Minutes
Ottawa Public Library Board
December 10, 2012

A regular meeting of the Ottawa Public Library Board was held on Monday December 10, 2012 at 17:00 hours at Ottawa City Hall in the Festival Control Board Room, 110 Laurier Avenue West, Ottawa, ON.

Present:	Chair		Jan Harder
	Vice-Chair		Jim Bennett
			Amelita Armit
			André Bergeron
			Keith Egli
			Patrick Gauch
			David Gourlay
			Doug Thompson
			Tim Tierney
			Marianne Wilkinson
			Rose Zeidan
Regrets:			Christine Langlois
			Danielle Lussier-Meek
			Shad Qadri
Also Present:		Chief Executive Officer	Danielle McDonald
		Div. Mgr. Facilities and Business Services	Elaine Condos
		Div. Mgr. System-Wide Services & Innovation	Jennifer Stirling
		Manager, Financial Services Unit	Brenda Gorton
		Recorder	Marc Pellerin

CALL TO ORDER
The meeting was called to order at 5:00 p.m. Trustee Gauch joined by teleconference.

DECLARATIONS OF CONFLICT OF INTEREST
There were no declarations of conflict of interest.

1. CONFIRMATION OF MINUTES

MOTION: OPLB 2012-0101
Minutes – Ottawa Public Library Board meeting of November 19, 2012

-CONFIRMED.

PRESENTATIONS
Ottawa Public Library New Website, Craig Ginther, Manager, Digital Services

Craig Ginther, Manager, Digital Services gave a PowerPoint presentation on the new library website. The need for a new website came as a result of the evolving nature of libraries as well as the need to respond to customer demand, with new web content and features. The website has been repurposed with the intention of:

§ Improving usability and navigation,

§ Ensuring that content is clear, concise and consistent, and;

§ Ensuring that customer self-service is well supported.

C. Ginther provided a demonstration of the new OPL website.

Chair Harder emphasized the need to develop a fundraising profile, to be included in a conspicuous area of the new OPL website. She further inquired about the timing of the new website launch. C. Ginther responded that the website would be launched on December 11, 2012.

CHIEF EXECUTIVE OFFICER’S REPORT
Danielle McDonald, Chief Executive Officer gave her verbal report.

Emerald Plaza Branch Event: Trustee Egli and Chair Harder are officially announcing the expansion of the Emerald Plaza Branch this Saturday, December 15 at 11:00 a.m.

Carlingwood Branch: The branch will be undergoing accessibility upgrades in 2013. The project is being funded through the City’s Older Adult Plan. It will focus on creating fully accessible washrooms on the ground and 3^rd floors. If financially feasible, exterior ramp improvements will also take place. All work is anticipated to be undertaken in May 2013.


Awesome Authors Youth Writing Contest: The Awesome Authors Youth Writing Contest has been launched. The competition deadline is February 11.

Enhanced eBook Customer Support: D. McDonald explained that customer demand for eBook customer support markedly increases after the Christmas period as customers receive new devices over the holidays. OPL will be providing three channels to help customers understand how to configure and access OPL’s eBook collection. Through this initiative, enhanced web help will be offered with the launch of the new website, a large number of group sessions will be held across the library system, and one-on-one tutorials will be available in most locations.

A Year in Review: D. McDonald reported that 2012 has been a productive year for the Board and for the OPL, with many changes having taken place. She summarized some of the key 2012 accomplishments. Several celebrations were held throughout 2012, with many attended by Mayor Jim Watson. She thanked all trustees for their efforts and support with a gift bag, as a token of appreciation.

2. 2013 BOARD MEETING SCHEDULE

Chair Harder emphasized the need for a larger meeting space to accommodate all trustees as well as members of the public. In recent years, the Board has been holding regular meetings in the Colonel By Room. That room is no longer large enough to accommodate the public, including staff and the media. In April 2005, the Board approved a motion that some regular meetings be held outside of downtown, and in a district library or other nearby facility. In lieu of holding OPL Board meetings at library branches, many events have been celebrated this year at various branches across the city.

Elaine Condos, Division Manager, Facilities and Business Services reported that teleconferencing services have been required for 60% of the Board’s meetings in 2012. While the Champlain Room does not offer a teleconferencing unit, she reported that a unit could be rented at $200 per meeting. Staff will also investigate the purchase of a teleconferencing unit, used for Board meetings as well as other OPL events.




MOTION: OPLB 2012-0102
Moved by Trustee Thompson, seconded by Trustee Tierney,

WHEREAS the OPL Board approved motion 34-05 on April 11, 2005 “that the Board approve holding a minimum of two monthly meetings a year outside of downtown and that these meetings be held in district libraries or other nearby facility [sic]”; and

WHEREAS Board trustees now have frequent opportunities to visit branches for celebrations and other events; and

WHEREAS public Board meetings should be held in consistent, easily accessible locations that can meet necessary technical and other operational requirements;

THEREFORE BE IT RESOLVED THAT the Ottawa Public Library regular Board meetings be held in an appropriate venue at Ottawa City Hall; and

THAT the Chief Executive Officer be directed to put into place any technical or operational supports required to facilitate open and accessible Board meetings; and;

THAT the Ottawa Public Library Board approve the 2013 regular meeting schedule as proposed in Appendix 1.

-CARRIED.

3. APPOINTMENT OF NOMINATION COMMITTEE

MOTION: OPLB 2012-0103
Moved by Trustee Bennett,

That the Ottawa Public Library Board appoint Trustees Amelita Armit, Keith Egli, and Tim Tierney to serve on the Nomination Committee to draft a slate of nominees for the positions of Chair and Vice-Chair for 2013 and 2014; and



That elections for the position of Chair and Vice-Chair be held at the Board’s meeting of January 14, 2013.

-CARRIED.

4. OPL MANAGEMENT AND PROFESSIONAL EXEMPT (MPE) GROUP ECONOMIC INCREASE 2013

MOTION: OPLB 2012-0104
That the OPL Board authorize a 1.93% economic increase for the Library’s Management and Professional Exempt (MPE) Group, effective January 1, 2013.

-CARRIED.

5. HUMAN LIBRARY EVENT 2013

MOTION: OPLB 2012-0105
That the Ottawa Public Library Board receive this report for information.

-RECEIVED.

Chair Harder advised that a presentation on the 2013 Human Library Event will be added to the Board’s January agenda.

6. MONITORING REPORTS

Chair Harder referred to Monitoring Report A.14 Environmental Sustainability and requested that staff identify the fifteen branches that have been transitioned to City standardized recycling and waste bins and curb side pickup, as identified in the report. Additional information will be sent to the Board via email.








MOTION: OPLB 2012-0106 & OPLB 2012-0107
That the Ottawa Public Library Board receive the following Monitoring Reports for information:

1. A.14 Environmental Sustainability

OPLB 2012-0106

2. A.29 Library Facilities

OPLB 2012-0107

-RECEIVED.

7. 2012 CALENDAR OF REPORTS, OUTSTANDING INQUIRIES, MOTIONS, AND UNSCHEDULED REPORTS

MOTION: OPLB 2012-0108
That the Ottawa Public Library Board receive this report for information.

-RECEIVED.

NOTICES OF MOTION
There were no notices of motion.

OTHER BUSINESS
There was no other business.

INQUIRIES
There were no other inquiries.








ADJOURNMENT

MOTION: OPLB 2012-0109
Moved by Trustee Gauch,

That the Ottawa Public Library Board meeting be adjourned at 5:53 p.m.

-CARRIED.

Minutes approved by:

Original Signed	Original Signed
Chair	Secretary