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Ottawa Public Library Board Meeting

Minutes 18

Tuesday, 16 August 2016

5:00 p.m.

Champlain Room, Ottawa City Hall, 110 Laurier Avenue West

 

 

Notes:             1.         Underlining indicates a new or amended recommendation approved by the Board.

Present:

Chair:  Tim Tierney

Vice-Chair: Steven Begg (pro tem)

Trustees:  Allan Higdon, Catherine McKenney, Pamela Sweet, Marianne Wilkinson

Regrets:

Vice Chair Bergeron, Trustee Kathy Fisher,
Trustee Scott Moffatt

 

DECLARATIONS OF CONFLICT OF INTEREST

No Declarations of Interest were filed.

 

 

CONFIRMATION OF MINUTES

 

 

Minutes 17 - Tuesday, 12 July 2016

 

 

 

CONFIRMED

 

In Vice-Chair Bergeron’s absence, the Board appointed a Vice-Chair pro tem.

MOTION OPL 20160816/1

Moved by Trustee Sweet:

WHEREAS any point of order or procedure for which rules have not been provided in the Board’s Procedure By-law, shall be decided by the Chair in accordance, as far as is reasonably practicable, with the rules of procedure contained in Robert’s Rules of Order;

WHEREAS the latest Robert’s Rule of Order Newly Revised (11th Edition) from 2011) indicates that a Vice-Chair (whether permanent or temporary) “should be chosen principally for the ability to preside given if the presiding officer must leave his/her seat”;

THEREFORE BE IT RESOLVED THAT the Ottawa Public Library Board appoint Trustee (Steven Begg) as Vice-Chair pro tem to serve for Vice-Chair Bergeron in his absence for this meeting.

 

 

CARRIED

 

CHAIR’S VERBAL UPDATE

Capital Pride

The Chair noted that the Ottawa Public Library (OPL) and its Bookmobile would be celebrating Ottawa Capital Pride by taking part in the Pride Parade on Sunday, August 21 between 1:00-4:00 p.m. 

Ottawa Champions Baseball

The Chair mentioned that the Mini Bookmobile would be at the Raymond Chabot Grant Thornton park on Sunday, August 21 with a baseball-themed collection, a craft for kids, card registration and more.  He invited members of the public to join OPL at the ballpark.

Chair’s Remarks

 

The Chair advised the Board that the meeting featured two agenda items, both of which would be dealt with In Camera.  The first item was an update on the results of Stage 1 of the site selection process which would be reported out publicly in December 2016.  The second item was with respect to an identifiable individual.  He stated that as the attendees for each item were different, the Board would move In Camera for the first item, rise and report, then move back In Camera for the second item, rise and report, and then close out the meeting.

 

 

CHIEF EXECUTIVE OFFICER'S REPORT

There was no update provided.

 

IN CAMERA ITEMS

 

1.

OTTAWA PUBLIC LIBRARY – A PROPOSED OR PENDING ACQUISITION OR DISPOSITION OF LAND BY THE BOARD WITH RESPECT TO THE RESULTS OF THE CENTRAL LIBRARY SITE EVALUATION PROCESS – IN CAMERA – REPORTING OUT DATE: DECEMBER 2016

 

Prior to moving In Camera, the Board heard from the following delegation:

Ms. Emilie Taman, Bookmark the Core, Citizens for a Central Library in Downtown Ottawa expressed concerns over how the agenda item was drafted,  and over the reason for going In Camera.  Ms. Taiman said the Board should disclose the top sites that are in contention without the ranking, and that the matter should be fully public.  Ms. Taiman said of the 12 sites, only five are in the downtown core; Bookmark the Core analyzed the sites within the core, and all five in their opinion ranked quite high.  She said it was unacceptable not to disclose the short-list sites, especially if they are located in Lebreton Flats.  She said it would be disappointing if only the final site is released, and asked the Board to show the public that sites in the downtown core were serious contenders.  Ms. Taiman urged the Board not to have a closed doors approach as it is not consistent with federal government processes with respect to transparency, and she cited examples.  Given the city’s importance on federal funding, and given the importance on Minister McKenna’s belief in public consultation, she asked the Board to re-think the approach and reconsider their stance.

Trustee Wilkinson understood the frustration of the public, however advised that this is an internal step for the Board, and cannot provide details in advance as it would undermine the ability to negotiate and hinder the process.

Trustee McKenney mentioned that she has struggled with this; going back and forth with respect to the fairest process.  She said six months ago, a lot of stock was put into public input, and the criteria, and although some of criteria is subjective it will be incumbent upon the Board to ask the questions and go back to ‘what is fair’.  Trustee McKenney mentioned that the Board heard from the Fairness Commissioner advising he had no objection with releasing the short-list sites, however, she understood the need for due process.

In response to a question from Trustee McKenney as to why the Board cannot release some of the sites from the list, Carey Thomson, Deputy City Solicitor, City Clerk and Solicitor’s Office, advised, that staff is not asking the Board to make any decisions, it is an interim update; and until such time as the site is identified or recommended, and public debate is held, and a binding legal agreement is in place, all 12 sites are in play.  Mr. Thomson said the Board cannot say any site is no longer in contention as it is premature.  In response to a further question from Trustee McKenney, Mr. Thomson mentioned that staff will proceed with due diligence, and the Board will receive a fulsome report for consideration in December where a site will be chosen.

There being no further discussion, the Board proceeded to closed session.

MOTION OPL 20160816/2

Moved by Vice-Chair Begg:

That the Ottawa Public Library Board move in camera in accordance with section 16.1 (4)(c) of the Public Libraries Act, to consider a proposed or pending acquisition or disposition of land by the Board, with respect to the Results of the Central Library Site Evaluation Process.

 

 

CARRIED

 

Upon resuming into open session, the Board received the verbal update.  Chair Tierney pointed out that as described in the July 2016 Board report, the Site Selection Process will move to Stage 2: further due diligence on the sites short-listed in Stage 1.  The due diligence will be used to further refine the site rankings and the output of Stage 2 will be a public recommendation on the preferred site(s) for the OPL stand-alone facility and potential OPL-LAC joint facility before the end of the calendar year.

While In Camera no votes were taken and no decision was made. 

 

2.

OTTAWA PUBLIC LIBRARY – PERSONAL MATTERS ABOUT AN IDENTIFIABLE INDIVIDUAL WITH RESPECT TO MID YEAR REVIEW FOR THE CHIEF EXECUTIVE OFFICER FOR 2016 – IN CAMERA – REPORTING OUT DATE: 16 AUGUST 2016

 

MOTION OPL 20160816/3

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 mid year review for the Chief Executive Officer.

 

 

CARRIED

The Board received the verbal update.

While In Camera no votes were taken and no decision was made.  Upon resuming in open session, the Board finalized the meeting.

 

ADJOURNMENT

MOTION OPL 20160816/4

Be It Resolved that the Ottawa Public Library Board meeting be adjourned at 7:47 p.m.

 

 

 

Original signed by                                                  Original signed by

Tim Tierney                                                              Danielle McDonald, CEO

_____________________________                    __________________________

Chair                                                                           Recording Secretary

 

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