Minutes

Ottawa Public Library Board

September 10, 2012

 

A regular meeting of the Ottawa Public Library Board was held on Monday September 10, 2012 at 16:30 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

                                                                                                             André Bergeron

                                                                                     Patrick Gauch

                                                                                     David Gourlay

                                                                                                             Christine Langlois

                                                                                                             Danielle Lussier-Meek

                                                                                                             Doug Thompson

                                                                                                             Tim Tierney

                                                                                                             Marianne Wilkinson

                                                                                                             Rose Zeidan

                                     

Regrets:                                                                                              Keith Egli

                                                                                                             Shad Qadri

                                                                                                            

Also Present: Chief Executive Officer                                          Danielle McDonald

 Div. Mgr. Facilities and Business Services         Elaine Condos

 Div. Mgr. Service Excellence                                 Monique Désormeaux

 Div. Mgr. System-Wide Services & Innovation   Jennifer Stirling

 Manager, Financial Services Unit                        Brenda Gorton

 

Recorder                                                                     Marc Pellerin

Observer                                                                     Jacques Levesque

 

 

1.     Call to Order

The meeting was called to order at 16:30.

 

2.     In Camera

 

TOPIC: IN CAMERA

MOTION: 057-12

 

Moved by Trustee Bennett, seconded by Trustee Armit to move in camera to discuss labour relations or employee negotiations.

                                                                                                                           -CARRIED.

TOPIC: RETURN TO OPEN SESSION

MOTION: 058-12

 

Moved by Trustee Gauch, seconded by Trustee Langlois to return to open session at 17:06.

 

                                                                                                                                       -CARRIED.

 

3.     Excused Absences

Regrets were received from Trustee Egli and Trustee Qadri.  Trustee Thompson joined by teleconference.

 

4.     Declarations of Conflict of Interest

None declared.

 

5.     Approval of Agenda

 

TOPIC: APPROVAL OF THE AGENDA

MOTION: 059-12

 

Moved by Trustee Tierney, seconded by Trustee Wilkinson that the agenda be accepted as amended.

 

Addition of Item 1a) Recommendation to approve the tentative Memorandum of Settlement between CUPE 503 Library Group and the Management Bargaining Team.

 

                                                                                                                                       -CARRIED.

 

6.     Approval of Memorandum of Settlement

 

TOPIC: APPROVAL OF MEMORANDUM OF SETTLEMENT

MOTION: 060-12

Doc #1a) Approval of Memorandum of Settlement between CUPE 503 Library Group and Management Bargaining Team

 

Moved by Trustee Thompson, seconded by Trustee Armit that the Board approve the tentative Memorandum of Settlement reached between CUPE 503 Library Group and the Management Bargaining Team as the 2012-2015 Collective Agreement, governing working conditions for unionized library employees.

 

                                                                                                                                       -CARRIED.

 

 

 

 

 

 

7.     Finance and Budget Committee Report

 

                 TOPIC: FINANCE AND BUDGET COMMITTEE

MOTION: 062-12

Doc #2 Finance and Budget Committee Report

 

Moved by Trustee Bergeron, seconded by Trustee Lussier-Meek that the revised Terms of Reference for the Finance and Budget Committee be approved.

 

                                                                                                                                       -CARRIED.

 

8.     Claude Aubry Recognition

       Chair Harder thanked Trustee Bergeron and Monique Désormeaux, Division Manager, Service Excellence for their efforts in coordinating activities with respect to the recognition of Claude Aubry.  She further announced that an award ceremony will take place on October 20 at the St-Laurent Branch in honour of Claude Aubry.                                                                                     

 

TOPIC: CLAUDE AUBRY RECOGNITION

MOTION: 063-12

Doc #3 Claude Aubry Recognition

 

Moved by Trustee Langlois, seconded by Trustee Bergeron that the OPL Board recognize and commemorate Claude B. Aubry, former Chief Librarian of the Ottawa Public Library (1953-1979) by naming the Children’s Room at the St-Laurent Branch in his honour and by installing a bronze reading bench in his name at the entrance of the St-Laurent Branch.

