Oakville Public Library Board Meeting: AI Governance, Service Planning, and 2027 Budget

The Oakville Public Library Board spent much of its Aug. 20, 2026 meeting on artificial intelligence governance, service planning, and budget preparation. Board members discussed whether the library needs an interim AI policy before a broader framework is completed, reviewed service level agreements with the Town of Oakville, and considered staffing and funding tied to a new service strategy and the 2027 budget.

Topics Discussed

1. AI GOVERNANCE: Board debated whether the library needs an interim policy

Board member Sela said the immediate issue was not AI in general, but practical rules for library use: "who gets paid licenses, who doesn't, what data can be exposed, what data cannot, what AI content or tools that are allowed or not." Sela asked whether "we should have some sort of a temporary makeshift AI governance small policy just to cover our immediate issue before the framework comes up."

Staff said the library is currently operating under the Town of Oakville's AI policy and related internal guidance. The discussion focused on whether that town-wide approach is sufficient for a public library, where staff support public learning and access to technology.

Councillor Cathy Duddeck said any policy should be considered more broadly, saying the board needs "an understanding as to how we provide AI resources, how we train, how we make those tools available to the public."

2. AI TRAINING AND PUBLIC ACCESS: Members discussed staff capacity and community access

The board also discussed what support libraries need to help staff and the public use AI tools. Sema Aan said libraries need outside support to do that work, whether through direct funding, training resources, or vendor negotiations: "we need support in order to be able to do it and that support can come in a bunch of different ways."

Staff said the library does not currently have deep in-house expertise dedicated to this work. CEO Natalia Lishchyna said, "We don't necessarily have anybody on staff with that skill set," noting that the manager of strategic initiatives has some relevant experience but is also overseeing other major projects, including the new central library project.

The discussion also touched on future public access to AI-related tools and digital resources, alongside the need for clear rules on licensing, privacy, and permitted uses.

3. SERVICE LEVEL AGREEMENTS: Board reviewed town-library operating arrangements

The board reviewed updated operational documents and discussed a new framework of service level agreements between the town and the library. About nine SLAs are expected to roll out in September and October, including agreements covering IT and facilities.

Board members discussed response times, escalation procedures, dispute resolution, and the need to document when each agreement takes effect and when it will be reviewed. Councillor Jonathan McNeice said "fundamentally these SLAs's work because of relationships."

The discussion also highlighted that library operations differ from those of other town departments because the library provides direct public-facing services and lends resources to residents.

4. SERVICE STRATEGY AND STAFFING: Board discussed a business analyst role

The board discussed adding a business analyst position to support implementation of a new library service strategy. Staff said the role would help redesign services across departments and translate the strategy into day-to-day operations.

Lishchyna said the position would focus on "here are our key service streams, here are the new service levels" and help staff work "from an end-to-end point" to reimagine services and achieve the outcomes the library wants.

She also said using fundraising dollars for the role "makes really solid sense" because successful implementation of the service strategy "will have significant impacts on how we serve the community."

5. 2027 BUDGET AND PLANNING: Board reviewed budget pressures and reserve funding

The board heard that the mayor's office has given a 3 per cent budget constraint for 2027, while library cost pressures are already above that level. Members discussed a budget request totaling about $4.54 million, with another $0.21 million still to be determined.

The meeting also included discussion of central library operating costs, maintenance pressures, and the possible creation of a building reserve fund. Staff said public access to archival material from before 1981 is expected to begin rolling out by the end of the month, with an update planned for the September board meeting.

Motions

• Memorandum of Understanding — Approved; to proceed to full council in September
• Business analyst position / budget direction — Approved in principle to be worked into the budget
• Staff development day rescheduling — Passed; moved from November to January 2026
• Items 7.3, 7.4, and 7.5 — Received for information
• Item 5.6 — Separated from the consent agenda for individual discussion

Attendees

The notes identify the following participants by name:

• Peter Longo
• Jonathan McNeice
• Cathy Duddeck
• Janet Haslett-Theall
• Natalia Lishchyna
• Jeff Knoll
• Paul
• Sela

The provided notes do not include a full attendance list of all board members present.