Vancouver Island Regional Library Budget and Strategic Plan

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1 Financial Plan Adopted September 19, 2015 by Vancouver Island Regional Library Board of Trustees Vancouver Island Regional Library Administration Box Hammond Bay Road Nanaimo, BC Canada V9R 5N3 t: e: virl.bc.ca

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3 Table of Contents Table of Contents Financial Plan: Meeting our Service Standards Executive Committee.3 Our Strategic Priorities... 4 Executive and Budget Summary... 5 Member Levies and Impacts... 5 Significant Items Impacting Member Levies Summary of Business Cases and Impacts New Budget Items Business Cases Background and Evaluation of Proposals Projects that can be achieved without additional funding Projects that show promise but are not yet Action Ready Recommendations and Impact on Member Levy Business Cases Website Redesign: virl.bc.ca Welcome Back Week Celebrating Canadian Library Month Sunday Opening Campbell River Branch Adopted September 19, 2015 by Vancouver Island Regional Library Board of Trustees

4 Table of Contents Supplemental Reports, Charts and Tables Inflation Report Summary of the VIRL Funding Structure Schedule A: Changes to Member Levies Schedule B: Revenue By Major Category Schedule C: Expenditures By Major Category Schedule D: Historical and Projected Levies Schedule E: New and Expanded Branch Reserve Schedule F: Long Term Maintenance Reserve Schedule G: Summary of Planned Facilities Projects Schedule H: 5 Year Financial Plan By Year Schedule I: Comparison of 2016 Budget to 2014 Actual and 2015 Budget Schedule J: 5 Year History of Member Levies Schedule K: Population Portion of Levy Schedule L: Assessment Portion of Levy Schedule M: Total Member Levy Schedule N: Total Member Levy Percentage Change Schedule O: Capital Reserve Fund Appropriations and Expenditures Schedule P: History of VIRL Funding By Major Source Schedule Q: Weighted Votes Adopted September 19, 2015 by Vancouver Island Regional Library Board of Trustees

5 Executive Committee Executive Committee Bruce Jolliffe Chair Brenda Leigh Vice-Chair Steve Arnett Barry Avis Bill Beldessi Diane Brennan Penny Cote Tom Duncan Ron Kerr Dave Rushton Gordon Waterman Adopted September 19, 2015 by Vancouver Island Regional Library Board of Trustees 3

6 Our Strategic Priorities Strategic Priority 1: Collection Our Strategic Priorities Vancouver Island Regional Library will continue to develop its collection, enhance access to its collection, and build a maximum degree of diversity in the collection to provide the greatest choices possible for customers in both small and large branches. Strategic Priority 2: Communication with our Stakeholders Vancouver Island Regional Library will foster strong external and internal communications and promote a broad awareness of the library and its diverse range of resources, services and programs to ensure their optimal use. Strategic Priority 3: Facilities & Operations Vancouver Island Regional Library branches will be welcoming places and community hubs for the informational, inspirational, cultural and recreational needs and interests of our diverse customers and communities. Strategic Priority 4: Information Technology Vancouver Island Regional Library will optimize the use and benefits of technology to enhance the library experience for customers, and develop library branches as learning facilities for information technology. Strategic Priority 5: Delivery of Quality Service Vancouver Island Regional Library will have a supportive work environment that embraces a culture of continuous improvement and enables all staff to provide high quality, cost effective service that meets customers constantly changing needs for library services. 4 Adopted September 19, 2015 by Vancouver Island Regional Library Board of Trustees

7 Executive and Budget Summary Financial Plan Executive and Budget Summary The previous five year financial plan focused on sustainability and the needs to balance the aspirations of the present without compromising the ability to meet those of the future. The current five year financial plan continues on from this initiative and focuses on how we will meet the service standards we have committed to. The Vancouver Island Regional Library faces three significant challenges in this respect: Communities where we do not yet meet the standards we have set for ourselves; Communities that are growing and will need higher service levels in the future; and Communities with stable population numbers but aging facilities. The thrust of this year s budget is therefore to ensure that we can meet these challenges without putting undue pressure on our financial resources. Member Levies and Impacts 2016 member levies are as follows: Operating Levy $18,002,868 Furniture, Fixtures, Equipment & Systems Levy $ 1,053,148 Facilities Levy $ 1,316,435 The 2016 Budget represents an overall increase of 3.66% of total levy, broken down as follows: Core Services: maintaining existing service levels requires an increase of $351,050 (1.78% in the total levy) to meet inflationary pressures; New Budget Requests require an increase of $99,350 (0.51% in the total levy); and INCREASES TO TOTAL LEVY CORE SERVICES 1.78% BUSINESS CASES 0.51% FACILITIES MASTER PLAN 1.37% TOTAL 3.66% Adopted September 19, 2015 by Vancouver Island Regional Library Board of Trustees 5

8 Executive and Budget Summary Increases to the levies developed under the Consolidated Facilities Master Plan represent an increase of $268,267 (1.37% in total levy), as follows: o Planned increase to the Furniture, Fixtures, Equipment and Systems Levy of $119,230 (0.61% increase in total levy), used for maintenance and equipment replacement; and o Planned increase to the Facilities Levy of $149,037 (0.76% in total levy) for new and expanded branches, used for improvement of facilities and equipment. Operational Levy For the purposes of the Financial Plan, the core budget has been prepared on the premise that existing service levels can be maintained within a 2% increase. Cost pressures include construction cost inflation, which typically is higher than consumer price inflation and affects the costs of maintaining, renovating and expanding our facilities. Additional cost pressures are wage inflation under collective agreement obligations, increasing utility costs and general inflation. Core expenditures represent the costs of ensuring current staffing levels, branches and service levels taking into account contractual obligations, inflation, maintenance and other costs. Revenues have been budgeted based on historical and projected levels. Projected cost drivers and assumptions for the 2016 Budget include: Revenues Investment and rental income are expected to decline by approximately $38,358 due to low interest rates, draws on reserves and the loss of rental income for the former CTV space at Nanaimo Harbourfront. A slight decline in per capital grant funding has been estimated based on amounts received in Expenditures An increase is expected for communications, internet costs and computer network costs due to software licensing obligations and robust data usage by patrons. 6 Adopted September 19, 2015 by Vancouver Island Regional Library Board of Trustees

