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. 5. Approval of Consent Items 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: Chair Secretary Ottawa Public Library Board Minutes of May 14, 2012 Page 1 of 8