Ottawa Public Library
Audit
Implementation Plan Update
June 2009
G.1
= Governance Audit Recommendation #1
B.1
= Budget Audit Recommendation #1
GA
= Governance and Audit Committee
|
# |
Audit Recommendation |
Board Response/Direction |
Assigned to |
Proposed Timeline |
Status June 05, 2009 |
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|
G.1 |
That the OPL Board clarify its arms-length
relationship with the City by developing a clear and concise policy that
defines the relationship in terms of reporting and accountability. |
Agreed. That the Board direct the Governance Committee to
report back with a policy that defines the relationship of the Board with the
Council, in terms of reporting and accountability; and that the Board present
this policy to Council. |
Governance and Audit Committee |
Q1, 2009 |
Action to date (G.1): ·
Motion passed by the Board Sept 08/08 ·
Letter sent to Mayor and City Staff with input
into City of Ottawa White Papers on Governance; copied to Board for
information ·
Management comments completed and submitted to
Board (Oct /08) ·
City of Ottawa White Paper Series on Governance and the report of
the Mayor’s Task Force on Governance were released and reviewed by the Board
at its May/09 meeting ·
Board
approved revised policy B.4 Board’s Role to include a chart outlining library
related Roles and Key Responsibilities for Council, the Library Board, the
City Librarian and City of Ottawa Management. ·
Letter
drafted to Council and City Manager for signature by Chair and City Librarian
to which B.4 will be appended. Future
Action: ·
Letter to be sent to Mayor, City Council and City
Manager. |
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|
G.2 |
That the OPL Board reinforce the City Librarian’s
sole reporting relationship to the Board. |
Agreed. That the Board direct the Governance Committee to
review the existing Board policies and recommend any necessary revisions and
strengthening to the policy, and a related communications strategy and report
to the Board. |
Governance and Audit Committee |
Q1, 2009 |
Action to date (G.2): ·
Management comments completed and submitted to
Board (Oct /08) ·
Survey to gather data on roles and
responsibilities as described by large urban libraries in Canada,
particularly Mississauga and Calgary completed and tabulation in progress. ·
Policies
B.4 Board’s Role and A.12 Link Between City Librarian and City Of Ottawa
Management Team were revised in Q1/09 to strengthen the City Librarian’s sole
reporting structure and reflect the City Librarian’s role with all of the
City of Ottawa’s senior management team rather than with just one Deputy City
Manager. In Progress ·
Send copy of revised policy B.4 to City Manager ·
Review Ozone and Ottawa.ca to ensure clarification
of reporting relationships (Board, Council, Library Staff, City Staff) and
appropriate nomenclature for Ottawa Public Library (instead of “libraries” or
“Library Services). This has been postponed until the City website and intranet
are revised following city restructuring in March 2009. |
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G.3 |
That the OPL Board ensure that only the Board Chair or the City
Librarian, when delegated by the Board, speak on behalf of the OPL. |
Agreed
That the Board maintain current practice. Note: At the request of the Board, the Auditor
General agreed to remove the bracket around “when delegated by the Board.” |
OPL Board, Board Chair, City Librarian |
On-going |
Completed (G.3) |
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|
G.4 |
That the OPL Board exercise a
more proactive oversight role in terms of the reporting and
information brought to the Board by: ·
requiring the Board Secretary to maintain an
annual calendar of reports to be received by the Board ·
requiring reports or information to appear as an
agenda item on the date they are scheduled to appear ·
requiring OPL senior management to formally
respond if a report or request for information is not going to meet a
scheduled deadline. |
Agreed
That the Board direct the City Librarian to
implement these recommendations. Note: The Auditor General agreed to change the
word “aggressive”. The recommended word is “pro-active.” |
City Librarian |
Q1, 2009 On-going |
Completed (G.4) Action to date ·
Implementation began
with introduction of new monthly tracking document at February 09/09 Board
meeting. Includes monthly schedule of one-time and ongoing reports and items;
outstanding enquiries and motions, and items to be scheduled. ·
Management comments completed and submitted to
Board (Oct/08). |
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|
