Oakville Public Library Board

MINUTES

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

A meeting of the Oakville Public Library Board was held on Thursday, June 23, 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, MAY 26, 2022

This item has attachments. 
1.Post-Meeting Minutes - OPL_May26_2022 - English.pdf
  • Moved byBill Smith
    Seconded bySteven Bright

    That the minutes of the regular meeting of the Oakville Public Library Board dated May 26, 2022, be approved.

    CARRIED

4.
Consent Item(s)

 

4.1
Oakville Public Library (OPL) Board Key Agenda Items

This item has attachments. 
1.OPL Board Agenda Items - June 23, 2022.pdf
2.Appendix A - Board Key Agenda Items 2022.pdf
  • Moved bySusan Fanelli
    Seconded bySavanna Chiblow

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

    CARRIED

4.2
Health and Safety Report – June 23, 2022

This item has attachments. 
1.OPL Health and Safety Report - June 23, 2022.pdf
  • Moved bySusan Fanelli
    Seconded bySavanna Chiblow

    That the Health and Safety report be received for information.

    CARRIED

5.
Confidential Consent Item(s)

 

There were no confidential consent items.

6.
Discussion Item(s)

 

6.1
YTD Financial Status Indicators – May 2022

This item has attachments. 
1.YTD Financial Status Indicators - May 2022.pdf
2.Appendix A - May 2022 YTD Results.pdf
  • Moved bySusan Fanelli
    Seconded bySteven Bright

    That the Year-to-date (YTD) Financial Status Indicators report as of May 31, 2022 be received.

    CARRIED

6.2
Board Newsletter Proposal – June 23, 2022

This item has attachments. 
1.Board Newsletter Proposal - June 23, 2022.pdf
2.Appendix A - Lethbridge Public Library - Annual Board Report - 2021.pdf
3.Appendix B - OPL Newsletter Sample - Option C.pdf
4.Appendix C - Sample social post(1).pdf
  • Moved bySusan Fanelli
    Seconded byBill Smith
    1. That the Board Newsletter Proposal report be received.
    2. That Option C, adding a Board section to the existing OPL newsletter be approved for implementation following the July Board Meeting.
    CARRIED

6.3
Contests and Lotteries policy

This item has attachments. 
1.Contests and Lotteries Policy Report - June 23, 2022.pdf
2.Appendix A - DEV-002 Contests and Lotteries Policy.pdf
3.Appendix B - Contests and Lotteries Policy (2017).pdf
  • Moved byBill Smith
    Seconded bySteven Bright

    That the Contests and Lotteries Policy (Appendix A) be received for feedback.

    CARRIED

6.4
Fund Development Policy Report

This item has attachments. 
1.Fund Development Policy Report - June 23, 2022.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

The Board inquired as to how staff ensure any money coming in through donations is legitimate.   The policy indicates the following and staff advised that best practices can be reviewed:

  1. Sponsorship agreements of $5,000 or more must be confirmed by a written Sponsorship Agreement signed by both parties. Sponsorship Agreements will outline the benefits, roles and responsibilities, fees, duration, recognition opportunities, termination reasons and other agreed terms of the sponsorship arrangement.
  2. Sponsorship agreements, which are valued at $25,000 or less, may be approved by the CEO and reported to the OPL Board at its next meeting.
  3. Sponsorship agreements with values more than $25,000 shall be approved by the OPL Board. 
  • Moved byBill Smith
    Seconded bySteven Bright

    That the Fund Development Policy (Appendix A) be received for feedback.

    CARRIED

6.5
Election Related Resources policy

This item has attachments. 
1.Election Related Resources Policy Report - June 23, 2022 .pdf
2.Appendix A - Election Related Resources Policy (2022).pdf
3.Appendix B - Election Related Resources Policy (2018)(1).pdf

Staff clarified that volunteers cannot campaign for the election during volunteer hours.  Any campaigning would have to be done on their own time.

Staff advised that the Board is covered under the town's Use of Corporate Resources during Municipal Elections Procedure.

The Board suggested that this policy be reviewed by Elections staff in the Clerk's department.

  • Moved bySteven Bright
    Seconded byBill Smith

    That the updated Election Related Resources policy be received for feedback.

    CARRIED

6.6
Performance and Measures Comparison Report Q1 2022 - 2019

This item has attachments. 
1.Performance and Measures Comparison Report Q1 2022-2019 June 23, 2022.pdf
2.Appendix A - Performance and Measures Comparison Report Q1 2022-2019 .pdf

The Board inquired about any correlation between withdrawals and current events.  Staff haven't run statistics on this, however generally speaking there is often high usage of material that would be considered trending in society.

  • Moved bySavanna Chiblow
    Seconded bySusan Fanelli

    That that Performance and Measures Comparison Report Q1 2022 - 2019 be received for information.

    CARRIED

6.7
CEO Update – June 23, 2022

This item has attachments. 
1.CEO Update - June 23, 2022.pdf
2.Appendix A - Congratulatory letter to S. Crawford (1).pdf

The Board suggested that the Book Bike Program be extended.

  • Moved bySteven Bright
    Seconded byBill Smith

    That CEO Update report be received for information.

    CARRIED

7.
Confidential Discussion Item(s)

 

There were no confidential discussion items.

8.
New Business

 

Oakville Ribfest runs this weekend, June 24-26 and the Oakville Film Festival runs June 22 - 28.

9.
Date and Time of Next Meeting

 

Thursday, July 28, 2022
Oakville Municipal Building
Oakville and Trafalgar Rooms - 7:00 p.m.

10.
Adjournment

 
  • Moved byBill Smith
    Seconded bySavanna Chiblow

    That this meeting be adjourned.

    CARRIED

  • The meeting adjourned at 7:44 p.m.

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