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Ottawa Public Library Board Meeting


Agenda 23

Tuesday, 13 April
2021, 5:00 p.m.

Electronic Participation

This Meeting is available on Zoom: https://zoom.us/j/98588931531?pwd=cU5CTFdxTi9uQUNQYm9mK0psS3QvQT09


Or by phone: 613 209 3054

Meeting ID: 985 8893 1531

Passcode: 023244


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 TERRITORY

 

REGRETS

 

DECLARATIONS OF CONFLICT OF INTEREST

 

CONFIRMATION OF MINUTES

 

 

Minutes 22 – Tuesday, 9 March 2021

 

Confidential Minutes 5 – Tuesday, 9 March 2021

 

ANNOUNCEMENTS/CEREMONIAL ACTIVITIES (TIMED ITEM: 5:45 p.m.)

·         Ottawa Central Library Fundraising Campaign Honorary Campaign Chair

 

CHAIR’S VERBAL UPDATE

 

CHIEF EXECUTIVE OFFICER'S REPORT

 

PRESENTATIONS

 

1.

OTTAWA PUBLIC LIBRARY’S COLLECTION NEWS FROM 2020

 

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

 

2.

OTTAWA PUBLIC LIBRARY AND LIBRARY AND ARCHIVES CANADA JOINT FACILITY PROJECT – DESIGN UPDATE

 

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

 

REPORTS

 

3.

2021 OTTAWA PUBLIC LIBRARY BOARD WORK PLAN

 

OPLB-2021-0403

 

That the Ottawa Public Library (OPL) Board:

1.            Approve the 2021 Board Work Plan (Appendix 1);

2.            Receive the 2021 Corporate Work Plan (Appendix 2) for information.

 

4.

ALTA VISTA BRANCH TEMPORARY CLOSURE

 

OPLB-2021-0404

 

That the Ottawa Public Library Board approve the temporary closure of the Alta Vista Branch for three weeks in May 2021, to undertake facility improvements.

 

5.

SEMI-ANNUAL PERFORMANCE MEASUREMENT – JULY - DECEMBER 2020

 

OPLB-2021-0405

 

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

 

6.

OPL-LAC JOINT PROJECT FINAL DESIGN – MOTION (TRUSTEE RILEY BROCKINGTON)

 

WHEREAS in accordance with the provincial Public Libraries Act, the Ottawa Public Library (“OPL”) Board (“Board”) is responsible for providing public library services to the residents of Ottawa; and
WHEREAS the Central Library Development was an approved 2015-2018 Strategic Priority for the Board; and
WHEREAS City Council approved the development of a Central Public Library as a strategic priority during the 2014-2018 and 2018-2022 Terms of Council; and
WHEREAS in January 2017, the Board recommended that City Council approve the Ottawa Public Library-Library and Archives Canada (OPL-LAC) Joint Project for a new Ottawa Central Library; and
WHEREAS in February 2017 City Council approved the OPL-LAC Joint Project; and
WHEREAS the Board is a full partner in the management and oversight of the OPL-LAC Joint Project, in keeping with the Governance Agreement, which guides how the project will proceed; and
WHEREAS the Design Development Phase of the OPL-LAC Joint Project brought together all design elements into a single comprehensive building entity, and included extensive consultation with the public and key stakeholders, such as:
•     general public engagement on the building design of the Inspire555 series and survey included 10, in-person workshops with over 1,300 attendees, 3,000 online participants from across the country and pop-up consultation events across the City; and
•     Relationship-building with, and expertise from, Indigenous peoples, including members of Kitigan Zibi and Pikwakanagan communities, as well as members of the urban Indigenous communities in Ottawa;
•     Three presentations to City’s Accessibility Advisory Committee and
•     Internal consultations with the Ottawa Public Library’s subject matter experts regarding specific building elements; and
WHEREAS the final building form and exterior was showcased to positive reviews at the design unveiling event in January 2020, and
WHEREAS the Board recognizes its statutory role as a steward of the Ottawa Public Library; and
WHEREAS, the Board believes the new joint facility will provide a rich experience that meets the needs of Ottawa Public Library customers; and
WHEREAS as a full partner in the management and oversight of the OPL-LAC Joint Project, the Board seeks to demonstrate its support for the final design at this key milestone in the significant initiative;
THEREFORE BE IT RESOLVED THAT the Ottawa Public Library Board endorse the final design for the Ottawa Public Library portion of the Ottawa Public Library-Library and Archives Canada (OPL-LAC) Joint Facility Project, as presented at the Ottawa Public Library Board meeting of April 13, 2021.

 

IN CAMERA ITEMS*

 

NOTICES OF MOTION

 

OTHER BUSINESS

 

INQUIRIES

 

ADJOURNMENT

 

NEXT MEETING

Tuesday, 11 May 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 April 13 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, April 13 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, April 12). 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, April 13: 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, April 13.

 

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 April 13, 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.