Chair Luloff left the meeting at 5:25 pm and returned at 5:27 pm.
Anna Basile, Division Manager, Corporate Services provided a presentation (held on file with the Chief Librarian/Chief Executive Officer) that focused on safety and security to apprise the Board of OPL’s risk management actions, and in particular, the actions that management is taking to ensure that employees are able to focus on their work in supporting and promoting literacy and library services to the community. The following is a summary of the information presented:
- Explained the authority of the Board in ensuring the safety and security of property, clients, and employees under relevant legislation;
- Provided history and explained catalyst for key changes to OPL’s staffing model and technological supports to enhance employee safety and security;
- Summarized OPL’s approach to security and roles of key partners, including City of Ottawa Corporate Security, and external Security Guard Services;
- Provided context of changing social landscape and outlined incident trends over the last five years, including incidents per open hour, per location, and types of incidents;
- Provided an overview of impacts of incident trends;
- Discussed Management’s commitment to ensuring employees have the capacity to carry out the work they are hired to do in line with their role and expertise, and to mitigation activities;
- Presented an overview of future considerations for continued mitigation; and,
- Recommended the Board direct staff explore additional security supports and to include any recommended costs in the draft 2024 budget; and explore developing partnerships to offer a variety of social services in library facilities, funded through partner agencies.
In response to a question from Trustee Brown with respect to what precipitated the increase in incidents between 2019 and 2018, Ms. Basile highlighted initiatives that resulted in more vigilant reporting by staff.
In response to questions from Trustee Brown regarding the increase in drug use-related incidents and OPL’s intentions regarding Naloxone kits, Ms. Basile indicated that several public library systems offer Naloxone kits in their facilities. She clarified that Naloxone kits are for voluntary use by anyone (a member of the public or an employee), similar to how automated external defibrillators (AEDs) are currently offered in public facilities. She added that OPL is working with Ottawa Public Health regarding details, and applying lessons learned from best practices at other public library systems. She noted that it is her understanding that City facilities do not currently offer Naloxone kits. Ms. Basile mentioned OPL has noted paramedics response techniques including asking whether Naloxone kits are available, and that guard services have kits available at the two locations where they work (Main and Rideau branches). In response to Trustee Brown’s question regarding the impact of drug use-related incidents on employees, Ms. Basile commented that some employees already carry their own kits but that OPL did not want to put employees in an uncomfortable position or create a negative psychological impact on them by requiring them to administer Naloxone. If an employee is comfortable doing so, however, the kits will be available in the future.
Vice-Chair Fisher asked whether the penalties imposed by trespass notices are flexible. Ms. Basile indicated that trespass notices may be appealed, and may, as a result of this appeal, be revoked.
Trustee Bradley expressed her was disappointment that Greenboro branch was experiencing higher numbers of incidents in recent years, and that security may be necessary, but added that she was glad to see OPL seeking proactive solutions to this to ensure everyone’s safety, including expanding security services. She urged staff to work with the local councillors in locations with higher numbers of incidents to discuss measures that may be implemented. Ms. Basile indicated in the affirmative, and added that staff are taking a holistic approach to reviewing incidents, including seeking input from employees, and partners including councillors, before returning to the Board.
Trustee Bradley asked whether staff will be bringing back a report with specific recommendations regarding next steps to the Board, or whether any changes to security measures will be requested through the budget process. Ms. Basile indicated that the intent of the report this evening was to provide context for any subsequent budget requests, and added that if there is a desire for staff to provide additional information prior to the budget, this could be explored, but noted the tight timing required before 2024 budget tabling in November. Ms. Bebbington confirmed that any subsequent requests would be made through the budget process with an associated report to provide detail as necessary.
Trustee King noted that security is a crucial concern for libraries, and thanked staff for circulating a recent article from The Walrus, which discussed challenges Canadian public libraries are facing with respect to mental health, susbstance use, and other issues related to safety and security. In light of the mention of a future Peer Support Network for employees, he asked staff to describe the current supports OPL offers for employees after a security incident. Ms. Basile outlined a number of supports including the Employee and Family Assistance Program (EFAP) for counselling services or other supports regarding either a workplace or personal matter. Recently, OPL management introduced a change in the EFAP process whereby a manager can now connect with EFAP to ensure that a counsellor reaches out to an employee directly; a counsellor was also recently brought into Main and Rideau branches to facilitate group discussions regarding recent incidents and supports available. Ms. Basile added that all senior managers as well as branch services managers receive and review incident reports.