G.5 |
That the OPL Board maintain a sufficiently
independent voice from OPL senior management. |
Agreed That the Board maintain current practice. |
OPL Board, City Librarian |
On-going |
Completed (G.5) |
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G.6 |
That the OPL Board work with the City Librarian to
provide input into the Board Assistant position and provide direction on any
changes that may be required. Changes
to the Board Assistant position should be considered in conjunction with
Recommendation #1 when clarifying the arms-length relationship between the
OPL and the City. |
Agreed That the Board direct the City Librarian to
investigate the practices of the Ottawa Police Services Board organization,
and the large public libraries of Ontario, and report back to the Board. |
Governance and Audit Committee, City Librarian |
May 2009 (Rev) |
Action to date (G.6): ·
City Librarian submitted report to GA Ctte on
current practices of Large Urban Public Libraries in Ontario to November Ctte
Mtg. ·
Management comments completed and submitted to
Board (Oct /08) In progress: ·
GA committee reviewing support structures for
Police Services and other boards Future action: ·
GA committee to report back to board in October/09. |
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G.7 |
That the OPL Board include a detailed Terms of
Reference for each Committee of the Board in the Board Policy Manual. |
Agreed
That the Board’s Policy manual be revised to
include the existing detailed terms of reference for each committee. |
Governance And Audit Committee |
April
2009 (Rev) |
Action to date (G.7): ·
Board Policy Manual updated October/08 for
inclusion of Terms of Reference (TORs) of the two standing committees in
trustee policy binders; ·
Trustee binders
also updated to include Executive Limitation Policies revised/adopted since
Fall/07. ·
Management comments completed and submitted to
Board (Oct ’08) ·
Terms of
Reference for four new committees approved by Board In Progress ·
Policy
manual and trustee binder to be updated during summer to incorporate all
changes from Fall/08 to June/09. |
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G.8 |
That the OPL Board review the Committee structure
on a regular basis to assess its appropriateness. |
Agreed
That the Board direct the Governance Committee to
incorporate the review of committee structures into the annual Board Planning
cycle ( Policy B.7) and report back to the Board. |
Governance and Audit Committee |
Initiate Q1, 2009 Continue on bi-annual basis. |
Action to date (G.8): ·
In conjunction with mid-term election of chair and
vice-chair at the January/09 meeting board voted to establish four new
committees: o
Governance and Audit o
Facilities Planning (incl New Central Lib) o
Finance and Budget o
Performance Measurement ·
Management comments completed and submitted to
Board (Oct /08) ·
Terms of
Reference completed and approved by Board ·
Review of
committees incorporated into annual planning calendar |
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G.9 |
That the OPL Board conduct a thorough review of
the Board Policy Manual to ensure that it is complete and the policies are
not conflicting. |
Agreed. That the Board direct the Governance Committee to
review the manual for comprehension and completeness and report back to the
Board on a quarterly basis. |
Governance And Audit Committee |
Q4, 2009 |
Action to date (G.9): ·
GA committee has decided to review policies on a
schedule at committee regular meetings and report back to the Board as
required. This has commenced as of January/09 and continues. ·
Management comments completed and submitted to
Board (Oct /08). |
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G.10 |
That the OPL Board continue, as per the Board
Policy Manual (section B.7: Annual Board Planning Cycle), with its practice
of ongoing and scheduled monitoring of all the policies contained in the
Board Policy Manual. This monitoring
should not be delegated to OPL senior management. |
Agreed
That the Board revert to its practice of receiving
and reviewing all monitoring reports of board policies contained in the Board
Policy Manual. |
OPL Board, Governance & Audit Committee |
Resume original practice Q1, 2009 |
Completed (G.10) Action to date ·
Original practice resumed January 09 ·
Summary report for 2008 monitoring reports
prepared for November (Nov. 17-08: Doc #11); included reviews done by senior
management. ·
Management comments completed and submitted to
Board (Oct /08). ·
GA committee now reviews Board Governance policies
