Present:

Chair:  Tim Tierney

Vice-Chair: André Bergeron

Trustees:  Steven Begg, Kathy Fisher, Allan Higdon,
Catherine McKenney, Scott Moffatt, Pamela Sweet,
Marianne Wilkinson

Trustee McKenney arrived at 17:04 and Trustee Moffatt arrived at 17:38.

DECLARATIONS OF CONFLICT OF INTEREST

No Declarations of Interest were filed.

CONFIRMATION OF MINUTES

Minutes 38 - Monday, 4 June 2018

CONFIRMED

CHAIR’S VERBAL UPDATE

Chair welcomed everyone from summer break saying the verbal updates would reflect a number of OPL events that took place over the last few months.

Capital Pride

OPL celebrated Capital Pride by taking part in a number of activities throughout the week. Trustee Sweet joined staff at the Pride Flag Raising ceremony on August 20 at City Hall. In addition, in partnership with the National Arts Centre (NAC), OPL hosted the popular Drag Royalty Family Storytime on August 21 at the NAC with more than 150 people attending.  The Bookmobile hosted a “Talegate Party” prior to the Pride Parade, where customers toured the Bookmobile and browsed OPL’s Pride-friendly collection. More than 30 volunteers, including staff, Trustee Begg, his daughter, and Teen Advisory Group members marched in the parade, distributing buttons and tattoos. Images of the event were shown, and buttons and magnets were distributed to the Trustees. (Held on file with the Chief Executive Officer)

Riverside South Community Centre, Library branch, and District Park

Chair Tierney mentioned that the 2016 Library Facilities Investment and Growth Planning Study (LFIGPS) identified high growth in the south suburban district. A facility in the Riverside South community is OPL’s current new branch priority. Chair Tierney, Trustee Fisher, and the CEO joined Mayor Watson and members of Council to reveal the concept plans and future location of the proposed Riverside South Community Centre, Library branch, and District Park. Work will begin soon on the project with public consultations set to take place as part of the architectural design phase.

MOTION OPL 20180904/1

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

RECEIVED

CHIEF EXECUTIVE OFFICER'S REPORT

Friends of the Ottawa Public Library Association (FOPLA) Board of Directors Update

The CEO acknowledged Vlad Uher, newly-appointed President of FOPLA and thanked Chantal Cloutier, past President, for all her dedication, effort, and hard work during the last two years.

Ottawa Central Library Development Project

The CEO advised that the Request for Proposals for design services closed, and proposals were received from all five shortlisted vendors. She said the evaluation process is underway, with proponent interviews scheduled. A design contract is on track to be awarded by year-end.

Tales & Tunes

On July 7, OPL hosted a free family-friendly event celebrating storytelling, community, and creativity. Tales & Tunes featured indoor and outdoor activities including family entertainer Fred Penner, eco-friendly percussion group “Junkyard Symphony”, Ottawa Dad band “Hey Buster”, Montreal magician Fredo, Rag and Bone Puppet Theatre, and more. This event brought more than 4K people of all ages together for a fun-filled afternoon. The CEO recognized the employees who worked extremely hard to make the event memorable and indicated that OPL received positive feedback from the community. She thanked FOPLA for their generous sponsorship of the event, and expressed thanks to Meridian Theatres at Centrepointe, and CBC Ottawa as key partners. Images of the event were shown. (Held on file with the Chief Executive Officer)

Sunday Hours

The CEO mentioned that Sunday hours resume as of September 9.

Jour des Franco-Ontariens et Franco-Ontariennes

The CEO said that OPL celebrates the contributions of the Franco-Ontarian community on the Day of Franco-Ontarians (September 25). The CEO invited customers to join the celebrations: attend the “Franco-Fête”, wear white or green, admire OPL’s magnificent Franco-mural, consult OPL’s French programming, and borrow an item by a Franco-Ontarian author at the nearest branch.

October Library Month Preview

OPL is celebrating Library Month 2018 by encouraging customers and non-customers to visit a branch throughout the month. Promotions will be done via social media, in person, and in the community. Information about Library Month activities will be announced at the October Board Meeting.

