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Ottawa Public Library Board Meeting

Minutes 28

Tuesday, 20 June 2017

5:00 p.m.

Champlain Room, Ottawa City Hall, 110 Laurier Avenue West

 

 

Notes:             1.         Underlining indicates a new or amended recommendation approved by the Board.

Present:

Chair:  Tim Tierney

Vice-Chair: Allan Higdon (pro tem)

Trustees:  Kathy Fisher, Catherine McKenney, Pamela Sweet

Regrets:

Vice-Chair: André Bergeron

Trustees: Steven Begg, Scott Moffatt, Marianne Wilkinson

 

DECLARATIONS OF CONFLICT OF INTEREST

No Declarations of Interest were filed.

 

CONFIRMATION OF MINUTES

 

Minutes 27 - Tuesday, 9 May 2017

 

 

CONFIRMED

 

In Vice-Chair Bergeron’s absence, the Board appointed a Vice-Chair pro tem.

MOTION OPL 20170620/1

Moved by Trustee Sweet:

WHEREAS any point of order or procedure for which rules have not been provided in the Board’s Procedure By-law, shall be decided by the Chair in accordance, as far as is reasonably practicable, with the rules of procedure contained in Robert’s Rules of Order;

WHEREAS the latest Robert’s Rule of Order Newly Revised (11th Edition) from 2011) indicates that a Vice-Chair (whether permanent or temporary) “should be chosen principally for the ability to preside given if the presiding officer must leave his/her seat”;

THEREFORE BE IT RESOLVED THAT the Ottawa Public Library Board appoint Trustee Allan Higdon as Vice-Chair pro tem to serve for Vice-Chair Bergeron in his absence for this meeting.

 

 

CARRIED

 

CHAIR’S VERBAL UPDATE

June is Senior’s Month

The Chair indicated that the 2017 theme for Senior’s month is: Vibrant Seniors, Vibrant Communities.  He listed the various resources and services that might interest Ottawa’s older population.  In addition, there are volunteer opportunities both at Ottawa Public Library (OPL) and with the Friends of OPL Association (FOPLA).

Ottawa’s Senior of the Year Award – Heather Murphy

The Chair acknowledged Heather Murphy of FOPLA who was presented the Ontario Senior of the Year Award at Ottawa City Council on June 14.  This award gives each municipality in Ontario the opportunity to honour one outstanding local Ontarian who, after the age of 65, has enriched the social, cultural, or civic life of his or her community.  Heather is passionate about supporting the library and has devoted countless hours to ensuring FOPLA’s success.  Since joining FOPLA in 2007, Heather served as the Local Committee Representative for Kanata, and as Vice President and Secretary at various times.  Heather oversees approximately 60 volunteers who work in FOPLA book sales at the Beaverbrook (coordination team), Hazeldean (store manager), and Carp branches.  She also oversaw the opening of the FOPLA bookstore at the new Beaverbrook branch.  The Chair thanked Ms. Murphy for all her hard work and congratulated her on the recognition.  Chair Tierney advised that Chantal Clouthier, President, FOPLA was in attendance.

Card Free Internet Access

Following up on an inquiry from Trustee Wilkinson in December 2016 regarding visitor fees, and as a welcoming gesture to visitors to the nation’s capital for Canada’s 150th Anniversary, OPL is introducing a time-limited program to provide card-free access to public wifi.  The program will run from June 19 to October 19.  Visitors can log on to the public wifi at any of the 33 branches and bookmobile by using OPL-BPO as both the username and password.  The Chair said this will provide visitors with access to the internet, and databases offered through the OPL website, but not to eBooks, eMagazines, eAudiobooks or any other downloadable content.  Normally visitors would require an OPL Visitor Card in order to access these services.

National Aboriginal History Month

June is also National Aboriginal History Month.  It is an opportunity to honour the heritage, contributions and cultures of Aboriginal people in Canada.  The Chair advised that the Deputy Chief Executive Officer will expand on this with a presentation on Indigenous services at OPL.

MOTION OPL 20170620/2

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

 

 

RECEIVED

 

CHIEF EXECUTIVE OFFICER'S REPORT

The Passing of Sean Ingutia

The CEO acknowledged Sean Kevin Ingutia, a former FOPLA volunteer, who passed away on May 30 at a young age.  He was a past Treasurer of FOPLA, and was dedicated, hard-working, and unfailingly good-humoured.  Sean committed himself to volunteering in his community.  Ms. McDonald said it was her pleasure and honour to have worked with Sean on both the FOPLA Board and the FOPLA Investment Fund Committee.  The CEO will be sending a note to the family.

Sunday Hours

The CEO pointed out that June 4 was the last day for Sunday regular hours until the month of September.