9 Executive and Budget Summary Branch facility, building and equipment maintenance costs are expected to decrease by $94,596. Increased capital investment should reduce ongoing maintenance costs and staff resources are being focused on capital and improvement projects for the next few years. An increase in professional fees of $87,477 consists of the Website Redesign business case for $55,000 as well as a planned increase in contracted IT services to assist in clearing a backlog of projects. An increase in budgeted insurance costs of $26,000 reflects the increased amount of VIRL owned properties and the needs to adequately insure them. An increase of $70,091 in library materials represents planned increases to our branch and electronic library collections. An increase in wages and benefits of $274,939 includes approximately 2% ($260,588) for expected contractually obligated increases in wages and step increases as well as the Sunday Opening Campbell River Branch Business Case. A slight increase in projected debt servicing costs to reflect the actual loan amortization schedules. Five Year Capital Plan Staff reviewed the capital needs of the organization and, within the competing constraints of financial reality and the need for facility upgrades has developed a five year plan based on the available funds and planned facility levies. By applying the following factors in accordance with the adopted Consolidated Facilities Master Plan a priority list was developed separately for Rural and Urban Branches: Percentage of population served and compliance with our minimum service standards; Projected community growth; Physical condition of the facilities and the time that has lapsed since the most recent renovation and/or move; and Cost and other considerations such as potential for ownership, partnership or leases. The results of this review, which will be made annually and adjusted as circumstances require is a listing of planned capital projects over the next five years and beyond. Adopted September 19, 2015 by Vancouver Island Regional Library Board of Trustees 7

10 Executive and Budget Summary The timing for each project is based on both priority rating and the practicality of completion given our limited resources and other factors. The five year plan contains the following information: Timing, expected costs and funding sources for each project; Separation of operating and capital budgets for the 2016 Budget and incorporation of the capital budget into the ; and A 5 Year Plan for each of the capital reserve appropriation, expenditures and reserve fund balances. This information provides the Board with a timeline and priority listings for capital works as well as information on the financing and resources available. Staff acknowledges that plans can change and therefore, like the five year financial plan, the capital plan is a living document and can be amended as priorities and circumstances change. Facilities Development and Maintenance 2016 represents the 6 th of a 10 year plan to fund the rejuvenation and long term sustainability of our facilities, meet our service standards and provide for sufficient reserves for future maintenance needs. Two levies were established in order to fund our capital expenditures enabling us to fulfill the goals of the Consolidated Facilities Master Plan, each calculated as a percentage of the previous year s core levy: Maintenance, Furniture, Equipment and Information Systems Replacement Levy Expected Levy % of Previous Levy 1% 2% 3% 4% 5% 6% 7% 8% 9% 10% Facilities Infrastructure Improvements and Expansions Levy Expected Levy % of Previous Levy 1.25% 2.5% 3.75% 5% 6.25% 7.5% 8.75% 10% 11.25% 12.5% 8 Adopted September 19, 2015 by Vancouver Island Regional Library Board of Trustees

11 Executive and Budget Summary These levies have allowed significant renovations to branches in the past and continue to be an important pillar to our capital plans to meet our current and future facility needs. The following projects were made possible by the availability of these funds and achieving our five year capital plan is heavily dependent on the continued availability of these funds: Bella Coola Quadra Island Gabriola Island Port Renfrew Cumberland Cortes Island Nanaimo Harbourfront Nanaimo North Future capital projects include but are not limited to meeting the service needs of Sooke, Sidney/North Saanich, Chemainus and Ladysmith, as well as the rejuvenation of existing branches such as Port Hardy, Tahsis, and Woss to name a few. A more complete listing of proposed projects is included in the accompanying documentation. Conclusion The Financial Plan is based on the need to meet our service standards, incorporating the challenging requirement to keep costs in line with the necessity to meet service standards in our communities with stable populations and the rising needs of growing communities. The 2016 Budget will allow us to move closer to those goals. Adopted September 19, 2015 by Vancouver Island Regional Library Board of Trustees 9

12 Significant Items Impacting Member Levies Significant Items Impacting Member Levies Below is a summary of significant items impacting the 2016 Members Levies. For further information please see the Supplemental Reports, Charts and Tables accompanying the Financial Plan. Amount $ % Impact on Total Member Levy Cost per Capita Significant Items Impacting Core Services Items Impacting Operating Revenues Decrease in Grants 12, % 0.03 Decrease in Investment and Rental Income 38, % 0.09 Items Impacting Core Operating Expenditures Increase in Wages & Benefits 260, % 0.61 Increase in Library Materials 70, % 0.16 Increase in Debt Servicing 11, % 0.03 Decrease in Operating Maintenance, Rent & Administration (42,473) -0.22% Increase to Core Services 351, % 0.82 New Budget Items - Business Cases Website Redesign 55, % 0.13 Welcome Back Week 30, % 0.07 Sunday Opening Campbell River 14, % 0.03 Total New Budget Items - Business Cases 99, % 0.23 Increase in Operating Levy 450, % 1.05 Furniture, Fixtures, Equipment & Systems Levy 119, % 0.28 Facilities Levy (New & Expanded) 149, % 0.35 Total Increase In Member Levies $718, % $ Adopted September 19, 2015 by Vancouver Island Regional Library Board of Trustees