(B) and Board-CEO policies (C) at regular meetings scheduled approximately
every six weeks and reports back to the Board as required. |
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G.11 |
That the OPL Board revisit the decision to
delegate the Secretary and Treasurer positions to the Chief Librarian, and
determine if any changes are required to existing Board policies to minimize
the potential for conflict and lack of independence from management. |
Agreed
That the Board direct the Governance Committee to
explore the possibility of having an audit and finance committee; and direct the City Librarian to solicit information
on current practices by the large urban libraries of Ontario; and direct the
Governance Committee and City Librarian to report back to the Board. |
Governance & Audit Committee, City Librarian. |
Q4, 2008 |
Completed (G.11) Action to date ·
Management comments completed and submitted to
Board (Oct /08) ·
Board has created Governance and Audit, and
Finance and Budget Committees as of Jan/09 ·
GA Ctte reviewed report on current practices of
Large Urban Public Libraries in Ontario including committee structures ·
GA and
Finance & Budget Cttes determined that no changes are required to present
practice of having City Librarian act as Secretary/Treasurer to the Board and
reported back to the Board. Board accepted recommendation (Motion 021-09). |
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|
G.12 |
That the OPL Board include in the Board Policy
Manual the requirement to develop a Composition Report at the end of each
term of Council, specifying what should be contained in the report. |
Agreed
That the Board direct the Governance Committee to
continue the practice of developing a Composition Report at the end of each
term; to revise the Board Policy Manual to include this requirement; to
consider the development of a trustee recruitment policy and related
procedures; and that the Board Chair present a report to Council before the end
of each term; and that this be recommended to the City’s White Papers on
Governance |
Governance and Audit Committee, OPL Board |
GA Ctte to review as per timelines set out in B.7
Annual Planning Cycle (2009) |
Action to date (G.12): ·
Recommendation referred to City of Ottawa White
Papers on Governance as per Board motion #052-08 September 08/08 ·
Management comments completed and submitted to
Board (Oct/08) ·
Policy
manual reviewed and revised as necessary as per the Board Planning Cycle
schedule B.7 ·
Survey to gather data on roles and
responsibilities as described by large urban libraries in Canada,
particularly Mississauga and Calgary completed and being tabulated. In progress: Policy B.21 Trustee Responsibilities and
Accountabilities to be reviewed and revised if required, to address this
particular recommendation (Oct/09). |
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G.13 |
That the OPL Board determine the collective skill
set required for the Board to successfully achieve its mandate of providing
sound governance and oversight to the Ottawa Public Library. |
Agreed
That the Board direct the Governance Committee to develop a
collective skill set for Board members; and that this be developed in
conjunction with a review of Policy B.21-Trustee Responsibilities,
Accountabilities and Skills; and that this be presented to the Board. |
Governance and Audit Committee |
GA Ctte to review as per timelines set out in B.7
Annual Planning Cycle (2009) |
Action to date (G.13): ·
Motion passed by Board, Sept 08/08 ·
Letter sent to Mayor and City Staff with input
into White Papers on Governance; copied to Board for information ·
Management comments completed and submitted to
Board (Oct/08) ·
Survey to gather data on roles and
responsibilities as described by large urban libraries in Canada,
particularly Mississauga and Calgary completed and being tabulated. In progress: ·
GA Ctte to develop draft list of skill sets for
new board members in conjunction with regular review of policy B.21, Trustee
Responsibilities and Accountabilities (Oct/09) |
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G.14 |
That the OPL Board develop a detailed description
of duties and responsibilities for Board Members that outlines
expected workload and time commitment, including all activities that Board
Members may be required to participate in such as training, conferences,
committee work, ceremonial events, and other relevant activities. |
Agreed
That the Board direct the Governance Committee to
review the current documentation used; and direct the City Librarian to
investigate best practice in other large urban Canadian Libraries (e.g.
