Oakville Public Library Board

MINUTES

Meeting #:

Date:

Thursday, November 21, 2024

Time:

7:00 P.m. - 10:00 P.m.

Location:

Council Chamber

Board Members Present:

• Councillor Knoll, Chair
• Bill Smith
• Andrew Cashman
• Meredith Burke
• Avis Maher
• Rebecca Mayville
• Celso Mello
• Roderick Sawyer

Regrets:

• Councillor Chisholm

Staff Present:

• C. Bell, Commissioner of Community Services
• T. Wong, CEO of Oakville Public Library
• Belinda Wiersma, Senior Financial and Policy Analyst
• Jessica Warren, Council and Committee Services
• Caitlyn Hicks, Director of Customer Experience
• M. Socol, Interim Director of Innovation and Integration
• J, Surgeoner, Manager of Accounting

A meeting of the Oakville Public Library Board was held on Thursday, November 21, 2024, in the Council Chamber of the Oakville Municipal Building, 1225 Trafalgar Road, commencing at 7:00 p.m.

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1.

Territory Acknowledgement

2.

Regrets

As noted above.

3.

Declarations of Pecuniary Interest

No declarations of pecuniary interest were declared.

4.

Confirmation of Minutes of the Previous Regular Meeting of the Board

4.1

Minutes of the Regular Meeting of the Board, OCTOBER 17, 2024

• Moved by Bill Smith
  Seconded by Rebecca Mayville

  That the minutes of the Regular Meeting of the Oakville Public Library Board dated October 17, 2024, be approved, as amended.

  CARRIED

5.

Consent Item(s)

5.1

2024 Oakville Public Library (OPL) Board Key Agenda Items – November 21, 2024

• Moved by Meredith Burke
  Seconded by Andrew Cashman

  That the 2024 OPL Board Key Agenda Items report be received for information.

  CARRIED

5.2

Health and Safety Report – November 21, 2024

• Moved by Meredith Burke
  Seconded by Andrew Cashman

  That the Health and Safety report be received for information.

  CARRIED

5.3

Performance and Measures Report Q3 2024 YTD – November 21, 2024

• Moved by Meredith Burke
  Seconded by Andrew Cashman

  That the Performance and Measures Report Q3 2024 YTD be received for information.

  CARRIED

5.4

Library Space Booking Policy – November 21, 2024

• Moved by Meredith Burke
  Seconded by Andrew Cashman

  That the Library Space Booking Policy be approved.

  CARRIED

5.5

Mandatory Learning Policy – November 21, 2024

• Moved by Meredith Burke
  Seconded by Andrew Cashman

  That the Mandatory Learning Policy be approved.

  CARRIED

6.

Confidential Consent Item(s)

There were no confidential consent items.

7.

Discussion Item(s)

7.1

2024 Audit Planning Report – November 21, 2024

• Moved by Roderick Sawyer
  Seconded by Avis Maher

  That the Audit Planning Report prepared by KPMG for the 2024 fiscal year be received for feedback.

  CARRIED

7.2

Comprehensive Financial Report at September 30, 2024

• Moved by Celso Mello
  Seconded by Rebecca Mayville

  That the Comprehensive Financial Progress Report as of September 30, 2024, be received for information.

  CARRIED

7.3

2025 OPL Goals – November 21, 2024

• Moved by Andrew Cashman
  Seconded by Bill Smith

  That the 2025 OPL Goals be approved.

  CARRIED

7.4

Q3 2024 OPL Goals Update – November 21, 2024

• Moved by Rebecca Mayville
  Seconded by Roderick Sawyer

  That the Q3 2024 OPL Goals Update be received for information.

  CARRIED

7.5

2024 Fundraising Plan Update Report – November 21, 2024

• Moved by Celso Mello
  Seconded by Meredith Burke

  That the 2024 Fundraising Plan Update Report be received for information.

  CARRIED

7.6

Halton Information Providers Update – November 21, 2024

• Moved by Avis Maher
  Seconded by Bill Smith

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

  CARRIED

7.7

Collection Development Policy – November 21, 2024

• Moved by Rebecca Mayville
  Seconded by Roderick Sawyer

  That the Collection Development Policy be approved.

  CARRIED

7.8

Inclusion Policy – November 21, 2024

• Moved by Avis Maher
  Seconded by Bill Smith

  That the Inclusion Policy be received for feedback.

  CARRIED

7.9

Friends of Library Volunteer Policy – November 21, 2024

• Moved by Celso Mello
  Seconded by Roderick Sawyer

  That the Friends of Library Volunteer Policy be received for feedback.

  CARRIED

7.10

CEO Update – November 21, 2024

• Moved by Andrew Cashman
  Seconded by Rebecca Mayville

  That CEO Update report be received for information.

  CARRIED
• Moved by Rebecca Mayville
  Seconded by Celso Mello

  That $5,000 from the Development Fund be assigned to support the Indigenous Knowledge Guide program.

  CARRIED

7.11

Board Evaluation Public Report - November 21, 2024

• Moved by Bill Smith
  Seconded by Meredith Burke

  That the Board Evaluation report be received for discussion.

  CARRIED

8.

Confidential Discussion Item(s)

8.1

Board Evaluation Confidential Report - November 21, 2024

• Moved by Bill Smith
  Seconded by Meredith Burke

  That the Board Evaluation Confidential Report be received.

  CARRIED

9.

New Business

The OakPark neighborhood centre is screening a film on December 3, 2024 on Charity giving.  Admission is $10.00 and it will be held at film.ca cinemas.

10.

Information Items

10.1

2025 OPL Board Meeting Schedule

• Moved by Avis Maher
  Seconded by Andrew Cashman

  That the 2025 OPL Board meeting schedule be received for information.

  CARRIED

11.

Date and Time of Next Meeting

Thursday, January 16, 2025
Oakville Municipal Building
Council Chamber - 7:00 p.m.

12.

Adjournment

The meeting adjourned at 8:37 p.m.