Oakville Public Library BoardMINUTESMeeting #:Date:Thursday, October 27, 2022Time: 7:00 P.m. - 10:00 P.m.Location:Council ChamberBoard Members Present:Councillor Knoll, ChairCouncillor Haslett-TheallMeredith BurkeAndrew CashmanSavanna ChiblowPankaj SardanaBill SmithD. Stancovici, Manager of Financial Planning and PolicyRegrets: Steven BrightSusan FanelliStaff Present:C. Bell, Commissioner of Community ServicesT. Wong, CEO of Oakville Public LibraryJ. Moncada, Director of Innovation and IntegrationB. Wiersma, Senior Financial and Policy AnalystJ. Warren, Council and Committee Services A meeting of the Oakville Public Library Board was held on Thursday, October 27, 2022 in the Council Chamber 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 3.1Minutes of the Regular Meeting of the Board, SEPTEMBER 22, 2022 1._Minutes.pdfMoved byCouncillor Haslett-TheallSeconded byBill SmithThat the minutes of the regular meeting of the Oakville Public Library Board dated September 22, 2022, be approved, as amended, to include Meredith Burke as being in attendance.CARRIED4.Consent Item(s) 4.1Oakville Public Library (OPL) Board Key Agenda Items – October 27, 2022 1.OPL Board Agenda Items - October 27, 2022.pdf2.Appendix A - Board Key Agenda Items 2022.pdfMoved byAndrew CashmanSeconded byCouncillor Haslett-TheallThat the OPL Board Key Agenda Items report be received for information.CARRIED4.2Health and Safety Report – October 27, 2022 1.OPL Health and Safety Report - October 27, 2022.pdfResponding to questions staff advised that the lost time incident in September was due to a bee sting.Moved byAndrew CashmanSeconded bySavanna ChiblowThat the Health and Safety report be received for information.CARRIED4.3Employee Retention and Turnover Metrics Report – October 27, 2022 1.Employee Retention and Turnover Metrics Report - October 27, 2022.pdfResponding to questions from the Board staff noted the following: Staff will look into how frequently staff are terminated prior to their six-month probation is complete. Staff do complete exit interviews, and this is regularly reviewed. OPL currently has 4-5 vacancies, and 3-4 more in process. Staff advised there is currently high turnover due to staff getting promoted within the organization. Moved byCouncillor Haslett-TheallSeconded byMeredith BurkeThat the Employee Retention and Turnover Metrics report be received for information. CARRIED5.Confidential Consent Item(s) There are no confidential consent items.6.Discussion Item(s) 6.1Occupational Health, Safety and Workplace Violence Policy Report 1.Occupational Health, Safety and Workplace Violence Policy.pdf2.Appendix A HR-007 Occupational Health Safety and Workplace Violence Policy (2022).pdf3.Appenidx B HR-007 Occupational Health, Safety and Workplace Violence Policy (2021).pdfResponding to a question from the Board staff advised there have been no complaints related to this policy.Moved byCouncillor Haslett-TheallSeconded byAndrew CashmanThat the HR-007 Occupational Health, Safety and Workplace Violence Policy be received for information and comment.CARRIED6.2Information Technology Solutions Service Level Agreement 1.Information Technology Solution Service Level Agreement - October 27 2022.pdfResponding to questions from the Board the following was noted: Models from other public libraries were reviewed, none were exactly the same and most don't have service level agreements in place. Several library systems run their IT support completely in house. Ottawa has a similar model without a service level agreement. For the two positions, OPL is looking for people with a specific skill set, most people have focus in technology or library services, it is rare to have both. The two FTE's are not included in the existing operating budget and have been submitted to the town as a business case. Staff is currently working with ITS regarding who would be responsible for what in terms of technical support. ITS manages the server and network for OPL.ca. Over the past years OPL has added so much technology that ITS can no longer support everything. Moved byAndrew CashmanSeconded byBill SmithThat the Information Technology Solutions Service Level Agreement update report be received for information. CARRIED6.32023 Oakville Public Library (OPL) Operating Budget 1.2023 Operating Budget - October 27, 2022.pdf2.APPENDIX A - 2023 Library Rates and Fees.pdfTara Wong, CEO OPL, presented the 2023 Operating Budget. Discussion with the Board ensued, and the following was noted: The staffing model is analyzed every budget year. Staff are working on a report for the Board regarding a collections analysis, including a 5-year plan. Report is targeted to come to the Board in Q1 of 2023. OPL is struggling with digital collections and print is not as stable as it was. Inflation and lower grade paper are posing challenges