Oakville Public Library Board

MINUTES

Meeting #:
Date:
Time:
-
Location:
Council Chamber
Board Members Present:
  • Councillor Knoll, Chair
  • Steven Bright
  • Bill Smith
  • Andrew Cashman
  • Meredith Burke
  • Savanna Chiblow
  • N. Sully, Commissioner of Corporate Services
Regrets:
  • Councillor Chisholm
  • Pankaj Sardana
  • Susan Fanelli
Staff Present:
  • T. Wong, CEO of Oakville Public Library
  • Joseph Moncada, Director of Innovation and Integration
  • Tricia Agnew, Manager of Human Resources
  • 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, December 8, 2022, in the Council Chamber of the Oakville Municipal Building, 1225 Trafalgar Road, commencing at 7:00 p.m..


As noted above.

No declarations of pecuniary interest were declared.

  • Moved byMeredith Burke
    Seconded byBill Smith

    That the minutes and the confidential minutes of the regular meeting of the Oakville Public Library Board dated October 27, 2022, be approved.

    CARRIED
  • Moved bySteven Bright
    Seconded byBill Smith

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

    CARRIED
  • Moved bySteven Bright
    Seconded byBill Smith

    That the Health and Safety report be received for information.

    CARRIED
  • Moved bySteven Bright
    Seconded byBill Smith

    That that Performance and Measures Report Q3 2022 be received for information.

    CARRIED

There were no confidential consent items.

  • Moved byBill Smith
    Seconded bySteven Bright
    1. That the election for Vice-Chair be deferred until Council has made citizen appointments for the 2022-2026 term.
    2. That Steven Bright remain Vice-Chair until a successor is appointed.
    CARRIED
  • Moved byAndrew Cashman
    Seconded bySteven Bright

    That Councillor Jeff Knoll be appointed as Chair of the Oakville Public Library Board for the 2022-2026 term.

    CARRIED

Tara Wong, CEO OPL reviewed the financial report, and responding to questions it was noted that while OPL doesn't discuss the details of finances with other public library services, other issues such as human resources and staff retention are discussed.

  • Moved byAndrew Cashman
    Seconded bySteven Bright

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

    CARRIED

Tara Wong, OPL CEO reviewed the 2023 Capital Budget, it was clarified that there are no dollars allotted for capital planning because the funds are coming from the town.

Nancy Sully, Commissioner of Corporate Services advised that with Bill 23 there will be impacts brought forward.  Impacts might be known by the Spring of 2023.

  • Moved byBill Smith
    Seconded bySteven Bright

    That the 2023 OPL Capital Budget be approved and submitted to Town Council for consideration.

    CARRIED

Tara Wong, OPL CEO reviewed the 2023 Operating Budget.

Responding to questions from the Board the following was noted:

  • The personnel costs are set at full complement, however, there is surplus when people shift positions.
  • Internal transfers to facilities are due to the town fully supporting all OPL buildings. For 2023, this cost will be included as part of the towns budget.
  • OPL staff will be discussing how to better market room rentals. 
  • Moved byBill Smith
    Seconded byAndrew Cashman

    That the 2023 OPL Operating Budget be approved and submitted to Town Council for consideration.

    CARRIED

Tara Wong, OPL CEO advised that OPL is trying to form further connections within the community to receive feedback from other organizations regarding why people may or may not have an interest in working for OPL.

Ms. Wong identified that reaching broader groups is a dynamic issue and some positions have specific education requirements.  Current staff are encouraged to look at an education in library sciences to allow broader options for a library based career.  The Board suggested that OPL work with schools on recruitment.

It was noted that the Halton Multicultural Council has been helpful in trying to promote diversity.  OPL believes that staff should reflect the community they serve.

There are no barriers with applicants who have acquired foreign credentials, as training can fill any gaps. OPL is looking to hire staff with more diverse language options. The Board would like to know what languages are spoken amongst current staff.