13 Summary of Business Cases and Impacts Summary of Business Cases and Impacts Business Case Amount Included in 2016 Budget Percentage Impact on Member Levies Cost Per Capita Comments Website Redesign: virl.bc.ca 55, % 0.13 Upgrade and Redesign of VIRL Website Welcome Back Week Celebrating Canadian Library Month 30, % 0.07 Implementation of Welcome Back Week for Canadian Library Month Sunday Opening Campbell River Branch 14, % 0.03 Amend Opening Hours to Include 4 Hours on Sundays Total Impact $99, % $0.23 Adopted September 19, 2015 by Vancouver Island Regional Library Board of Trustees 11

14 New Budget Items - Business Cases New Budget Items Business Cases Background and Evaluation of Proposals The business cases were the result of a process whereby staff came forward with initiatives to improve our service to the public and these proposals were brought forward for consideration in the form of business cases to the Board of Trustees. Business cases are evaluated based on a set of criteria so that we may recommend those that would best improve customer service and long term sustainability. Projects that have a wider benefit for the Vancouver Island Regional Library (VIRL) system as a whole are encouraged as well as those that fulfill service gaps or address important issues. Projects that can be achieved without additional funding Where operational funds permit, worthy projects are sometimes funded within existing budgets. The following initiatives can be achieved with existing funds: Free Computer & Internet Access for visitors to our region. This fee generates approximately $6,000 a year in revenue. Eliminating the charge for visitors would improve their experience of our region, encouraging tourism and bringing VIRL in line with practices elsewhere in the province. A Playaway Pilot project will examine better ways to provide service to customers of all ages. Projects that show promise but are not yet Action Ready As part of our evaluation process we also received some proposals that showed great promise, but were not quite mature enough to be brought forward for consideration at this time. We aim to bring these proposals forward at a later date when they are in an action-ready status. Possible future initiatives include: Digital Literacy Initiative; Review of our logistical system to increase efficiency and circulation of our collections; Creation of a Replacement Program; and 2 Year Term Customer Service Librarian for Sooke. 12 Adopted September 19, 2015 by Vancouver Island Regional Library Board of Trustees

15 New Budget Items Business Cases Recommendations and Impact on Member Levy $195,500 represents approximately a 1% increase in Member Levy. The following initiatives were adopted for inclusion in the Financial Plan. Copies of the individual business cases are attached, and their financial impacts are detailed below. Ongoing or One Time Member Levy % Impact Cost per Capita 2015 Member Levy 19,653,784 Increases 2016 Budget 619, % $1.45 New Business Cases Website Redesign One Time 55, % $0.13 Welcome Back Week Pilot 30, % $0.07 Sunday Opening Campbell River Ongoing 14, % $0.03 Total New Business Cases 99, % $0.23 Total Levy, including new business cases 20,372, % $1.68 Adopted September 19, 2015 by Vancouver Island Regional Library Board of Trustees 13

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17 Business Cases Adopted September 19, 2015 by Vancouver Island Regional Library Board of Trustees 15

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19 Business Case: Website Redesign: virl.bc.ca Website Redesign: virl.bc.ca Business Case: Upgrade and redesign of the VIRL website Background/Overview: Vancouver Island Regional Library s (VIRL) website represents the single access point to all of VIRL s services, including its full catalogue of materials, programming calendar, news, hours and events, and is the primary point of entry to VIRL s swiftly growing elibrary (digital audio, ebooks, video, online learning, databases, and more). Our website can also be coined as the 40 th branch in our system; available 24 hours a day, seven days a week, and accessible to VIRL s entire service area representing 430,000 members of the community. To this end, virl.bc.ca is our most popular branch, every day welcoming approximately 3,000 visitors (75% of those returning customers, 25% new customers). That equates to over 880,000 visits in 2014 alone. Moreover customers are finding clear value on our website, with an average visit time of 2:12 minutes, customers are spending more time on virl.bc.ca than any average website (the average website visit is less than one minute). In 2011, VIRL embarked on a website redevelopment project which brought us the site that we enjoy today. Since that time, VIRL has successfully implemented analytics (to deliver user statistics and evaluate the site s effectiveness), integrated the elibrary through modular improvements (including the addition of Mango Languages, hoopla, and other databases), and target market pages, including teen and children s pages, to address the unique needs of the markets we serve. At the time this met our needs, but a lot has changed in the last four years. Our platform is now antiquated and an upgrade is necessary to ensure that the website can continue to function. As more and more customers seek library content online we have added improvements to meet those needs, yet our website design hasn t kept up with those changes and it is becoming more difficult for customers to find what they are looking for. A redesign of our website will improve the customer experience and drive our online usage upwards. With the introduction of our new Integrated Library System, 2016 is the ideal time to upgrade virl.bc.ca to optimize usability, findability and interface our elibrary, our catalogue, and the general promotion of the services we offer. This redesign would include a new and revitalized look, which can adequately reflect the brand and integrity of the Vancouver Island Regional Library of today. Adopted September 19, 2015 by Vancouver Island Regional Library Board of Trustees 17

