Oakville Public Library Board

MINUTES

Meeting #:
Date:
Time:
-
Location:
Virtual Meeting
Board Members Present:
  • Councillor Knoll, Chair (In person)
  • Councillor Haslett-Theall
  • Steven Bright
  • Pankaj Sardana
  • Bill Smith
  • Susan Fanelli
  • Andrew Cashman
Staff Present:
  • C. Bell, Commissioner of Community Services
  • T. Wong, CEO of Oakville Public Library (In person)
  • J. Moncada, Director of Innovation and Integration (In person)
  • S. Dinu, Director of Customer Experience (In person)
  • T. Agnew, Manager of Human Resources
  • B. Wiersma, Senior Financial and Policy Analyst
  • J. Warren, Council and Committee Services

A meeting of the Oakville Public Library Board was held on Thursday, February 24, 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, JANUARY 27, 2022
This item has attachments. 

1.Post-Meeting Minutes - OPL_Jan27_2022 - English.pdf
  • Moved byCouncillor Haslett-Theall
    Seconded bySusan Fanelli

    That the minutes of the regular meeting of the Oakville Public Library Board dated January 27, 2022, be approved, as amended under Item 6.1 to change the third bullet point from "focus on rapid decision making" to "focus on an emergency management protocol".

    CARRIED

4.
Consent Item(s)
 

4.1
Oakville Public Library (OPL) Board Key Agenda Items
This item has attachments. 

1.OPL Key Agenda Items - February 24, 2022.pdf
2.Appendix A - Board Key Agenda Items 2022.pdf
  • Moved byCouncillor Haslett-Theall
    Seconded byBill Smith

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

    CARRIED

4.2
Health and Safety Report – February 24, 2022
This item has attachments. 

1.Health and Safety Report - February 24, 2022.pdf
  • Moved byCouncillor Haslett-Theall
    Seconded byBill Smith

    That the Health and Safety report be received for information.

    CARRIED

4.3
2022 CEO Goals – February 24, 2022
This item has attachments. 

1.2022 CEO Goals - February 24, 2022.pdf

The Board requested that the 2022 CEO Goals include succession planning as part of the overall talent strategy goal.

  • Moved byCouncillor Haslett-Theall
    Seconded byBill Smith

    That the 2022 CEO Goals be approved, as amended.

    CARRIED

5.
Confidential Consent Item(s)
 

There are no confidential consent items.

6.
Discussion Item(s)
 

6.1
Comprehensive Financial Report at December 31, 2021
This item has attachments. 

1.Comprehensive Financial Report at December 31, 2021.pdf

Tara Wong, CEO OPL noted the 2021 surplus was higher than indicated in the staff report.  The surplus will be about $64,000 higher, which will show in the 2021 audit.  Belinda Wiersma, Senior Financial and Policy Analyst will review the 2022 finances to ensure this doesn't happen again this year.

Ms. Wong advised the Board that anything over $200,000 from the Library Development Reserve will go into the Oakville Community Foundation endowment fund, as there is a stronger return on investment.

  • Moved byPankaj Sardana
    Seconded byAndrew Cashman
    1. That the Comprehensive Financial Report at December 31, 2021 be received.
    2. That $114,129 from the Library Development Reserve fund be moved to OPL’s Oakville Community Foundation endowment fund.
    CARRIED

6.2
2021 Year-End Employee Retention and Turnover Metrics – February 24, 2022
This item has attachments. 

1.2021 Year-End Employee Retention and Turnover Metrics - February 24, 2022.pdf

Tara Wong, CEO OPL has noted there was a higher rate of staff resignations in 2021.  Primarily due to COVID and retirements.  An additional factor was that there has been a lot of movement in libraries across Ontario due to retirements, opening up many different positions.  

The Board inquired as to how OPL can retain more part-time staff.  Ms. Wong advised that the standard for part-time is 24 hour positions and OPL is looking to create more full-time positions when vacancies become available.

It was noted that staff qualify for health benefits at 18 hours/week and that retention rates are similar to other libraries within Halton Region.  Staff will provide further information on how OPL retention compares to other Ontario libraries at the next quarterly report.

  • Moved byBill Smith
    Seconded bySusan Fanelli

    That the 2021 Year-End Employee Retention and Turnover Metrics report be received for information.

    CARRIED

6.3
CEO Update – February 24, 2022
This item has attachments. 

1.CEO Update - February 24, 2022.pdf

Tara Wong, CEO OPL presented the CEO Update and the Board noted the following:

  • Regarding recruitment for the two vacancies on the Board it was suggested that staff consider multiple advertising options, as many houses do not get Oakville Beaver delivery.
  • In regards to the North Park community consultation, it was suggested that the Tea with Tara program may be able to start up again in the branches in Summer/ Fall 2022.
  • The OPL Kiosk is scheduled to go to River Oaks, and a browse and borrow may go in at Sixteen Mile while that branch is closed, OPL is also considering additional locations.  The Board would like to be updated on criteria for selecting locations in the future.
  • In regards to the quiet room scheduled for the new North Park branch the architects are aware it is beside the running track have assured staff that there will not be sound issues.
  • Moved bySteven Bright
    Seconded bySusan Fanelli

    That CEO Update report be received for information.

    CARRIED

7.
Confidential Discussion Item(s)
 

7.1
Staffing Update
 

CLOSED SESSION

  • Moved byBill Smith
    Seconded bySusan Fanelli

    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 - Staffing Update.

    CARRIED

  • The Board resolved into closed session at 7:40 p.m.

    The Board resolved back into open session at 7:51 p.m.

  • Moved byCouncillor Haslett-Theall
    Seconded byPankaj Sardana

    That the verbal update from the CEO be received. 

    CARRIED

8.
New Business
 

Councillor Knoll, Chair, updated the Board that the ad-hoc Board Procedural By-law Review Committee had their first meeting.

A moment of silence was held for the Ukraine.

9.
Date and Time of Next Meeting
 

Thursday, March 24, 2022
Virtual Meeting - 7:00 p.m.

10.
Adjournment
 

  • Moved bySteven Bright
    Seconded bySusan Fanelli

    That this meeting be adjourned. 

    CARRIED

  • The meeting adjourned at 7:54 p.m.

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