Vancouver City Council

ADMINISTRATIVE REPORT

Date: March 20, 2003
Author/Local: E. Smith 331-4018
RTS No. 03303
CC File No. 4004

CS&B: March 27, 2003

TO: Standing Committee on City Services and Budgets

FROM: Acting Director, Vancouver Public Library

SUBJECT: Additional Funding to Open One Week in August

RECOMMENDATION

THAT Council approve the addition of $ 152,000 to the Library's 2003 base operating budget.

CITY MANAGER'S COMMENTS

The City Manager RECOMMENDS that Council receive this report for information and defer the decision, on providing additional funding to open the Library to April 8, 2003, in conjunction with the 2003 Interim Budget Report.

POLICY

Additions to the base budget, resulting in an increase in service level, require Council approval.

PURPOSE

To approve an increase in the Library's operating budget.

BACKGROUND

As a result of a major funding shortfall of $475,000 in 1997, the Library Board implemented a number of initiatives to balance the budget. These included layoffs of staff, reduction in open hours, and a closure of the library system for a week on an annual ongoing basis unless additional funding could be found.

Each year the Board has reviewed the August one week closure in the context of the Library's current operating budget to determine whether to re-open. The one week closure has happened in 1997, 1999, 2001 and 2002. The Library remained open in 1998 due to Council allowing the Board to keep the funding saved from the management reorganization, and the elimination of two senior management positions. In 2000, the Board recommended that the revenue from the filming earlier that year of the movie "The Sixth Day", be used to keep the Library open in August.

DISCUSSION

The one week closure of the Library system was chosen by the Board as a budget management initiative because it was reversible if additional funding could be found in the future. Rather than permanent layoffs, the closure resulted in a temporary reduction in hours for part-time staff. Moreover, the closure was considered an equitable cut across the city and did not result in irreparable harm to service in one neighbourhood. Lastly, the last week of August prior to Labour Day was chosen for the week closure because it represented the slowest business week of the year for the library system.

From an operational point of view, the one week closure has facilitated planned maintenance repairs and renovations to branches. It has also allowed time for installation and upgrades of the computer system without any other disruption to service.

However, there are a number of negative factors caused by the one week closure:

Customer Service Impacts: It takes the Library about three weeks in September to clear up backlogs of returned library materials. The public faces long lineups at service desks. As a result, additional costs are incurred to bring in extra part-time staff. In 2002, staff had a particularly heavy workload after the closure because of the added pressure of the introduction of the new Horizon integrated library system.

Relationship with Other Organizations: A number of branches are located in or near other organizations, such as community centres and malls, which are negatively impacted by the closure. Staff in these organizations field complaints from the public, and are pressured to accept book returns impacting the overall relationship with the library.

Revenue Loss: There has also been the potential for lost revenue because the Library has had a policy of not charging overdue fines for the week after reopening.

Security Concerns: There are security concerns around library buildings during that week. Though there has not been a theft or break-in so far, the Library is vulnerable to an occurrence happening with the buildings being empty all week. Book drops are closed in branches during the week, but library users continue to leave their returned materials on the doorstep. Security does its best to keep the entrance ways cleared

Public Desire: the public continues express a desire for the library system to open all year long.

FINANCIAL IMPLICATIONS

To re-open the week in August will require $152,000 mainly related to part-time staffing costs. The Library has considered options to try and fund the week by reallocation of budget. However, to do this will result in a cut in some other area of service to our public.

CONCLUSION

The one week closure has generated support from the community for the Library to receive funding to be open all year. Over the last five years, many City of Vancouver residents have written or phoned their City Councillors to recommend Council provide funding to allow the library to open the week. Such additional funding from City Council would be a very positive signal to Vancouver residents that Council place a high value on the public library in their community.

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