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2008-12-15_Supplemental Agenda Packet--Dossier d'ordre de jour � � �" ��` S�-�y, 1f.�.,�� �, �/ � � ,1\ ( r\ . City of Saint John Common Council Meeting Monday,December 15,2008 Location: Common Council Chamber Supplemental to Agenda 8.1 Association Regionale de la Communaute Francophone de Saint John inc (ARC-f) �� � ��` � (' �`_��<i L / Tt�:r �-^ � :�.. � .....,� _� City of Saint John Seance du conseil communal Le lundi 18 aout 2008 Lieu : Salle du conseil communal Ordre du jour supplementaire 5.24 Lettre relative a la journee du quartier sud(accepter a titre informati� 8.1(a) Presentation de CUTA 12.0(a)Projet de vente de 1'emplacement de Sucre Lantic : modification de la resolution (rapport presente par le directeur general). 13.3 Comite des candidatures : recommandations de nominations pour sieger aux comites. LE CORMORAN LIBRARY Centre Samuel-de-Champlain 67 Ragged Point Road Saint John, NB E2K 5C3 Tel.: (506) 658-4610 E-mail: BiblioLC@gnb.ca October 22, 2008 Association Regionale de la Communaute francophone de Saint Jean inc. To the attention of Michel Cote Executive Director Dear Mr. XXX: Subject: 2009-2010 Budget We have attached our operating budget request for 2009-2010, which amounts to $17,802.00. It contains regular expenses such as office supplies, photocopies and telephone costs as well as expenses relating to programs such as authors' visits, the summer reading club, Hackmatack, programming during the Festival de la Baie Fran�aise, professional development and contributions for the members of the board and advertising. We have included costs for painting certain sections of the library. The equipment costs include shelving and separators to enable us to add sections in the library to accommodate the new books we receive. We have also included tables and chairs to accommodate a growing population and to replace chairs that cannot be repaired. The computer section is also included because some of the computer equipment needs to be changed and we should start replacing the computers for public use before they are all obsolete. By purchasing two new access computers for the public every year, the equipment can be kept up to date. We have also included the purchase of a photocopier/scanner so that copies can be made for our clients even when there is only one employee on duty. If you require additional information, do not hesitate to contact us. We look forward to a favourable response to our request and thank you for your attention to this matter. Lynn Basque Chair Le Cormoran Library Board L6: mm cc: Michel Wilson, Treasurer, Le Cormoran Library Board Nicole Sluyter, Director of finances, Association Regionale de la Communaute francophone de Saint Jean inc. LE CORMORAN LIBRARY Samuel-de-Champlain 67 Ragged Point Road Saint John, NB E2K 5C3 Tel.: (506) 658-4610 Email: BiblioLC@gnb.ca 2009-2010 Operating Budget Association Regionale de la Communaute francophone de Saint Jean inc. Administration Budget Office supplies and printing $1,200.00 Telephone: 600.00 Photocopies 200.00 $2,000.00 Programs Animation for young people and adults Summer reading club 300.0 0 Authors' visits 500.0 0 Other programs 800.0 0 1,600.00 Professional development and contributions (for board members) 300.00 Advertising 1,000.00 Computers Annual Juniper maintenance costs 70.00 Anti-virus software for staff and loan office computers 32.00 2 computers + 2 monitors + software (computers for the public) 1,900.00 2,002.00 Equipment Photocopier/scanner 1,000.00 Shelving and separators 4,000.00 Chairs (40) (approximate cost) 2,800.00 Tables (3) (approximate cost) 600.00 Other costs Painting (approximate) 2,500.00 Total $17,802.00 Page 1 ARCf de Saint-Jean Association Regionale de la Communaute francophone de Saint Jean inc. Page 2 ARCf de Saint-Jean Association Regionale de la Communaute francophone de Saint Jean inc. MEMBERS OF THE BOARD OF DIRECTORS Guy Leger Chair Eric Poirier Vice Chair Danys R. X. Delaquis Administrator Florence Flower Administrator Lise Drisdelle-Cormier Administrator Dr. Andrea Garland Administrator Ginette Griffin Administrator Suzanne Ouellette Administrator Barbara Toole Administrator Michel Cote Executive Director 67 Ragged Point Rd Saint John New Brunswick E2K 5C3 TEL: (506) 658-4606 FAX: (506) 658-3984 arcf@arcf-sj.org www.arcf-sj.org Saint John, December 11, 2008 Common Council 15 Market Square P.O. 1971 Saint John, NB E2L 4L1 Subject: Improvements to the Centre Samuel-de-Champlain soccer field in preparation for the Jeux de I'Acadie Ladies and Gentlemen: The ARCf de Saint-Jean is very pleased to have the opportunity to organize the 2010 Finale des Jeux de I'Acadie in conjunction with the City of Saint John. We already have more than 50 volunteers who have started to organize the games since the announcement that was made in Bathurst on November 1, 2008. One of the reasons the group of communities on the Acadian peninsula chose the City of Saint John to host these games was the quality of its infrastructure and competition sites. We are indeed fortunate to have access to these high calibre facilities. The Centre Communautaire Samuel-de-Champlain soccer field is the only site that requires some renovation to ensure that it complies with the quality standards Saint John will offer the athletes during the games. Some of the improvement needed are described below. The playing surface is not wide enough so one of the touchlines on the side of the field facing the church is inclined. One side of the field therefore needs to be raised to make the touchline level with the rest of the field. Also, there is a drain behind one of the goal lines. This area needs to be raised because it represents a real hazard for athletes using the field. Also, the penalty area will have to be