Ottawa
Public Library Board Meeting
Minutes
Monday, 17 November 2014
5:00 pm
Festival Boardroom Ottawa City Hall, 110 Laurier Avenue West
Notes: 1 Underlining
indicates a new or amended recommendation approved by the Board.
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Present:
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Chair: Jan Harder
Vice-Chair: A. Bergeron
Trustees: Jim Bennett, Patrick Gauch, David Gourlay, Christine Langlois, Danielle
Lussier-Meek*, Shad Qadri, Doug Thompson, Tim Tierney*, Rose Zeidan
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*Trustees Lussier-Meek
and Tierney jointed by teleconference.
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Regrets:
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Trustees:
Amelita Armit, Keith Egli, Marianne Wilkinson
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No Declarations of
Interest were filed.
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Minutes of the Ottawa
Public Library Board meeting of Monday, 8 September 2014, were confirmed.
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Following a ‘Consent
Agenda’ process the Chair mentioned that the *End of Term Recognition
Presentation and Item *No. 4 would be added to her verbal update and then the
held Item No. 2 would be considered.
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END OF TERM RECOGNITION
OF TRUSTEES
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*Presentation was added
to the Chair’s Verbal Update
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1.
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CHAIR’S VERBAL UPDATE
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*The Chair’s verbal
remarks are attached at the end of this document.
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MOTION
No. OPL 20141117/1
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That the Ottawa Public
Library Board receive
the verbal item for information.
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RECEIVED
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In response to a query
from Trustee Bennett with respect to Customer Satisfaction, in particular,
the Electronic Visits measure and whether additional parameters were added,
Ms. Stirling noted that no additional parameters were added, this wasn’t
compared with 2013 as it was a new measure.
Trustee Bennett
referenced the Board Performance Measurement Framework (PMF) Data Update Q3
2014 that was circulated by email. He asked about the Library Database Usage
125.8% change and what extra web-based services would be implemented.
Danielle McDonald, CEO advised that staff adjusted its tracking to include
web-based services to ensure a more inclusive and representative tracking
methodology. The exercise of traditional data for measures was a new way to
produce the information for the board; staff will continue to look at the
measures again and report back.
Trustee Bennett also
noted that the PFM Data assists to build a case for increased budget that
exceed targets for further funding from Council. Targets provide focus for
staff, which can be an important tool in many aspects. He suggested staff
continue to explore ways to add targets to the measures.
Vice-Chair Bergeron
advised he liked the approach as the data is more strategic; however, he
suggested statistics by branch be implemented in these measures.
Trustee Gauch mentioned
he liked the balanced scorecard and touched on timeliness of the information.
He suggested that the data be provided earlier in the year and asked staff to
consider how best to deliver the information for the next Board.
Chair Harder advised the
Board that the City only reports on PFM once a year. She noted that the
Beaverbrook branch closing and other factors attributed to the library
database usage percentage change, and asked if the Total Time to Circulation
statistic included Beaverbrook, as she felt it should not.
Trustee Qadri said
productivity is key and recommended consideration be given to moving staff
based on demand in order to achieve the targets. On page 6 of the report, he
asked that staff consider a breakdown by part-time and full-time equivalents
for measurement periods (instead of by FTE).
There being no further discussion, the report
recommendation was put before Board and was “RECEIVED” as presented.
DIRECTION TO STAFF:
1. That staff report back on
additional parameters for the Customer Satisfaction, Electronic Visits
measure as well as web-based services.
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MOTION
No. OPL 20141117/2
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That the Ottawa Public Library Board
receive this report for information.
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RECEIVED
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MOTION
No. OPL 20141117/3
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That the Ottawa Public Library Board
receive this report for information.
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RECEIVED
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*This
item was added to the Chair’s Verbal Update. (A copy of the Chair’s PowerPoint
presentation is held on file).
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MOTION
No. OPL 20141117/4
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That the Ottawa Public Library Board
receive this report for information.
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RECEIVED
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MOTION
No. OPL 20141117/5
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That the Ottawa Public Library Board
receive this report for information.
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RECEIVED
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ADJOURNMENT
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MOTION No. OPL 20141117/6
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That the
Ottawa Public Library Board meeting be adjourned at 17:55.
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Original
signed by Original signed by
Chair
J. Harder D. McDonald,
CEO
_____________________________ __________________________
Chair Secretary
REFERENCE: OPLB AGENDA,
ITEM 1: CHAIR’S VERBAL REPORT
Chair Jan Harder
Verbal Update
Ottawa Public Library Board Meeting
17 November, 2014
It
is important to recognize the work that the board does. With only one meeting
remaining before the end of term for this Board, Danielle and I would like to
acknowledge all that we have accomplished over the last four years.
Item
No. 4 – 2011-2014 Term of Board Key Achievements
(A
copy of the PowerPoint presentation is held on file).
Chair’s
Verbal Update
a)
eBook
Advocacy (JStirling)
(Digital signage mock up page was
circulated to the Trustees)
As
a part of the Digital Content Strategy, OPL has been working jointly with
Toronto Public Library on an advocacy campaign to improve the terms and
conditions for library eContent purchases.