20 Business Case: Website Redesign: virl.bc.ca Strategic Directions Addressed: Strategic Priority 1 Collection: Vancouver Island Regional Library will continue to develop its collection, enhance access and build a maximum degree of diversity in the collection to provide the greatest choices possible for customers in both small and large branches. One of the ways we plan to reach this goal is to examine ways to optimize availability and ease of access to the collection traditional and electronic. Strategic Priority 2 Communications with our Stakeholders: Vancouver Island Regional Library will foster strong external and internal communications and promote a broad awareness of the library and its diverse range of resources, services and programs to ensure their optimal use. One of the ways we plan to reach this goal is to review and strengthen functionality of the VIRL website. Strategic Priority 4 Information Technology: Vancouver Island Regional Library will optimize the use and benefits of technology to enhance the library experience for customers, and develop library branches as learning facilities for information technology. One of the ways we plan to reach this goal is to improve the functionality and user-friendliness of the website. It also relates to our Values: Information & Literacy: We believe in the importance of informed and literate communities, and we provide services and programs to support lifelong learning. Tradition & Technology: We value the tradition of the library and the legacy of the printed word, and we embrace the benefits that modern technology provides. Proposal: Our website would be upgraded from Drupal 6 to Drupal 8, moving to a supported and up-to-date platform. The redesign of the website will be focused on the need to: Optimize usability; Interface our elibrary, catalogue and general promotion of services offered; and Give the website a new look that can adequately reflect the brand and integrity of the library of today. 18 Adopted September 19, 2015 by Vancouver Island Regional Library Board of Trustees

21 Business Case: Website Redesign: virl.bc.ca The redesign will be guided by North Studio Ltd. (of Victoria, BC); the contractor that assisted with the successful 2011 redevelopment. With the assistance of VIRL s Web Developer, North Studio will perform the web design (graphic component) as well as module suggestion for VIRL s Web Developer to deploy. A team of VIRL staff will be involved with the redevelopment project, including the web developer, communications officer, elibrarian, and public service staff. Impact on Member Levy: A total cost of the redesign project and optimization of the VIRL elibrary is estimated at $55,000, representing a 0.29% increase in total levy or $0.13 per capita. This includes the cost of the migration to the latest platform of Drupal 8, a redesign of the site and improvements to the accessibility of the elibrary resources and databases. Analysis of Alternative Approaches: VIRL has the following options: Option 1: Option 2: Make do with the current version (no additional cost). Upgrade the platform only with no upgrades to the website design itself (estimated cost $25,000). Option 3: Upgrade both the platform and website design (estimated cost $55,000). Impact if not implemented: Option 1: Make do with the current version Not upgrading the platform means that our current website will, at some point become unsupported. The current platform is reaching end of life, and has already exhibited dwindling support from the development community. Improvements or adjustments are no longer possible and, with the passing of more time, errors and issues with the website on newer iterations of web browsers is going to be assured. Adopted September 19, 2015 by Vancouver Island Regional Library Board of Trustees 19

22 Business Case: Website Redesign: virl.bc.ca Option 2: Upgrade the platform only Upgrading the platform only would allow us to continue receiving support for our website and would allow the site to continue to grow. We would however not have addressed the issues of site usability and could be missing out on an important growth model for VIRL. By simply upgrading the site, we will be able to maintain the integrity of the site and continue to add content. However, over time customer needs may outstrip our ability to keep up and we may be missing an opportunity to attract and retain customers. Option 3: Upgrade the platform and redesign the website This option would allow the website to continue to be supported, continue to grow and enhance the experience of our busiest branch. As online content continues to expand, this option lends the opportunity to optimize the stacked services and information on virl.bc.ca at a marginal cost, redesign our website to enhance customer experience and grow our online community. 20 Adopted September 19, 2015 by Vancouver Island Regional Library Board of Trustees

23 Business Case: Welcome Back Week Welcome Back Week Celebrating Canadian Library Month Business Case: Implementation of Welcome Back Week during Library Month Background/Overview: October is Canadian Library Month and to celebrate, Vancouver Island Regional Library (VIRL) branches want to welcome back every customer to their local library including those with overdue fines and fees. Vancouver Island Regional Library serves a wide variety of customers, including children, youths, seniors and some of the most vulnerable populations of our region. Whilst necessary as a mechanism to ensure that books stay in circulation for the benefit of all our customers, overdue fines can also have a detrimental effect on our more vulnerable populations. For those that cannot afford it, having an overdue fine may make a difference in choosing to come back and gain access to the wealth of resources and opportunities their library provides. Amnesty initiatives are tried and tested programs to bring people back to their local libraries and materials back into circulation; they have been shown to work effectively where employed. With October being Canadian Library Month, this time would be the perfect opportunity to host and promote a Welcome Back Week across the Vancouver Island Regional Library system, gaining back discouraged members, increasing access to library services, and promoting good will within our communities. Strategic Directions Addressed: Strategic Priority Mission: An amnesty program would assist our mission to enrich lives and communities through universal access to knowledge, lifelong learning and literacy: by re-establishing access to library materials. Strategic Priority 1 Collection: Customers whose fines have become quite large tend to hold onto materials rather than bring them back. An amnesty program would fill in the collection gaps with retrieved items that customers return. By restoring their credit in our system they would be allowed to check out materials again, which in turn would increase the use of our collection. Adopted September 19, 2015 by Vancouver Island Regional Library Board of Trustees 21