 

                                                                                                                                       -CARRIED.

 

9.     Approval of Consent Items

 

TOPIC: APPROVAL OF CONSENT ITEMS

MOTION: 065-12

 

Be it resolved that the OPL Board receive the following reports:

 

-  Doc #5:    September 10/12: Monthly Report (Summer Special Release)

-  Doc #6:    September 10/12: Monthly Report (September)

-  Doc #12:  September 10/12: Canadian Library Association Conference

                                                       Trustee Reports

-  Doc #13:  September 10/12: 2012 Calendar of Reports, Outstanding

                                                        Inquiries, Motions and Unscheduled Reports

-  Doc #14:  September 10/12: Monitoring Report: A.19.1 Fundraising:

                                                       Acceptance of Donations

-  Doc #15:  September 10/12: Monitoring Report: A.19.2 Fundraising:

                                                       Acceptance of Sponsorships

-  Doc #16:  September 10/12: Monitoring Report: A.19.5 Fundraising:

                                                       Issuance of Receipts

-  Doc #17:  September 10/12: Monitoring Report: A.19.6 Fundraising: OPL

                                                       Naming Commemorative and Non

                                                              Commemorative

 

                                                                                                                         -RECEIVED.

 

10.  Chair’s Remarks

Chair Harder gave her verbal report.

 

Chair Harder welcomed Jacques Levesque, Transform Management Consulting Inc. as a meeting observer.  Mr. Levesque has been working closely with the Governance and Audit Committee to complete the Board Self-Evaluation and Governance Review.

 

A call for nominations was sent in August to trustees and managers for the upcoming Order of Friendship nominees.  Chair Harder advised the Board that nominations must be submitted to the Order of Friendship Committee through the Library Board Assistant by Friday, September 21.

 

Trustee Gourlay, Danielle McDonald, Chief Executive Officer, Chair Harder, and Hunter McGill, Ottawa Public Library Foundation were invited to take part in a tour of the local Sam Bat Factory.  Sam Bat credits much of its success thanks to Ottawa’s many research institutions and resources, including the OPL.

 

The James Bartleman Archives and Library Materials Centre has been awarded Gold level LEED certification for its design and construction.  Chair Harder thanked all those who worked to take the environmentally responsible approach to the design and construction of the facility that made the Gold Level LEED Certification possible.

 

Chair Harder congratulated Jennifer Stirling in her new position as Division Manager, System-wide Services and Innovation.  Mrs. Stirling brings with her a wealth of knowledge of OPL’s Information Technology, as she was previously OPL’s Digital Services Manager.  Under Mrs. Stirling leadership, Digital Services has expanded customer self-service through technology, offering enhanced services on the OPL website and supporting the integrated library catalogue including the Symphony migration and implementation of BiblioCommons.  Over the years, Mrs. Stirling has proved herself to be an indispensable part of the OPL, having brought the OPL to new heights as an innovative and cutting-edge library system.

 

 

 

 

 

 

 

11.  Main Library Building Condition Assessment Update

Trustee Langlois asked as to why the Main Library Building Condition Audit and Structural Assessment Report was presented to the OPL Board without first being presented to the Facilities Planning Committee.  Chair Harder advised that the focus on the Main Library and its importance within the OPL Board’s Places and Spaces Strategic priority made it crucial to have the report received by all members of the Board, with subsequent discussion taking place at the Facilities Planning Committee.

 

Trustee Langlois further inquired as to why the Main Library Building Condition Audit and Structural Assessment Report was not included in the Board’s meeting package materials.  Chair Harder responded that there was insufficient time to include the report in the Board’s meeting package.

 

Trustee Langlois asked as to when the Facilities Planning Committee will be awarded the opportunity to discuss the contents of the report.  Danielle McDonald, Chief Executive Officer responded that a Facilities Planning Committee meeting is being scheduled in the month of September.  An invitation will be extended to all members of the Board to attend the next Facilities Planning Committee meeting.