MOTION OPL 20180904/2

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

RECEIVED

PRESENTATION

1.

PRESENTATION – ROSEMOUNT BRANCH REVITALIZATION UPDATE

Monique Désormeaux, Deputy Chief Executive Officer provided an update regarding the Rosemount Revitalization Project. (Held on file with the Chief Executive Officer).  As part of the 2018 budget, $2M was allocated to the revitalization of the Rosemount branch. Ms. Désormeaux presented the overarching design objectives and the roles for various stakeholders during the design process. She provided information on the architectural team hired for the project, +VG Architects. Ms. Désormeaux said public engagement is a multi-faced approach to dialoguing with stakeholders, and provided timelines for input, feedback, and results. She said the Rosemount Revitalization web page will be updated throughout the project. Ms. Désormeaux indicated that the window of the temporary location at 1207 Wellington Street West, will serve as a community noticeboard throughout the design process. Elizabeth Sampson, Manager, Library Facilities was available to respond to questions.

Trustee Higdon asked whether a secondary plan for the tender process will be necessary if the architects exceed the $2M allocated budget. Ms. Désormeaux said staff has advised the Architect that the budget is firm. Staff will insist the Architect work with sub-contractors to meet the set budget. Further to a question from Trustee Higdon as to preliminary work on the structural integrity of the building, Ms. Désormeaux confirmed that much preliminary work had been done previously.

Trustee McKenney asked if the community will have the opportunity to provide feedback on the conceptual designs, specifically the functional design component. Ms. Désormeaux indicated that there will be opportunity to provide feedback at the open house. She said it is intended to engage as many participants as possible in a meaningful dialogue where everyone’s opinion will be heard and recorded.

In response to a question from Trustee Sweet regarding OPL’s financial responsibility regarding the consultation, Anna Basile, Division Manager, said the department has money to support communications.

Vice-Chair Bergeron echoed Trustee McKenney’s comment regarding allowing for feedback on the functional profile. Ms. Désormeaux indicated that although the building is limited in terms of space, different options will be provided to reflect the various needs of the community.

There being no further discussion, the report recommendation was put before the Board and was RECEIVED.

MOTION OPL 20180904/3

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

RECEIVED

REPORTS

2.

ORDER OF FRIENDSHIP NOMINATION – HELEN TWEDDLE (POSTHUMOUS)

OPLB-2018-0902

MOTION OPL 20180904/4

That the Ottawa Public Library Board approve Helen Tweddle (posthumous) for the Order of Friendship in recognition of her devotion to volunteerism and outstanding commitment to the Ottawa Public Library via her work with the Friends of the Ottawa Public Library Association (FOPLA).

CARRIED

The Chair indicated that the presentation will be done at a future meeting.

3.

SECOND QUARTER 2018 FINANCIAL STATEMENTS

OPLB-2018-0903

MOTION OPL 20180904/5

That the Ottawa Public Library Board receive the 2018 second quarter financial reports.

RECEIVED

4.

OTTAWA PUBLIC LIBRARY BOARD 2017 FINANCIAL STATEMENTS

OPLB-2018-0904

MOTION OPL 20180904/6

That the Ottawa Public Library Board receive the 2017 Ottawa Public Library Board Financial Statements.

RECEIVED

*IN CAMERA ITEM

5.

OTTAWA PUBLIC LIBRARY – PERSONAL MATTERS ABOUT AN IDENTIFIABLE INDIVIDUAL WITH RESPECT TO MID YEAR REVIEW FOR THE CHIEF EXECUTIVE OFFICER FOR 2018 – IN CAMERA – REPORTING OUT DATE: 4 SEPTEMBER 2018

MOTION OPL 20180904/7

Moved by Vice-Chair Bergeron:

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

Upon resuming in open session at 5:40 p.m., the Board moved the following:

MOTION OPL 20180904/8

Moved by Vice-Chair Bergeron:

That the Ottawa Public Library Board receive the CEO mid year review presentation.

RECEIVED

ADJOURNMENT

MOTION OPL 20180904/9

Be It Resolved that the Ottawa Public Library Board meeting be adjourned at 5:44 p.m.