OPL does not track languages spoken amongst cardholders, however the most recent census can be explored to help staff be more mindful of what demographic OPL serves.  OPL tracks usage of multilingual collections and partners with community groups to provide feedback on what to add to multilingual collections.

The Board noted that perhaps partnerships with Neyagawa and Dorval can be explored.

  • Moved bySteven Bright
    Seconded byMeredith Burke

    That the Diversity, Equity and Inclusion Strategic Framework be received for feedback.

    CARRIED

Tara Wong, OPL CEO presented the talent management strategic framework.  Discussion with the Board ensued and the following was noted:

  • OPL is looking to expand recruitment beyond regular avenues.  Ms. Wong advised that for all positions it is assessed if a library background is necessary.
  • OPL works with The Partnership, a site that posts all library jobs in Canada, and staff are looking to explore LinkedIn.
  • This framework includes support to middle management.
  • The town does a Pulse survey annually in which OPL participates. An action plan based on results will be implemented in Q1 2023.
  • Management is asking for regular feedback, and staff focus groups will take place in January.
  • The Board suggested language be added in regarding ongoing feedback.
  • Staff development day was successful.
  • Moved byBill Smith
    Seconded byMeredith Burke

    That the Talent Management Strategic Framework be received for feedback

    CARRIED

Tara Wong, OPL CEO presented the ITS SLA report, advising the following:

  • OPL’s domain support will not change with the SLA.
  • The Microsoft 360 license will effect the public access computers.
  • It may take some time to find the right staff to accommodate all the aspects of the technologist job.
  • The photocopiers are owned and OPL staff have reached out to ITS staff about replacement.
  • This report will come back in February 2023.
  • Moved byAndrew Cashman
    Seconded byBill Smith

    That the Information Technology Solutions Service Level Agreement update report be received for feedback.

    CARRIED

The Board requested that the policy be amended to specify the term sales be changed to "retail sales", as many library users are selling services, like tutoring for example, which is to be permitted.

  • Moved bySavanna Chiblow
    Seconded byMeredith Burke

    That the Library Space Booking Policy be approved, as amended.

    CARRIED

Tara Wong, OPL CEO presented the HIP report and responding to questions from the Board the following was noted:

  • Members of the community cant access shelters unless they have ID, which often gets stolen from them.
  • The Board suggested that HIP connect with the Oakville Community Foundation.
  • Staff will follow up with the widgets and how much success they are having.
  • Moved byBill Smith
    Seconded bySteven Bright

    That the Halton Information Providers (HIP) Q4 2022 Update be received for information.

    CARRIED

Tara Wong, OPL CEO, presented the CEO Update and the Board suggested that white boards may be a good addition to library meeting and collaboration spaces.

  • Moved byAndrew Cashman
    Seconded bySteven Bright

    That CEO Update report be received for information.

    CARRIED

CLOSED SESSION

  • Moved byAndrew Cashman
    Seconded bySteven Bright

    That the Oakville Public Library Board resolve into a closed meeting session for the purpose of dealing with personal matters about an identifiable individual, including municipal or local board employees in relation to Item 7.1 - Director, Customer Experience Recruitment Update.

    CARRIED
  • The Board resolved into closed session at 8:28 p.m.
    The Board resolved back into open session at 8:39 p.m.

  • Moved bySteven Bright
    Seconded byBill Smith

    That the recommendation in the confidential staff report from Oakville Public Library dated November 29, 2022, be endorsed.

     

    CARRIED
  • Moved byAndrew Cashman
    Seconded bySavanna Chiblow

    That the 2023 meeting schedule be received, as amended.

    CARRIED

Councillor Knoll thanked Councillor Haslett-Theall for serving on the Board for the last four years and welcomed Councillor Chisholm as a new representative of Council on the Board.

Thursday, January 19, 2023
Oakville Municipal Building
Council Chamber - 7:00 p.m.

  • Moved bySteven Bright
    Seconded byMeredith Burke

    That this meeting be adjourned.

    CARRIED
  • The meeting adjourned at 8:54 p.m.

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