Ottawa
Public Library Board
MINUTES
Monday, January
13, 2014, 17:00
Champlain Room,
Ottawa City Hall, 110 Laurier Avenue West
Present:
Chair: Jan Harder
Vice-Chair: André Bergeron
Trustees: Amelita Armit, Jim Bennett, Keith Egli, Patrick
Gauch, David Gourlay, Christine Langlois, Danielle Lussier-Meek, Shad Qadri, Doug
Thompson, Tim Tierney, Marianne Wilkinson, Rose Zeidan
Regrets: None.
Recorder:
Marc Pellerin, Library Board Assistant
CALL TO
ORDER
The meeting was called to order at 17:00. Trustee
Lussier-Meek joined by teleconference.
DECLARATIONS
OF CONFLICT OF INTEREST
There were no declarations of conflict of
interest.
PUBLIC
DELEGATIONS
There were no public delegations.
COMMUNICATIONS
There were no communication items.
PRESENTATIONS
Marketing/Communications Project,
Presentation by Marketing Students at Algonquin College
Trustee Armit welcomed the students from
Algonquin College’s marketing class, including Professor Jake Volt. Students,
divided in five teams, were provided with key data about the Library itself,
assisting them in the development of their respective marketing strategies. She
thanked all students for their active participation. Trustees Armit and
Gourlay invited the winning team to speak to the Board and present their
marketing proposal.
Pat Norton, Jenna Gadbois, and Brennon
Stephenson, students from Algonquin College gave a slide presentation to the
Board, summarizing their ideas identified in their marketing proposal for the
Ottawa Public Library. The following key ideas were outlined:
OPL Logo: The current logo could be
refreshed to incorporate patriotic and historical Canadian elements that would
reflect OPL’s tie to the national capital region. A picture of the proposed
logo was presented to the Board.
Advertising Mediums: Sizeable advertising mediums
were proposed as the best marketing approach, such as bus and bus shelter
advertising. Sample ad designs were revealed to the Board.
Social Media: Pinterest can be used to
attract a new target market to the Library, such as do-it-yourselfers,
promoting what the Library has to offer in terms of programming and interests
to various segments of the population.
Off the wall and beyond the walls: Library
services could be used from anywhere, including the outdoors and shared
spaces. An event could be held on the grounds of Parliament Hill to showcase a
reading space unlike anything in the capital region, bringing the Library to
the people in a shared space. The event would result in media exposure and an
opportunity to promote library services to the general population.
Mobile Devices: The library card could
form part of mobile devices such as an iPhone case or an iPad case. Customers
would have their library card in hand at all times.
Trustee Gourlay thanked the students and
presented each student with a gift. He invited questions and general comments from
members of the Board.
1.
CONFIRMATION OF MINUTES
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OPLB-2014-0001
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MOTION
No. OPL 20140113/1
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Minutes – Ottawa Public Library Board
meeting of December 9, 2013.
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- CONFIRMED
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CHIEF
EXECUTIVE OFFICER’S REPORT
Danielle McDonald, Chief Executive Officer provided
a verbal report.
Human Library 2014: D. McDonald reported that
in partnership with CBC Ottawa, the much anticipated Human Library event will
be held on January 25. Approximately 40 human books will be on hand at five
participating OPL branches, including Carlingwood, Carp, Greenboro, Main, and
Orléans.
Family Literacy Day Celebration: Sylvi
Belleau, renowned storyteller, will perform at the Nepean Centrepointe Branch
on Sunday January 26 at 2 p.m. as part of the Ottawa Public Library’s Family
Literacy Day celebration. Family Literacy Day is celebrated annually on
January 27 but every day OPL works to promote and enhance literacy by offering
resources and reading programs for the whole family. OPL has many initiatives
to help children with their reading and to bring families together through
books and other means.
Conference Proposal at CLA: D.
McDonald reported that the OPL received confirmation that its crowdsourcing proposal entitled “Crowdsourcing
Your Way to Strategic Planning: the Imagine Campaign at OPL” will form part of
CLA’s programming for its upcoming conference in Victoria, BC in May 2014. The
session will outline the theoretical basis for the use of crowdsourcing as well
as the steps used in preparing and executing the Imagine campaign. Key
findings of the campaign would be discussed as well as lessons learned. She
thanked Monique Brûlé for submitting the proposal and presenting such an
innovative project to the library community.
Ontario Library Association Conference: D.
