Ottawa Public Library Board DISPOSITIONS Monday November 19, 2012, 4:30 p.m. Festival Control Board Room, 110 Laurier Avenue West 1. IN CAMERA OPLB 2012-0098 The Ottawa Public Library Board move in camera to discuss personal matters about an identifiable individual and to discuss labour relations or employee negotiations. - CARRIED 2. RETURN TO OPEN SESSION OPLB 2012-0099 Moved by Trustee Egli, seconded by Trustee Gourlay, That the Ottawa Public Library Board return to open session at 5:20 p.m. - CARRIED 3. OTTAWA PUBLIC LIBRARY FOUNDATION OPLB 2012-0100 Moved by Trustee Armit, seconded by Trustee Gourlay, That the Ottawa Public Library Board (“the Board”) receive the letter from the Chair of the Ottawa Public Library Foundation (“the Foundation”) dated November 15, 2012; and That the OPL Board direct the CEO to work with the Chair of OPLF with regard to winding up the affairs of the Foundation. - CARRIED 4. CONFIRMATION OF MINUTES Minutes – October 15, 2012 & October 22, 2012 OPLB 2012-0085 Moved by Trustee Lussier-Meek, seconded by Trustee Qadri, Minutes – Ottawa Public Library Board meeting of October 15, 2012 & October 22, 2012 - CONFIRMED 5. 2012 CALENDAR OF REPORTS, OUTSTANDING INQUIRIES, MOTIONS AND UNSCHEDULED REPORTS OPLB 2012-0086 That the Ottawa Public Library Board receive this report for information. - RECEIVED 6. BOARD GOVERNANCE REVIEW OPLB 2012-0088 Moved by Trustee Bennett, seconded by Trustee Gauch, 1. That the Ottawa Public Library Board approve disbanding the current committees (Facilities Planning Committee, Finance and Budget Committee, and Governance and Audit Committee) and subsequently utilize ad-hoc groups as required; and 2. That the Ottawa Public Library Board approve a recommendation to reduce the size of the Board to nine members with five citizen trustees and four councillor trustees for Council’s consideration and implementation. MOTION FOR AMENDMENT Moved by Trustee Langlois, seconded by Trustee Lussier-Meek, 1. That the Ottawa Public Library Board approve disbanding the current committees (Facilities Planning Committee, Finance and Budget Committee, and Governance and Audit Committee) and subsequently utilize ad-hoc groups as required; and 2. That the Ottawa Public Library Board approve a recommendation to reduce the size of the Board to nine members with six citizen trustees and three councillor trustees for Council’s consideration and implementation. - DEFEATED Trustee Bennett requested a recorded vote be taken on motion #OPLB 2012-0088. The motion was put to a vote and DEFEATED on a division of 4 YEAS to 10 NAYS as follows: YEAS (4): Trustees Amelita Armit, Jim Bennett, Christine Langlois, Danielle Lussier-Meek NAYS (10): Trustees André Bergeron, Keith Egli, Patrick Gauch, David Gourlay, Shad Qadri, Doug Thompson, Tim Tierney, Marianne Wilkinson, Rose Zeidan, and Chair Jan Harder As a result of the recorded vote, the above-noted motion to amend was defeated. The second paragraph (highlighted section) of the main motion #OPLB 2012-0088 was then put to a vote. Trustee Langlois requested a recorded vote be taken. The motion was put to a vote and CARRIED on a division of 11 YEAS to 3 NAYS as follows: YEAS (11): Trustees André Bergeron, Jim Bennett, Keith Egli, Patrick Gauch, David Gourlay, Shad Qadri, Doug Thompson, Tim Tierney, Marianne Wilkinson, Rose Zeidan, and Chair Jan Harder NAYS (3): Trustees Amelita Armit, Christine Langlois, Danielle Lussier-Meek Moved by Trustee Bennett, seconded by Trustee Gauch, 1. That the Ottawa Public Library Board approve disbanding the current committees (Facilities Planning Committee, Finance and Budget Committee, and Governance and Audit Committee) and subsequently utilize ad-hoc groups as required; and 2. That the Ottawa Public Library Board approve a recommendation to reduce the size of the Board to nine members with five citizen trustees and four councillor trustees for Council’s consideration and implementation. - CARRIED As a result of the recorded vote, the above-noted motion was carried. The first paragraph (highlighted section) of the main motion #OPLB 2012-0088 was then put to a vote. Chair Harder requested a recorded vote be taken. The motion was put to a vote and CARRIED unanimously. YEAS (14): Trustees Amelita Armit, André Bergeron, Jim Bennett, Keith Egli, Patrick Gauch, David Gourlay, Christine Langlois, Danielle Lussier-Meek, Shad Qadri, Doug Thompson, Tim Tierney, Marianne Wilkinson, Rose Zeidan, and Chair Jan Harder NAYS (0): None Moved by Trustee Bennett, seconded by Trustee Gauch, 1. That the Ottawa Public Library Board approve disbanding the current committees (Facilities Planning Committee, Finance and Budget Committee, and Governance and Audit Committee) and subsequently utilize ad-hoc groups as required; and 2. That the Ottawa Public Library Board approve a recommendation to reduce the size of the Board to nine members with five citizen trustees and four councillor trustees for Council’s consideration and implementation. - CARRIED As a result of the recorded vote, the above-noted motion was carried. The approved motion #OPLB 2012-0088 reads: 1. That the Ottawa Public Library Board approve disbanding the current committees (Facilities Planning Committee, Finance and Budget Committee, and Governance and Audit Committee) and subsequently utilize ad-hoc groups as required; and 2. That the Ottawa Public Library Board approve a recommendation to reduce the size of the Board to nine members with five citizen trustees and four councillor trustees for Council’s consideration and implementation. 7. ADOPTION OF 2013 OPL BUDGET OPLB 2012-0089 That the Ottawa Public Library Board approve the 2013 OPL Draft Operating and Capital Budget Estimates, and forward them to City Council for consideration and final approval. - CARRIED 8. MAIN LIBRARY PLANNING – NEXT STEPS OPLB 2012-0090 Moved by Trustee Gourlay, seconded by Trustee Zeidan, That the Ottawa Public Library Board approve Option 2: Modernize as the recommended option for renewal, redesign and refreshing of the current Main Library. - CARRIED 9. APPROVAL OF BIBLIOCOMMONS “SUGGESTION TO PURCHASE” MODULE OPLB 2012-0091 That the Board approve the contract for the BiblioCommons “Suggestion to Purchase” module, which would increase the total amount spent with BiblioCommons in 2012 to $108,660. - CARRIED 10. ACCESSIBILITY POSITION STATEMENT OPLB 2012-0092 That the Ottawa Public Library Board approve the revised Accessibility Position Statement. - CARRIED 11. QUARTERLY REPORTS That the Ottawa Public Library Board receive the following quarterly reports for information: 1. Q3 2012 Report on Major Capital Project OPLB 2012-0093 2. Q3 2012 Performance Measurement OPLB 2012-0094 - RECEIVED 12. MONITORING REPORTS That the Ottawa Public Library Board receive the following Monitoring Reports for information: 1. A.16 Technology OPLB2012-0095 2. A.17 Records Management OPLB2012-0096 3. A.31 Strategic Planning OPLB2012-0097 - RECEIVED 13. ADJOURNMENT Moved by Trustee Armit That the Ottawa Public Library Board meeting be adjourned at 6:54 p.m. - CARRIED OTTAWA PUBLIC LIBRARY BOARD Page 6 DISPOSITIONS NOVEMBER 19, 2012