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Report to/Rapport au :
OTTAWA PUBLIC LIBRARY BOARD
CONSEIL D’ADMINISTRATION DE LA BIBLIOTHÈQUE PUBLIQUE D’OTTAWA
November 17, 2014
17 novembre 2014
Submitted by/Soumis par :
Danielle McDonald, Chief Executive Officer
Contact Person / Personne ressource:
(613) 580-2424 x 32189, Danielle.McDonald@BiblioOttawaLibrary.ca
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Ref N°: OPLB-2014-0104 |
SUBJECT: 2011-2014 Term of Board Key Achievements
OBJET : Résultats clés du mandat du conseil d’administration :2011-2014
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REPORT RECOMMENDATION That the Ottawa Public Library Board receive this report for information. RECOMMANDATION DU RAPPORT Que le Conseil d’administration de la bibliothèque publique d’Ottawa prenne connaissance de ce rapport. |
BACKGROUND
This report has been prepared to provide the Board with a summary of its key achievements during its 2011-2014 term. Information is presented by year under the following sections: Governance, Services, Spaces, and Success.
DISCUSSION
Governance
2011
- 2011–2014 Board appointed by Ottawa City Council. Trustees are:
o Citizens: Amelita Armit, Jim Bennett, André Bergeron, Patrick Gauch, David Gourlay, Christine Langlois, Danielle Lussier-Meek, Rose Zeidan
o Councillors: Keith Egli, Jan Harder, Shad Qadri, Tim Tierney, Doug Thompson, Marianne Wilkinson
- First meeting held on February 14. Elections and appointments included:
o Chair (2011-2012): Jan Harder
o Vice-Chair (2011-2012): Jim Bennett
o Governance and Audit Committee: Amelita Armit, Jim Bennett, Patrick Gauch (Chair), Rose Zeidan
o Finance and Budget Committee: André Bergeron (Chair), Patrick Gauch, Jan Harder, Christine Langlois
o Facilities Planning Committee: Jim Bennett, David Gourlay (Chair), Christine Langlois, Doug Thompson, Marianne Wilkinson, Rose Zeidan
o Order of Friendship: André Bergeron, Rose Zeidan
o OPL Foundation: Amelita Armit
o Canadian Library Trustees Association: Jan Harder
o Ontario Public Library Board Trustee Association: Christine Langlois
o SOLS Trustee Council: Danielle Lussier-Meek
o Federation of Ontario Public Libraries: Jim Bennett: President, Chair 2010, 2011, 2012 and Past President, Past Chair 2013
o Urban Libraries Council: Jan Harder: Board member 2011, 2012, 2013, Secretary/Treasurer 2014
- Chief Executive Officer: Barbara Clubb, City Librarian retired in December. Board launched a nation-wide competition for the CEO position. Elaine Condos, appointed Acting City Librarian/CEO effective December 31.
- Strategic Planning: Board approved the 2012-2015 Strategic Plan on December 12. Highlights include:
o Mission: To build a strong Ottawa community by supporting life-long learning and 21st century literacies, fostering inspiration and enjoyment and connecting people to each other and the world.
o Values: Access and Inclusion, Accountability, Bilingualism, Dynamic Workforce, Innovation, Intellectual Freedom, Love of Reading, Right to Privacy, Service Excellence, and Informed Community
o Strategic Directions:
§ A. Services that are Relevant, Accessible and Customer-Centric,
§ B. Places and Spaces that are Vital, Welcoming Community Hubs,
§ C. Engagement of Customers, Communities, Partners, Employees and Volunteers,
§ D. Innovation through Technology and Continuous Improvement, and E. Excellence in Governance, Accountability and Financial Sustainability
- Advocacy: Board urged the Federation of Canadian Municipalities to strongly request that the Government of Canada maintain current funding for the Library Settlement Partnership Program.
- Approved the 2011 Draft Operating and Capital Budget estimates for submission to Ottawa City Council.
- Approved the 2012-2014 OPL Budget Strategy on June 30 identifying the implementation of Radio Frequency Identification (RFID) technology as its highest priority.
- 2010 Audited Financial Statements received.
- Approved the 2012 OPL Draft Operating and Capital Budget Estimates for forwarding to Council for consideration and final approval.