McDonald highlighted Trustee Gauch’s involvement as a guest speaker in the
upcoming Ontario Library Association (OLA) Conference, where he will be sharing
his experiences and insights on governance-related matters. As part of OLA
programming, D. McDonald advised that she will be attending a session on
provincial inter-ministerial public library discussions. In addition, Trustee
Bennett will be in attending the Federation of Ontario Public Libraries Board
Annual General Meeting.
Remembering Hélène Merritt: D. McDonald
and Trustee Bennett attended a special ceremonial event on January 10 at the
Southminster United Church to remember Hélène Merritt. The community gathered
to pay tribute to Hélène’s life and to her role in the community.
2. APPROVAL OF PURCHASE OF RFID TAGS FOR NEW MATERIAL
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OPLB-2014-0002
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MOTION No. OPL 20140113/2
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That the Ottawa Public Library Board
approve the following purchases from Bibliotheca related to the RFID tagging
of new library material in 2014 totaling $174,545.00, plus applicable taxes.
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- CARRIED
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3. DEVELOPMENT CHARGES
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OPLB-2014-0003
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Chair Harder introduced the agenda item, noting that the
next steps for the Board calls for the establishment of a Board Ad-Hoc Working
Group to work on the Development Charges Framework (2015-2024). She mentioned
that a report will be brought forth at the February 10, 2014 OPL Board meeting,
outlining some options and recommended next steps. A special Board meeting
would subsequently be held at the end of February 2014 to solidify Board input
into the Development Charges Framework.
Monique Désormeaux, Division Manager, Service
Excellence gave
a PowerPoint presentation, providing an overview of development charges and
how these are used to provide a revenue stream for libraries, for
growth-related projects. She summarized relevant legislative requirements that
govern development charges, noting that municipalities have a requirement to
renew their Development Charges By-laws every five years and use such funding
for the purposes of new or expanded facilities, as well as library
collections. The OPL is required to work within the City process, through the Planning
and Growth Management Department, representing an opportunity for OPL to review
and refresh its current project listing, as well as review and refresh
categories in which development charges are collected on behalf of the Library.
M. Désormeaux summarized anticipated timelines and OPL’s roles within such established
timelines, as part of Ottawa City
Council’s duty to approve the Development Charges By-law. The OPL Board is
now being asked to establish a Board Ad-hoc Working Group to work on the Development
Charges Framework (2015-2024), comprised of Trustees Qadri, Wilkinson,
Vice-Chair Bergeron and Chair Harder. That same ad-hoc working group would be
asked to report to the Board at a special Board meeting tentatively scheduled
for the end of February 2014.
Board trustees engaged in a discussion regarding development
charges, with some discussion about the possibility of using development
charges to fund specific library priorities (e.g. Main Library, RFID). Chair
Harder affirmed that such questions will be answered through the Board review
and input process. The Board will be required to answer key questions (e.g.
type of library services delivered, type of branches constructed).
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MOTION No. OPL 20140113/3
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That the Ottawa Public Library Board
create an Ad Hoc Development Charge (2015 – 2024) Working Group, consisting
of Trustees Shad Qadri, Marianne Wilkinson, Vice-Chair André Bergeron, and
that this group be led by Chair Jan Harder and that the working group reports
back to OPL Board with recommendations by end of February 2014.
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- CARRIED
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4. 2013 TRUSTEES’ RECORD OF ATTENDANCE
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OPLB-2014-0004
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Members of the Board discussed the legal
implications section of the report. Chair Harder advised that further legal
input will be sought to guide the Board on next steps with respect to trustee
absences. The matter will also be referred to the Board’s By-law and Policy Review Ad-hoc Working
Group. A report will be
presented at February’s OPL Board meeting, pending legal review, to update the
Board on its obligations and recommended next steps.
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That the Ottawa Public Library Board receive this
report for information.
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- RECEIVED
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5. MONITORING REPORT: A.9 INDEPENDENCE OF
THE BOARD
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OPLB-2014-0005
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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. MONITORING REPORT: A.11 LINK TO SHARED SERVICES
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OPLB-2014-0006
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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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7.
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MONITORING REPORT: A.12 LINK BETWEEN THE CEO AND CITY OF
OTTAWA MANAGEMENT TEAM
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OPLB-2014-0007
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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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8.
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2014
CALENDAR OF REPORTS, OUTSTANDING INQUIRIES, MOTIONS AND UNSCHEDULED REPORTS
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OPLB-2014-0008
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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
There were no notices of motion.
OTHER BUSINESS
There was no other business.
INQUIRIES
No inquiries were submitted.
ADJOURNMENT
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MOTION No. OPL 20140113/4
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That the Ottawa Public Library Board meeting
be adjourned at 17:53.
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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