Calgary); and to report back to the Board. Note: at the request of the Board, the Auditor
General agreed that the phrase “job description” would be changed to “duties
and responsibilities”. |
Governance Committee, City Librarian |
GA Ctte to review as per timelines set out in B.7
Annual Planning Cycle (2009) |
Action to date (G.14): ·
Management comments completed and submitted to
Board (Oct/08) ·
Survey to gather data on roles and
responsibilities as described by large urban libraries in Canada,
particularly Mississauga and Calgary completed and being tabulated. In progress: ·
Survey results to be reviewed in conjunction with
regular review of policy B.21 Trustee Responsibilities and
Accountabilities. (Oct/09) |
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G.15 |
That the OPL Board develop a “staggered term”
strategy to ensure that a minimum of three (3) Board Members remain on the
Board when the Board is appointed with each new term of Council. |
Agreed
That the Board request the Provincial Government to amend the Public Libraries Act to provide for staggered terms for library boards; and that the Board request Council to develop a policy to provide for an appointment process to the Library Board that would result in staggered terms. |
OPL Board |
Q4, 2008 |
Action to date (G.15): ·
Board motion Sept 15/08 ·
Management comments completed and submitted to
Board (Oct/08) ·
Letter sent to Mayor and City Staff with input
into City of Ottawa White Papers on Governance; copied to Board for
information ·
Letter sent to Ontario Minister of Culture, Hon
Aileen Carroll; copied to City of Ottawa City Clerk requesting amendment ·
Response
received from Minister requesting more information. Draft response prepared
for review by Chair and Chair of Governance Committee. Future action: ·
Letter to Council requesting Council policy and
procedure to develop appointment process that would result in staggered terms
·
Add to
discussion agenda if/when Minister Carroll attends the AMO Annual Meeting in
August in Ottawa. |
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G.16 |
That the OPL Board exercise all of its options
under the City’s Appointment Policy by outlining more specific skills sets
for Board Members in the Composition Report, having the Chair and/or Vice
Chair (or a designate) sit on the Selection Panel, and ensuring that
interviews with potential Board Members are conducted. |
Agreed
That the Board Direct the Governance Committee to review and report
back to the Board with options for recommending to Council; and that the
final recommendations of the Board be presented to Council. |
Governance and Audit Committee, OPL Board |
GA Ctte to review as per timelines set out in B.7
Annual Planning Cycle (2009) |
Action to date (G.16): ·
Board motion Sept 15/08 ·
Letter sent to Mayor and City Staff with input
into City of Ottawa White Papers on Governance; copied to Board for
information ·
City of
Ottawa White Paper Series on Governance and the report of the Mayor’s Task
Force on Governance were released and reviewed by the Board at its May/09
meeting. No further action requested by Board. ·
City’s
Appointment policy received and being reviewed. In progress: ·
Review City’s appointment policy Fall 09 ·
Review in conjunction with review of policy B.21 Trustee
Responsibilities and Accountabilities (Oct/09) |
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G.17 |
That the OPL Board develop performance evaluation
measures for the Board and conduct a Board Self Evaluation, as per the Board
Policy Manual (section B.15), and report publicly on the results of the
evaluation. |
Agreed
That the Board direct the Governance Committee to develop: ·
the tools to implement the self-evaluation policy ·
a schedule for implementation ·
options for public reporting the results and
report back to the Board. |
Governance and Audit Committee |
Q3, 2009 |
Action to date (G.17): ·
Management comments completed and submitted to
Board (Oct/08) ·
Board evaluation tools reviewed by committee ·
Committee reviewed statement of work and approved
engaging external consultant ·
Transform Management Consulting retained to
conduct board evaluation; presentation from Jacques Levesque at March Board
meeting to introduce exercise; April/09 sent questionnaire; 12/14 trustees
responded ·
Board evaluation completed and results presented
to the May/09 board meeting. No further action identified. |
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G.18 |
That the OPL Board expand the Attendance Report to
include information on hours of commitment by Board Member for Board
activities such as Board meeting, Committee meetings, ceremonial and
community events attended, training and conferences, Council presentations,
etc. |
Board partially agreed:
Agreed that the Board request the City Librarian to expand the
attendance reporting system to track attendance at Board Committee meetings
only; and that this report be reviewed by the Board in public at the
beginning of each year (for the previous year); and that this requirement be incorporated into the Board Policy
Manual. |
City Librarian, OPL Board |
Q1, 2009
|
