Minutes
Ottawa Public Library Board
May 14, 2012
A regular meeting of the Ottawa Public Library Board
was held on Monday May 14, 2012 at 17:00 hours at Ottawa City Hall in the Colonel
By Room, 110 Laurier Avenue West, Ottawa, ON.
Present: Chair Jan
Harder
Vice-Chair Jim
Bennett
Amelita
Armit
Keith
Egli
Patrick Gauch
Christine
Langlois
Danielle
Lussier-Meek
Shad
Qadri
Doug Thompson
Tim
Tierney
Marianne
Wilkinson
Rose
Zeidan
Regrets: André
Bergeron
David
Gourlay
Also Present:Chief Executive Officer Danielle
McDonald
Div. Mgr. Facilities and Business
Services Elaine Condos
Div. Mgr. Service Excellence Monique Désormeaux
Acting Div. Mgr. System Wide Services and
Innovation Jennifer
Stirling
Manager, Financial Services
Unit Brenda Gorton
Recorder Marc
Pellerin
Guests: Paul
Hussar, Program Manager, Design and Construction Architecture
1.
Call to Order
The meeting was called to order at 17:00. Trustee Gauch joined by
teleconference.
2.
Excused Absences
Regrets were received from Trustee
Bergeron and Trustee Gourlay.
3.
Declarations of Conflict of Interest
None declared.
4.
Approval of Agenda
Chair Harder added the
following delegation item to the agenda: “CLA
Conference Update, Alexandra Yarrow, Chair, Local Arrangements Committee”.
TOPIC:
APPROVAL OF THE AGENDA
MOTION: 036-12
Moved by Trustee Thompson,
seconded by Trustee Bennett to approve the agenda as amended.
-CARRIED.
TOPIC:
APPROVAL OF CONSENT ITEMS
MOTION:
037-12
Moved
by Trustee Armit, seconded by Trustee Lussier-Meek to approve the following on
consent:
-
Doc #1:
May 14/12: Approval of Minutes: April 16, 2012
-CARRIED.
And to receive the following reports:
-
Doc #4: May 14/12: Monthly Report
-
Doc #5: May 14/12: 2012 Employee Strategic Work Program
-
Doc #6: May 14/12: Q1 Report on Major Capital Projects
-
Doc #9: May 14/12: 2012 Calendar of Reports, Outstanding
Inquiries,
Motions and Unscheduled Reports
-
Doc
#10: May 14/12: Monitoring Report: A.3 Financial Planning
&
Budgeting
-
Doc #11:
May 14/12: Monitoring Report: A.4 Financial Condition
-
Doc #12:
May 14/12: Monitoring Report: A.6 Asset Protection
-RECEIVED.
6.
Chair’s Remarks
Chair
Harder gave her verbal report.
James Bartleman Archives and Library Materials Centre: The 2012 Ontario Association of Architects award for
Design Excellence was presented for the James Bartleman Centre. The building was chosen for its forward-thinking design.
National Volunteer Week: Trustees Egli and
Lussier-Meek were presented with a box of cameo chocolates in appreciation of
their valuable contribution as volunteer trustees of the OPL Board.
Order of Friendship Event Wrap Up: Chair Harder
thanked all trustees who were present at the Order of Friendship event on May 1st
at the Manotick Branch. The Order of
Friendship was awarded to the Innes Family in recognition of their outstanding
support towards the Manotick Branch.
Diefenbooker Event: A record 560 participants
were involved in the Diefenbooker event held May 5th – a warm and
sunny day. Approximately $19,000 was
raised to support the former West Carleton Township branches.
Comic Con
2012: The Comic-Con event was held May 12-13 at the Ottawa
Convention Centre. Teens ages 13-18 also came to the
Emerald Plaza Branch on May 5 to take part in Free Comic Book Day, with OPL’s
theme “Librarians are information superheroes”. The 2012 Comic-Con event was
a big hit, with the OPL tweeting constantly over the weekend.
Trip to
Florida: Chair Harder
visited the Cagan Crossings Community Library in Clermont Florida in March. Photos were distributed to the Board.
Save
Library and Archives Canada: Recent federal budget cuts have had
a negative impact on federal libraries including the Library and Archives
Canada. Cuts will jeopardize the ability
to access Canadian materials and in some cases its preservation. A letter on
behalf of the Board will be sent to show OPL’s support.
