Oakville Public Library Board

MINUTES

Meeting #:
Date:
Time:
-
Location:
Virtual Meeting
Board Members Present:
  • Councillor Knoll, Chair
  • Councillor Haslett-Theall
  • Meredith Burke
  • Savanna Chiblow
  • Pankaj Sardana
  • Bill Smith
  • Susan Fanelli
Regrets:
  • Steven Bright
  • Andrew Cashman
Staff Present:
  • C. Bell, Commissioner of Community Services
  • N. Sully, Commissioner of Corporate Services and Treasurer
  • S. Zurzolo, Director of Information Technology Solutions
  • T. Wong, CEO of Oakville Public Library
  • J. Moncada, Director of Innovation and Integration
  • S. Dinu, Director of Customer Experience
  • 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, July 28, 2022 in the Oakville and Trafalgar Rooms of the Oakville Municipal Building, 1225 Trafalgar Road, commencing at 7:00 p.m.

1.
Regrets

 

As noted above.

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, JUNE 23, 2022

This item has attachments. 
1.Minutes.pdf
  • Moved bySusan Fanelli
    Seconded byPankaj Sardana

    That the minutes of the regular meeting of the Oakville Public Library Board dated June 23, 2022, be approved

    CARRIED

4.
Consent Item(s)

 

4.1
Oakville Public Library (OPL) Board Key Agenda Items – July 28, 2022

This item has attachments. 
1.OPL Board Agenda Items - July 28, 2022.pdf
2.Appendix A - Board Key Agenda Items 2022.pdf
  • Moved byBill Smith
    Seconded bySusan Fanelli

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

    CARRIED

4.2
Health and Safety Report – July 28, 2022

This item has attachments. 
1.OPL Health and Safety Report - July 28, 2022.pdf

The Board inquired about an ergonomic assessment.  Staff advised there has not been any issues with ergonomics, and that staff ensure everything is accessible.

  • Moved byCouncillor Haslett-Theall
    Seconded byBill Smith

    That the Health and Safety report be received for information.

    CARRIED

4.3
Employee Retention and Turnover Metrics Report – July 28, 2022

This item has attachments. 
1.Employee Retention and Turnover Metrics Report - July 28, 2022.pdf

The Board requested that staff report back on the current number of vacancies.  Staff advised they will report back by way of an information item.

Tara Wong, CEO OPL, noted that all of the towns Community Services Commission is struggling with recruitment.  Ms. Wong advised that the library has a lot of part-time staff and are looking to switch to full-time where possible.

OPL is looking to re-write certain recruitment materials to promote how working for OPL helps benefit the community.

  • Moved byCouncillor Haslett-Theall
    Seconded bySusan Fanelli

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

    CARRIED

4.4
Performance and Measures Report Q2 2022 – July 28, 2022

This item has attachments. 
1.Performance and Measures Q2 Report - July 28, 2022.pdf
2.Appendix A - Performance and Measures Report Q2 2022.pdf

The Board requested that staff identify what the levels of teen engagement is.  Staff advised that certain creation zone programs could be a mix of adults and teens, but that they will look at manually spitting the registration to identify teen participation.

Regarding new cardholders, staff noted active card holders are people who have used the library in the last two years and total card holders applies to everyone regardless of last card use.  Staff advised that every month cards are purged due to inactivity.  Staff are working on a campaign to re-engage card holders who are inactive.

RECESS

The Board recessed from 7:15 p.m. - 7: 19 p.m.

The Board inquired about the possibility to identify seniors as a specific group when it comes to metrics, instead of grouping them with adults.  Staff noted that programs aren't advertised for seniors specifically, they are promoted as adult programs. 

  • Moved byCouncillor Haslett-Theall
    Seconded byBill Smith

    That that Performance and Measures Report Q2 2022 be received for information.

    CARRIED

5.
Confidential Consent Item(s)

 

There are no confidential consent items.

6.
Discussion Item(s)

 

6.1
Information Technology Solutions Mandate Change

This item has attachments. 
1.Information Technology Solutions Focus and Re-Alignment Change - July 28 2022.pdf

Sam Zurzolo, Director of Information Technology Solutions and Nancy Sully, Commissioner of Corporate Services and Treasurer were present to answer any questions from the Board.

The Board would like any technology support gaps to be identified, and enquired about new FTE's being added to the library to accommodate the changes. Tara Wong, CEO OPL noted OPL has a Manager of Technology  and Projects and a Technology Specialist, these positions are tailored to provide library specific technological help.

  • Moved byBill Smith
    Seconded bySusan Fanelli

    That the Information Technology Solutions Focus and Re-Alignment Change report be received for information.

