Danielle, McDonald,
Chief Executive Officer (CEO) provided a verbal presentation with respect to the
Library’s response to COVID-19. (Held on file with the Chief Executive
Officer) She said the OPL Board’s Delegation of Authority Policy -002
provides the CEO the ability to act “within or outside of normal mandate”
during “an emergency or special circumstances.” Ms. McDonald indicated that
all actions have been reported immediately to the Chair and then to the Board
and has maintained regular communications throughout the emergency period.
Ms. McDonald introduced
the other presenters: Anna Basile, Division Manager, Corporate Services;
Catherine Seaman, Division Manager, Customer Experience; Alexandra Yarrow,
Program Manager, Board and Strategic Services; Donna Clark, Division Manager,
Branch Operations; and Craig Ginther, A/Division Manager, Central Library
Development Project.
Ms. McDonald and
the team briefed the Board on the work that has been undertaken since
mid-March and provided a sense of what is to come. The key highlights of the
presentation included: strategies and guiding principles that informed senior
management decision-making during the pandemic; the OPL COVID-19 planning
approach (focusing on four key areas: respond, sustain, recovery, and beyond);
and, a chart illustrating the governance and decision-making process. The
presentation also featured information about the corporate context
(employees, finances, facilities and technology), customer service, and
community stakeholders.
Vice-Chair Fisher left
the virtual meeting at 5:26 p.m.
Chair Luloff thanked
staff for the presentation, and said he was supportive of OPL ensuring they
do the most possible to support staff during these difficult times. The Chair
highlighted the Employee Assistance Program wellness resources, available to
all employees.
As per the process
discussed and for simplicity, Members spoke in alphabetic order as called
upon the Chair.
In response to a question
from Trustee Begg regarding the impact of the Rosemount Revitalization
project being suspended until further notice and the lease at the temporary
location at 1207 Wellington West, Ms. Basile said she reached out to the
landlord and does not see any problems extending the lease due.
Trustee Brown thanked
Senior Management for managing through the pandemic.
Trustee Brockington asked
what Branch Managers were focusing on while branches are closed. Ms. McDonald
said Branch Manager tasks include supporting employees, taking inventory, and
participating in recovery planning. She indicated that Ms. Basile is leading
a project, in collaboration with Branch Managers, to assess the workforce for
redeployment opportunities and to divert staff energy to virtual programming
and services. More details will be provided in an update in May.
In response to a question
from Trustee Brockington regarding whether OPL had been approached to
re-deploy staff to assist Ottawa Public Health with ongoing efforts, Ms.
McDonald said she sits on the Emergency Operations Centre Operations Group
and has an ability to provide input and monitor developments in City
departments. With respect to re-deployment, OPL is a separate
entity/employer; staff are assessing whether the Library can re-deploy
employees to the City of Ottawa. More information will be shared next month.
Trustee Brockington inquired
whether, given that the City has extended the closure to public libraries up
to June 30, 2020 and hearing there are a number of libraries in the United
States that are offering book delivery and pickups, OPL be looking at other
opportunities to provide a safe way to make resources available? Ms. McDonald
said that idea has been raised; however, under the current provincial emergency
order, libraries are unable to do so. Ms. McDonald added that the United
States is not a relevant comparison at the moment, but that OPL is engaged
with fellow Canadian Urban Libraries Council members, and other levels of
government, for guidance. Trustee Brockington felt that libraries should be
able to deliver books and do pickups as they are an important service.
Vice-Chair Fisher
returned to the virtual meeting at 5:41 p.m.
In response to a question
from Trustee Brockington regarding the current budget and potential savings
during the closure, Ms. McDonald said she is looking at financial management
and a strategic assessment of options. Any savings now will better position
the Library for the future. Ms. Basile mentioned the goal is to have a solution
that works for Ottawa, the taxpayers and OPL customers that the Library
serves. The financial forecast for budget savings includes cost reductions
due to closures, impact of spending deferrals in line with the City of Ottawa
impact of three, six, and nine-month closures. She said staff continue to
identify key strategies to address impacts.
Vice-Chair Fisher asked
how staff will deliver alternative services in the future, how temporary card
holders can transition into full memberships, and how many temporary cards
OPL has issued in the pandemic period. Ms. McDonald said OPL delivery of
services will likely never be the same for quite some time. Staff will build
on the creative and innovative ideas, look at future opportunities, and research
other measures that can be taken to offer different types of services and
different ways to deliver those services. Ms. Yarrow mentioned there may be
an additional increase in the need for alternative services; in addition to
the needs of the older adult population, OPL may need to consider alternative
services as a result of the current situation. Ms. Clark said the pandemic
has demonstrated how important library services are in challenging times. Ms.
Yarrow further added that branch staff continue to work with community
contacts to share news, gather best practices, work together, and support
residents. In response to temporary cards translating to full time
cardholders, Ms. Seaman indicated that 284 temporary cards have been issued to
customers to access virtual services. She said prior to the pandemic, staff
issued a procurement process on ways customers can provide proof of identity
to receive a library card and staff will report back.
In response to a question
from Trustee Higdon on whether there is an impact on the Central Library
Project and fundraising efforts. Ms. McDonald said the Central Library Project
is a key priority and Mr. Ginther and his team continue to work with the City
on deliverables. Planning and design efforts continue for this project and
are underpinned by the complex governance agreement which binds all parties.
Staff recommend moving forward with the project in the hopes that if there is
funding available, we would be shovel ready so to speak and the work would
proceed through the process. Trustee Higdon commended staff on the excellent
update.
Trustee Slack echoed the
sentiments of his colleagues on the outstanding efforts of staff during these
economic times. He was happy to hear that the Central Library Project is
moving forward and once the emergency is over, OPL will have reason to
celebrate later in the year with the re-opening of the Rosemount branch.
Trustee Tierney thanked
staff for their tremendous work.
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