Completed (G.18) Action to date ·
Management comments completed and submitted to
Board (Oct/08) ·
Report completed for 2008 and received at board
meeting, January 12-09, Doc #4. ·
Bylaw section 5.3 amended by Board April 20/09 |
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G.19 |
That the OPL Board direct the Board Secretary to
present a report at each Board meeting that lists all of the outstanding
inquiries and motions, as a regular agenda item. |
Agreed That the Board direct the City Librarian to develop a regular
reporting framework to cover outstanding enquiries and motions beginning from
February 2007 and continuing onwards. |
City Librarian |
Q4, 2008
|
Completed (G.19) Action to date: ·
Implementation to begin with introduction of new
monthly tracking document at February 09/09 Board meeting ·
Includes monthly schedule of one-time and ongoing
reports and items; outstanding enquiries and motions, and items to be
scheduled. ·
Tracking document is updated for each regular
board meeting. (See also recommendation #G.4.) |
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G.20 |
That the OPL Board include the requirement for the
Board to develop a strategic plan in the Board Policy Manual along with
reporting requirements. |
Agreed
That the Board direct the Governance Committee to
revise the Board Policy Manual to include the requirement for the Board to
develop a strategic plan including reporting requirements; and report back to
the Board. |
Governance and Audit Committee |
Q4, 2008 |
Action to date (G.20): ·
Included in the new GA Ctte terms of Reference ·
Management comments completed and submitted to
Board (Oct/08) ·
Draft policy
on Strategic Planning approved at June Governance meeting for consideration
by Board at June 15 monthly meeting. |
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G.21 |
That the OPL Board ensure a risk management
framework has been developed for the Ottawa Public Library and that it is
monitored regularly. |
Agreed
That the Board direct the City Librarian to develop a risk management
framework in consultation with the City of Ottawa Risk Management Office; and
include a recommended monitoring schedule; and the City Librarian report back
to the Board. |
City Librarian |
Q2, 2009 |
Action to Date (G.21): ·
Management comments completed and submitted to
Board (Oct /08) ·
City Librarian met with City of Ottawa,
Coordinator of Risk Management to review the OPL’s risk management profile
and the proposed City’s Enhanced Risk Management Program. The latter has not
yet been approved. ·
Progress report to Board February/09 Doc #8 ·
Other risk
management audits completed by city branches reviewed by OPL Senior
Management ·
Coordinator
of Risk Management has invited the OPL to be part of a pilot project in risk
management while waiting for the City’s formal program to be approved.
Confirmed that this will proceed in July/09 related to the area of security In progress: ·
Staff review and updating of the current OPL Risk
Management Profile. (Last updated Jan/08) Future Action: ·
Consider participation in the City of Ottawa’s
Risk Management Program when/if approved |
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G.22 |
That the OPL Board work with senior management and
provide direction on a more relevant performance measurement framework for
the OPL. |
Agreed
That the Board direct the ad-hoc Performance Measures Committee to
work with the City Librarian to expand/improve the current, board-approved
performance measurement framework for the OPL, and report back to the Board. (See also recommendation #23) |
OPL Board, Performance Measurement Committee, City Librarian |
Timeline to be determined by new Board committee |
Action to date (G.22): ·
At its meeting of Sept 08/08, the Board delegated
this to the Governance Committee ·
At its meeting of Jan 12/09 the Board established
a Performance Measurement Committee; Trustee Jim Bennett elected Chair; terms of reference
approved by committee and Board. In progress: ·
Committee
exploring two avenues for outcome measurement: summer reading clubs and teen
activities ·
GA
Committee has engaged consultant to
assist in developing Ends policies for the Board’s consideration |
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G.23 |
That the OPL Board consider creating a Performance
Measurement Committee to oversee the development, implementation and
monitoring of a performance measurement framework. |
Agreed
That the Board establish an ad-hoc Performance
Measures Committee and direct it to work with the City Librarian to
expand/improve the current, board-approved performance measurement framework
and report back to the Board. (See also recommendation #22) |
OPL Board, Performance Measures Committee |
Q3, 2008 |
Completed (G.23) Action to date ·
Performance Measurement committee established by
Board January 12/09. ·
Management comments completed and submitted to
Board (Oct/08) ·
See also Rec #G.22 |
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G.24 |
That the OPL Board update the Board Policy (C.6: Monitoring
Executive Performance) to formalize the process recently used and
