Ottawa
Public Library Board
MINUTES
Monday, April
14, 2014, 17:00
The Chamber,
Ben Franklin Place, 101 Centrepointe Drive
Present:
Chair: Jan Harder
Vice-Chair: André Bergeron
Trustees: Amelita Armit, Jim Bennett, Keith Egli, Patrick
Gauch, David Gourlay, Danielle Lussier-Meek, Doug Thompson, Tim Tierney, Marianne
Wilkinson, Rose Zeidan
Regrets: Trustees:
Christine Langlois, Shad Qadri
Recorder:
Marc Pellerin, Library Board Assistant
CALL TO ORDER
The meeting was called to order at 17:03. Trustees
Egli, Gauch, and Tierney joined by teleconference.
DECLARATIONS OF CONFLICT OF INTEREST
There were no declarations of conflict of interest.
PUBLIC DELEGATIONS
There were no public delegations.
There were no communication items.
PRESENTATIONS
OPL Foundation Final Report, Hunter McGill, Chair, OPL
Foundation
Hunter McGill, Chair, Ottawa Public Library
Foundation gave a verbal update regarding developments that have occurred over the
past 15 months with respect to the Ottawa Public Library Foundation. He
summarized all of the actions taken as a result of the Foundation Board’s
decision to wind up the organization in 2013. With the Foundation no longer
accepting donations, he confirmed that the Canada Revenue Agency has revoked
the Foundation’s charitable status. Changes to the Foundation’s website have
taken effect to redirect donors to websites of the Ottawa Public Library (OPL),
the Friends of the Ottawa Public Library (FOPLA), and the Community Foundation
of Ottawa (CFO). Negotiations with the CFO have occurred with the intent of
establishing the Ottawa Public Library Foundation Legacy Fund to provide
support to the OPL for programs for children, seniors, and newcomers. The bulk
of the Foundation’s financial assets ($950,000) have been transferred to the
Legacy Fund. Financial assets resulting from the Jan Harder Main Library Trust
Fund ($96,023) have been transferred to the OPL. All Foundation files and
records will be transferred to the City of Ottawa Archives. H. McGill
concluded by thanking Danielle McDonald, CEO, Craig Ginther, Manager, Technology
Services, and Michael Gelinas, Acting Integrated Library System Specialist for
their assistance throughout the winding up process. He also thanked Trustee
Amelita Armit, Barbara Clubb, Former OPL City Librarian, and all members of the
OPL Foundation Board for their involvement and contribution with the Foundation
Board.
H. McGill opened the floor to questions
from members of the Board.
Trustee Bennett asked H. McGill about his views
on proposed recommendations for the OPL Board that would ensure a useful role
of any future OPL Foundation Board. H. McGill explained that the
success of a Foundation Board is attributed to an appropriate mix of “workers”
and “getters,” combined with the existence of flagship or high-profile projects
that assist in attracting members and advancing overall support, including
financial and political support.
Technology Trends, Jennifer Stirling, Division Manager,
Content & Technology
Craig Ginther, Manager Technology Services
gave a PowerPoint presentation on technology trends within the library industry.
The presentation covered a variety of technology tools used to proactively meet
customer needs. Such tools included the use of hoopla, MakerSpaces, system
integration, customer mobility (e.g. chromebooks), and RFID. The concept of
Library services in non-traditional locations was also presented.
1.
CONFIRMATION OF MINUTES
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OPLB-2014-0041
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MOTION No. OPL 20140414/1
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Minutes confirmed as presented – Ottawa
Public Library Board meeting of March 17, 2014.
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- CONFIRMED
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REGRETS
The Board received regrets from Trustees Christine
Langlois and Shad Qadri.
CHIEF
EXECUTIVE OFFICER’S REPORT
Danielle McDonald, Chief Executive Officer
provided a verbal report, covering key highlights including:
·
The upcoming Teen Tech
Week Awards Night & Video Screening scheduled for May 1;
·
The official launch of
French eBooks (April 8);
·
National Volunteer Week
held April 6-12; and
·
The MakerSpace launch
scheduled for April 23 at the Nepean Centrepointe Branch.
2. COLLECTION MANAGEMENT
FRAMEWORK
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OPLB-2014-0042
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Monique Brûlé, Manager, Content Services gave a
PowerPoint presentation summarizing OPL’s proposed collections management
framework and provided an overview of some of the work carried out within the
Content Services department.
At the Chair’s request, Jennifer Stirling, Division
Manager, Content and Technology spoke to the impact on eContent, noting that
2014 was the first year in which OPL experienced the need to repurchase content
from Publishers. The new eContent purchasing model deviates from the
traditional purchasing method, subjecting OPL to limited loans to its customers
and increased purchasing costs. J. Stirling explained that clearer
differentiations will be made between re-purchased content and new content
within the OPL budget.
Chair Harder made reference to some of the advocacy
initiatives spearheaded by the Urban Libraries Council (ULC) and the American
Library Association (ALA) aimed at reaching out to government officials to
address issues affecting digital content purchasing. She inquired about
similar initiatives that could be led domestically to reach out to MPs and MPPs
about current restrictions by the publishing industry. J. Stirling responded
that while there is currently no identified advocacy plan, the same models used
in the United States could be applied locally. She added that the Toronto
Public Library approved a motion urging the Minister of Canadian Heritage and
Official Languages and the Ontario Minister of Tourism, Culture and Sport to review
the digital content portfolio. She mentioned that OPL could replicate such
action, and could also endeavour to reach out to the Competition Bureau.