    CARRIED

6.2
2023 Budget Driver Report – July 28, 2022

This item has attachments. 
1.2023 Budget Drivers Report - July 28 2022 FINAL.pdf

Responding to questions from the Board the following was noted:

  • There are five summer students funded by Canada government grants, and staff are hoping to get seven next year to build on   the success of the Bronte Book Bike.  Staff noted many of the students return year after year and apply for future jobs.
  • The base budget for collections has not been increased other than the addition of Sixteen Mile branch in 5+ years despite increased pressures related to demand and material costs.
  • The Board suggested an analysis on the ratio of full-time to part-time employees.  Staff advised that full-time employees provide a level of stability and are hoping to convert some part-time roles to full-time.
  • Staff noted that the budget increase for 2022 was 6.4%.
  • Staff advised that everything in the budget relating to COVID (cleaning for example) is not part of the base budget but rather a one-time ask for 2023.
  • Staff advised that there is a fee if holds are not picked up, as well as fees for missing and damaged items.
  • It was noted that the impact of the new ITS positions will be roughly $200,000 - $250,000 and could increase the whole budget by 2% - 3%.
  • Moved bySusan Fanelli
    Seconded bySavanna Chiblow

    That the 2023 Budget Drivers report be received for feedback

    CARRIED

6.3
Fund Development Policy Report

This item has attachments. 
1.Fund Development Policy Report.pdf
2.Appendix A - Fund Development Policy.pdf
3.Appendix B - Donations, Sponsorship, Naming Rights, Third Party Fundraising Policy.pdf
4.Appendix C - Endowment Fund Policy.pdf
5.Appendix D - Planned Giving Policy.pdf
6.Appendix E - Association of Fundraising Professional’s Bill of Rights.pdf
7.Appendix F – The Major Donor Profile Template.pdf
8.Appendix G - Corporate Prospect Brief.pdf

Responding to questions staff advised that there is no template for donations from private individuals, however staff do vet them as best as possible to ensure their values align with the library.

Staff also noted that expectations and grounds of the donation is made clear for donors, and that if there was major wrongdoings OPL would have grounds to refuse the donation and remove the donors name if needed. 

  • Moved byBill Smith
    Seconded byCouncillor Haslett-Theall

    That the Fund Development Policy (Appendix A) be approved.

    CARRIED

6.4
Election Related Resources Policy – July 28, 2022

This item has attachments. 
1.Election Related Resources Policy Report.pdf
2.Appendix A - Election Related Resources Policy (2022).pdf
3.Appendix B - Election Related Resources Policy (2018)(1).pdf
  • Moved bySusan Fanelli
    Seconded bySavanna Chiblow

    That the updated Election Related Resources Policy be approved.

    CARRIED

6.5
Accessibility Policy – July 28, 2022

This item has attachments. 
1.Accessibility Policy Report - July 28 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

The Board suggested that this policy be shared with the Towns Accessibility Advisory Committee.  Staff noted that this policy was shared with the town's internal inclusion and diversity group.

Staff advised that service animals are permitted, and if a member of the public comes into the library without their service animal paperwork they would be permitted to stay, complete their visit and be advised that the paperwork would be required for their next visit.

  • Moved byCouncillor Haslett-Theall
    Seconded bySavanna Chiblow
    1. That the Accessibility Policy be received for feedback.
    2. That this policy be referred to the towns Accessibility Advisory Committee for feedback and comment. 
    CARRIED

6.6
North Park Development – Library Naming Report

This item has attachments. 
1.North Park Development - Library Naming Report.pdf
  • Moved byBill Smith
    Seconded byMeredith Burke

    That the permanent Oakville Public Library (OPL) branch located at the North Park development site be named Sixteen Mile Branch.

    CARRIED

6.7
CEO Update – July 28, 2022

This item has attachments. 
1.CEO Update - July 28, 2022.pdf

The Board requested that staff look into reviving the Evening with Book Lovers event that OPL has held in the past.

  • Moved bySusan Fanelli
    Seconded byCouncillor Haslett-Theall

    That CEO Update report be received for information.

    CARRIED

7.
Confidential Discussion Item(s)

 
  • Moved byBill Smith
    Seconded byCouncillor Haslett-Theall

    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 Items 7.1 - HR Update and 7.2 - CEO Evaluation.

    CARRIED

  • The Board resolved into closed session at 8:35 p.m.
    The Board resolved back into open session at 9:42 p.m.

7.1
HR Update

 

CLOSED SESSION

  • Moved byCouncillor Haslett-Theall
    Seconded bySusan Fanelli

    That the verbal update from the CEO be received. 

    CARRIED

7.2
CEO Evaluation

 

Staff direction was provided in closed session.

8.
New Business

 

There was no new business. 

9.
Date and Time of Next Meeting

 

Thursday, September 22, 2022
Oakville Municipal Building
Council Chamber - 7:00 p.m.

10.
Adjournment

 
  • Moved byCouncillor Haslett-Theall
    Seconded byBill Smith

    That this meeting be adjourned.

    CARRIED

  • The meeting adjourned at 9:46 p.m.

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