Minutes
June 13, 2011
A regular meeting of
the Ottawa Public Library Board was held on Monday June 13, 2011 at 18:00 hours
at the Greely Community Centre (Hall A), 1448 Meadow Drive, Ottawa, ON.
Present: Chair Jan
Harder
Vice-Chair Member Jim
Bennett
Amelita
Armit
André
Bergeron
Patrick
Gauch
David Gourlay
Christine
Langlois
Shad Qadri
Doug
Thompson
Tim
Tierney
Marianne Wilkinson
Rose
Zeidan
Regrets: Keith
Egli
Danielle
Lussier-Meek
Also Present: City
Librarian and CEO Barbara
Clubb
Div.
Mgr. System Wide Services and Innovation Elaine
Condos
Div. Mgr. Service Excellence Monique Désormeaux
Div. Mgr. Facilities and Business Services Danielle McDonald
Manager, Financial Services Unit
Brenda Gorton
Recorder Marc
Pellerin
1.
Call to Order
The meeting was called to order at 18:00.
2.
Excused Absences
Regrets were received from Trustee Egli and Trustee Lussier-Meek.
3.
Declarations of Conflict of Interest
None declared.
4.
Approval of Agenda
MOTION: 041-11
Moved by Trustee Qadri, seconded by Trustee
Wilkinson to approve the agenda as presented.
-CARRIED.
5.
Approval of Consent Items
MOTION:
042-11
Moved
by Trustee Zeidan, seconded by Trustee Bergeron to approve the following on
consent:
-
Doc #1: June
13/11: Minutes of May 9/11
-
Doc
#3: June 13/11: Position Statement on Intellectual Freedom
-CARRIED.
And to receive the following reports:
-
Doc #5: June
13/11: City of Ottawa Corporate
Planning Framework
-
Doc #8: June
13/11: Slave Lake Library Lost in
Fire
-
Doc #9: June
13/11: 2011 Calendar of Reports,
Outstanding Inquiries, Motions and Un-scheduled Reports
-
Doc #10: June
13/11: Monitoring Report: A.1
General Executive Constraint
-
Doc #11: June
13/11: Monitoring Report: A.5
Emergency CEO Succession
-
Doc #12: June
13/11: Monitoring Report: A.30
Protection of Branches
-RECEIVED.
6.
OPLF West
District Campaign
Trustee
Gourlay gave a verbal update on the OPLF West District Capital Campaign. The OPLF Board is willing to entertain the
idea of a capital campaign for the West District Library. There is currently a $3 million shortfall for
the proposed project. Capital
fundraising would need to be initiated to meet the current shortfall. A business proposal has been developed and a
motion has been approved by the OPLF Board.
Ottawa Public Library Foundation Board motion dated
June 13, 2011: Be it resolved, that the Ottawa Public
Library Foundation agree in principle to undertake a capital campaign in
support of the construction of the planned West District Branch, in partnership
with the Ottawa Public Library Board and subject to the Ottawa Public Library
Foundation Board approval of a formal agreement between the Ottawa Public
Library and the Ottawa Public Library Foundation.
Trustee
Gourlay emphasized the fact that help will be needed by both the OPLF and OPL
Boards to leverage any relationships and networks to ensure the success of the
project. Trustee Gourlay invited Hunter
McGill to speak on behalf of the Ottawa Public Library Foundation.
Hunter
McGill, Chair of the Ottawa Public Library Foundation explained that this
project represents a significant new undertaking for the OPLF. Mr. McGill underlined the need for
partnership between the OPL and OPLF.
The Friends of the Ottawa Public Library has also demonstrated an
interest to participate collaboratively to ensure the success of the project.
Trustee
Thompson arrived at 6:10 p.m.
Gerard
Seguin, OPLF Chief Development Officer spoke to the proposed project. He noted that several attempts are often made
with prospective donors before they commit to donating. Prospective donors are often engaged through
preliminary investigative discussions to determine their specific interests in
terms of fundraising with the aim of encouraging them to invest in fundraising
projects.