2012
- Chief Executive Officer (CEO), Danielle McDonald appointed effective March 5
- Approved the Memorandum of Settlement between CUPE 503 Library Group and the Management Bargaining Team as the 2012-2015 Collective Agreement (first ever four-year agreement).
- 2011 Audited Financial Statements received.
- Approved the 2013 OPL Draft Operating and Capital Budget Estimates, and forwarded to City Council for consideration and final approval.
- Mid-term Board self-evaluation and governance review completed. Result was a Nine-Point Action Plan that the Board received on November 19
o Two items immediately approved:
§ Disband standing committees (Governance and Audit, Finance and Budget, Facilities Planning).
§ Recommend to Council that the Board be reduced in size from 14 to 9 members effective with the 2015 trustee appointments.
o Remaining action items were:
§ Revise the Strategic Plan to ensure the library remains relevant in the future, establishes longer term objectives and provides a financial assessment of the resources required and the means to obtain them.
§ Develop a comprehensive Delegation of Authority policy.
§ Develop improved indicators of organizational performance, including objectives and metrics.
§ Review and modify information provided for Board meetings to support a strategic focus.
§ Develop a comprehensive risk management process.
§ Develop a senior staff succession plan and continue to enhance the development of individuals.
§ Continue to improve the ongoing development of trustees.
2013
- Elections held for the positions of Chair and Vice-Chair for 2013-2014: Jan Harder, Chair, and André Bergeron, Vice-Chair.
- Board Workshop – Transforming OPL – Multi-year program based on three pillars (Building Blocks, Customer Experience and Library of the Future) developed to address Board’s action plan and related organization requirements.
- March CEO Executive Performance Review report approved for 2012, along with proposed goals for 2013.
- Board Workshop - Library of the Future. Presented the Imagine campaign which was developed and implemented to connect with library customers. This crowd sourcing initiative included a public engagement and advocacy campaign that ran mid-May to mid-June; the Board received the final report in December. The online ideas campaign provided information used in refreshing the OPL Board Strategic Plan.
o More than 2,000 ideas/comments received; 22,000 votes; and, more than 12,000 users visited the Imagine website.
- Key Performance Indicators and a Performance Measurement Framework approved (Nine-Point Action Plan).
- Delegation of Authority Policy approved (Nine-Point Action Plan).
- Approved City’s criteria and process for commemoratively naming OPL buildings or spaces within buildings.
- Identified a chartered bank and financial institution for OPL, extending access privileges to the City of Ottawa for the management of funds on the Board’s behalf.
- 2012 Audited Financial Statements received.
- Approved 2014 draft operating and capital budget estimates tabled for review and consideration by Council.
- Established an Ad-Hoc Safety and Security group as part of Main Library Risk Mitigation.
- Approval given for a refresh of the strategic plan in 2014 for implementation in 2015 (Nine-Point Action Plan) .
- Development of revised Board procedural by-laws initiated (Nine-Point Action Plan)
- Several Ad Hoc Groups created to assist with key Board deliverables:
o Delegation of Authority (May) = Trustees Bennett and Gauch
o Safety and Security (September) = Trustees Bergeron and Langlois
o Draft Board By-laws (September) = Trustees Armit, Bennett, and Gauch
o Strategic Plan Refresh (December) = Trustees Armit, Bennett, and Lussier-Meek
2014
- Ad Hoc Group for Development Charges struck in January = Chair Harder; Trustees Bergeron, Qadri, and Wilkinson.
- Digital content advocacy initiatives undertaken by the Board at the provincial, national, and international levels.
- Received results of Marketing and Communications project undertaken by Algonquin College marketing students.
- City of Ottawa Enhanced Risk Management Framework approved for OPL (Nine-Point Action Plan).
- City Corporate Sponsorship and Advertising Policy adopted for OPL use.