 

Trustee Thompson inquired about the topic of accessibility linked to the Main Library facility.  Elaine Condos, Division Manager, Facilities and Business Services advised that accessibility was referenced in the scope of work and was further acknowledged as a need to update the facility, incorporating major work requirements to meet today’s accessibility standards as identified in the Accessibility for Ontarians with Disabilities Act (AODA) as well as the Ontario Building Code.

 

Chair Harder asked as to whether or not accessibility updates have been included in the estimated renewal cost of the Main Library facility.  E. Condos explained that the estimated renewal cost only included expenditures aimed at maintaining the operational functionality of the building.  The OPL Board directed staff to gather more information on the subject and report back to the OPL Board.

 

Trustee Bennett asked that an amendment be made to the main motion to add the following: “and/or the building of a new Main Library facility”.  The amended motion would serve to not only focus on the renewal of the existing Main Library facility, but would also incorporate the option to review the process of planning for a new Main Library facility.

 

Trustee Lussier-Meek expressed concern over the information provided in Board Document #4 Main Library Building Condition Assessment Update, as she believed that it contradicted previous information provided to the Board pertaining to the structural soundness of the Main Library facility.  She requested that this contradictory information be reconciled in a future report.  Chair Harder explained that the results of the newly released Main Library Building Condition Audit and Structural Assessment report confirm that the building is in generally good condition and is structurally sound.

 

Trustee Gourlay mentioned that the Board had agreed to undertake an external building condition assessment of the Main Library building only.  He reminded members of the Board that a full discussion on the existing Main Library facility will take place at the Facilities Planning Committee.

 

Trustee Armit endorsed Trustee Bennett’s proposed motion to amend. She emphasized the importance of not only evaluating the state of the existing Main Library facility, but to also allow for some flexibility within the evaluation process to consider all scenarios, both for the renewal of the existing facility as well as the potential planning of a new Main Library facility.  Chair Harder advised that it was the Board’s decision to carry out a building condition assessment of the existing Main Library building.

 

Trustee Langlois noted that the Main Library Building Condition Audit and Structural Assessment should have been initially presented to the Facilities Planning Committee.  Chair Harder explained that the importance of the document warranted it to be fully disclosed to the Board and that the Audit and Structural Assessment process was initiated by Board motion.

 

Trustee Wilkinson requested that an amendment be made to the main motion to add the following:  “That the report be referred to the Facilities and Planning Committee for consideration.”  She also requested that the staff report be brought back in November, not October.

 

TOPIC: MAIN LIBRARY CONDITION ASSESSMENT

MOTION: 064-12

Doc #4 Main Library Condition Assessment Update

 

Moved by Trustee Thompson, seconded by Trustee Wilkinson that the Board receive the Main Library Building Condition Audit and Structural Assessment (Morrison-Hershfield Report No. 2123051.00 July 24, 2012) report; and

 

That the report be referred to the Facilities Planning Committee for consideration; and

 

That staff bring a report to the Board in November 2012 on recommended next steps in planning for renewal of the existing Main Library facility.

 

Chair Harder requested a recorded vote be taken on Part 1 (highlighted section) of motion 064-12.  The results were as follows:

 

Yeas: Trustee Armit, Trustee Bennett, Trustee Bergeron, Trustee Gauch, Trustee Gourlay, Trustee Harder, Trustee Langlois, Trustee Lussier-Meek, Trustee Thompson, Trustee Tierney, Trustee Wilkinson, Trustee Zeidan

 

Nays: None.

 

 

As a result of the recorded vote, the above-noted motion to amend was carried.

 

CARRIED

 

MOTION FOR AMENDMENT

Moved by Trustee Bennett and seconded by Trustee Lussier-Meek that motion 064-12 relative to the Main Library Condition Assessment Update, be amended by adding the following:  And/or building of a new Main Library facility”.

 

Part 2 of the motion would read:

 

That staff bring a report to the Board in November 2012 on recommended next steps in planning for renewal of the existing Main Library facility and/or building of a new Main Library facility.