24 Business Case: Welcome Back Week Strategic Priority 5 Delivery of Quality Service: For some, fines have inadvertently disconnected them from accessing library services. An amnesty program would reconnect them to our system. In addition, it would contribute to a welcoming environment for those who visit the branch on a daily basis for computer use, job search advice, programming, etc., but who are currently blocked from checking out materials. Proposal: A one-week Welcome Back campaign period is proposed as a pilot project to determine: The full cost of the program; The impact on customer retention; The impact on circulation; and The impact on recovery of library materials. During the one-week period, customers will be invited to return their overdue materials and have the associated fines waived up to a maximum of $20. The goal is to have as many customers as possible under a mark that will allow them to check out materials again. The goal of this initiative is also to increase circulation by re-integrating some of our more vulnerable populations back into the VIRL system. To ensure that no customer is turned away, those with outstanding fines who have lost or damaged the materials in question will still be included in this program. By providing the setting for complete amnesty, no customer will be refused from revisiting their library and benefiting from the wealth of resources and lifelong learning opportunities Vancouver Island Regional Library provides. Impact on Member Levy: A cost of $30,000 has been estimated which is determined by the amount of outstanding fees and fines that are expected to be waived. This cost represents a 0.15% increase in total levy or $0.07 per capita, although it should be stressed that the actual costs of the program are unknown at this point. Total revenue from the collection of all overdue fines would be approximately $300,000 a year and the actual impact on revenue would depend on the popularity of the program. Our current practice is to only record fines revenue when it is received, and therefore if a large number of customers take advantage of Welcome Back Week, that otherwise would not have returned their books, the impact on revenues may be less. 22 Adopted September 19, 2015 by Vancouver Island Regional Library Board of Trustees

25 Business Case: Welcome Back Week Analysis of Alternative Approaches: VIRL has the following options: Option 1: Option 2: Continue on with current fines system. Implement the Welcome Back Week campaign and assess the costs and effectiveness to determine whether it was successful. Impact if not implemented: Continuing on with the current system will continue to isolate those members of society who otherwise could be more active patrons of the library. By implementing the pilot project there will be a financial cost, but an important segment of our customer base may once again have access to the library materials and be brought back into the library system. This in turn has the potential to increase circulation, as well as support our strategic priorities, and enrich lives and communities through lifelong learning. Adopted September 19, 2015 by Vancouver Island Regional Library Board of Trustees 23

26 Business Case: Sunday Opening Campbell River Branch Sunday Opening Campbell River Branch Business Case: Sunday Opening Campbell River Branch Background/Overview: 2015 saw the refurbishment of the Campbell River Branch. It has been our experience that newly renovated libraries enjoy an increase in business between 20-25%. Sunday is a very popular day for families to visit the library. Campbell River is the only hub library not open on Sunday. The addition of these hours would maximize the Board s investment. Strategic Directions Addressed: VIRL is committed to the delivery of quality service. This entails being responsive to customer needs. Opening the branch on Sundays will ensure residents of the Campbell River service area have as much opportunity to use their public library as possible. Increasing branch hours also relates to our values of: Information and Literacy: The services and programs we provide are intended to support lifelong learning, and to help develop and maintain informed and literate communities. Stewardship and Accounting: We have been entrusted with public resources, and we optimize these resources through responsible, effective management and fiscal integrity. Proposal: The opening of the Campbell River branch would entail opening for a four hour period on Sunday afternoons. This would require the equivalent in wages of two library assistants working for a four hour shift and one page working for a two hour shift. 24 Adopted September 19, 2015 by Vancouver Island Regional Library Board of Trustees

27 Business Case: Sunday Opening Campbell River Branch Impact on Member Levy: A cost of $14,350 has been estimated as the cost for wages and benefits, representing a 0.07% increase in total levy or $0.03 per capita. Analysis of Alternative Approaches: VIRL has the following options: Option 1: Option 2: Continue with the existing hours of operation. Amend the operating hours for the Campbell River branch to include four hours on Sundays. Impact if not implemented: There would be no impact on the current level of service if not implemented, but VIRL would be missing an opportunity to maximize our investment in the Campbell River branch. A refurbished branch typically enjoys an increase in business. Sunday opening hours would present an opportunity to capitalize on the expected increase in use of the facility and tap into the popularity of Sundays with families. The purpose of this request is to expand service in the area by expanding opening hours. As a result we expect circulation and visitor numbers to increase. Adopted September 19, 2015 by Vancouver Island Regional Library Board of Trustees 25

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29 Supplemental Reports, Charts and Tables Adopted September 19, 2015 by Vancouver Island Regional Library Board of Trustees 27

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31 Report: Inflation Report Inflation Report Background Budget decisions are made based on economic realities. For several years municipalities and regional districts in British Columbia have been under increasing financial pressure, a result of provincial and federal downloading, and the need to replace aging infrastructure. The Vancouver Island Regional Library (VIRL) has experienced similar pressures from stagnation in provincial funding that is available and the need to meet our operational requirements and rejuvenate our facilities. In order to assist the Board of Trustees in determining an appropriate level of funding for the staff has provided some information below on the current inflationary pressures. Consumer Price Index (CPI) The provincial government publishes changes to the consumer price index regularly on their website. This index is based on the cost of a standard basket of goods and represents changes to the cost of living for the average household over time. Based on current published statistics the CPI for Canada in 2014 was 2%, and for British Columbia was 1%. Traditionally 2% has been considered a healthy inflation target. Although current inflation may be slightly lower, oil prices and interest rates are expected to pick up again at some point. In the medium term, 2% is still considered to be a reasonable inflation target. Construction Cost Index (CCI) Whereas CPI measures changes to the cost of living for households, the ENR Construction Cost Index is a better measure of inflation for maintenance, renovation and construction. Given the importance of the Consolidated Facilities Master Plan and the planned levy increases that are associated it is important to mention the impact of inflationary pressures on construction costs. Historically, for many years, construction inflation has been higher than consumer price inflation. As of July 2015, this trend appears to continue with the posted CCI rate being 2.1%. Adopted September 19, 2015 by Vancouver Island Regional Library Board of Trustees 29

