Oakville Public Library Board

MINUTES

Meeting #:
Date:
Time:
-
Location:
Council Chamber
Board Members Present:
  • Councillor Knoll, Chair
  • Councillor Chisholm
  • Meredith Burke
  • Avis Maher
  • Rebecca Mayville
  • Celso Mello
  • Roderick Sawyer
  • Bill Smith
Regrets:
  • Andrew Cashman
Staff Present:
  • T. Wong, CEO of Oakville Public Library
  • P. Damaso, Commissioner of Community Services
  • C. Hicks, Director of Customer Experience
  • M. Socol, Director, Innovation and Integration
  • B. Wiersma, Senior Financial and Policy Analyst
  • N. Coric, Council and Committee Coordinator
  • L. Harris, Council and Committee Coordinator
Others:

  • Wendy Rinella, CEO, Oakville Community Foundation

    Fred Pinto, Chair of Investment Committee, Oakville Community Foundation

    Lori Armitage, Director of Finance, Oakville Community Foundation

A meeting of the Oakville Public Library Board was held on Thursday, April 17, 2025 in the Council Chamber of the Oakville Municipal Building, 1225 Trafalgar Road, commencing at 7:00 p.m.

1.
Territory Acknowledgement

 

2.
Regrets

 

As noted above.

3.
Declarations of Pecuniary Interest

 

No declarations of pecuniary interest were declared.

4.
Confirmation of Minutes of the Previous Regular Meeting of the Board

 

4.1
Minutes of the Regular Meeting of the Board, March 20, 2025

This item has attachments. 
1.Oakville Public Library Board Minutes - March 20, 2025.pdf
  • Moved byRebecca Mayville
    Seconded byAvis Maher

    That the minutes of the Regular Meeting of the Oakville Public Library Board dated March 20, 2025

    CARRIED

5.
Consent Item(s)

 

5.1
2025 Oakville Public Library (OPL) Board Key Agenda Items – April 17, 2025

This item has attachments. 
1.2025 Key Board Agenda Items - April 17, 2025.pdf
2.Appendix A - Board Key Agenda Items 2025.pdf
  • Moved byCouncillor Chisholm
    Seconded byMeredith Burke

    That the 2025 OPL Board Key Agenda Items report be received for information.

    CARRIED

5.2
Health and Safety Report – April 17, 2025

This item has attachments. 
1.Health and Safety Report - April 17, 2025.pdf
  • Moved byCouncillor Chisholm
    Seconded byMeredith Burke

    That the Health and Safety report be received for information.

    CARRIED

5.3
Employee Retention and Turnover Metrics – April 17, 2025

This item has attachments. 
1.Employee Retention and Turnover Report - April 17, 2025.pdf
  • Moved byCouncillor Chisholm
    Seconded byMeredith Burke

    That the Employee Retention and Turnover Metrics report be received for information.

    CARRIED

5.4
Dress Code and Staff Identification Policy – April 17, 2025

This item has attachments. 
1.Dress Code and Staff Identification Policy - April 17, 2025.pdf
2.Appendix A - Dress Code and Staff Identification Policy (2025) .pdf
3.Appendix B - Dress Code and Staff Identification Policy (2019).pdf
  • Moved byCouncillor Chisholm
    Seconded byMeredith Burke

    That the Dress Code and Staff Identification Policy be received for approval.

    CARRIED

6.
Confidential Consent Item(s)

 

There were no confidential consent items.

7.
Discussion Item(s)

 

7.1
Oakville Community Foundation Presentation

This item has attachments. 
1.Item 7.1 - Oakville Community Foundation Presentation.pdf
  • Moved byBill Smith
    Seconded byRebecca Mayville

    That the presentation from the Oakville Community Foundation, be received.

    CARRIED

7.2
YTD Financial Status Indicators – February 2025

This item has attachments. 
1.YTD Financial Status Indicators - February 2025.pdf
2.Appendix A – February 2025 Results.pdf
  • Moved byCelso Mello
    Seconded byAvis Maher

    That the Year-to-date (YTD) Financial Status Indicators report as of February 28, 2025 be received for information.

    CARRIED

7.3
Staff Engagement Survey Overview – April 17, 2025

This item has attachments. 
1.Staff Engagement Survey Results Overview - April 17, 2025.pdf
2.Appendix A - Oakville Public Library Scorecard .pdf
  • Moved byBill Smith
    Seconded byCelso Mello
    1. That the Staff Engagement Survey Overview be received for discussion.
    2. That the CAO return in Q3 of 2025 with further findings for analysis.
    CARRIED

7.4
2025 Q1 OPL Goals – April 17, 2025

This item has attachments. 
1.2025 Q1 OPL Goals - April 17, 2025.pdf
  • Moved byRoderick Sawyer
    Seconded byCouncillor Chisholm

    That the 2025 OPL Goals be received for discussion.

    CARRIED

7.5
Exhibit Policy – April 17, 2025

This item has attachments. 
1.Exhibit Policy - April 17, 2025.pdf
2.Appendix A - OP-003 Exhibit Policy (2025).pdf
3.Appendix B - OP-003 Exhibit Policy (2019).pdf
  • Moved byRebecca Mayville
    Seconded byMeredith Burke

    That the Exhibit Policy be received for feedback.

    CARRIED

7.6
CEO Update – April 17, 2025

This item has attachments. 
1.CEO Update- April 17, 2025.pdf
2.Item 7.6 - Staff Presenation - CEO Update.pdf
  • Moved byCelso Mello
    Seconded byRoderick Sawyer

    That CEO Update report be received for information.

    CARRIED

8.
Confidential Discussion Item(s)

 

8.1
Newspaper Digitization Update - April 17, 2025

 
  • Moved byRebecca Mayville
    Seconded byMeredith Burke

    CLOSED SESSION 

    That the Oakville Public Library Board resolved into a meeting closed to the public as these matters may be considered in the absence of the public under Section 16.1(4)(f) of the Public Libraries Act with respect to Item 8.1 - Newspaper Digitization Update - April 17, 2025 that deals with advice that is subject to solicitor-client privilege, including communications necessary for that purpose. 

    CARRIED

  • The Oakville Public Library Board resolved into closed session at 8:16 p.m.

    The Oakville Public Library Board resolved back into open session at 8:47 p.m.

  • Moved byCouncillor Chisholm
    Seconded byCelso Mello
    1. That the Newspaper Digitization Update report be received;
    2. That Staff be directed to undertake an in-depth investigation of access model option 1 - provide free remote public access to the digitized newspaper collection through OPL's existing third-party online platform which currently hosts the library's digital historical collections as identified in this report for the newly digitized newspaper content.
    3. That Staff be directed to continue the current practice of providing remote, free public access to OPL’s existing historic digitized newspaper content, in accordance with the 1994 Consent Letter from The Oakville Beaver.
    CARRIED

9.
New Business

 

There was no new business.

10.
Date and Time of Next Meeting

 

Thursday May 15, 2025

Oakville Municipal Building

Council Chamber - 7:00 p.m.

11.
Adjournment

 
  • Moved byRoderick Sawyer
    Seconded byBill Smith

    That this meeting be adjourned. 

    CARRIED

  • The meeting adjourned at 8:50 p.m.

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