continue to review the City Librarian’s performance on an annual basis. |
Agreed
That the Governance Committee be directed to
update the Board Policy C.6-Monitoring Executive Performance. |
Governance And Audit Committee |
Q4, 2008 |
Completed (G.24) Action to date: ·
Revised
draft policy (C.6) documenting current practice reviewed by GA Ctte and
approved by Board (Motion #030-09, May 11/09) |
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G.25 |
That the OPL Board ensure a comprehensive
succession planning process is in place for the City Librarian position and
senior management that will adequately address the staffing challenges
currently facing the OPL. |
Agreed
That the Board direct the Chair, Vice-Chair, Chair
of the Governance Committee to work with the City Librarian to develop a
comprehensive succession planning process for the City Librarian and senior
management and report back to the Board. |
Chair, Vice-Chair, Chair of Governance And Audit Committee, City Librarian |
Q2, 2009 (revised) |
Completed (G.25) Action to date: ·
Staff team established and OPL’s Talent Plan:
Succession and Leadership Planning report commissioned ·
Management comments completed and submitted to
Board (Oct/08) ·
OPL Talent Plan (including strategies for general succession planning) received by
Board April 2009 ·
Succession
planning report for senior staff included in 2008-09 Executive Performance
Review of the City Librarian approved by the Board. ·
OPL
Strategic Organizational Review (SOR) initiated April 2009 with assistance of
Susan Wright, Principal with the Randolph Group. |
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G.26 |
That the OPL Board direct the City Librarian to
ensure compliance to the policy on carrying forward annual leave for all
levels of OPL staff. |
Agreed
That the Board direct the City Librarian to
prepare a monitoring report on annual leave for all levels of the OPL. |
City Librarian |
Q2, 2009 (Revised) |
Completed (G.26) Action to date: ·
As of August 08/08,
Financial Services has advised OPL management, in writing, that the vacation
pay accrual for the Library is funded including “top-up” based on 2007
financial statement and there is no vacation pay liability for the Ottawa
Public Library. ·
Management comments
completed submitted to Board (Oct/08) ·
Board and Council
have approved a five-year plan to pay down the frozen sick-leave bank. OPL
has been advised by Financial Services that the OPL is in excellent shape in
this area relative to the rest of the City. ·
City of Ottawa Human Resources Department prepared
monitoring report (April/09)on annual leave levels for OPL and confirmed that
OPL is in good shape and in compliance with policy on annual leave carry-over
for all levels of staff. Future action: ·
OPL Finance and Budget committee to consider
revision to Policy A.3 Financial Planning and Budgeting |
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G.27 |
That the OPL Board, as a part of the City
Librarian’s annual performance review, monitor the vacation leave bank to
ensure excessive amounts of leave are not being carried forward. |
Agreed
That the Board include the monitoring of the City
Librarian’s vacation leave bank as part of the annual performance review
process and that this be incorporated into the written documentation
describing the process (Board Policy C.6 Monitoring Executive Performance). (See also recommendations #24,# 25 and #26). |
OPL Board, Governance and Audit Committee Executive Performance Review Committee |
Q2, 2009 |
Completed (G.27) Action to date: ·
Management comments completed and submitted to
Board (Oct/08) ·
Policy C.6
documenting current practice revised and approved by Board April/09 ·
Review of
current leave bank for City Librarian was incorporated into the 2008
executive performance review of City Librarian; all recommendations approved |
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APPENDIX B
Budget Development Process Audit: Implementation Plan and Update
June
2009
|
# |
Audit Recommendation |
Board Response/Direction |
Assigned to |
Timeline |
Status June 05-09 |
|
B.1 |
OPL Senior management strengthen its budget
development process and require each operational area to present potential
cost savings opportunities, which are then presented to the Board for
discussion for discussion and debate. |
Agreed
That the Board direct the City Librarian/senior
management to present to the Board potential cost savings to debate in
conjunction with the development of the OPL annual budget. |
Finance & Budget Committee, City Librarian |
|
Action to date (B.1) ·
Management comments completed and submitted to
Board (Oct/08) ·
Budget options were included in the 2009 budget
documents ·
Identification of costs savings are part of the
Productivity and Efficiency target identification process; quarterly reports
provided to board ·
Finance and
Budget committee established; Terms of Reference approved by Board; Trustee
André Bergeron elected Chair Future action: ·
Further action to be considered by committee as
part of established mandate at June 22-09 meeting. |
|
B.2 |
OPL Board review and update the Board financial