32 Report: Inflation Report Wage Inflation As can be seen in the, wage increases represent a significant portion of inflationary pressure for our core budget. In VIRL s case, wage inflation is driven largely by collective agreements with our employee unions. The Province does, however, provide regular statistics on recent wage settlements. Recent data published by the Province indicates wage inflation in British Columbia is currently in the % range. Conclusion In the 2016 Budget and the inflationary pressures have been taken into consideration. The budget has been prepared based on the assumption existing levels of service can be maintained and that assuming a 2% increase in core operating expenditures is reasonable based on inflationary projections. 30 Adopted September 19, 2015 by Vancouver Island Regional Library Board of Trustees

33 Report: Summary of the VIRL Funding Structure Background Summary of the VIRL Funding Structure The Vancouver Island Regional Library (VIRL) is the fourth largest library system in British Columbia, serving a population of approximately 430,000 on Vancouver Island, Haida Gwaii and the Central Coast through 39 library branches. Although the cost of doing business has gradually increased, provincial funding has not changed significantly in the last 30 years. As a result, the continued provision of this vital service is only possible with the support of our 38 member municipalities and regional districts. As indicated in Schedule P, provincial funding has dwindled down from 21% of our funding in 1986 to a projection of just 5% for the upcoming 2016 fiscal year. The costs of providing library services to our members are shared, as required under the Library Act of BC based on the following structure: 50% based on converted value of land and improvements; and 50% based on the population of each municipality and each electoral participating area of each regional district. Assessments The values used for assessments are determined by the Library Act and are defined in the Community Charter of BC, the same document governing the assessment base for regional districts. This assessment base uses fixed ratios to convert the value of each property class, based on their assessed values as determined by BC Assessment, into a common value for tax purposes. The converted value to be used each year is provided to VIRL by the Ministry of Education based on the ratios attached at the end of this report. Populations The population numbers used to apportion the costs to our members is also provided to VIRL by the Ministry of Education. For allocation purposes, First Nation populations on Band land are excluded from the population as there is no uniform approach to taxation for these properties. Adopted September 19, 2015 by Vancouver Island Regional Library Board of Trustees 31

34 Report: Summary of the VIRL Funding Structure Impact of Funding Allocation Model on Members As the member levy allocation is based on a combination of population and converted assessment, the impact on the average residential taxpayer may be different from community to community. Municipalities in general have more flexibility than regional districts in apportioning taxes to different property classes such as business and industry, and therefore the impact of, for example a 3% increase in member levies on the average residential taxpayer may be lower or higher for each individual community. For this reason, it is difficult for VIRL to express changes to member levies in terms of impact on the average home or taxpayer, as is commonly used to communicate the budget by municipalities and regional districts. Instead increases are communicated to the Board in terms of percentage increases to levy and cost per person. Conclusion The allocation of costs for VIRL is determined under the Library Act based on a 50/50 allocation between converted values and population. This method of allocation is different from those used by our member municipalities and regional districts, which makes communication of our budget sometimes difficult in terms of developing a uniform communication. Staff will work with our members to assist in communicating our budget to their councils, boards and members of the public. 32 Adopted September 19, 2015 by Vancouver Island Regional Library Board of Trustees

35 Report: Summary of the VIRL Funding Structure Appendix A: Provincial Class Property Class Multiples Provincial class property class multiples used to determine the converted values of property assessments for 50% of our cost-sharing formula are determined under British Columbia Regulations. The class ratios in the table below represent the relationship of tax rates for each property class in comparison to the Class 1 Residential tax rate. Property Class Multiple 1 Residential 1.00 : Utilities 3.50 : Supportive Housing 1.00 : Major Industry 3.40 : Light Industry 3.40 : Business and Other 2.45 : Managed Forest Land 3.00 : Recreation/Non-Profit 1.00 : Farm 1.00 : 1.00 Adopted September 19, 2015 by Vancouver Island Regional Library Board of Trustees 33

36 Changes to Member Levies Schedule A 2016 Levy 2015 Levy Change % Change to Total Levy Operating Levy $18,002,868 $17,552,468 $450, % Furniture, Fixtures, Equipment & Systems Levy 1,053, , , % Facilities Levy 1,316,435 1,167, , % Total Member Levies $20,372,451 $19,653,784 $718, % Changes in Operating Levy Amount $ % Impact on Member Levy Cost per Capita 2015 OPERATING LEVY $17,552,468 $41.02 Changes in Core Operating Revenues Decrease in Grants 12, % 0.03 Decrease in Investment and Rental Income 38, % 0.09 Changes in Core Operating Expenditures Increase in Wages & Benefits 260, % 0.61 Increase in Library Materials 70, % 0.16 Increase in Debt Servicing 11, % 0.03 Decrease in Operating Maintenance, Rent & Administration (42,473) -0.22% Increase to Core Levy 351, % 0.82 Business Cases Website Redesign 55, % 0.13 Welcom Back Week - Canadian Library Month 30, % 0.07 Sunday Opening Campbell River Branch 14, % , % OPERATING LEVY $18,002, % $ Adopted September 19, 2015 by Vancouver Island Regional Library Board of Trustees

37 Schedule A Changes in Facility Levies Furniture, Fixtures, Equipment & Systems Levy Amount $ % Impact on Member Levy Cost per Capita 2015 FFE & Systems Levy $933,918 $2.18 Scheduled increase to 6% of previous levy 119, % FFE & Systems Levy $1,053, % $2.46 Facilities Levy Amount $ % Impact on Member Levy Cost per Capita 2015 Facilities Levy $1,167,398 $2.73 Scheduled Increase to 7.5% of previous levy 149, % Facilities Levy $1,316, % $3.08 Adopted September 19, 2015 by Vancouver Island Regional Library Board of Trustees 35

