Oakville Public Library BoardMINUTESMeeting #:Date:Wednesday, September 18, 2024Time: 7:00 P.m. - 10:00 P.m.Location:Council ChamberBoard Members Present:Councillor Knoll, ChairAndrew CashmanMeredith BurkeAvis MaherRebecca MayvilleCelso MelloRoderick SawyerRegrets: Councillor ChisholmBill SmithStaff Present:C. Bell, Commissioner of Community ServicesT. Wong, CEO of Oakville Public LibraryJoseph Moncada, Director of Innovation and IntegrationBelinda Wiersma, Senior Financial and Policy AnalystJessica Warren, Council and Committee ServicesP. Damaso, Commissioner of Community ServicesJasmina RadomirovicNatasha CoricCaitlyn Hicks, Director of Customer ExperienceA meeting of the Oakville Public Library Board was held on Wednesday, September 18, 2024 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 Meetings of the Board 4.1Minutes of the Special Meeting of the Board, JULY 17, 2024 1.Minutes.pdfMoved byRebecca MayvilleSeconded byAvis MaherThat the minutes of the Special Meeting of the Oakville Public Library Board dated July 17, 2024, be approved.CARRIED4.2Minutes of the Regular Meeting of the Board, JULY 18, 2024 1.Minutes(1).pdfMoved byRebecca MayvilleSeconded byAvis MaherThat the minutes of the regular meeting of the Oakville Public Library Board dated July 18, 2024, be approved.CARRIED4.3Confidential Minutes of the Closed Session of the Board, JULY 18, 2024 Moved byRebecca MayvilleSeconded byAvis MaherThat the minutes of the closed session meeting of the Oakville Public Library Board dated July 18, 2024, be approved,CARRIED4.4Minutes of the Special Meeting of the Board, AUGUST 22, 2024 1._minutes.pdfMoved byRebecca MayvilleSeconded byAvis MaherThat the minutes of the Special Meeting of the Oakville Public Library Board dated August 22, 2024, be approved.CARRIED4.5Minutes of the Special Meeting of the Board, SEPTEMBER 5, 2024 1.Minutes(2).pdfMoved byRebecca MayvilleSeconded byAvis MaherThat the minutes of the Special Meeting of the Oakville Public Library Board dated September 5, 2024, be approved.CARRIED5.Consent Item(s) 5.12024 Oakville Public Library (OPL) Board Key Agenda Items – September 18, 2024 1.2024 Key Board Agenda Items - September 18, 2024.pdf2.Appendix A - Board Key Agenda Items 2024.pdfMoved byRebecca MayvilleSeconded byAndrew CashmanThat the 2024 OPL Board Key Agenda Items report be received for information.CARRIED5.2Health and Safety Report – September 18, 2024 1.Health and Safety Report - September 18, 2024.pdfMoved byRebecca MayvilleSeconded byAndrew CashmanThat the Health and Safety report be received for information.CARRIED5.3Electronic Monitoring Policy – September 18, 2024 1.Electronic Monitoring Policy - September 18, 2024.pdf2.Appendix A GOV-014 Electronic Monitoring Policy (2024) - September 2024.pdf3.Appendix B GOV-014 Electronic Monitoring Policy (2022).pdfMoved byRebecca MayvilleSeconded byAndrew CashmanThat the updated Electronic Monitoring Policy (Appendix A) be approved. CARRIED5.4Occupational Health, Safety and Workplace Violence Policy – September 18, 2024 1.Occupational Health, Safety, and Workplace Violence Policy - September 18, 2024.pdf2.Appendix A - Occupational Health Safety Workplace Violence Policy (2024).pdf3.Appendix B - Occupational Health Safety Workplace Violence Policy (2023).pdfMoved byRebecca MayvilleSeconded byAndrew CashmanThat the Occupational Health, Safety and Workplace Violence Policy be approved. CARRIED5.5Media Relations Policy - September 18, 2024 1.Media Relations Policy - September 18, 2024.pdf2.Appendix A - Media Relations Policy (2024).pdf3.Appendix B - Media Relations Policy (2020).pdfMoved byRebecca MayvilleSeconded byAndrew CashmanThat the updated Media Relations Policy (Appendix A) be received for Approval.CARRIED5.6Political Use of Space and Resources policy – September 