policies to ensure they are complete and provide clear direction to the City
Librarian and Treasurer. |
Agreed
That the Board direct the Governance Committee to
review and update financial policies; identify any new policies required; and
report back to the Board. |
Finance and Budget Committee, Governance And Audit Committee, OPL Board |
Q1, 2009 |
Action to date (B.2): ·
Management comments completed and submitted to
Board (Oct/08) ·
Responsibility of new Finance and Audit committee ·
Review of
policies completed; no changes recommended; updating in progress for board
approval |
|
B.3 |
OPL Board clarify its arms-length relationship with the City by
developing a clear and concise policy that defines the relationship in terms
of reporting and accountability. (Same as Governance Audit
Recommendation #1) |
Agreed
That the Board direct the Governance Committee to
develop a Board policy and report back to the Board. |
Governance And Audit Committee |
Q2, 2009 (Rev) |
B.3 See Governance Audit Recommendation #G.1
update |
|
B.4 |
OPL Board reinforce the City Librarian’s sole
reporting relationship to the Board. (Same as
Governance Audit Recommendation #2 ). |
Agreed
That the Board direct the Governance Committee, to
review the current Board policies and recommend any necessary revision and
strengthening to the policy and including a related communications strategy. |
Governance And Audit Committee |
Q2, 2009 (Rev) |
B.4 See Governance Audit Recommendation #G.2
update |
|
B.5 |
OPL Board direct the City Librarian to include, as
part of the annual budget development process, various budget scenarios which
are presented to the Board for discussion and debate. |
Agreed
That the Board direct the City Librarian to
continue the current practice of developing various budget scenarios for the
Board during the annual budget development process. |
Finance & Budget Committee, City Librarian |
On-going |
Action to date (B.5): ·
Board received multi-year funding and expenditure
projections for capital projects and expenditures as part of the budget
process for 2009 ·
Current practices to continue ·
Management comments completed and submitted to
Board (Oct/08) Future Action: ·
To be considered by new Budget and Finance Ctte
beginning June 22/09 |
|
B.6 |
OPL develop multi-year forecasts to present to the
Board which clearly outline the anticipated impact on service levels and
funding requirements. |
Agreed
That the Board direct the City Librarian to
continue to present multi-year forecasts for capital budgets and to begin to
provide multi-year forecasts for operating budgets as part of the budget
development process. |
Facilities Planning Committee, Finance &
Budget Committee, City Librarian |
|
Action to date (B.6): ·
Multi-year capital forecasts are an ongoing part
of the annual budget process and a capital budget for 2009-2018 was presented
to the board as part of the 2009 budget development process. ·
Management comments completed and submitted to
Board (Oct/08) Future action: ·
Multi-year budget forecasts for operating budgets
will be provided to the Board beginning with the 2010 budget development
process. ·
To be considered by new Budget and Finance Ctte beginning September 2009 |
|
B.7 |
OPL expand its reporting to the Board to include
regular reports on the status of efficiency targets and capital projects. |
Agreed
That the Board direct the City Librarian to
include the status of efficiency targets and capital projects as part of the
quarterly financial reports to the Board. |
City Librarian |
Initiate Q4, 2008
|
Action to date (B.7): ·
Management comments completed and submitted to
Board (Oct/08) ·
Productivity and Efficiency target reports are
scheduled to come forward in the same meeting as the quarterly financial
reports to the board effective November 2008. ·
May/09
report rescheduled to June/09 Board Meeting ·
A capital projects update report to the board was
presented in October/08. ·
Capital projects reports are now scheduled to come
forward in the same meeting as the quarterly financial reports to the Board
effective May/09. |
|
B.8 |
OPL Board work with senior management and provide
direction on a more relevant performance measurement framework for the OPL. (Same
as Recommendation #22 of the OPL Governance Audit) |
Agreed
That the Board direct the new Ad Hoc Performance
Measures Committee work with the City Librarian to expand the current,
board-approved performance measurement framework and present to the Board. |
Performance Measurement Committee |
Initiate Q3, 2008 |
B.8: See
Governance Audit Recommendation #G.22 update |
|
B.9 |
OPL Board consider creating a performance
measurement committee to oversee the development, implementation and
monitoring of a performance measurement framework. (Same as Recommendation #23 of
the OPL Governance Audit) |
Agreed
That the Board establish an ad-hoc Performance
Measures Committee to expand/improve the current board-approved performance
measurement framework, and include a monitoring schedule, and report to the
Board. (as per Recommendation #8.) |
OPL Board, Performance Measurement Committee |
Initiate Q3, 2008 |
B.9 See
Governance Audit Recommendation #G.23 update |