38 Schedule B Revenue By Major Category Amount % of Total Amount % of Total Member Levies 19,653, % Member Levies 20,372, % Transfers from Reserves 2,101, % MFA Debt Issue 7,500, % Grants 1,269, % Transfers from Reserves 3,489, % Overdue Fees 308, % Grants 1,256, % Other Library Income 139, % Overdue Fees 268, % Investment & Rental Income 98, % Other Library Income 114, % MFA Debt Issue % Investment & Rental Income 60, % 23,570,801 33,062,045 Transfers from Reserves, $2,101,566, 8.92% Grants, $1,269, % Overdue Fees, $308,286, 1.31% Other Income, $139,433, 0.59% Investment & Rental Income, $98,358, 0.42% Transfers from Reserves, $3,489,245, 10.55% Grants, $1,256,424, 3.80% Overdue Fees, $268,935, 0.81% Other Income, $114,990, 0.35% Investment & Rental Income, $60,000, 0.18% Member Levies, $19,653,784, 83.38% MFA Debt Issue, $7,500,000, 22.68% Member Levies, $20,372,451, 61.62% 2015 Revenues by Category 2016 Revenues by Category 36 Adopted September 19, 2015 by Vancouver Island Regional Library Board of Trustees

39 Schedule C Expenditures By Major Category Amount % of Total Amount % of Total Wages & Benefits 12,285, % Wages & Benefits 12,559, % Branch Facility Costs 3,777, % Capital 9,755, % Library Materials 2,443, % Branch Facility Costs 3,307, % Transfers to Reserves 1,582, % Transfers to Reserves 2,528, % Capital 1,250, % Library Materials 2,513, % Debt Principal & Interest 957, % Debt Servicing 969, % Administrative Costs 743, % Administrative Costs 803, % Computer Costs 530, % Computer Costs 624, % 23,570,801 33,062,045 Capital, $1,250,387, 5.30% Transfers to Reserves, 1,582,398, 6.71% Library Materials, $2,443,434, 10.37% Debt Principal & Interest, $957,483 46% Administrative Costs, $743,803, 3.16% Computer Costs, $530,970, 2.25% Wages & Benefits, $12,285,017, 52.12% Library Materials, $2,513,525, 7.60% Transfers to Reserves, $2,528,200, 7.65% Branch Facility Costs, $3,307,648, 10.00% Debt Servicing, $969,019, 2.93% Administrative Costs, $803,245, 2.43% Computer Costs, $624,952, 1.89% Wages & Benefits, $12,559,956, 37.99% Capital, $9,755, Branch Facility Costs, $3,777,309, 16.03% 2015 Expenditures by Category 2016 Expenditures by Category Adopted September 19, 2015 by Vancouver Island Regional Library Board of Trustees 37

40 Schedule D Historical and Projected Levies 25,000,000 20,000,000 15,000,000 10,000,000 5,000, FF&E Levy 310, , , ,918 1,053,148 1,253,245 1,460,926 1,676,413 1,899,935 Facility Levy 388, , ,340 1,167,398 1,316,435 1,566,558 1,826,159 2,095,517 2,374,919 Operational Levy 15,788,133 16,353,950 17,106,352 17,552,468 18,002,868 18,194,959 18,558,859 18,930,036 19,308,637 Operational Levy Facility Levy FF&E Levy 38 Adopted September 19, 2015 by Vancouver Island Regional Library Board of Trustees

41 Schedule E New & Expanded Branch Reserve Balance, End of Year 1,146, , , ,418 1,317,117 Contributions 1,428,435 1,678,558 1,938,159 2,207,517 2,486,919 Withdrawals 1,637,745 2,275,005 2,020,230 2,056,645 1,788,220 2,500,000 2,000,000 1,500,000 1,000, , Contributions Balance, End of Year Withdrawals Adopted September 19, 2015 by Vancouver Island Regional Library Board of Trustees 39

42 Schedule F Long Term Maintenance Reserve Balance, End of Year 54, , , ,328 1,449,404 Contributions 586, , , ,375 1,116,076 Withdrawals 1,210, , ,000 1,084, ,000 1,600,000 1,400,000 1,200,000 1,000, , , , , Adopted September 19, 2015 by Vancouver Island Regional Library Board of Trustees

43 Summary of Planned Facilities Projects Schedule G Large/Urban Branches Total Project Cost Branch and Beyond Funding Source Project Description & Nature Renovations and/or Refurbishments Cowichan 630,000 FFE Levy Renovations/furnishing Nanaimo Wellington 375,000 FFE Levy Renovations/furnishing Sidney/North Saanich 1,500,000 Debt/Fac. Levy Renovations/expansion Ladysmith 375,000 Debt/Fac. Levy Renovations/furnishing Parksville 125,000 FFE Levy Furniture on lease renewal South Cowichan 70,000 FFE Levy Furnishing Courtenay 630,000 FFE Levy Renovations/furnishing Port Alberni 150,000 FFE Levy Furnishing Comox 100,000 FFE Levy Furnishing Qualicum Beach 135,000 FFE Levy Furnishing Nanaimo Harbourfront 500,000 FFE Levy Furnishing Nanaimo North 350,000 FFE Levy Furnishing Total Renovations 2,505, ,000 70, , , ,000 New or Expanded Branches Sooke 6,000,000 Debt/Fac. Levy New & Expanded Branch Sidney/North Saanich 3,000,000 Debt/Fac. Levy New & Expanded Branch Campbell River 5,000,000 Debt/Fac. Levy New & Expanded Branch Total New/ Expanded 6,000,000 3,000, ,000,000 - Total Large/Urban 8,505,000 3,500,000 70, ,000 5,235, ,000 Adopted September 19, 2015 by Vancouver Island Regional Library Board of Trustees 41