 

 

Chair Harder requested a recorded vote be taken on Part 2 of the motion to amend motion 064-12.  The results are as follow:

 

Yeas: Trustee Armit, Trustee Bennett, Trustee Langlois, Trustee Lussier-Meek, Trustee Zeidan

 

Nays: Trustee Bergeron, Trustee Egli, Trustee Gauch, Trustee Gourlay, Trustee Harder, Trustee Thompson, Trustee Tierney, Trustee Wilkinson

 

As a result of the recorded vote, the above-noted motion to amend was defeated.

 

DEFEATED

 

The approved motion reads:

 

MOTION: 064-12

Doc #4 Main Library Condition Assessment Update

That the Board receive the Main Library Building Condition Audit and Structural Assessment (Morrison-Hershfield Report No. 2123051.00 July 24, 2012) report; and

 

That the report be referred to the Facilities Planning Committee for consideration; and

 

That staff bring a report to the Board in November 2012 on recommended next steps in planning for renewal of the existing Main Library facility.

 

CARRIED

 

 

 

Chair Harder encouraged trustees to forward their questions on the Main Library Building Condition Audit and Structural Assessment report to staff.  The OPL Board directed OPL staff to consolidate all questions and answers, to be forwarded to all trustees on a weekly basis.

 

Trustee Thompson left at 17:54.

 

12.  Q2 Report on Major Capital Projects

Trustee Bennett referred to page 3, Capital Facilities 2012 Lifecycle Projects and asked as to why the two Sunnyside Branch lifecycle projects were postponed by the City’s Infrastructure Services Asset Management Branch.  Richard Stark, Manager, Library Facilities, Planning and Development noted that property line issues forced the project to be postponed as there was a need to establish precise property line measurements.  The projects are expected to be undertaken in 2013.

 

TOPIC: REPORT ON MAJOR CAPITAL FACILITIES

MOTION: 066-12

Doc #7 Q2 Report on Major Capital Facilities

 

Be it resolved that the OPL Board receive the Q2 Report on Major Capital Facilities.

 

 -RECEIVED.

 

13.  Q2 Performance Measurement Report

Trustee Bennett referred to page 10, section 5.1 Virtual Visits and inquired as to whether or not the OPL separates data on virtual visits between the French and English versions of the OPL website.  Jennifer Stirling, Division Manager, System-Wide Services and Innovation noted that it is technically possible to provide the requested data.

 

Trustee Bennett referred to page 14, section 6 Programs Offered and asked as to what languages were programs being offered to preschoolers and their parents or caregivers and further inquired as to how data is collected on the subject.  Elaine Condos, Division Manager, Facilities and Business Services answered that programs are offered in French, English, as well as some offered in a bilingual context.  J. Stirling added that data is collected via the registration tool, which categorizes a program as bilingual, French, or English.

 

Trustee Bennett asked as to whether data was being collected on the program attendance language reach in which the program is offered.  J. Stirling confirmed that the registration process captures this data.  Trustee Bennett inquired as to whether such data would prove to be useful in planning for program offerings throughout the city.  Chair Harder confirmed that this data is essential and is currently being used for planning purposes. 

 

 

 

Trustee Lussier-Meek asked as to how the OPL tracks the number of program participants in programs for which pre-registration is not required.  Justin Van Dyk, Planning Consultant answered that staff record the data during the program, and then compile it.

 

Trustee Bennett referred to page 17, section 8 Other Surveys and asked as to whether data provided to the identified parties consisted of 2011 or 2012 figures.  J. Van Dyk responded that 2011 figures were provided.  Trustee Bennett asked about the possibility of providing the OPL Board with a summary of the data provided to the organizations referenced on page 17, on an annual basis, beginning with 2011.  Danielle McDonald, Chief Executive Officer advised that OPL staff will follow up on this question.

 

Trustee Zeidan referred to page 10, section 5.1 Virtual Visits and inquired as to whether or not Smart Phones were encompassed in the section.  J. Stirling noted that current data does not segregate users accessing via Smart Phones and other tablets.  OPL staff is currently working to resolve this issue.