re- sodded. To summarize, these items are included in the $48,375.00 bid f$5110.00 in taxes (which are included in a separate bid) for maintenance during the summer of 2009. To complete the renovations, we will need stands and shelters for the players. We have not yet received this bid but we estimate that we will need approximately $10,000 more for that purpose. Centre scolaire-communautaire Samuel-de-Champlain Page 3 It is essential that this work be completed during the summer of 2009 because the games will take place in June, 2010. This necessary investment totalling $63,485.00 plus taxes would be of great benefit to the City of Saint John residents who use this field on a regular basis. All the other competition sites that will be used during the games are of very high quality. We must therefore ensure that the Centre Samuel-de-Champlain, which will be the focal point of the games, meets expectations and provides the same level of quality as the other sites that will be used by more than 1,220 athletes during this major event. Thanking you in advance, Sincerely, Michel Cote, Executive Director Page 8 LE CORMORAN LIBRARY Centre Samuel-de-Champlain 67 Ragged Point Road Saint John, NB E2K 5C3 Tel.: (506) 658-4610 E-mail: BiblioLC@gnb.ca Le Cormoran Library was established in 1985. Located in the Centre scolaire- communautaire Samuel-de-Champlain, it serves Saint John's Francophone, Francophile and Anglophone community. It is a public- school library, therefore its clients are students and the public. Le Cormoran Library plays an essential role in the community by providing Saint John Francophones who live in a minority environment access to a variety French language documents. The library has the largest collection of French language works in southern New Brunswick. It also serves the community by offering various programs such as Babies in the Library, Storytime, authors' visits, the adult book club and the summer reading club (youngsters, adolescents and adults). The library serves the community by providing French language documents through inter-city library transfers. The library and its staff also act as resources for French language programs and reference services in these libraries. Le Cormoran Library is part of the New Brunswick Public Library System (Fundy Library Region). It is currently open 50 hours a week with two full time employees, one part time employee and volunteers. The library's (fall/winter/spring) schedule is as follows: Monday, Wednesday, Thursday, Friday 8:30 a.m. to 5:30 p.m.; Tuesday 8:30 a.m. to 8:30 p.m. and Sunday 10:45 a.m. to 12:45 p.m. The library collection comprises a variety of documents: books for children, adolescents and adults (including novels, and information and reference texts) magazines, DVDs, CDs, large print books, newspapers and access to electronic resources. There are currently 30,366 documents in the collection. The library offers the following services and programs: Document loans Inter-Library loans (access to nearly all the books in New Brunswick libraries) References and reference services Eight computers with Internet access Activity room Various programs Guided tours Page 9 Le Cormoran Library's services are offered through a partnership between the New Brunswick Public Library Service, school district O1 and the Association Regionale de la Communaute francophone (ARCf). Each partner has responsibilities to the library. Each partner's main responsibilities are described below: Department of Education 1/2 of the full time employees' salaries + 100% of the part time employee's salary Budget allocated for the purchase of documents Library shelving New Brunswick public library services 1/2 of the full time employees' salaries Budget allocated for purchase of documents Employee management Document cataloguing and processing Internet access for all staff and the public Association Regionale de la Communaute francophone de Saint-Jean (ARCf) Library operating budget (including office supplies) Facility operating and maintenance costs Programs budget Furniture and equipment maintenance and replacement Page 10 Saint John, December 11, 2008 Common Council 15 Market Square P.O. Box 1971 Saint John, NB E2L 4L1 Subject: Le Cormoran Library funding request Ladies and Gentlemen: As you have seen during the Le Cormoran Library presentation, the ARCf de Saint-Jean plays a similar role to the one the City of Saint John plays with its three other libraries (Market Square, Lancaster Mall, et Westmorland). However, the ARCf de Saint-Jean is a non-profit organization with very limited financial means. As such, the ARCf cannot entirely fulfill all of its responsibilities the way the City of Saint John can with respect to its other libraries. After having paid for the library operating costs, the ARCf does not have the means to make additional investments in furniture, computers or other items. As you can see in the Le Cormoran Library budget application to the ARCf, the amount requested is more than $17,000. No more than $2,000 of this funding request is allocated to the library. This means the library cannot afford to purchase new furniture or update its computer assets. As a result, there is a $15,000 shortfall every year. In order to improve the Le Cormoran Library's financial situation so that it can offer Saint John residents better service (similar to the service offered by the three other Saint John libraries), we are asking the city to cover the $15,000 shortfall on a yearly basis. We are convinced that Saint John residents will benefit greatly from this potential new partnership between the City of Saint John, the ARCf and the Le Cormoran Library. We look forward to a positive response to this request. Sincerely, Michel Cote Executive Director Centre scolaire-communautaire Samuel-de-Champlain