Ottawa Public Library Board

Minutes

Meeting #:

22

Date:

Tuesday, May 13, 2025

Time:

5:00 P.m. - 8:00 P.m.

Location:

Champlain Room, 110 Laurier Avenue West, and by electronic participation

Present:

• Chair Matthew Luloff, 
• Vice-Chair Kathy Fisher, 
• Trustee Jessica Bradley, 
• Trustee Alison Crawford, 
• Trustee Rawlson King, 
• Trustee Catherine Kitts, 
• Trustee Harvey A. Slack, 
• and Trustee Adam Smith 

Absent:

• Trustee Mary-Rose Brown 

---

1.

Notices and meeting information for meeting participants and the public

Notices and meeting information are attached to the agenda and minutes, including: availability of simultaneous interpretation and accessibility accommodations; in camera meeting procedures; information items not subject to discussion; personal information disclaimer for correspondents and public speakers; notices regarding minutes; and remote participation details.

This draft Minutes document contains a summary of the disposition of items and actions taken at the meeting. This document does not include all of the text that will be included in the final Minutes, such as the record of written and oral submissions. Recorded votes and dissents contained in this draft Minutes document are draft until the Minutes of the meeting are confirmed by the Board. The final draft Minutes will be published with the agenda for the next regular Board meeting and, once confirmed, will replace this document.

Note:

1. The meeting began at 5:01 pm.
2. Vice-Chair Kathy Fisher and Trustee Jessica Bradley participated electronically.
3. Trustee Rawlson King left the meeting at 6:50 pm.

The Chair advised that the Board will be moving In Camera/Closed Session for an additional item, a Collective Bargaining Update from staff.

MOTION OPL 20250513/1

MOTION REQUIRING SUSPENSIONS OF THE RULES OF PROCEDURE

Moved by Vice-Chair Kathy Fisher:

That the Ottawa Public Library Board waive the Rules of Procedure to approve the addition of the In Camera Item 11.1 - Collective Bargaining Update for consideration at today's meeting pursuant to Section 21(3) of the Rules of Procedure By-law (By-law, November 8, 2022).

Results: Carried

With unanimous consensus, the Board agreed to discuss Item 11.1 under In Camera items.

(This motion was moved following the Confirmation of Draft Minutes (Items 6.1) on today's agenda).

2.

Recognition of Anishinābe Algonquin Territory

Chair Luloff welcomed member and attendees to the Ottawa Public Library Board meeting and delivered the Indigenous land acknowledgment statement.

3.

Roll Call

The Chair proceeded with roll call by voice in random order.

4.

Regrets

Trustee Mary-Rose Brown was absent.

5.

Declarations of Interest

No Declarations of Interest were filed.

6.

Confirmation of Minutes

6.1

Minutes 21 - Tuesday, 8 April 2025

Results: Carried

7.

Communications

There were no communications.

8.

Chair's Verbal Update

MOTION OPL 20250513/2

That the Ottawa Public Library Board receive the Chair’s verbal update for information.

Results: Received

9.

Chief Librarian/Chief Executive Officer's Report

MOTION OPL 20250513/3

That the Ottawa Public Library Board receive the Chief Librarian/CEO’s report for information.

Results: Received

10.

Reports

10.1

Library Services Asset Management Plan

File Number: OPLB-2025-0513-10.1

MOTION OPL 20250513/4

That the Ottawa Public Library Board:

1. Approve the Library Services Asset Management Plan, as further described in this report and attached as Document 1; and,
2. Recommend that Council approve the Library Services Asset Management Plan.

Results: Carried

10.2

First Quarter 2025 Financial Status Report

File Number: OPLB-2025-0513-10.2

MOTION OPL 20250513/5

That the Ottawa Public Library Board:

1. Receive this report for information;
2. Approve the closing of $167,936 of capital accounts as per Appendix F, Works in Progress (WIP) Capital Review; and, 

1. 1. Direct staff to work with the City’s Financial Services Unit to forward the information in Appendix F to the City’s Finance and Corporate Services Committee, and further consideration by Council for approval utilizing remaining balances as per the following: 
2. 1. 1. Transfer $167,936 in closures including a $19,488 deficit in Capital Order 909653, to the Library Reserve;
      2. Approve the use of Capital Order 909652 for facility repairs as per this report; and, 
3. Approve a 50 percent increase to levels of delegated spending authority among senior management and management positions as per Table 3; and,

1. 1. Direct staff to update Board Policy #002-OPLB Delegation of Authority accordingly.

Results: Received and Carried

10.3

2024 Policy Compliance and Delegation of Authority Annual Reporting

File Number: OPLB-2025-0513-10.3

MOTION OPL 20250513/6

That the Ottawa Public Library Board receive this report for information.

Results: Received

10.4

Ottawa Public Library 2024 Annual Report

File Number: OPLB-2025-0513-10.4

MOTION OPL 20250513/7

That the Ottawa Public Library Board receive this report for information.

Results: Received

11.

In Camera Items

ADDITIONAL ITEM - Item 11.1 - Collective Bargain Update

Moved by Vice-Chair Kathy Fisher:

MOTION OPL 20250513/8

That, in accordance with the Public Libraries Act, the Ottawa Public Library Board resolve in camera pursuant to 16.1 (4)(d), Labour Relations or Employee Negotiations, to receive a Collective Bargaining Update - Reporting out date: not reporting out / Upon Collective Agreement Ratification

Note: The motion was moved at 5:36 pm and following a brief technical pause, the In Camera meeting began at 5:44 pm.

Results: Carried

Upon resuming in open session at 6:50 pm, the Chair advised the following:

Please let the record show that the Board went In Camera/Closed Session. The matter dealt with included receiving a Collective Bargaining Update.

The specific details of these items cannot be reported out for the reasons stated previously. No votes were taken and no decision made in camera.

12.

Information Previously Distributed

12.1

Memo - Trustee Governance Training

12.2

Memo - Update OPLB Standing Committees

13.

Inquiries

There were no Inquiries.

14.

Other Business

The Chair, Trustees and staff shared reading recommendations.

15.

Adjournment

Be It Resolved that the Ottawa Public Library Board meeting be adjourned at 7:03 pm.

16.

Next Meeting

Tuesday, June 10, 2025