Danielle
McDonald, Division Manager of Facilities and Business Services
summarized the expected timelines for the West District Capital Campaign
project. There is currently an urgency
for this project. Danielle explained
that there is a need to determine the budget and size of the Library Branch. A Request for Proposal for architectural
services will ultimately be issued for this project and an architect should be
contracted in September. At that time,
the budget should be known.
Trustee
Qadri inquired as to whether or not the project would succeed if funding
targets were not achieved by September.
Paul Hussar, Program Manager, Design and Construction Architecture, City
of Ottawa explained that budget expectations need to be established to ensure
that the project is achievable in a financial sense. A certain amount of risk will be assumed by
the Library.
Trustee
Bennett inquired as to whether or not fundraising initiatives would be targeted
to the catchment area only or from a city-wide perspective. Trustee Gourlay explained that fundraising
initiatives and resources would be targeted to the catchment area. Even though the catchment area will be
targeted, donations will be accepted city-wide.
Trustee
Bennett inquired about the estimated start up costs required for this
fundraising campaign. Hunter McGill answered
that costs would amount to approximately 15% of the total funds raised. Expenditures would incur over the life of the
fundraising campaign.
Trustee
Bennett asked if the start up costs would be assumed by the Ottawa Public
Library Board’s budget. Trustee
Wilkinson explained that target groups would be approached as a way to get a
sense of what can be achieved. Start up
costs would not be assumed by the OPL.
Trustee
Bennett inquired as to whether or not the West District Library fundraising
initiative would be competing with the Kanata North Recreation Centre fundraising
efforts, considering the fact that both projects are located in the same ward. Hunter McGill responded that the challenge is
to devise a theme for the fundraising campaign to distinguish the West District
Library project from other fundraising initiatives. The overall message needs to emphasize the
fact that both projects are important investments in community infrastructure.
Trustee
Bennett inquired about the size of the current donor database. Gerard Seguin responded that the database
currently holds in excess of 50,000 names.
The number of active donors is considerably less.
Trustee
Bennett inquired as to whether a library prospect database has been
developed. Gerard Seguin explained that an
updated list is received on a monthly basis.
The list includes all members who have either renewed their library card
or have signed up for a library card and agreed to have the Library give the
names to the Foundation. The Foundation
would be able to use postal data to identify donors in a catchment area.
Trustee
Bennett asked if direct mail receipts are of $3,600 per month. Gerard Seguin
confirmed that the cost amount was correct.
Trustee
Bennett asked Mr. Seguin to confirm the amount of $79,781 received in donations
as well as the amount of 339 donations collected from January to June. Mr. Seguin confirmed that the amounts were
correct.
Trustee
Bennett explained the importance of developing a plan quickly to get a sense
that the project is achievable. A
significant amount of money will be needed to achieve overall construction
goals.
Trustee
Langlois expressed concerns about the project timeframe and asked for
clarification on the issue. Hunter
McGill mentioned that the Foundation acknowledged the fact that timeframes are
tight, but at the same time, they are achievable.
Trustee
Langlois inquired about the remaining $2 million that will need to be raised
for the capital campaign. Trustee
Gourlay explained that the initial goal has been set at $1 million. If fundraising efforts are successful,
efforts would continue beyond $1 million.
Volunteer partnerships will be sought to ensure the success of the
capital fundraising project.
Trustee
Bergeron mentioned that OPLF fundraising efforts would potentially spark
interest from municipal council to support the project financially. Funding could also be taken from development
charge revenues. However, community
fundraising efforts may be expected by council considering the fact that the
facility is deemed a public good.
Barbara
Clubb, City Librarian and CEO noted that a number of Board members will be
asked to be part of the campaign cabinet.
MOTION: 043-11
Doc #2: OPLF West District Capital Campaign
Moved by Trustee Gourlay, seconded by
Trustee Wilkinson that the Ottawa Public Library Board (OPLB) supports the
Ottawa Public Library Foundation (OPLF) in their endeavor to undertake a
capital fundraising campaign for the new West District Library.
-CARRIED.
Trustee
Qadri and Trustee Wilkinson were excused at 6:40 p.m.
7.