44 Schedule G Summary of Planned Facilities Projects Small/Rural Branches Total Project Cost Branch and Beyond Funding Source Project Description & Nature Renovations and/or Refurbishments Woss 200,000 Facilities Levy Renovations/replacement Union Bay 200,000 Facilities Levy Renovations/replacement Masset 200,000 Facilities Levy Renovations/replacement Port Alice 18,000 FFE Levy Furnishing Sandspit 12,000 FFE Levy Furnishing Sointula 200,000 Facilities Levy Renovations/replacement Hornby Island 17,000 FFE Levy Furnishing Sayward 20,000 FFE Levy Furnishing Gold River 31,000 FFE Levy Furnishing Port McNeill 31,000 FFE Levy Furnishing Tofino 20,000 FFE Levy Furnishing Queen Charlotte 25,000 FFE Levy Furnishing Bowser 27,000 FFE Levy Furnishing Port Clements 20,000 FFE Levy Furnishing Ucluelet 26,000 FFE Levy Furnishing Quadra Island 65,000 FFE Levy Furnishing Gabriola Island 63,000 FFE Levy Furnishing Bella Coola 35,000 FFE Levy Furnishing Cumberland 62,000 FFE Levy Furnishing Cortes Island 28,000 FFE Levy Furnishing Port Renfrew 14,000 FFE Levy Furnishing Cowichan Lake 68,000 FFE Levy Furnishing New or Expanded Branches Chemainus 2,250,000 Debt/Fac. Levy New & Expanded Branch Total Small/Rural 200,000 2,450, , ,000 92, , Adopted September 19, 2015 by Vancouver Island Regional Library Board of Trustees

45 Schedule H 5 Year Financial Plan By Year Revenues Member Levies $20,372,451 $21,014,762 $21,845,944 $22,701,966 $23,583,491 Grants 1,256,424 1,256,500 1,256,500 1,256,500 1,256,500 Overdues Fees 268, , , , ,000 Investment Income 60,000 50,000 50,000 50,000 50,000 Other Branch Revenue 114, , , , ,000 Transfers from Reserves 3,489,245 3,079,470 2,838,385 3,743,940 2,870,220 MFA Debt Issue 7,500,000 5,250, ,000,000 Total Revenue 33,062,045 31,065,732 26,410,829 28,177,406 33,190,211 Expenditures Operating Expenditures 17,295,801 17,885,412 18,113,059 18,344,293 18,565,275 Library Materials 2,513,525 2,588,930 2,666,598 2,746,596 2,828,995 Capital 9,755,500 6,855,000 1,155,000 2,125,500 6,282,000 Debt Servicing 969, ,470 1,086,970 1,086,970 1,136,970 Transfers To Reserves 2,528,200 2,921,920 3,389,202 3,874,047 4,376,971 Total Expenditures $33,062,045 $31,065,732 $26,410,829 $28,177,406 $33,190,211 Adopted September 19, 2015 by Vancouver Island Regional Library Board of Trustees 43

46 Schedule I Variance Analysis Comparison of 2016 Budget to 2014 Actual and 2015 Budget 2016 Budget 2014 Actual 2015 Budget Operating Capital Combined Increase (Decrease) % Change REVENUES Member Levies $18,678,364 $19,653,784 $18,002,868 $2,369,583 $20,372,451 $718, % Grants Received 1,269,374 1,269,374 1,256,424-1,256,424 (12,950) -1.02% Investment and Rental Income 93,330 98,358 60,000-60,000 (38,358) % Book Bag Sales 1,704 2, (2,000) % Overdues Fees 308, , , ,935 (39,350) % Internet Cost Recoveries 39,247 28,448 33,830-33,830 5, % Lost Books/Cards 37,661 30,281 32,095-32,095 1, % Misc. and Non-Resident Fees 111,481 3,300 2,385-2,385 (915) % Photocopiers 14,424 13,895 14,245-14, % Book and Promotional Item Sales 35,054 31,510 32,435-32, % Fundraising/Donations 23,744 30, (30,000) % Transfers from Reserves 348,225 2,101, ,609 3,382,636 3,489,245 1,387, % MFA Debt Issue - 7,500,000 7,500,000 7,500,000 N/A TOTAL REVENUES 20,961,503 23,570,801 19,809,826 13,252,219 33,062,045 9,491, % EXPENDITURES Automotive, Travel and Vehicle Operations 177, , , ,970 15, % Bank and Payroll Production Charges 73,437 69,099 77,644-77,644 8, % Board Expenses 91, , , ,500 2, % Branch and Facility Costs 2,670,151 2,867,389 2,708,283-2,708,283 (159,106) -5.55% Building and Equipment Maintenance 199, , , ,390 64, % Communications and Internet 165, , , ,261 92, % Computer Networking Costs 283, , , , ,000 (74,970) -9.92% Consulting and Professional 138, , , ,690 87, % Insurance 121, , , ,400 26, % Library Materials 2,751,306 2,443,434 2,513,525-2,513,525 70, % Office, Photocopier and Postage 309, , , ,051 (23,809) -6.24% Promotion and Advertising 82,872 70,326 65,006-65,006 (5,320) -7.56% Training and Workshops 43,200 62,128 63,150-63,150 1, % Wages and Benefits 11,150,518 12,285,017 12,559,956-12,559, , % Capital 492,510 1,250,387-9,405,000 9,405,000 8,154, % Debt Servicing 969, , , ,019 11, % Transfers to Reserves 1,637,005 1,582,398-2,528,200 2,528, , % TOTAL EXPENDITURES 21,358,091 23,570,801 19,809,826 13,252,219 33,062,045 9,491, % NET OPERATIONS $ (396,588) $ - $ - $ - $ - $ - 44 Adopted September 19, 2015 by Vancouver Island Regional Library Board of Trustees

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