when acquiring collections. Staff advised that adding multi-lingual books challenging due to cost and availability. The Board suggested a campaign focused on fundraising for collections. The Board requested that staff add up the technology investment in the creation zone and compare it to the investment in collections. The 2023 target for room booking revenue is based off of 2022 usage. Room booking is not as popular since the pandemic with many groups/ people staying with online. When someone pays for a lost book it does not classify as revenue. The money goes back to rebuy the book. 2023 targets based on actuals from this year. Printer revenue is down due to constant technical issues with the printers. The company that fixes them often takes a lengthy amount of time to complete repairs. The Board would like a summary of what the printers cost and what the downtime is when they are broken. Moved byBill SmithSeconded byAndrew CashmanThat the draft 2023 OPL Operating Budget be received for feedback. CARRIED6.42023 Oakville Public Library (OPL) Capital Budget 1.2023 Capital Budget - October 27, 2022.pdf2.Appenidx A - Library 10 Year Capital Forecast 2023-2032.pdfTara Wong, CEO OPL, presented the 2023 Capital Budget. Discussion with the Board ensued, and the following was noted: The office area for the executive management team wasn't initially designated as offices, and due to lack of functionality staff are requesting a redesign. The 10-year forecast is based on current year dollars and can fluctuate year to year. The Board suggested an office could be found for the OPL CEO in Town Hall. Sixteen Mile (permanent) collection will take time to order and build. Trafalgar North branch is part of the 10-year master plan. There will be extensive public consultation for upcoming new branches (as part of the Parks, Recreation and Library Facilities Master Plan). Regarding the scheduling software staff noted that scheduling takes a significant amount of time. Bringing in a consultant would help to identify needs and then build a request for proposal on a better software management system. Other libraries use different software, and many use the same as their municipality. Moved byBill SmithSeconded byAndrew CashmanThat the 2023 OPL draft Capital Budget be received for feedback.CARRIED6.5Debwewin Project – Declaration of Truth and Allyship 1.Debwewin Project- Declaration of Truth and Allyship - October 27, 2022.pdf2.Appendix A - Declaration of Truth and Allyship - Sep 2022.docx.pdfMoved byCouncillor Haslett-TheallSeconded bySavanna ChiblowThat the Debwewin Project - Declaration of Truth and Allyship report be received and the Declaration of Truth and Allyship be endorsed.CARRIED6.6CEO Update – October 27, 2022 1.CEO Update - October 27, 2022.pdfThe Board requested that the parking arrangements at North Operations/ Sixteen Mile branch be reviewed. Staff advised that they have been discussing a stop sign option.Moved byCouncillor Haslett-TheallSeconded bySavanna ChiblowThat CEO Update report be received for information.CARRIEDRECESS The Board recessed from 8:26 p.m. - 8:38 p.m.7.Confidential Discussion Item(s) 7.1Personal Matter About an Identifiable Individual CLOSED SESSIONMoved byAndrew CashmanSeconded byMeredith BurkeThat 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 - Personal Matter About an Identifiable Individual.CARRIEDThe Board resolved into closed session at 8:38 p.m. The Board resolved back into open session at 8:42 p.m.Moved bySavanna ChiblowSeconded byAndrew CashmanThat the verbal update from the CEO be received. CARRIED8.New Business There was no new business. 9.Date and Time of Next Meeting Thursday, November 24, 2022Oakville Municipal BuildingCouncil Chamber - 7:00 p.m.10.Adjournment Moved byBill SmithSeconded byMeredith BurkeThat this meeting be adjourned.CARRIEDThe meeting adjourned at 8:45 p.m.No Item Selected This item has no attachments1.OPL Health and Safety Report - October 27, 2022.pdf1.Occupational Health, Safety and Workplace Violence Policy.pdf2.Appendix A HR-007 Occupational Health Safety and Workplace Violence Policy (2022).pdf3.Appenidx B HR-007 Occupational Health, Safety and Workplace Violence Policy (2021).pdf1.Employee Retention and Turnover Metrics Report - October 27, 2022.pdf1.OPL Board Agenda Items - October 27, 2022.pdf2.Appendix A - Board Key Agenda Items 2022.pdf1.CEO Update - October 27, 2022.pdf1.Debwewin Project- Declaration of Truth and Allyship - October 27, 2022.pdf2.Appendix A - Declaration of Truth and Allyship - Sep 2022.docx.pdf1._Minutes.pdf1.2023 Capital Budget - October 27, 2022.pdf2.Appenidx A - Library 10 Year Capital Forecast 2023-2032.pdf1.2023 Operating Budget - October 27, 2022.pdf2.APPENDIX A - 2023 Library Rates and Fees.pdf1.Information Technology Solution Service Level Agreement - October 27 2022.pdf