- Adopted the revised 2014-2016 Strategic Plan (Nine-Point Action Plan):
o Vision: Build community and transform lives
o Mission: Inspire learning, Spark curiosity, and Connect people
o Values: Access and Inclusion, Accountability, Bilingualism, Dynamic Workforce, Innovation, Intellectual Freedom, Love of Reading, Right to Privacy, Service Excellence, and Informed Community
o Strategic Directions:
§ I) Services that are customer centric,
§ II) Spaces for community, collections and creation,
§ III) Success through learning, literacy and innovation
- Approved a new Rules of Procedure By-law to govern the proceedings of the Board to take effect January 1, 2015 (Nine-Point Action Plan).
- Approved a proposed Policy Framework for Board governance and operations policies (Nine-Point Action Plan).
- Approved the Executive Performance report 2013 for the CEO including 2014 proposed goals and objectives Development Charges strategic framework, including project listings for period of 2015 – 2024, approved within maximum allowable service level cap of $35 million.
- 2013 Audited Financial Statements received.
Services
2011
- Approved funding to implement a rural branch safety plan.
- Approved adding a bookmobile stop in the Bridlewood area of Kanata beginning in 2012.
- Kiosk project evaluation report received.
- RFID Plan received .
- Approved contract for BiblioCommons “Suggestion to Purchase” module.
- Board received Francophone Needs Assessment Research Report.
2012
- Citizenship and Immigration Canada funding confirmed for 2012/2013 to support library settlement partners program.
- Bookmobile service in Bridlewood launched.
- Enhanced e-book customer support implemented.
- RFID tenders approved to support purchase of RFID tags, tagging of all library materials, and RFID and related equipment for the Hazeldean branch.
2013
- Approved circulation policy parameters to respond to changing patterns in materials usage, including support for iPad lending.
- Holds Analysis Project Initial report of findings approved.
- Initiation of the process to replace Bookmobile Unit 1 approved; support for a smaller bookmobile unit in 2014 to ensure service continuity of the fleet confirmed.
- Approved purchase of RFID tags for new materials.
- Tagging of all materials in OPL collections completed in February
- E-payment for library fines launched in May.
- Approved purchase of sorting and RFID equipment purchases for Alta Vista, Emerald Plaza, and Nepean Centrepointe branches.
- Full Service Maintenance agreement for the Automated Materials Handling System approved for 2014.
- Board received first ever video of OPL’s services.
2014
- Revised Customer Code of Conduct approved.
- Collection Management Framework for 2014-2016 approved
- Tendering process for the supply and delivery of a bookmobile approved.
- Approved purchase of RFID tags for new materials.
- Digital Content Strategy and Advocacy multi-pronged plan approved including letters to Minister of Canadian Heritage; Ontario Minister of Tourism, Culture and Sport; and Competition Bureau.
- Implemented holds lockers to enhance services at the Hunt Club Riverside-Park Community Centre kiosks.
- RFID technology implemented at Carlingwood, Greely, Greenboro, Rockcliffe Park, Cumberland, and Main branches.
Spaces
2011
- Infrastructure Stimulus Funding (ISF) ($5.5 million ) projects completed:
o Alta Vista branch renewal officially opened in April
o Ruth E. Dickinson Branch renewal project officially opened in August
o Greely branch new build officially opened in June
o Vanier branch renewal officially opened in February
o Vernon branch access ramp officially opened in June
- Growth
o West District Library (Beaverbrook Branch) public consultation held
o Approval of professional architectural services contract to Moriyama and Teshima Architects
- Main Library
o Approved undertaking a detailed building condition assessment to examine expansion potential, building flexibility, end of life, and structural soundness
- OPL Collection Management and Materials Delivery functions moved into the new City of Ottawa Archives and OPL Materials Distribution Centre.
2012
- Hazeldean branch renovation completed. A small depot service was offered during the closure. Branch officially reopened in July.
- Vernon branch improvements completed in March.
- Commemorative naming ceremony held in April for the James Bartleman Archives and Library Materials Centre.
- Board approved the first-ever facilities renewal priorities for future planning and incorporation into the nine-year capital forecast: Main, Rosemount, Constance Bay, Centennial, Emerald Plaza, Elmvale Acres, North Gower, and Orléans.
- West District Library schematic design presented to the Board in June.
- In September the Board received the Main Library Building Condition Audit and Structural Assessment report (Morrison-Hershfield) as well as the Nanos Research Public Opinion Survey on the OPL’s Main Branch.