TOPIC: SAVE
LIBRARY AND ARCHIVES CANADA
MOTION: 038-12
Moved by Trustee Thompson,
seconded by Trustee Bennett that the OPL Board accepts that a letter be
forwarded to the Honourable James Moore, Minister of Canadian Heritage and
Official Languages, regarding the impact of recent federal budget cuts to
Library and Archives Canada.
-CARRIED.
Vernon
Closure: The closure of the Vernon Branch has been
recommended for May 23-24. The Vernon Branch will undergo final outstanding repairs to ensure all
interior finishes are complete. A public announcement was released on May 14 to announce the temporary closure
of the branch.
7.
OPL Foundation Update
Hunter
McGill, Chair, OPL Foundation gave a verbal presentation on the OPL
Foundation’s latest developments.
In early February, the OPL Foundation implemented a
restructuring process to strengthen and monitor its fiscal position. The Foundation succeeded in engaging the
services of an intern summer student from Carleton University’s School of
Business. The student will be assisting
in identifying sources of funding and will be assisting in the development of
general parameters for a business case.
The OPL Foundation recently completed an annual audit
as part of a review of its financial operations.
The proposed date of November 19, 2012 was chosen to
hold the 10th Annual OPL Foundation Literary Evening, to be held at
the Ottawa Convention Centre. The event
theme “How hockey and literacy score!” has been selected. The event headliners include Roy MacGregor
(Canadian hockey writer), Jacques Demers (former Montréal Canadiens coach), and
possibly Ron Maclean (host of Hockey Night in Canada). A budget has already been established for the
event. A total of $30,000 in sponsorship
dollars has already been committed.
Chair
Harder asked as to whether or not revenues generated from tickets sales would
cover all event expenses. H. McGill confirmed
that ticket sales are expected to cover all event costs.
Trustee Bennett
inquired about the approximate cost to be incurred for the 2012 Literary
Evening. H. McGill will investigate the
approximate cost of the 2011 event and report back to the Board.
Trustee
Bennett inquired about the number of tickets that were sold for the 2011
Literary Evening event. H. McGill
advised that 300 tickets were sold in 2011.
Outreach targeting efforts have been planned for 2012 in an attempt to
increase 2012 ticket sales to 420.
Trustee
Lussier-Meek asked as to whether or not outreach activities were in place to
reach out to Canadian Senators. H.
McGill confirmed that there are plans to reach out to Senators.
Trustee
Zeidan inquired about the approximate net profit expected to be generated from
the 2012 Literary Evening event. H.
McGill answered that a net profit figure of $35,000 is anticipated.
8.
Facilities Planning Committee Report
Trustee
Egli inquired about the future plans for the Emerald Plaza Branch, as it was
identified as a priority in the facilities renewal priorities list. Richard Stark, Manager, Library Facilities,
Planning and Development explained that the Emerald Plaza Branch continues to
be one of the OPL’s busiest and most crowded branches. The Branch can no longer be accommodated
within existing space in the Emerald Plaza mall, with expansion at
the current location not likely an option.
With the lease expiring in four years, the OPL may look at other
suitable locations within that area.
Trustee
Langlois mentioned that there was an informative discussion at the last Facilities
Planning Committee meeting with respect to facilities expenditure
prioritization where input from all Board trustees was encouraged.
Trustee
Lussier-Meek inquired about the future plans for the Rosemount Branch and asked
as to whether or not branches were listed in priority order, as identified in
the Facilities Planning Committee report.
Elaine Condos, Div. Mgr. Facilities and Business Services advised that
the list is in priority order, and subject to possible amendments depending on
any opportunities that may arise.
Established priorities have not yet been linked to a funding plan or an
implementation schedule. Trustee
Langlois noted that the Main Branch is the OPL’s first priority.
TOPIC: FACILITIES
PLANNING COMMITTEE
MOTION: 039-12
Doc #2 Facilities Planning Committee Report
Moved by Trustee Egli,
seconded by Trustee Wilkinson that the Board approve the following branches as
facilities renewal priorities for future planning including incorporation into
the nine-year capital forecast: Main, Rosemount, Constance Bay, Centennial,
Emerald Plaza, Elmvale Acres, North Gower and Orléans.