P1 - 2011 CLA Presentation – Christine Langlois
& Patrick
Trustee Gauch gave a PowerPoint presentation on the 2011 CLA Conference:
“In 2010, the CLA Executive Council
began a complete revision of the governance and operating structures to address
financial issues and better reflect the needs of a diverse membership.
Major changes to the Constitution and
By-Laws include: Dissolution of Divisions and Interest Groups, Introduction of
Standing and Advisory Committees, Introduction of Networks, Reduction in Size
and Composition of the Executive Committee, and Change in Membership Year. A new by-law was presented and passed by the
membership. This new structure will allow the CLA to continue effective
work on: Federal Copyright Legislation, Canada’s Digital Economy, Equitable
Library Access, Intellectual Freedom, and Library
Book Rate. Jan Harder is the last
President of the Canadian Library Trustee Association as the association was
dissolved. The Library Trustee Network
was proposed that same day. The network is currently establishing a moderator, a terms
of reference, and a plan of activity supported by the CLA
office.” Trustee
Gauch confirmed that the CLA conference will be held in Ottawa from May 30 to
June 2, 2012 at the new convention centre.
Trustee Langlois
gave a PowerPoint presentation on the 2011 CLA Conference summarizing the 2011
themes:
“RFID was discussed at the conference and remains widely
used by other libraries. The technology
continues to be introduced to new library branches. E-books have been referred to as an emerging
trend as the demand for such material is increasing. While libraries have access to more
materials, they are not necessarily considered owners of these same
materials. QR codes is also considered
as an emerging technology and is often used to hold information or used for
marketing purposes. Communications and
marketing represented one of the main themes at the conference. It is important to give the media what they
need. Interactive outreach can be
executed through either public consultations or other activities. More than ever, Libraries need to be creative
in the way they reach out to the public (i.e. social media). Advocacy shouldn’t be about the Library but
about community development and taking into account the priorities of politicians.
It should connect to the library’s agenda, personalities, and values. The reform of the CLA has meant that
committees have been replaced by networks.
Next year’s conference (2012) will showcase the City of Ottawa and there
will be a need to “Ottawa-ize” the conference through different themes and
events.”
Trustee Langlois
mentioned that a network has been created to organize next year’s conference. More information will be added to the CLA
website.
Chair Harder
suggested that there could be a focus on rural programming and further
suggested that sponsorship be sought.
Trustee Bergeron suggested that MPs be
encourage to partake in the event.
Barbara Clubb mentioned that there is a plan
to include federal politicians in the conference. MPs will be invited to attend certain events
and there is a plan to have an advocacy day on Parliament Hill.
8.
Chair’s Remarks
Chair Harder thanked
Trustee Thompson for his contribution towards the Greely grand opening
celebration.
Chair Harder gave
her verbal report.
2011 Employee Forum: Chair Harder attended the 2011 Employee Forum
on behalf of the Library Board on Friday June 10. June is Employee Recognition Month. Chair Harder stressed the importance to all
Board Trustees to take the time and thank staff for their every day
contribution.
Ruth E. Dickinson
Branch: The branch has been reopened to the
public. There is currently no air
conditioning in the facility. The
members are delighted to have their branch reopened.
Jan Harder Golf
Tournament: The golf tournament takes place on Monday
June 20. The tournament is expected to
raise approximately $40,000 this year.
9.
Monthly Report
The City Librarian referred to the supplement to the monthly report and reported
an error in the monthly CL’s Report at Item #6, Page 9 noting that Cindy
Streefkerk will not be completing her term as member of the OPLF until 2012. Ms. Clubb further mentioned that Douglas
McLarty has resigned from the OPLF Board.
Ms. Clubb referred to her monthly report supplemental document and
acknowledged Anna Mould for her excellent work on this year’s Employee Forum. Long service pins were awarded at the
forum. A number of employees were also recognized
for their years of service as they retired from the OPL. Peer recognition awards as well as team
achievement awards were awarded at the event.
Barbara expressed her gratitude to all employees and their contribution
towards the OPL.
The City Librarian referred to the Summer Reading Program document. The document is intended to showcase the
programming offered by the OPL this summer.