- Option 2: Modernize approved as the recommended option for renewal, redesign and refreshing of the current Main Library.
2013
- Carlingwood branch received accessibility upgrades funded through the City of Ottawa’s Older Adult Plan.
- Beaverbrook branch closed in February for a major renovation and expansion. Depot service provided in a small rental location was very popular. Construction tender totalling $6.924 million approved in March; construction began in April. Building top-off occurred in September.
- Emerald Plaza branch construction contract awarded in April with construction starting in May and completed in September.
- Retrofits to support implementation of RFID technology at Alta Vista and Nepean Centrepointe branches completed.
2014
- Purchase of shelving for the expanded Beaverbrook branch approved and delegated spending authority approved for the CEO for remaining project purchases within the approved $10 million budget.
- Renewal of the 4th and 5th lease, 191 Laurier Avenue, approved for a ten-year term beginning July 1, 2014.
- Main Library Facility Planning report outlined three options for modernization, preliminary conceptual design, and Class D estimates. The Board directed staff to develop a further option analysis for a full 130,000 square foot functional program requirement for the Main Library at a new site reporting back in 2015.
- Retrofits to support implementation of RFID technology at Greely, Rockcliffe Park, Carlingwood, Greenboro, and Cumberland branches completed; Main to be completed in December.
- Beaverbrook branch expansion completed on time and in budget. Officially opened in August.
Success
2011
- Jan Harder awarded Ontario Public Library Association James Bain Medallion.
- Doors Open Ottawa in June included Vernon Branch.
- Jan Harder Charity Golf Tournament raises $45,000 for the new central library.
- Hazeldean branch 30th anniversary celebrated in October.
- North Gower branch 120th anniversary celebrated in November.
- Commemorative Naming: Meeting room at the Cumberland branch named after Lori Nash, Friend of the Library.
- Order of Friendship: John Curry, editor of the Stittsville New, Howard Whittaker, Chair of the Ottawa Public Library Foundation, and the Diefenbooker Steering Committee awarded the OPL Order of Friendship.
- OPL Foundation held a fund-raising Literary Evening with Alberto Manguel.
2012
- The first Human Library event held in January in partnership with CBC and the Canadian War Museum.
- Jan Harder Charity Golf Tournament raises $45,000 for the new central library.
- The Children’s Room at the St-Laurent branch renamed in honour of Claude B. Aubry, former Chief Librarian of the Ottawa Public Library (1953-1979).
- The Innes Family and Jana Folta were recipients of the OPL Order of Friendship.
2013
- Second Human Library event held in January in partnership with CBC.
- OPL partnered with Comic Con in May under the theme “Librarians are information superheroes.”
- James Bartleman Archives and Library Materials Centre included in Doors Open Ottawa.
- Raised more than $14,000 through the Board’s Fundraising Comedy event.
- Elmvale Acres branch 50th anniversary celebrated in November.
- Emerald Plaza branch official opening of expanded facility and 25th anniversary celebrated in November.
- Rosemount branch 95th anniversary celebrated in November.
- Bookmobile service celebrated its 60th anniversary.
- OPL announced a partnership with the US Embassy to create the first OPL Maker Space at the Nepean Centrepointe branch.
- A meeting room at the Orléans branch renamed in honour of Patricia Leduc.
2014
- Third Human Library event expanded to include 40 human books at five branches.
- Maker Space officially launched in April.
- OPL participated in the 2014 Comic Con event.
- James Bartleman Archives and Library Materials Centre included in Doors Open Ottawa.
CONSULTATION
OPL Board reports and minutes from 2011-2014 were used in preparing the details of this report.
LEGAL IMPLICATIONS
There are no legal implications associated with this report.
RISK MANAGEMENT IMPLICATIONS
There are no legal implications associated with this report.
ACCESSIBILITY IMPACTS
There are no accessibility impacts associated with this report.
TECHNOLOGY IMPACTS
There are no technology impacts associated with this report.
FINANCIAL IMPLICATIONS
There are no financial implications associated with this report.
BOARD PRIORITIES
The term of Board key achievements align with the Board’s approved strategic priorities.
SUPPORTING DOCUMENTATION
There is no supporting documentation.
DISPOSITION
This report is being received for information.