 

Trustee Bergeron referred to pages 11 and 12, section 5.3 Public Internet Access Computer Usage and section 5.4 Wireless Internet Sessions and spoke to the current trends with respect to accessing the internet.  He suggested that more resources be invested in the large increase in wireless internet sessions and added that the loss of the Computer Access Program (CAP) funding should not prompt the OPL to invest its own financial resources in public internet access computer usage, in a time when wireless internet sessions are peaking.  J. Stirling explained that the CAP funding provided limited funding to the OPL.  She added that the OPL will be working towards meeting user needs.  Trustee Bennett mentioned that there is a segment of the population that cannot afford wireless devices to access the internet.  He added that the elimination of public computers should not be considered, unless there is an attempt to increase the number of wireless devices offered by the Library.

 

TOPIC: PERFORMANCE MEASUREMENT REPORT

MOTION: 067-12

Doc #8 Q2 Performance Measurement Report

 

Be it resolved that the OPL Board receive the Q2 Performance Measurement Report.

 

 -RECEIVED.

 

 

 

 

 

 

 

 

 

14.  Approval of Minutes

 

TOPIC: APPROVAL OF THE MINUTES

MOTION: 061-12

Doc #1b) Approval of Minutes: June 11, 2012; June 27, 2012

 

Moved by Trustee Gauch, seconded by Trustee Tierney to approve the minutes dated June 11, 2012 and June 27, 2012 as presented.

 

                                                                                                                                       -CARRIED.

 

15.  Q2 Financial Report

Trustee Bergeron asked for a staff update on OPL’s current financial status. 

 

Monique Désormeaux, Division Manager, Service Excellence explained that a number of mitigation measures had been adopted by staff to remedy OPL’s projected deficit.  Front line managers were involved in the process and were asked to review their scheduling practices, decelerate the hiring process, and re-examine their discretionary expenditures.  The OPL will also be reviewing reimbursement for the cost of bargaining as outlined in the Collective Agreement.  With mitigation measures in place, the OPL is now projecting a $108,000 deficit.  Further discussion will take place at the management level to determine implementation of next steps to eliminate the projected deficit.

 

TOPIC: financial report

MOTION: 068-12

Doc #9 Q2 Financial Report

 

Be it resolved that the OPL Board receive the Q2 Financial Report.

 

 -RECEIVED.

 

16.  2011 OPL Capital Works In Progress (WIP) Closure

Trustee Wilkinson referred to page 5, Appendix 2: Capital Projects Requiring Completion Date Changes and asked as to why all capital projects were not included in the report.  Brenda Gorton, Manager, Financial Services Unit responded that the requested information could be found in the OPL quarterly report on Major Capital Projects (Agenda Item 12).  She mentioned that the table provided in the report meets Council policy.  She further added that the report name will be changed to “Capital Closure Report” to avoid any confusion.

 

TOPIC: oPL CAPITAL IN PROGRESS CLOSURE

MOTION: 069-12

Doc #10 OPL Capital Works In Progress (WIP) Closure

 

Be it resolved that the OPL Board receive the OPL Capital Closure Report.

 

 -RECEIVED.

 

17.  2011 Audited Financial Statements

Trustee Gauch asked which firm was tasked to conduct the OPL’s audited financial statements.  Brenda Gorton, Manager, Financial Services Unit advised that Ernst & Young completed OPL’s financial statements, as included in the City’s audited financial statements.  She advised that the auditor’s name will be included in the future.

 

Trustee Gauch referred to page 5 and requested clarification on the figure listed under “Change in the fund balance for the year”.  B. Gorton explained that the amount includes all operating, capital and tangible capital assets, as per legislative requirements.

 

TOPIC: 2011 Audited financial statements

MOTION: 070-12

Doc #11 2011 Audited Financial Statements

 

Be it resolved that the OPL Board receive the 2011 Audited Financial Statements.

 

 -RECEIVED.

 

18.  Adjournment

 

TOPIC: ADJOURNMENT

MOTION: 071-12

 

Moved by Trustee Gourlay to adjourn the meeting at 18:15.

 

                                                                                                                                       -CARRIED.

 

 

 

Minutes approved by:                                                                              

 

 

 

 

 

 

 

 

 

Chair

 

Secretary