Trustee King inquired regarding what security training is offered to branch employees. Ms. Basile highlighted several training programs, including:
- Safe and secure workplace (Teaches vital skills to help diffuse situations and reduce the chance of verbal assault or physical violence);
- Respectful workplace training (Explores roles and responsibilities with respect to discrimination, harassment, and violence in the workplace);
- Several specific training modules such as those related to working with individuals without permanent housing;
- Client services and de-escalation training techniques (Provided by the Centre for Addiction and Mental Health); and,
- Incident completion training, etc.
Trustee King commended staff for their approach, and for exploring community support options for clients who need services that go beyond the library’s mandated role. He mentioned that Ottawa Community Housing (OCH) may be a useful partner to connect with as they face similar concerns. Ms. Bebbington underscored that on the issue of training referenced in the trustee’s question, the guard services contracted by the Library are selected specifically to have an empathetic approach and be trained in de-escalation skills.
Trustee Crawford suggested another potential partnership with legal identification clinics that may also assist in increasing library memberships. She also inquired whether staff feel they have adequate support from the City of Ottawa and other community partners to engage in the collaborative initiatives mentioned in the report. Ms. Basile recognized several City departments and agencies, including the Corporate Security branch of Emergency and Protective Services; Recreation, Cultural, and Facility Services; Ottawa Police Services; Ottawa Paramedics; and Ottawa Public Health who work with OPL and recognize that we are all in this together. Ms. Basile also noted that, for example, at the Rideau branch staff have been working with several community groups. She thanked her Facilities team (Megan Birchfield and Simon Legault) for building those relationships to improve collaboration and the safety of clients and employees. Ms. Basile noted that OPL welcomes the work that the City’s Community and Social Services department and the Ottawa Police Services will be doing around mental health responses within the next year as this will help ensure that-OPL employees feel confident that when an issue arises and they pick up the phone, a trusted partner will respond.
Recognizing the tremendous compassion that OPL employees have for community members, Trustee Crawford noted that the library cannot be everything to everyone. She inquired whether OPL would seek additional funding, for example from the provincial government, to partner to support social services. Ms. Basile said staff could explore that suggestion.
In response to a question from Trustee Smith regarding additional information about violent and non-violent incidents, Ms. Basile indicated that while some information is not readily available at this time, staff are considering additional revisions to the reporting template to improve data collection for analysis and internal reporting.
Trustee Smith further inquired regarding whether the footage from closed circuit television cameras (CCTV) is monitored in real time, and Ms. Basile indicated that the monitoring varies.
Trustee Smith wondered how the work of trustees may intersect in the future with the expansion of services to social services going forward, and Ms. Basile clarified that any social services offered in the future would be through partnerships, and not directly funded or provided by the OPL Board. She clarified the mandate of the public library under the applicable legislation in Ontario, the Public Libraries Act, which is to provide material for use and circulation, and provide reference and information services. In order to ensure OPL employees are able to complete the work they were hired to do, the Library is exploring partnerships to offer services that fall outside of this mandate. As an example of a similar partnership, Ms. Basile noted OPL’s successful collaboration with OPH to offer a community wellness clinic at the Greenboro branch.
Trustee Smith expressed concern that these partnerships may attract people to OPL facilities who are not there for OPL services. Ms. Basile said the primary focus in developing these partnerships is to address the needs of clients currently using our facilities, and ensure employees who refer clients to services can be confident that these services are available at the time and place of need.
Vice-Chair Fisher inquired whether there would be an impact on meeting room use and library programming if OPL spaces were used for social services. Ms. Basile noted that any social services partnerships would be of mutual benefit, including to OPL in allowing employees to focus on their work and provide the services they need to provide.
Continuing on the topic of meeting room use, Chair Luloff asked whether OPL is responsible for additional security that may be required for events that risk a disruption in services, and Ms. Basile indicated that additional security and associated costs are dealt with on a case-by-case basis.
Vice-Chair Fisher inquired regarding how OPL measures the use of library spaces, including associated revenues. Ms. Basile replied that when rooms are made available as part of a partnership with OPL, they may not always be meeting rooms, and that no fees are associated with room uses by partners.
Chair Luloff thanked Ms. Basile and her team for the incredible work on the report and appreciated the care taken in ensuring the continued safety and security of clients and staff.
There being no further discussion, the report was RECEIVED and CARRIED as presented.
MOTION OPL 20230613/3
That the Ottawa Public Library Board:
- Receive this report for information;
- Direct staff to explore additional security supports, as further described in this report, and to include any recommended costs in the draft 2024 budget; and,
- Direct staff to explore developing partnerships to offer a variety of social services in library facilities, funded through partner agencies, as further described in this report.
Results: Received and Carried