Ottawa Public Library Board

Minutes

Meeting #:

8

Date:

Tuesday, October 10, 2023

Time:

5:00 P.m. - 8:00 P.m.

Location:

Champlain Room, 110 Laurier Avenue West, and by electronic participation

Present:

• Chair Matthew Luloff, 
• Vice-Chair Kathy Fisher, 
• Trustee Jessica Bradley, 
• Trustee Alison Crawford, 
• Trustee Rawlson King, 
• Trustee Catherine Kitts, 
• Trustee Harvey A. Slack, 
• and Trustee Adam Smith 

Absent:

• Trustee Mary-Rose Brown 

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1.

Notices and meeting information for meeting participants and the public

Notices and meeting information are attached to the agenda and minutes, including: availability of simultaneous interpretation and accessibility accommodations; in camera meeting procedures; information items not subject to discussion; personal information disclaimer for correspondents and public speakers; notices regarding minutes; and remote participation details.

Notes:

1. The meeting began at 5:04 pm.
2. Chair Luloff, Trustees Bradley, King, Kitts, and Slack participated electronically.

2.

Recognition of Anishinābe Algonquin Territory

Chair Luloff welcomed member and attendees to the Ottawa Public Library Board meeting and delivered the Indigenous land acknowledgment statement.

3.

Roll Call

The Chair proceeded with roll call by voice in random order.

4.

Regrets

Trustee Brown sent her regrets.

5.

Declarations of Interest

No Declarations of Interest were filed.

6.

Confirmation of Minutes

6.1

Minutes 6 - Tuesday, 12 September 2023

6.2

Confidential Minutes 3 - Tuesday, 12 September 2023

Results: Carried

7.

Communications

There were no communications.

8.

Chair's Verbal Update

Ādisōke

Chair Luloff announced an exciting milestone in the Ādisōke project: pouring of the fifth (top) floor is almost completed and a celebration involving all partners will occur in the next few weeks. He noted that structural steel work will continue, as well as the stressing of post-tensioned beams. Stressing is a means of compressing concrete which strengthens it against the pressure that will be exerted on it when in use. For more information or construction updates on this project, visit Ādisōke.ca.

Ottawa Book Awards

Chair Luloff noted the upcoming Ottawa Book Awards ceremony happening tomorrow, October 11^th. Since 1985, the Ottawa Book Awards have recognized Ottawa's richly talented local writers by celebrating English and French fiction and non-fiction titles published in the previous year, and OPL partners with the City of Ottawa's Arts and Heritage Development branch to recognize and celebrate local authors. Chair Luloff mentioned the finalists for this year’s award told tremendous stories that bring fresh perspectives to familiar landscapes and experiences. Noting that clients may borrow copies of the nominated books from their local OPL branch, he added that OPL’s website also features a blog post about the finalists and a link to our YouTube channel where you can watch readings by the authors.

Library Month Update

Canadian Library Month is in full swing across the country, including at OPL's locations and on our website and social media. Chair Luloff indicated that OPL's theme is "Your Library, your democracy" and highlights the ways in which OPL's commitment to intellectual freedom, information literacy, and equitable and inclusive access builds communities and transforms lives. He said the theme also underlines how public libraries - and our own public library - are necessary to support and protect the freedom to explore diverse viewpoints and engage in open dialogue, skills that are fundamental to an informed, democratic society. Chair Luloff underlined how signing up for a library card this month, or recommending OPL to friends and family, you are showing support for the role the library plays in a healthy democracy… and, in honour of Library Month, you may receive a special gift!

MOTION OPL 20231010/1

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

Results: Received

9.

Chief Librarian/Chief Executive Officer's Report

OPL Branding Strategy Survey

The Chief Librarian/CEO mentioned that OPL is currently conducting a survey to learn more about residents’ and cardholders' awareness of OPL, and to gain insights into their perceptions and impressions of the Library. This information will be used to strengthen and improve OPL's efforts around promoting our value. She encouraged everyone to fill out this brief survey by visiting the Library's website.

IFLA World Library and Information Congress 2023

Ms. Bebbington briefly summarized highlights of her recent attendance at the IFLA Congress in Ghent and Rotterdam, her first as OPL Chief Librarian and CEO. Noting her pride in representing OPL at the international library gathering alongside Chair Luloff, she summarized and showed photos from the pre-conference session she attended, entitled "The Building Journey: the winding road to successful library design." Hosted at the De Krook Library in Ghent, she shared the five essential components of a successful building journey as described by De Krook Library Director, Krist Biebauw: anticipation and participation, authenticity, future-proofing, partnerships, and a sense of place.

Ms. Bebbington also had the opportunity to hear from lead architects of three award-winning libraries: the Deichman Public Library in Oslo, the Missoula Public Library in Montana, and the School 7 Public Library, Den Helder, Netherlands. She also attended tours of three libraries in Belgium:  Het Predikheren, Mechelen (a public library built in a former Dominican monastery), Utopia, Aalst (a public library on the site of a former military school), and Boekentoren (at the University of Ghent).

