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Ottawa Public Library Board Meeting


REVISED Agenda 25

Tuesday, 8 June
2021, 5:00 p.m.

Electronic Participation

This Meeting is available on Zoom:

https://zoom.us/j/95280904023?pwd=aGxKMFJtWFpRZnhxYXdJdHdId3pFQT09

Or by phone: 613 209 3054

Meeting ID: 952 8090 4023

Passcode: 651272


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.

RECOGNITION OF ANISHINĀBE ALGONQUIN TERRITORY

 

REGRETS

 

DECLARATIONS OF CONFLICT OF INTEREST

 

CONFIRMATION OF MINUTES

 

 

Minutes 24 – Tuesday, 11 May 2021

 

CHAIR’S VERBAL UPDATE

 

CHIEF EXECUTIVE OFFICER'S REPORT

 

PRESENTATIONS

 

1.

SERVICE OPL - PRESENTATION

 

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

 

2.

OPL COVID-19 RECOVERY PLAN - UPDATE

 

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

 

REPORTS

 

3.

ACCESSIBLE COLLECTIONS ADVOCACY

 

OPLB-2021-0603

 

That the Ottawa Public Library Board:
1.         Receive this report for information; and,
2.         Express support for Centre for Equitable Library Access (CELA) and National Network for Equitable Library Service (NNELS) in their request for continued, sustainable funding.

 

4.

GOVERNANCE EVALUATION REPORT AND ACTION PLAN

 

OPLB-2021-0604

 

That the Ottawa Public Library Board:
1.         Receive the Governance Evaluation Report (2021) for information (Document 1); and,
2.         Approve the Governance Evaluation Action Plan.

 

5.

2021 BOARD MEETING SCHEDULE

 

That the Ottawa Public Library Board approve the rescheduling of its meeting of 7 December to 30 November to accommodate the anticipated City of Ottawa budget timelines.

 

6.

ELMVALE ACRES BRANCH LEASE RENEWAL

 

OPLB-2021-0606

 

That the Ottawa Public Library Board:
1.         Approve the lease renewal for the Elmvale Acres Branch (1910 St. Laurent Blvd) effective February 1, 2022 for a five-year term expiring January 31, 2027. The total consideration for the term is estimated to be $957,075.00 plus HST; and,
2.         Delegate authority to the Chief Executive Officer to finalize and execute the lease extension agreement in accordance with the terms and conditions detailed in this report.

 

7.

2020 ANNUAL REPORT ON OTTAWA PUBLIC LIBRARY RELATED FRAUD CLAIMS

 

OPLB-2021-0607

 

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

 

IN CAMERA ITEMS*

 

NOTICES OF MOTION

 

OTHER BUSINESS

 

INQUIRIES

 

ADJOURNMENT


 

NEXT MEETING

Tuesday, 14 September 2021

 

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 June 8 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, June 8 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, June 7). 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, June 8: 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, June 8.

 


 

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 Tuesday, June 8, 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.