-CARRIED.
9.
Hazeldean Branch Renovations
Trustee
Langlois referred to page 2, section 4, item #6, and inquired about the
financing of RFID. Richard Stark, Manager, Library Facilities, Planning
and Development advised that the electrical configuration was changed to suit
the approved RFID devices. The financing of RFID falls within the approved
capital budget.
Trustee
Zeidan inquired about the type of doors to be installed. Paul
Hussar, Program Manager, Design and Construction Architecture explained that two door operators need to be
installed as there are now two entry ways, with one entrance and one exit. The door hardware needs to be changed as a
result of the change in functionality. An
additional electrical feed needs to be installed, including additional
millwork.
Chair
Harder inquired about the contingency figure used for the Hazeldean Branch. P. Hussar explained that there are a number
of factors that determine the contingency figure such as the scale and size of
the project, age of structure, etc.
Trustee
Egli asked as to why additional work to the Hazeldean Branch was overlooked.
R. Stark advised that unforeseen project circumstances have required some
project changes. OPL staff will further investigate the factors leading
to an increase in expenditures, and will report back to the Board.
TOPIC: HAZELDEAN BRANCH CONSTRUCTION CONTRACT
INCREASE
MOTION: 040-12
Doc #3 Hazeldean Branch Construction
Contract Increase
Moved by Trustee Qadri,
seconded by Trustee Tierney that the
Board approve a $25,000 increase to the construction contract for the Hazeldean
Branch resulting in a revised construction contract total of $364,471.36.
-CARRIED.
10.
Q1 Financial Report
Chair
Harder advised that changes in the financial reporting format will be made to
provide more details on the OPL Board’s budget.
Succession planning has impacted the OPL Board’s budget with the
recruitment of the Chief Executive Officer in 2011/2012.
Trustee
Wilkinson suggested that reserve funds be established to meet unforeseen
expenditures. Brenda Gorton, Manager,
Financial Services Unit advised that only City Council has the ability to
establish reserve funds for specific purposes.
Elaine
Condos, Div. Mgr. Facilities and Business Services advised that a
discussion on the Board’s budget will be taking place at the next Finance and
Budget Committee meeting, with a report being presented at its June 6, 2012
meeting.
Trustee Qadri asked as to whether or not line items
could be added to the Board’s budget.
B. Gorton confirmed that line items could be added.
Danielle McDonald, Chief Executive Officer advised
that succession planning has been included in the staff’s 2012 work plan. The intention is to develop and complete a
succession plan for both Union and non-Union positions.
TOPIC: Q1
FINANCIAL
MOTION: 041-12
Doc #7 Q1 Financial Report
Be it resolved that the OPL Board receive
the 2012 Q1 Financial Report.
-RECEIVED.
11.
Q1 Performance Measurement Report
Trustee
Bennett referred to page 7, table 3 and asked as to whether or not staff could
collect data on digital downloads of French language materials. Jennifer Stirling, Acting Div. Mgr. System
Wide Services and Innovation advised that OPL’s Overdrive system does not have
the ability to segregate such data. Two
new performance measurement tools will be added, aimed at facilitating the
collection of data for French language material downloads.
Danielle
McDonald, Chief Executive Officer mentioned that square footage figures will be
added to the performance measurement reports to provide data on a per square
footage basis.
Trustee
Bennett referred to page 5, table 2 and asked as to whether or not a
cost-benefit analysis would be conducted on the bookmobile fleet. J. Stirling advised that an analysis on the
bookmobile fleet would be undertaken in 2012.
A communications campaign will be carried out to promote some of the
bookmobile stops in an attempt to increase circulation numbers.
TOPIC: Q1
PERFORMANCE MEASUREMENT
MOTION: 042-12
Doc #8 Q1 Performance Measurement Report
Be it resolved that the OPL Board receive
the 2012 Q1 Performance Report.
-RECEIVED.
12.
Adjournment
TOPIC: ADJOURNMENT
MOTION: 043-12
Moved by Trustee Zeidan, seconded by Trustee
Gauch to adjourn the meeting at 18:24.
-CARRIED.
Minutes approved by:
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Chair |
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