Upcoming Board Meetings

The 2017 OPL Board meeting calendar was approved in November 2016.  The report included regularly scheduled meetings for the months of July and August, with the proviso that in the event that meetings are not required, staff will ensure advance notice is provided.  The CEO advised the OPL Board meeting scheduled for July 11, 2017 has been cancelled and indicated that should the August meeting not be required, it will be communicated accordingly.

Employee Recognition Month

June is employee recognition month and on June 16 an Employee Forum was held where personal development and employee recognition events were combined.  The CEO noted that in the lead up to the day, employees were asked to share what they liked about working at OPL.  A video was shown that shared employees responses. (Held on file with the Chief Executive Officer)

MOTION OPL 20170620/3

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

 

 

RECEIVED

 


 

PRESENTATION

 

1.

INDIGENOUS SERVICES AT THE OTTAWA PUBLIC LIBRARY

 

Monique Désormeaux, Deputy Chief Executive Officer provided an overview of the library’s approach to Indigenous services at the OPL.  (Held on file with the Chief Executive Officer). 

Ms. Désormeaux presented the structure of Ottawa’s Indigenous community, and highlighted the work occurring across various sectors, work occurring at the OPL with linkages to the City, and work occurring at the national level.  Ms. Désormeaux also reviewed proposed next steps.  Philip Robert, Manager, Public Services, Urban East, and lead on Indigenous Services at OPL, was available to respond to questions. (Promotional material was circulated)

In response to a query from Trustee Fisher on the Federation of Ontario Public Libraries (FOPL) asking libraries to agree to sponsor First Nation Libraries for membership and whether OPL is doing so, Ms. Désormeaux indicated that OPL is supporting a northern library through the sponsorship of their FOPL library dues.  Catherine Seaman, Division Manager, Branch Operations is the OPL contact. 

Trustee Sweet asked whether OPL has indigenous employees.  Ms. Désormeaux indicated that OPL does have a small percentage of indigenous employees, however, she indicated that it requires self-identification and so there could be more than the percentage indicated.

Trustee Sweet asked if OPL consults with the Algonquin communities.  Ms. Désormeaux said OPL did not directly consult with those communities, however, consultations were held via the City of Ottawa through the Aboriginal Working Group who have the contacts and provide services.

Trustee Sweet suggested that the working group take the opportunity to reach out to Aboriginals who have a strong presence in the City of Ottawa to discuss further, as Ottawa sits on unceded Algonquin land.  Ms. Désormeaux thanked Trustee Sweet for the suggestion.

Trustee Fisher inquired on how many Indigenous customers there are at OPL, whether there is an advisory committee such as the Teen Advisory Group for youth, and whether there is insight on programming that the community enjoys.  Mr. Robert advised that there is no advisory committee at OPL as it flows through the City of Ottawa’s Aboriginal Working Group.  He said most of the work involves programming with writers and authors through the Indigenous Book Club, Cultural programming, and offering of special workshops.

As to whether OPL is a leader in programming for the Indigenous community.  Ms Désormeaux pointed out that it is uncertain whether OPL is a leader.  However, OPL is definitely an early adopter with respect to its role with Canadian Federation of Library Associations.  OPL has learned that it is important to meet with the Indigenous community, and work with authors that reflect that culture.  OPL is always looking to improve.

In response to a question from Trustee Higdon as to what level of excitement and enthusiasm has been generated from the community, Ms. Désormeaux said in the early days the relationship was slow going, however, with Mr. Robert’s leadership, more has happened.  Mr. Robert reported that there is excitement from this community as more events have been introduced such as Family festivals, children’s programming, etc.  He said OPL has made good contacts via the City’s Aboriginal Day where OPL has reconnected with some local groups.

As to the particular material, content, and format the Indigenous community prefers, Ms. Désormeaux advised that purchasing materials to reflect the culture’s views is important, as is the need to ensure materials are created, written, or guided by Indigenous people.  Trustee Higdon said the Ontario Library Association has seen an increase in materials over the last five years.

MOTION OPL 20170620/4

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

 

 

RECEIVED

 

REPORTS

 

2.

OTTAWA PUBLIC LIBRARY 2018 BUDGET TIMELINES AND CONSULTATION PROCESS

 

OPLB-2017-0602

 

MOTION OPL 20170620/5

That the Ottawa Public Library Board:

1.         Receive this report for information, and;

2.         Approve the rescheduling of its meeting of 14 November to 7 November to accommodate the budget timelines brought forward in this report.

 

 

RECEIVED and CARRIED

 

3.

OTTAWA PUBLIC LIBRARY EMERGENCY PLAN

 

OPLB-2017-0603

 

MOTION OPL 20170620/6

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

 

 

 

RECEIVED

 


 

 

ADJOURNMENT

MOTION OPL 20170620/7

Be It Resolved that the Ottawa Public Library Board meeting be adjourned at 5:45 p.m.

 

Original signed by                                                  Original signed by

Tim Tierney                                                              Danielle McDonald, CEO

_____________________________                    __________________________

Chair                                                                           Recording Secretary