Phase
One of the campaign will include advocacy efforts with Federal and Provincial
governments, advocacy with key stakeholders, working with publishers directly
to negotiate changes in terms and conditions, and risk management. TPL has
undertaken research that has found that less than 50% of both Toronto residents
and their customers know about the eContent currently offered by TPL. To that
end, part of phase one is ensuring there is a general awareness on the types of
eContent libraries have available.
Toronto
launched a campaign at the beginning of October and is finding that usage of
their eContent has increased. OPL is adapting the campaign for our bilingual
context and will be running English and French campaigns from November 24 –
December 19. Like TPL, the campaign will include advertising in local papers and
bus ads. Keep your eye out for our ads and discuss our eContent with your
neighbours and friends.
At
the same time, OPL and TPL will be making the entire advertising campaign
available to all libraries in Ontario. The Ontario Library Association will help
with the distribution of materials to all libraries and will supplement this
campaign with the release of radio ads that they are funding.
A
copy of the ads that will be running in Ottawa is being circulated. Please
know that these are still in draft and subject to change.
b)
Recruitment
Open House
On Thursday November 13,
OPL staff participated in a Board Recruitment Open House in conjunction with
the City’s recruitment for other Boards and Committees. Kudos was sent to the
Deputy City Clerk, Leslie Donnelly and her staff for a job well done. Julie
Tremblay and Anna Basile attended on OPL and Board’s behalf. Our table had the
full outreach kit set-up with application forms, fact sheets, vision-mission,
frequently asked questions, and an OPL
snapshot. The event drew good numbers, approximately 75 people, of which 40 of
those came to the OPL table. We were by far the busiest Board/Committee.
List of questions that were
posed:
1. How much of my
time will be required for meetings, special events, etc?
2. What is my role
as a Library Trustee?
3. Where are the
meetings held?
4. How can or what
ways does a Library Trustee contribute?
5. Does the Library
provide opportunity for board development and education?
6. List of the
ad hoc committees.
7. Will the
composition of the board change?
8. Will meeting
dates and times change or will they be held on Monday’s at 5pm?
9. What
competencies, skills, expertise or interests are required to sit on the Board?
General questions on
library issues included: Central library, holds locker, partners, funding,
programs, etc.
c)
Pioneer
Award
At
the end of November, Councillor Maria McRae, Ward 16 River will be presented a
Pioneer Award for championing Ottawa Public Library services at the
Hunt-Club-Riverside-Park Community Centre through her leadership and support in
bringing a Kiosk and library holds pick-up lockers to the River Ward, first of
its kind in Ontario. The Mayor has confirmed his presence for the event. The
event will take place on Thursday, November 27th at 10am. Trustees
are encouraged to attend if so available. We will send details to you by
email.
d)
2015-2018
Council
Congratulatory
letters were sent on the Board’s behalf to re-elected Mayor Jim Watson,
Councillors Monette, Wilkinson, El-Chantiry, Qadri, Taylor, Chiarelli, Egli,
Deans, Tierney, Fleury, Chernushenko, Blais, Moffatt and Hubley
Thank
you letters were sent on the Board’s behalf to departing Councillors Bloess,
Clark, Holmes, Hobbs, McRae, Peter Hume, Thompson and Desroches
Congratulatory
letters will be sent on December 1st to the eight councillors elect:
Jody Mitic-Ward 2-Innes, Tobi Nussbaum-Ward 13-Rideau Rockcliffe, Catherine
McKenney-Ward 14-Somerset, Jeff Leiper-Ward 15-Kitchissippi, Riley Brockington-Ward
16-River, Jean Cloutier-Ward 18-Alta Vista, George Darouze-Ward 20-Osgoode and
Michael Qaquish-Ward 22-Gloucester South-Nepean
Special
note for Councillor Doug Thompson:
We
want to thank Doug for his service on Ottawa City Council and for his support
to the Ottawa Public Library. His outstanding commitment to the community and
the ward has been valuable and has helped to shape the Library including the
opening of the new Greely branch in 2011. We thank him for his service on the
Ottawa Public Library Board from 2011-2014. His dedication and support over the
last term has been instrumental to the success of rural library services and we
thank him for his leadership in this regard. We look forward to his continued
support as an engaged citizen and wish him the best of luck in his future
endeavours.
e)
Recognition
of Trustees
At this point in time, we would like
to present all Trustees with a parting gift which includes a lifetime
membership for the Ottawa Public Library as well a picture of the 2011 – 2014
Board.
Trustees
who have served on previous terms have already received this lifetime
membership but will be called up to receive the photo.
Lifetime
Membership & photo
Public
Trustees:
·
Trustee
Amelita Armit (absent)
·
Trustee
Patrick Gauch
·
Trustee
David Gourlay
·
Trustee
Christine Langlois
·
Trustee
Danielle Lussier-Meek (teleconference)
·
Trustee
Rose Zeidan
Council
Trustees:
·
Councillor
Keith Egli (absent)
·
Councillor
Shad Qadri
·
Councillor
Doug Thompson
·
Councillor
Tim Tierney (teleconference)
Board
photo only
Chair
Jan Harder
Vice-Chair
André Bergeron
Trustee
Bennett
Trustee
Wilkinson (absent)
Action:
The Chief Executive Officer will ensure that Trustees not in attendance receive
their gifts at the next meeting.