Ottawa Public Library Board Meeting
Agenda 22
Tuesday, 9 March
2021, 5:00 p.m.
Electronic Participation
This Meeting is available
on Zoom: https://bit.ly/3aNbNMH
Or by phone: 613
209 3054
Meeting ID: 963 7844 4229
Passcode: 052931
Persons wishing to
provide comments on any of the items contained herein should refer to the
process detailed and attached to this agenda as Appendix A.
Julie Tremblay, Library Board
Assistant
613-580-2424 x32169
[email protected]
Use the Library online:
·
Check
out our staff recommendations, all
on one page for you to explore.
·
Contact
InfoService by phone, email or chat
for help, or book a virtual 1:1 tutorial.
·
Sign up for a temporary
card here.
Board Members:
Chair:
Matthew Luloff
Vice-Chair: Kathy Fisher
Trustees: Steven Begg, Riley Brockington, Mary-Rose Brown,
Allan Higdon, Rawlson King, Carol Anne Meehan, Harvey A. Slack
Accessible formats and communication
supports are available for any specific agenda item. Please contact the OPL
Board at [email protected] at least two (2) business
days in advance of the meeting to make a request.
Please refer to
the 9 February 2021 OPL Board Meeting for the documents.
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That the Ottawa Public Library Board:
1. Approve the policy framework as further described in this
report; and,
2. In alignment with the policy
framework:
a) Approve Board Policy 002 - OPLB Delegation of Authority to
provide the CEO with approval authority for donations acquired through
fundraising, as further described in this report (Document 1);
b) Approve Board Policy 008 – OPLB Donations and Fundraising, to
support OPL’s ability to solicit, accept and process donations through
fundraising, as further described in this report (Document 2);
c) Approve Board Policy 010- CEO Reporting and Board Monitoring to
include the additional requirement for the CEO to report out annually on
fundraising and donations (Document 4); and,
d) Approve Board Policy 022 – Sponsorship and Advertising (Document
5).
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That the Ottawa Public Library (OPL)
Board:
1. Receive this report for
information;
2. Approve the 2020 operating surplus in Library Services of
$6,277,755 be transferred as follows:
• $1,277,755
to the Library Reserve; and,
• $5,000,000 to the OPL/City portion of the OPL – Library and
Archives Canada Joint Facility project; and,
3. Upon the Ottawa Public Library Board’s approval of the
transfer of the Library operating surplus, direct staff to work with the
City’s Financial Services Unit to forward the report to Ottawa City Council,
for consideration as part of the Disposition of 2020 Tax and Rate Supported
Operating
Surplus / Deficit report through the
City’s Finance and Economic Development Committee.
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That the Ottawa Public Library Board
receive the verbal presentation for information.
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That the Ottawa Public Library Board
receive the verbal presentation for information.
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That the Ottawa Public Library Board move
in camera in accordance with section 16.1 (4)(d) of the Public Libraries Act,
to consider labour relations or employee negotiations, with respect to
Collective Bargaining.
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That the Ottawa Public Library Board move
in camera in accordance with section 16.1 (4)(b) of the Public Libraries Act,
to consider personal matters about an identifiable individual, with respect
to the 2020 Chief Executive Officer Performance Review.
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Note: 1. In Camera items are
not subject to public discussion or audience*.
2. Any
written or verbal submissions (including your name but excluding personal
contact information) will form part of the public record and be made available
to the Ottawa Public Library Board and the public.
The City of Ottawa and the
Ottawa Public Library continue to take COVID-19 seriously, and in following the
advice of provincial and federal governments, are making significant changes to
services and programming to help protect health and wellbeing of the community.
City Hall is temporarily closed to help stop the spread of COVID-19. In person
Committee, Board, and Council meetings have been cancelled. Such meetings, as
warranted, will be held electronically until further notice. For more
information about service disruptions, please visit the City of Ottawa’s
COVID-19 webpage: https://ottawa.ca/en/health-and-public-safety/covid-19-ottawa
Appendix
A – Public participation details
Public Delegations
City Hall is temporarily
closed to help stop the spread of COVID-19. Although in-person Board, Committee
and Council meetings have been cancelled, there are several ways in which the
general public can provide submissions to the Board for the March 9 meeting, as
follows:
a)
Submit comments in
writing: Persons wishing to provide comments to the Ottawa Public Library Board
are strongly encouraged to submit such comments in writing, by email to the
Board email address at: [email protected]. Comments received by Tuesday, March
9 will be provided to the Board members prior to the meeting. Comments received
after this time will be forwarded to Board members as soon as possible.
b)
Submit verbal
comments in advance of the meeting (Prior to 4:00 PM on Monday, March 8). You
may call the Board Assistant at 613-580-2424, x32169 to have comments
transcribed.
c)
Register to Speak
at the Board Meeting:
Prior to 1:00 p.m. on Tuesday, March 9:
Fill out a Request to speak form. See details below on how to
participate remotely in the meeting this manner. If you wish to make a visual
presentation, please see further details below. Notwithstanding the deadlines noted
above, public delegations are requested to register as soon as possible in
order to facilitate an orderly registration process and meeting.
Remote participation for Public Delegations
Upon receipt of
your registration to speak at the meeting, by way of one of the procedures
outlined above, delegates will be asked to submit the username they will be
using to join the Zoom meeting, or the phone number from which they will be
dialing into the meeting.
Persons who
intend to participate during the meeting may wish to register/sign up in Zoom, if they have not already done so. The following information is
provided for your consideration and guidance during remote participation in the
meeting:
o
As screen-sharing will not be enabled for participants during this
meeting, those delegates who wish to provide a visual presentation (PowerPoint
or other) must email it the Board email address at: [email protected] prior to the
start of the meeting. Staff will share your presentation from their screen as you speak,
and advance through it as needed. Please let staff know when to advance by
verbally saying “next slide” or “scroll down” and note that there may be a
delay of a few seconds. In order to allow sufficient time for set-up and
testing in advance of the meeting start time, those who wish to provide
visual presentations are required to register to speak and provide those
materials to the Board Assistant prior to 3:00 p.m. on Tuesday, March 9.
Logistical Details:
·
When you join the meeting, either by phone or online, you will be
admitted in as an attendee. You will not be greeted upon joining the call. You
will be able to hear the meeting and see the active speaker (if you have video
capability), but your microphone will be muted until it is your turn to speak. You
must be on mute prior to when you are called on to speak, in order to prevent echoes.
Please note there may be a short delay when accessing meeting.
·
If you join the Zoom
meeting through your phone, please Do not put the phone on hold at any time,
as this will result in broadcasting “hold music” online once your mic function
is unmuted.
·
To optimize call
quality when using a laptop, a headset with microphone is best if available to
you; otherwise, whether using your laptop microphone or cellular phone, please
speak directly into the receiver and do not use speaker phone.
·
If you
are
having technical difficulties on March 9, you may contact the Board email
address at: [email protected].
·
Please note that if you enable
your camera, you will appear to meeting participants in the Zoom meeting.
·
Public
Delegations will be
provided five (5) minutes in which to make their comments once called
upon to speak. Questioning
of / debate with the members (or staff) is not permitted. If you have
questions, you may state them during your five minutes. Your comments must be
directly related to the content of the report(s) to which you are speaking. The
Board members may choose to ask you follow-up questions following your remarks,
comment, or ask staff to respond to what you have said.
§
When your five minutes are up
and after answering any questions that may be directed to you, the Moderator
will mute you and you can continue to follow along via the Zoom meeting.