe°� ^x 4Y�} '$ � < as§:id'�.-`,�".'�t:,?�?-.rn�`�� SERVICE AREA SEPPERFORH,4j CE QUANTIFICATION 2009 INDICATOR TARGET Elapsed time from check -in of Circulation Timely availability of returned returned material to being 24 hours Services material available in appropriate shelf (I business day) location from check -in Timely not cation of reserved Elapsed timefrom check -in o P {r / 24 hours material being held for users returned material to issuing of (1 business day) notification from check -in 24 hours Timely Information requests Elapsed time from receipt of (1 business day) Information Services received by telephone or e-mail request to delivery ofresponse from receipt of request h Timely staff reviews of Library Updated 1' z materials on the APL web page Frequency o updating o reviews q Y f P g f monthly Availability ofnewly acquired EIapsed time from point of 3 business days Technical materials (with MARC records) receipt to being available for Services public use NEW r " Elapsed time from point of Availability of newly acquired receipt to bein available or P g f I business day periodical materials public use 92 Systems Support S Y PP 'Availability of remote access to Access available achievement APL catalogue on a 2417 basis NEW Elapsed time until a non- s Funct onal public functioning workstation is 2 business days access workstations available for public use Note: Town of Aurora business plans provide the groundwork formore detailed operational plans and serve as a management tool for planning for the future. All plans are re-evaluated as our business environment evolves and are dependent upon changing circumstances, the availability ofihe necessaryfinancial and staffresources, and annual budget approval by Council. - 77 - ADDITIONAL ITEMS TABLED FOR SPECIAL GENERAL COMMITTEE MEETING Monday, October 27, 2008 ➢ Public Works Business Plan: Replacement Page #96 TOWN OF AURORA 2009 BUSINESS PLAN AND BUDGET PUBLIC WORKS DEPARTMENT Staff — Our Most Valuable Resource Current — Total Full Time Equivalent Staff Positions = 49 2008 2009 2010 2011 Positions (FTE) Budget Forecast Forecast Full-time 43.0 48.0 50.0 51:0 Part-time 6.0 6.5 6.5 6.5 Total Permanent 49.0 54.5 56.5 57.5 Net Change 5.5 2:0 1.0 CAPITAL IMPLICATIONS OF STAFF GROWTH 2009 2010 2011 1) 1.0 FT Environmental Engineer 2) 0.5 PT winter windrow program administrator 3) 1.0 FT Serviceperson 4) 1.0 FT Administrative Assistant 5) 1.0 FT Roads Assistant Supervisor 6) 1.0 FT Water Assistant Supervisor 1) 1.0 FT Operator 2) 1.0 FT Fleet Manager 1) 1.0 FT Operator 7(a.