18, 2024 1.Political Use of Space and Resources Policy - September 18, 2024.pdf2.Appendix A - Political Use of Space and Resources Policy (2024).pdf3.Appendix B - Political Use of Space and Resources policy (2023) .pdf4.Appendix C - Use of Corporate Resources During an Election Period Procedure.pdfMoved byRebecca MayvilleSeconded byAndrew CashmanThat the Political Use of Space and Resources policy be approved.CARRIED5.7Performance and Measures Report Q2 2024 YTD – September 18, 2024 1.Performance and Measures Report Q2 2024 YTD - September 18, 2024.pdf2.Appendix A - Performance and Measures Report Q2 2024 YTD.pdfMoved byRebecca MayvilleSeconded byAndrew CashmanThat the Performance and Measures Report Q2 2024 YTD be received for information.CARRIED6.Confidential Consent Item(s) There were no confidential consent items.7.Discussion Item(s) 7.1Comprehensive Financial Report at June 30, 2024 1.Comprehensive Financial Report at June 30, 2024.pdfMoved byRoderick SawyerSeconded byAvis MaherThat the Comprehensive Financial Progress Report as of June 30, 2024, be received for information. CARRIED7.22025 Oakville Public Library Capital Budget - September 18, 2024 1.2025 Capital Budget - September 18, 2024.pdf2.Appendix A - Public Print Payment System Replacement.pdf3.Appendix B - Scheduling Software.pdf4.Appendix C - PRLMP OPL Recommended Strategies.pdf5.Appendix D - Traffic Pattern Tracking.pdf6.Appendix E - Room Booking.pdf7.Appendix F - AI Assistant for OPL.ca.pdf8.Appendix G - OPL 10 Year Capital Forecast.pdfMoved byRebecca MayvilleSeconded byAndrew CashmanThat the draft 2025 OPL Capital Budget be received for feedback. CARRIED7.32025 Oakville Public Library (OPL) Operating Budget – September 18, 2024 1.2025 Operating Budget - September 18, 2024.pdf2.Appendix A - Draft Mayoral Direction to Staff Regarding the Preparation of the 2025 Annual Budget.pdf3.Appendix B- Mayoral Direction to Staff regarding the preparation of a balanced 2025 Annual Budget.pdfMoved byAndrew CashmanSeconded byRebecca Mayville That the draft 2025 OPL Operating Budget be received for feedback. That the Board recommend Council provides an additional $310,400 to the 2025 Operating Budget to fully fund the operating costs at the new Sixteen Mile branch. CARRIED7.4Collections Update - September 18, 2024 1.Collections Update - September 18, 2024.pdfMoved byCelso MelloSeconded byRebecca MayvilleThat the Collection Development Update Report be received for information.CARRIED7.5OPL Board Procedural Bylaws Update – September 18, 2024 1.OPL Board Bylaws Update - September 18, 2024.pdf2.Appendix A - OPL Board Procedural By-Laws (2024).pdf3.Appendix B - OPL Board Procedural By-Laws (2022).pdfMoved byAndrew CashmanSeconded byRebecca MayvilleThat the updates to the OPL Board Procedural bylaws be approved.CARRIED7.6Digitization Update – September 18, 2024 1.Digitization Update - September 18, 2024.pdf2.Appendix A - Oakville Beaver MOU 1994.pdf3.Appendix B - Digitization Stakeholders Involvement.pdfMoved byRoderick SawyerSeconded byCelso MelloThat the Digitization Update report be received for information.CARRIED7.7Intellectual Freedom Policy – September 18, 2024 1.Intellectual Freedom Policy - September 18, 2024.pdf2.Appendix A - Intellectual Freedom Policy (2024).pdf3.Appendix B - Intellectual Freedom Policy (2020).pdfMoved byAvis MaherSeconded byRebecca MayvilleThat the Intellectual Freedom Policy (Appendix A) be received for feedback.CARRIED7.8Display and Distribution of Community Information Policy – September 18, 2024 1.OPL Display and Distribution of Community Information Policy Update - September 18, 2024.pdf2.Appendix A - Display and Distribution of Community Information Policy (2024) .pdf3.Appendix B - Display and Distribution Information for Public Policy (2018) .pdfMoved