DocumentsCorrespondenceNov 7, 2016Pages 129–130
Correspondence: Greater Victoria Public Library – Library Operating Agreement Renewal (Addendum Letter)
Addendum letter from the Greater Victoria Public Library regarding renewal of the Library Operating Agreement.
Key facts
- Correspondence page: 129
- Subject: Library Operating Agreement Renewal – Addendum
- Likely relates to terms and conditions or clarifications on renewal
Correspondence: Greater Victoria Public Library – Library Operating Agreement Renewal (Addendum Letter)
November 1, 2016
His Worship Mayor Stewart Young and Council
City of Langford
877 Goldstream Avenue, 2nd Floor
Langford, BC V9B 2X8
Dear Mayor Young and Council:
Re: Library Operating Agreement Renewal
The Library Operating Agreement (LOA) term ends on December 31, 2016. We have developed a draft renewal agreement that would come into effect January 1, 2017.
We are currently engaged in the consultation phase with Municipal CAOs, whose feedback was requested by October 17th. Library staff are in the process of reviewing their input and discussions have begun with the full GVPL Board and in particular, our municipal councilor representatives to ensure that they are fully informed on the proposed changes.
The three substantive changes proposed include moving from a three-year to a four-year term to match the revised election cycle, a single budget submission, and having municipal payments spread evenly over 12 months. Housekeeping changes include wording to address evolution of branch ownership models, updating for changes in technology and equipment, use of more industry-standard wording for real property and maintenance, updating insurance coverage, standardizing the source for population data consistently within the agreement, clarifying roles, replacing footnotes with a definitions page, and expanding on the history appendix.
It is our intention that the Board approve the new agreement at its November 22, 2016 Board meeting. We will forward the agreement to Councils for approval immediately following this meeting.
Given that there is limited time between November 22 and December 31st in which to receive all ten Council approvals, we enclose an Addendum to the current LOA which will allow its terms and conditions to continue to be in force and binding upon the parties until such time as a new agreement is executed. We request that Council sign the enclosed Addendum and forward to the Office of the CEO, to the attention of Executive Assistant, Kristine Marshall for finalization.
Sincerely,
Kevin Murdoch
Chair, Greater Victoria Public Library Board
Enclosures
Copies:
- Jim Bowden CAO, City of Langford
- Steve Ternent, Acting Director of Finance, City of Langford
- Maureen Sawa, CEO, Greater Victoria Public Library
- Donna Phillips, Director of Finance and Facilities, Greater Victoria Public Library
ADDENDUM to the LIBRARY OPERATING AGREEMENT (the “Agreement”) dated January 1, 2014
WHEREAS:
- The Term of the Agreement expires December 31, 2016 and a new agreement is in the process of being reviewed and approved.
IT IS THEREFORE AGREED THAT:
A. The Term of the Agreement be extended, without prejudice to the interests of any parties.
B. The terms and conditions of the Agreement shall continue to be in force and binding upon the parties until such time as a new agreement is executed.
C. This Addendum may be signed in counterparts that:
i) have the same effect as if the parties had all signed the same document;
ii) will be construed together to be an original document;
iii) will constitute one and the same Agreement.
IN WITNESS of its terms the parties have executed this Addendum by:
THE CORPORATE SEAL of the CITY OF LANGFORD placed on this Addendum in the presence of:
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