Chair Harder suggested that a motion be drafted to
replicate Toronto Public Library’s advocacy efforts. J. Stirling added that
the motion would also be adapted to reflect OPL’s French language
characteristics. Trustee Tierney moved the Chair’s proposal as a Notice of
Motion.
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NOTICE OF MOTION
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Moved by Trustee Tierney,
That the Ottawa Public Library Board
receive notice that a motion will be coming for approval regarding digital
content advocacy efforts, directed to the Minister of Canadian Heritage and Official Languages,
the Ontario Minister of Tourism, Culture and Sport, and the Competition
Bureau; and
That the motion be presented at the May
12, 2014 OPL Board meeting.
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Trustee Wilkinson suggested that the OPL broaden its
scope to include more tangible offerings (e.g. community partnership to provide
access to photographic materials).
Vice-Chair Bergeron inquired about the OPL’s
purchasing and acquisition process. M. Brûlé explained that customer
requests are funnelled through the OPL’s ‘Suggestion to Purchase’ form. The
same criteria are used to purchase either physical and/or digital materials.
Such criteria include overall product demand, product quality, pricing, and
demographic justifications.
Vice-Chair Bergeron noted the new framework’s
similarity to the old framework, and emphasized the need to address eBooks and
other technologies and mediums that make up the library’s collections. M.
Brûlé mentioned that OPL’s circulation data will steer the Library in the right
direction. The new framework calls for annual targets, providing the OPL with
the required flexibility to alter targets on an annual basis, and eliminating
the presence of a rigid framework.
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MOTION No. OPL 20140414/2
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Moved by Trustee Bennett, seconded by
Trustee Armit,
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That the Ottawa Public Library Board approve the Collection
Management Framework 2014-2016.
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- CARRIED
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3.
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MONITORING REPORT: A.2 STAFFING AND STAFF RELATIONS
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OPLB-2014-0043
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Trustee Bennett held the report. He
referred to section 1 of the monitoring report and asked if the number of
grievances have increased over the past three years, about the number of
outstanding grievances as of April 2014, and further asked about grievance
categories. M. Désormeaux, Division Manager, Corporate Services responded
that the number of grievances have not increased in any significant fashion
over the past three years and advised that the nature of such would need to be
discussed in camera.
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That the Ottawa Public Library Board receive this
monitoring report for information.
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- RECEIVED
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4.
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MONITORING REPORT: A.7 COMPENSATION AND BENEFITS
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OPLB-2014-0044
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Trustee Bennett held the report. He
referred to section 3 of the monitoring report and presented his inquiries to
staff. The Chair advised him that due to the sensitivity of the matter in
question, discussions could not be heard in public session.
That the Ottawa Public Library Board receive this
monitoring report for information.
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- RECEIVED
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5.
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MONITORING REPORT: A.22 SAFETY AND SECURITY PRACTICES
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OPLB-2014-0045
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That the Ottawa Public Library Board receive this
monitoring report for information.
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- RECEIVED
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6.
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2014
CALENDAR OF REPORTS, OUTSTANDING INQUIRIES, MOTIONS AND UNSCHEDULED REPORTS
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OPLB-2014-0046
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That the Ottawa Public Library Board receive this
report for information.
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- RECEIVED
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NOTICES OF MOTION
Digital Content Advocacy
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Moved by Trustee Tierney,
That the Ottawa Public Library Board
receive notice that a motion will be coming for approval regarding digital
content advocacy efforts, directed to the Minister of Canadian Heritage and Official
Languages, the Ontario Minister of Tourism, Culture and Sport, and the
Competition Bureau;
and
That the motion be presented at the May
12, 2014 OPL Board meeting.
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Enactment of New Procedure By-law
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Moved by Trustee Bennett, seconded by
Trustee Gourlay,
That the Ottawa Public Library Board
receive notice that a Board Procedure By-law will be coming for approval and
enactment at an upcoming meeting.
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OTHER BUSINESS
There was no other business.
INQUIRIES
Trustee Bennett submitted the following written inquiry: “In what month can the
OPL in an OPL Board meeting expect that the first report in accordance with the
new Performance Measurement Framework (and KPIs) will be released to the Board
for review?”
Chair Harder responded that the first report is slated
to be presented to the Board in either May or June.
IN CAMERA
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MOTION No. OPL 20140414/3
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That the Ottawa Public Library Board move
in camera in
accordance with section 16.1 (4)(d) Public Libraries Act, R.S.O. 1990,
CHAPTER P.44, to discuss labour relations or employee negotiations.
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- CARRIED
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MOTION No. OPL 20140414/4
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That the Ottawa Public Library Board
return to open session.
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- CARRIED
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ADJOURNMENT
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MOTION No. OPL 20140414/5
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That the Ottawa Public Library Board meeting
be adjourned at 18:12.
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- CARRIED
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Minutes approved by:
Original signed by Original
signed by
Chair J. Harder D.
McDonald, CEO
_____________________________ __________________________
Chair Recording
Secretary