Oakville Public Library Board

MINUTES

Meeting #:
Date:
Time:
-
Location:
Council Chamber
Board Members Present:
  • Councillor Haslett-Theall
  • Steven Bright
  • Bill Smith
  • Andrew Cashman
Regrets:
  • Councillor Knoll, Chair
  • Pankaj Sardana
  • Susan Fanelli
  • Savanna Chiblow
  • Meredith Burke
Staff Present:
  • C. Bell, Commissioner of Community Services
  • T. Wong, CEO of Oakville Public Library
  • Joseph Moncada, Director of Innovation and Integration
  • Simona Dinu, Director of Customer Experience
  • Belinda Wiersma, Senior Financial and Policy Analyst
  • Jessica Warren, Council and Committee Services

A meeting of the Oakville Public Library Board was held on Thursday, September 22, 2022, in the Council Chamber of the Oakville Municipal Building, 1225 Trafalgar Road, commencing at 7:00 p.m.

1.
Regrets

 

There were no regrets for this meeting.

2.
Declarations of Pecuniary Interest

 

No declarations of pecuniary interest were declared.

3.
Confirmation of Minutes of the Previous Regular Meeting of the Board

 

3.1
Minutes of the Regular Meeting of the Board, JULY 28, 2022

This item has attachments. 
1.Post-Meeting Minutes - OPL_Jul28_2022 - English.pdf

3.2
Confidential Minutes of the Closed Session of the Board, JULY 28, 2022

 
  • Moved byCouncillor Haslett-Theall
    Seconded byBill Smith

    That the minutes and the confidential minutes of the regular meeting of the Oakville Public Library Board dated July 28, 2022, be approved.

    CARRIED

4.
Consent Item(s)

 

4.1
Oakville Public Library (OPL) Board Key Agenda Items – September 22, 2022

This item has attachments. 
1.OPL Board Agenda Items - September 22, 2022.pdf
2.Appendix A - Board Key Agenda Items 2022.pdf
  • Moved byAndrew Cashman
    Seconded byCouncillor Haslett-Theall

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

    CARRIED

4.2
Health and Safety Report – September 22, 2022

This item has attachments. 
1.OPL Health and Safety Report - September 22, 2022.pdf
  • Moved byAndrew Cashman
    Seconded byCouncillor Haslett-Theall

    That the Health and Safety report be received for information.

    CARRIED

5.
Confidential Consent Item(s)

 

6.
Discussion Item(s)

 

6.1
Comprehensive Financial Report at June 30, 2022

This item has attachments. 
1.Comprehensive Financial Report at June 30, 2022.pdf

Regarding position vacancies staff noted they are hoping to have more stability by end of year as some part-time positions transition to full-time.  It was noted that a portion of surplus funds have been moved to support collections.

  • Moved byCouncillor Haslett-Theall
    Seconded byBill Smith

    That the Comprehensive Financial Progress Report as of June 30, 2022, be received.

    CARRIED

6.2
Inclusion and Diversity Survey Results

This item has attachments. 
1.Inclusion and Diversity Survey Results - September 22, 2022.pdf

The Board requested information on how racialized individuals are being encouraged to study library science programs.  Ms. Wong, CEO OPL noted the Canadian Urban Library Council is working with universities to understand why there are less racialized individuals studying library sciences.

The Board inquired about benchmarks for the survey results and staff noted that they can reach out to CCDI to inquire.

Staff advised that the response rate was 71% which is equivalent to 92 staff.  Staff also clarified that the use of acronyms in the report will be clarified. 

  • Moved byBill Smith
    Seconded byCouncillor Haslett-Theall

    That the Inclusion and Diversity Survey Results report be received for information.

    CARRIED

6.3
Library Space Booking Policy – September 22, 2022

This item has attachments. 
1.Library Space Booking Policy Report - September 22 2022.pdf
2.Appendix A - Library Space Booking Policy (2022).pdf
3.Appendix B - Room and Space Rental Policy (2019).pdf

The Board suggested that wording around free room usage be clarified, to better provide the public in identifying when and why room access may be free.

Responding to questions from the Board staff advised that there is no security on site, unless it's identified in advance as high risk, security may be required as part of the rental.  However, should an issue arise during a rental staff would call the police for support.

  • Moved byAndrew Cashman
    Seconded byBill Smith

    That the Library Space Booking Policy be received for feedback.

    CARRIED

6.4
Accessibility Policy – September 22, 2022

This item has attachments. 
1.Accessibility Policy - September 22, 2022.pdf
2.Appendix A - Accessibility Policy (2022).pdf
3.Appendix B - Accessibility Policy (2009).pdf
4.Appendix C - Town of Oakville Accessibility Policy.pdf
5.Appendix D - Town of Oakville Procedures.pdf
  • Moved byCouncillor Haslett-Theall
    Seconded byMeredith Burke

    That the Accessibility Policy be approved

    CARRIED

6.5
2022 CEO Goals- Q3 Update – September 22, 2022

This item has attachments. 
1.2022 CEO Goals - Q3 Update - September 22, 2022.pdf
  • Moved byCouncillor Haslett-Theall
    Seconded byAndrew Cashman

    That the 2022 CEO Goals – Q3 Update report be received for information.

    CARRIED

6.6
CEO Update – September 22, 2022

This item has attachments. 
1.CEO Update - September 22, 2022.pdf
2.Appendix A - National Day of Truth and Reconciliation - List of Events.pdf

The Board requested that the library submit content for the Council newsletters.

  • Moved byBill Smith
    Seconded byCouncillor Haslett-Theall

    That CEO Update report be received for information.

    CARRIED

6.7
Electronic Monitoring Policy

This item has attachments. 
1.Electronic Monitoring Policy - Sept 22, 2022.pdf
2.Appendix A - Electronic Monitoring Policy (2022).pdf
  • Moved byBill Smith
    Seconded byCouncillor Haslett-Theall

    That the Electronic Monitoring Policy (Appendix A) be approved.

    CARRIED

7.
Confidential Discussion Item(s)

 

There were no confidential discussion items.

8.
New Business

 

8.1
Request for Leave of Absence

This item has attachments. 
1.Original Message.pdf

Staff advised that an update on the downtown cultural hub will be provided at the October meeting.

  • Moved byCouncillor Haslett-Theall
    Seconded byAndrew Cashman

    That the request from Board member Susan Fanelli for a three month leave of absence be approved.

    CARRIED

9.
Date and Time of Next Meeting

 

Thursday, October 27, 2022
Oakville Municipal Building
Council Chamber - 7:00 p.m.

10.
Adjournment

 
  • Moved byBill Smith
    Seconded byMeredith Burke

    That this meeting be adjourned.

    CARRIED

  • The meeting adjourned at 7:48 p.m.

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