Trustee Zeidan expressed concerns about the closure of the Library on
Sundays during the month of June and inquired about extending Sunday service
hours for the month of June as students are preparing for exams. Monique Désormeaux, Division Manager of
Service Excellence mentioned that hours were harmonized in 2004. Community branches had Sunday service 29 days
per year while district branches had Sunday service 37 days per year. Last year,
as part of the budget reviews, Sunday service hours were extended for community
branches. Available options include the
transfer of Sundays from other months to the month of June. Long weekend Sunday hours could be
transferred to the month of June.
Further evaluation would be required to determine the feasibility of
such potential decisions.
Trustee Zeidan suggested that the issue be examined during next year’s
budget preparations.
Trustee Bergeron mentioned that the Library should be focusing on
optimizing Library hours. An assessment would
be required for each branch.
MOTION: 044-11
Doc #4 Monthly Report
Be it resolved that the Board receive the
June Monthly Report as amended.
-RECEIVED.
10.
Ontario Provincial Elections Toolkit
Trustee
Bennett spoke to the report. The Ontario
Provincial Elections Toolkit contains 12 resources that stakeholders can use to
inform member candidates about the contributions that libraries make in
communities and about the key issues impacting library services. Trustee Bennett referred to two documents
included in the agenda package entitled “Does Your Next MPP Support Public
Libraries” and “The Importance of Public Libraries in Ontario Communities” and
encouraged all Trustees to review and share the information with potential
candidates running for provincial legislature as a way to showcase the positive
impact that libraries have in the province.
MOTION: 045-11
Doc #6 Ontario Provincial Elections Toolkit
Be it resolved that the OPL Board receive
the Ontario Provincial Elections Toolkit Report.
-RECEIVED.
11.
School Libraries in Crisis
Trustee Bennett spoke to the report.
The Federation of Ontario Public Libraries has encouraged all of its
member libraries to become familiar with the position of the Ontario School
Libraries Association (OSLA) which describes why funding is needed for school libraries. OSLA came out with the following important
facts:
- Schools with professionally-trained
school library staff could be expected to have reading achievement scores
that were approximately 5.5 percentile points higher than average in grade
6 EQAO results.
- Schools without trained library staff
tend to have lower achievement on grade 3 and 6 EQAO reading tests, both
in terms of average achievement and attaining level 3 or higher.
- Properly staffed library systems have a
robust media centre and library collection.
- The international
educational evaluations of the Organization for Economic Co-operation and Development (OECD) shows a
relationship between positive reading attitudes and higher student achievement. These
positive reading behaviours have an impact also on mathematics and science results.
- A decline in the percentage
of students who like to read is linked to a decline in the percentage of elementary schools with
teacher librarians.
- In September 2007, Dalton McGuinty,
Premiere, Ontario, announced an investment of $120 million – $80 million
ear marked for books for elementary school libraries, and $40 million for
librarians over the next four years. To date, only $25 million of the
promised $80 million has been released for books and e-resources. In March
2010, an announcement was sent stating that funding was suspended for
2010/11.
The
Ontario Libraries Association (OLA) initiated a letter writing campaign
directed at school trustees and the Ministry of Education. A sample text and contact links are posted on
OLA’s website. The links will be added
to the Board Site.
Chair Harder concluded by mentioning that the threat to school libraries
also has a negative impact on public libraries as the relevancy of libraries is
being questioned.
Trustee Bergeron inquired as to whether bookmobile stops were made at
schools. Barbara Clubb confirmed that
stops are in fact made at some schools.
Of the twenty-one weekly stops, seven are located at schools.
MOTION: 046-11
Doc #7 School Libraries in Crisis
Be it resolved that the OPL Board receive
the School Libraries in Crisis Report.
-RECEIVED.
12.
Adjournment
As a follow up to the strategic plan session held on June 9, 2011, Chair
Harder reminded all Trustees to complete their five strategic outcomes.
Chair Harder also noted that there was a need for an advocacy initiative
to make a stronger connection between users and citizens in general.
TOPIC: ADJOURNMENT
MOTION: 047-11
Moved by Trustee Bergeron to adjourn the
meeting at 19:29.
-CARRIED.
Minutes approved
by:
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Original Signed |
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Original Signed |
|
Chair |
|
Secretary |