Ms. Bebbington said there was much to reflect on from the sessions she attended as well as the tours, both in terms of shared experiences and elements which can inspire OPL for future initiatives. She thanked the Chair for also sharing his photos and for his report on today's agenda.

Employee Forum

The Chief Librarian/CEO announced that all branch locations will be closed on November 2, 2023 for the OPL Employee Forum. She affirmed that the forum is an important opportunity for staff to get together, share ideas and discuss initiatives, and for us to celebrate the dedication, passion, and hard work of all employees. Clients may visit OPL online on November 2 to explore the wealth of our digital collections and resources.

Library Card from 1960s

In closing, Ms. Bebbington shared a story from Carlingwood branch, where, the previous week, a client arrived seeking to update his library card… from 1969. The card, typed onto cardboard paper, was shown on screen, and she noted how well the card had withstood the intervening years. In closing, the Chief Librarian/CEO commented how glad she was to see this client come in to renew his relationship with OPL and she wished him many more years in which to enjoy his membership.

MOTION OPL 20231010/2

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

Results: Received

10.

Reports

10.1

2024 Board Meeting Schedule

File Number: OPLB-2023-1010-10.1

MOTION OPL 20231010/3

That the Ottawa Public Library Board approve the 2024 regular meeting schedule, as proposed in Document 1.

Results: Carried

10.2

Strategic Plan Update

File Number: OPLB-2023-1010-10.2

The Board heard from the following delegation:

John D. Reid shared that he was generally in favour of the recommendations in the Strategic Plan Update report, and specifically he was in favour of eliminating the numerical target in the strategic statement. As a library advocate, he noted his concern that there was no recommendation to replace the statement with a new one regarding improving community relevance. Referring to a petition from 2022 that he assisted with, regarding library services in Hunt Club Riverside Park, he noted the importance of these services to build and maintain community and individual development, including early literacy. He felt satisfaction was lower among residents without a library branch. He suggested the Board consider making resident satisfaction a new strategic statement.

Chair Luloff thanked the delegation for his comments.

There being no further questions or comments, the report was CARRIED as presented.

MOTION OPL 20231010/4

That the Ottawa Public Library Board:

1. Approve the refreshed Strategic Plan ("the Plan"), as described in Document 1; and,
2. Approve extending the timeline of the Plan until 2028.

Results: Carried

10.3

Service Delivery Framework Implementation Update

File Number: OPLB-2023-1010-10.3

MOTION OPL 20231010/5

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

Results: Received

10.4

Semi-Annual Performance Measurement - January-June 2023

File Number: OPLB-2023-1010-10.4

MOTION OPL 20231010/6

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

Results: Received

10.5

2023 Fund Development Update

File Number: OPLB-2023-1010-10.5

MOTION OPL 20231010/7

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

Results: Received

11.

Trustees' Items

11.1

International Federation of Library Associations and Institutions (IFLA) World Library and Information Congress 2023 – Chair Matthew Luloff Report

File Number: OPLB-2023-1010-11.1

Chair Luloff commented that attending IFLA was an insightful and valuable experience, noting the wide range in programming with a significant focus on the implications of artificial intelligence (AI) in the library field. He added that there were discussions regarding generative AI, and the implications of the use of AI in cataloguing and other areas of importance to libraries; he noted that his written report included further details on this topic. Chair Luloff indicated that he attended several sessions about the role of librarians and libraries during emergency and crisis situations; he also had the opportunity to visit the new Rotterdam Central Library and noted the elements of community interaction such as oversized chess sets. In conclusion, Chair Luloff thanked the Board for the opportunity to attend the IFLA Congress.

MOTION OPL 20231010/8

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

Results: Received

12.

In Camera Items

There were no in camera items.

13.

Other Business

The Delegate, Chair, and staff shared reading recommendations. Mr. John D. Reid commented that he is reading "Elon Musk", by Walter Isaacson. The Chair is reading Stephen King's "11.22.63", which is a fascinating journey back to 1958: the world of Elvis and JFK! As a Star Trek fan, the Chair also shared he is reading "Making It So", by Patrick Steward; a revealing portrait memoir of an artist with an astonishing life. Anna Basile is reading "Lost Children Archive", by Valeria Luiselli, a novel about a family of four, on the cusp of fracture, who take a trip across America. Alexandra Yarrow is reading "The Circle", by Katherena Vermette, a Red River Métis writer from Winnipeg, Manitoba; her book, which takes the form of a restorative justice model, is the third and final novel in a trilogy about intergenerational trauma and healing. In light of the Chair’s recent reading, Ms. Yarrow recommended "The Crying of Lot 49", by Thomas Pynchon as a book he may enjoy. 

14.

Adjournment

Be It Resolved that the Ottawa Public Library Board meeting be adjourned at 5:37 pm.

15.

Next Meeting

Tuesday, November 7, 2023