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CITY OF ORILLIATO: Council CommitteeFROM: Bob Ripley, Interim City Manager/City TreasurerDATE: June 14, 2011SUBJECT: Space Enquiry For The New Library

RecommendationTHAT Committee receive this report for information.BackgroundCouncil, at its meeting of June 6, 2011, requested a report regarding the possibility ofmoving staff from the second and third floors of City Hall to the second floor of the newLibrary.The building being constructed is approximately 47,000 gross square feet. In thisspace, however, is area currently allocated to community meeting rooms (1 ,488 sq.ft.),the Farmers' Market (830 sq.ft.), Information Orillia (775 sq.ft.), the Cafe (613 sq.ft.),and the large hallway adjoining these rooms. Netting these items leaves library spaceof approximately 42,000 square feet.Dividing the 1986 Ontario Public Library guideline of 0.6 gross square foot (gsf) oflibrary size per person of population served into the 42,000 square feet produces theresult that the building should be capable of serving a population of 70,000 people.Using the DmA Planners suggested factor of 0.7 gsf/person results in a population of60,000.The City of Orillia's population is expected to grow to 41,000 by 2031. If the Cityexperienced growth at a rate of 2%/year in ensuing years, the City's population wouldhit 70,000 in 2059, a full 48 years from today. Major components of the building wouldneed to be replaced long before the building was fully utilized.Conversely, using the same factors, the City's current population of approximately32,000 should be accommodated by a building of between 19,000 and 22,000 gsf.Review of Space Requirements fo r the CityThere are currently 88 City staff located on the second and third floors at 50 Andrew St.South. Staff asked Lake Country Office Solutions to determine if the space available onthe second floor of the new Library building was sufficiently large enough to

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accommodate those people, and to provide a CAD sketch of the potential office layout.Lake Country confirmed that there was enough space and provided the attached layoutlabeled as Schedule 1.Although all current staff from the second and third floors of City Hall can beaccommodated, there is limited space for files and large equipment such as plotters.This same situation applies to 50 Andrew Street where floor loading is a constraint. Thelibrary second floor space does not allow for future growth in staffing numbers.Review of Space Available to the Public LibraryIf the City were to move to the second floor of the new building the space available tothe library would be the 3,000 square foot stack area in the basement, and the availableroom on the first floor. It is anticipated that the space currently assigned for communitygroups, the Farmers' Market and the cafe may have to be repurposed for library use. Inaddition, portions of the City owned Central School, located one block north-east of thenew library building could be utilized for library programming.Although no building layout has yet been designed, staff are confident that with thebasement space of 3,000 gsf, the first floor space of 22,870 gsf, and further space atCentral School, the current needs of the library can be met.Townships of Oro-Medonte and SevernCurrently the Library Board provides contract library services to both Oro-Medonte andSevern Townships. In the 2010 Orillia Public Library Annual Report, the Board claimsthat 12,030 residents in Severn, and 20,031 residents of Oro-Medonte were served bythe library. Taking these residents into account means that the library is currentlyserving a population of more than 62,000. If the Townships were helping to fund thenew building on a pro-rata basis it would appear that the new library is sized correctly.However, the Townships provide only minimal funding towards operating costs, andnothing to capital. If there is no contribution to capital from the Townships then thelibrary's current needs should only be for the City and is the stated 19,000 to 22,000 gsf.In 2011 the Library Board net budget is $1,749,906 before amortization. The Board hasbudgeted $97,390 in contract revenue from each Township for a total of $194,780 or11% of the net operating costs before amortization. In 2012, the amortization cost onthe new building will be approximately $480,000.Public Library Board. Union Public LibraryThe City of Orillia unilaterally established the Public Library by by-law. In recent yearsthe Library Board has provided contracted library services on short-term agreements tothe two adjoining Townships, Severn and Oro-Medonte.

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The Public Libraries Act has a provision to allow the establishment of a Union PublicLibrary. Basically this is accomplished by having two or more municipalities make anagreement for the establishment of a Union Public Library. When an agreement hasbeen made, the Public Library Boards established in the individual municipalities aredissolved and the assets and liabilities of those Boards are vested in and assumed bythe Union Board unless the agreement provides otherwise.If a Union Board is created with all three municipalities participating, then the newbuilding is near the correct size today, with some potential for expansion into the future.However, if this is to happen it is expected that the partners would fund the Union Boardin some equitable fashion. Using current library users as a guide, the estimated 2012operating costs including amortization would be distributed 49% to the City of Orillia,19% to the Township of Severn, and 32% to the Township of Oro-Medonte. In dollarterms the distribution of the estimated net operating cost of $1,914,000 and amortizationof $480,000 would be:

City of OrilliaSevern TownshipOro-Medonte Township$1,173,000$ 455,000$ 766,000

Library Operating Costs in the New BuildingThe City Treasurer reported in February the increase in operating costs at the newlibrary would be approximately $205,000. This increase can be further divided into$44,000 staffing costs, and $161,000 for utilities and building maintenance. In addition,the City will be reporting into the provincial Municipal Performance ManagementProgram (MPMP) $480,000 in amortization costs. If the City were to occupy the secondfloor, half of the building related increase ($80,500), and half of the amortization($240,000) would be charged to the City.On the City side, operating cost savings or revenue generation would be achieved byeither divesting 50 Andrew St. South and leasing back space on the first floor, or byleasing the space created by the movement of City staff. A sale to a privateperson/company will not only produce a capital return, but will also generate ongoingproperty taxes to the municipality.The City currently leases space on the first and second floor of the building to thirdparties, and after operating expenses is budgeted to earn approximately $30,000 in2011. Capital upgrades for the building budgeted for 2011 total $230,000.On a per capita basis the library increases would be:

Operating CostsAmortization Costs (net)Library only$6.52$10.23

Library & City$3.96$2.59

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Further Review and Costing RequiredDuring this high-level review staff developed a list of questions which should beresolved before Council makes a final decision on the direction to be taken with the newbuilding space.These questions are: HVAC - does the current design allow for the extra load from City staff andequipment? Washrooms - a space allocation has been provided by Lake Country, but willhave to be confirmed by an architect. There are no direct stairs to the second floor without traversing the mezzanine. Power requirements- will the space have adequate power for increased lighting,copiers, computers? There has been no .estimation of cost to convert the open-concept library spaceto offices. How will the Library reorganize in the first floor space? Where does expansion occur in the future if required?SummarvThe new library building is larger than the City of Orillia Public Library will require formany years, unless a Union Public Library is formed with Severn and Oro-MedonteTownships. The Public Library as the sole occupant of the building will underutilize theavailable space, while paying the full operating costs of the building.Staff has confirmed that at the present time, most of both the library and City needs canbe accommodated in the new building, with accompanying savings to the City.Prepared by:

Bob Ripley,Interim City Manager/City TreasurerAttach. Schedule 1 -Second Floor Layout at the Library

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