byRoderick SawyerSeconded byAndrew CashmanThat the Display and Distribution of Community Information Policy be received for feedback.CARRIED7.9Q2 2024 OPL Goals Update – September 18, 2024 1.2024 Q2 OPL Goals - September 18, 2024.pdf2.Appendix A - Diversity Equity and Inclusion Strategic Framework - Year Two.pdfMoved byRebecca MayvilleSeconded byCelso MelloThat the Q2 2024 OPL Goals Update be received for information.CARRIED7.10CEO Update – September 18, 2024 1.CEO Update - September 18, 2024.pdfMoved byCelso MelloSeconded byAndrew CashmanThat CEO Update report be received for information.CARRIED8.Confidential Discussion Item(s) There were no confidential discussion items.9.New Business There was no new business.10.Date and Time of Next Meeting Thursday, October 18, 2024Oakville Municipal BuildingCouncil Chamber - 7:00 p.m.11.Adjournment Moved byRebecca MayvilleSeconded byCelso MelloThat this meeting be adjourned.CARRIEDThe meeting adjourned at 8:16 p.m.No Item Selected This item has no attachments.1.2024 Key Board Agenda Items - September 18, 2024.pdf2.Appendix A - Board Key Agenda Items 2024.pdf1.2024 Q2 OPL Goals - September 18, 2024.pdf2.Appendix A - Diversity Equity and Inclusion Strategic Framework - Year Two.pdf1.CEO Update - September 18, 2024.pdf1.Collections Update - September 18, 2024.pdf1.Comprehensive Financial Report at June 30, 2024.pdf1.Digitization Update - September 18, 2024.pdf2.Appendix A - Oakville Beaver MOU 1994.pdf3.Appendix B - Digitization Stakeholders Involvement.pdf1.Electronic Monitoring Policy - September 18, 2024.pdf2.Appendix A GOV-014 Electronic Monitoring Policy (2024) - September 2024.pdf3.Appendix B GOV-014 Electronic Monitoring Policy (2022).pdf1.Health and Safety Report - September 18, 2024.pdf1.Intellectual Freedom Policy - September 18, 2024.pdf2.Appendix A - Intellectual Freedom Policy (2024).pdf3.Appendix B - Intellectual Freedom Policy (2020).pdf1.Media Relations Policy - September 18, 2024.pdf2.Appendix A - Media Relations Policy (2024).pdf3.Appendix B - Media Relations Policy (2020).pdf1.Occupational Health, Safety, and Workplace Violence Policy - September 18, 2024.pdf2.Appendix A - Occupational Health Safety Workplace Violence Policy (2024).pdf3.Appendix B - Occupational Health Safety Workplace Violence Policy (2023).pdf1.OPL Board Bylaws Update - September 18, 2024.pdf2.Appendix A - OPL Board Procedural By-Laws (2024).pdf3.Appendix B - OPL Board Procedural By-Laws (2022).pdf1.OPL Display and Distribution of Community Information Policy Update - September 18, 2024.pdf2.Appendix A - Display and Distribution of Community Information Policy (2024) .pdf3.Appendix B - Display and Distribution Information for Public Policy (2018) .pdf1.Performance and Measures Report Q2 2024 YTD - September 18, 2024.pdf2.Appendix A - Performance and Measures Report Q2 2024 YTD.pdf1.Political Use of Space and Resources Policy - September 18, 2024.pdf2.Appendix A - Political Use of Space and Resources Policy (2024).pdf3.Appendix B - Political Use of Space and Resources policy (2023) .pdf4.Appendix C - Use of Corporate Resources During an Election Period Procedure.pdf1.2025 Capital Budget - September 18, 2024.pdf2.Appendix A - Public Print Payment System Replacement.pdf3.Appendix B - Scheduling Software.pdf4.Appendix C - PRLMP OPL Recommended Strategies.pdf5.Appendix D - Traffic Pattern Tracking.pdf6.Appendix E - Room Booking.pdf7.Appendix F - AI Assistant for OPL.ca.pdf8.Appendix G - OPL 10 Year Capital Forecast.pdf1.2025 Operating Budget - September 18, 2024.pdf2.Appendix A - Draft Mayoral Direction to Staff Regarding the Preparation of the 2025 Annual Budget.pdf3.Appendix B- Mayoral Direction to Staff regarding the preparation of a balanced 2025 Annual Budget.pdf1.Minutes.pdf1.Minutes(1).pdf1._minutes.pdf1.Minutes(2).pdf